Kentucky's Technical Education Data System _TEDS_

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					Kentucky’s Technical Education
Data System (TEDS)

     National Association of Career and
      Technical Education Information
                Boise, Idaho
              2008 Conference
Kentucky’s Technical Education Data
System (TEDS)
Sarah Galliher             Kim Rice
2014 Capital Plaza Tower   2124 Capital Plaza Tower
500 Mero Street            500 Mero Street
Frankfort, KY 40601        Frankfort, KY 40601
(502) 564-3072             (502) 564-3775
SarahE.Galliher@ky.gov
                     Kimberly.Rice@education.ky.gov
     Kentucky’s Technical Education Data
               System (TEDS)
   Includes all data for Perkins accountability reporting
        Secondary –
             243 high schools
              44 locally operated area technology center
              64 middle schools
              55 state operated area technology centers
        Postsecondary –
               6 universities
              16 community and technical colleges WITH 39 campuses
              10 correctional facilities
   Web-based, Windows-based data system utilizing tabled data
    fields with drop-down lists. Schools enter data directly on the
    website or data can be imported from school’s local database
    into TEDS.
   Can be accessed from any location with any operating system
    or web browser
   Each user has data access for assigned school(s) only.
Kentucky’s Technical Education
Data System (TEDS)

   State-level staff access includes data for an individual
    school, agency or statewide.
   Once data has been saved, it can be viewed/edited on
    screen or printed on reports.
   Designed, programmed, implemented and maintained
    by Kentucky’s Education Cabinet/Division for
    Technology Services
   Data matching with UI for follow-up
   Can electronically compare secondary Tech Prep
    students from previous years to postsecondary current
    enrollment for list of possible Tech Prep students
Kentucky’s Technical Education
Data System (TEDS)
   Options on menu bar in current version of TEDS are now
    options on menu tree with sub-options in the rewritten
    version of TEDS.
   User may navigate from one screen directly to another
    without having to access screens higher in the
    hierarchy.
Kentucky’s Technical Education
Data System (TEDS)
Menus and screens organized by function.
Menu tree contains main functions:
  Institution
  Student
     Demographic
     Enrollment (multiple screens)
     Termination
  Import process
  Follow-up (Student, Employer and Retention)
  Central Office (System maintenance functions)
  Training & Development
  Reports
Kentucky’s Technical Education
Data System (TEDS)
   System administrator
       Assigns user name and access
       Maintains all tables
       Works with programmer on enhancements and any
        problems
       Ensures that data collection and reporting meets Perkins
        requirements
       Functions as a Help Desk for TEDS issues
       Provides training individually and for groups
       Communicates with users by email, phone and visits
       Monitors schools’ performance
       Provides technical assistance
       Develops new reports
       Provides ad hoc reports to management
Kentucky’s Technical Education
Data System (TEDS)
       x
Kentucky’s Technical Education
Data System (TEDS)
Demographic data
  Student name
  Student address and phone number
  Gender
  Race
  SSN
  SSID (Ky. assigned student ID number)
  Contact information
  Student Organization activity
Kentucky’s Technical Education
Data System (TEDS)
           x
Kentucky’s Technical Education
Data System (TEDS)
Enrollment screen:
   School year
   Program enrollment by CIP Code
   Enrollment date
   Education level (secondary/postsecondary)
   Student objective (participant/concentrator)
   Attend hours (contact hours)
   Credit hours
   Home high school (secondary only)
   Special population data (disadvantage, disability, LEP, single parent,
      single pregnant woman)
   G.P.A. (postsecondary only)
   Termination status/date
   Tech Prep indicator
   Federal reporting indicator (used for non-duplicated reports)
Kentucky’s Technical Education
Data System (TEDS)
       x
Kentucky’s Technical Education
Data System (TEDS)
Enrollment/Sponsor By Screen:
  List of possible sponsors including
       Pell Grant
       WIA
       Scholarships
       Employer
       Vocational Rehabilitation
       Etc.
Kentucky’s Technical Education
Data System (TEDS)
       x
Kentucky’s Technical Education
Data System (TEDS)
Enrollment/O*Net Codes Screen
     Lists O*Net titles/codes available for the
      CTE program in which the student is
      enrolled
     Can record as many O*Nets as the student
      earns
Kentucky’s Technical Education
Data System (TEDS)
       x
Kentucky’s Technical Education
Data System (TEDS)
Enrollment/Industry Certificates Screen:
     Master list contains only those industry
      certificates that have been validated by
      business and industry
     List of possible industry certificates that can
      be earned by passing a test for that
      occupation Only certificates related to the
      student’s program enrollment are displayed
      on screen
     May assign as many certificates as a student
      earns
Kentucky’s Technical Education
Data System (TEDS)
Kentucky’s Technical Education
Data System (TEDS)
Enrollment/Credentials Screen:
     List of possible credentials that may
      be earned from an educational
      institution
     May assign as many as a student
      earns
Kentucky’s Technical Education
Data System (TEDS)
      x
Kentucky’s Technical Education
Data System (TEDS)
Enrollment/Work-Based Learning
 (WBL) Screen:
     Type of work-based learning (co-op,
      internship, job shadowing, school-based
      enterprise etc.)
     Employer
Kentucky’s Technical Education
Data System (TEDS)
Kentucky’s Technical Education
Data System (TEDS)

Enrollment/Skills Standards
 Screen:
     Test name
     Scenario test score
     Multiple choice test score
     Results = pass/not pass
Kentucky’s Technical Education
Data System (TEDS)
   Insert Enrollment/CATS printscreen
Kentucky’s Technical Education
Data System (TEDS)
Enrollment/CATS Screen:
     Test name
     Test score (novice, apprentice,
      proficient, distinguished)
Kentucky’s Technical Education
Data System (TEDS)
Kentucky’s Technical Education
Data System (TEDS)
Class List Termination Screen:
  Class roster with active data fields
     Student name
     SSN

     Objective (participant/concentrator)

     Termination status

     Termination date
Kentucky’s Technical Education
Data System (TEDS)
Importing Data From Other Sources
   Can import from any database if export file is a text file
    and matches TEDS file layout
   Files are put through test before allowing TEDS to be
    updated / changed
   Test results list dispensation for individual records
   If individual record does not pass test, error message
    lists reason
   Can be run at any time, as often as necessary
   Update process runs during the night to ensure use of
    TEDS resources during regular business hours
Kentucky’s Technical Education Data
System (TEDS)
Data is extracted/exported from STI/IC and two text files are
  created:
   1. Demographic file - Student name, address, birth date,
      etc.
   2. Enrollment file – Program, school year, attend hours,
      grade level, termination info, certificates, etc.
• The data in both files is imported into the TEDS system via
  an import batch process.

• The key identifier for secondary students for both files and
  TEDS is the Student System Identifying Number (SSID).
Kentucky’s Technical Education
Data System (TEDS)
Kentucky is currently changing its
 student information system for
 secondary students. Infinite
 Campus (IC) now has the contract
 and will provide software and
 related services for the next 10
 years.
Kentucky’s Technical Education
Data System (TEDS)
   STI TEDS Data Enrollment Screen
                        Kentucky’s Technical Education
                        Data System (TEDS)
                                                       Demographic File Layout




                                                                                                                                                                            Report Type
                                                                                                                     Institution #
                                                          First Name




                                                                                              Race Code
                                           Last Name
           (10 Chars)




                           (9 Chars)




                                                                                                                                          Address
                                                                       Mid Init




                                                                                                          Gender
Record




                                                                                    Date of




                                                                                                                                          Street
                                                                                                                     TEDS
           SSID




                                                                                                                                                            State
Type




                                                                                    Birth
                           SSN




                                                                                                                                                     City




                                                                                                                                                                     Zip
 D       1234567890      123456789     ANDERSON HEATHER L                         4/18/1990    1          F        804010100         964 E HWY 1470 TEST KY         40601   STI
 D       1234567890      123456789     ANDREWS SHASTA L                           3/24/1990    1          F        804010100         PO BOX 135       TEST KY       40601   STI
 D       1234567890      123456789     ARMSTRONG JENNIFER R                       3/23/1990    1          F        804010100                           CREEK
                                                                                                                                     2115 NORTH DEVILTEST KY        40601   STI
 D       1234567890      123456789     ALLEN     JESSICA A                        10/9/1988    1          F        804010100         PO BOX 780       TEST KY       40601   STI
 D       1234567890      123456789     ANDERSON CASSONDRA K                       2/27/1989    1          F        804010100         1889 CAL HILL RD TEST KY       40601   STI
 D       1234567890      123456789     BAKER     DANIEL   S                       6/28/1989    1          M        804010100         P O BOX 893      TEST KY       40601   STI
 D       1234567890      123456789     BALL      CORTNEY M                        3/24/1989    1          F        804010100                          HEIGHTS
                                                                                                                                     189 FANCHESTER TEST KY         40601   STI
 D       1234567890      123456789     ALEXANDER KRISTEN P                        8/23/1988    1          F        804010100         4037 E HWY 1470 TEST KY        40601   STI
 D       1234567890      123456789     ALLEN     TRAVIS   D                        1/8/1988    1          M        804010100         210 YANCEY LN TEST KY          40601   STI
 D       1234567890      123456789     BALL      JOHN     I                       12/7/1987    1          M        804010100                          TEST
                                                                                                                                     726 NEW STEPHENS RD KY         40601   STI
 D       1234567890      123456789     BENNETT   DEBRA    I                       3/20/1988    1          F        804010100                          TEST
                                                                                                                                     40 CARLIS VANOVER RD KY        40601   STI
                     Kentucky’s Technical Education
                     Data System (TEDS)
                                       Enrollment File Layout



                                                        Enrollment
                                           Last Name
            (10 Chars)




                                                                                                                          CIP Code



                                                                                                                                     Objective
                           (9 Chars)




                                                                       Number




                                                                                             Number




                                                                                                                                     Student
                                                                                             Section
Record




                                                                                   School




                                                                                                               Attend
                                                                                                               Hours
                                                                                                       Grade
                                                                                                       Level
            SSID
Type




                                                                                   Year
                           SSN




                                                        Date


                                                                       Inst
 E       1234567890      123456789      ANDERSON       8/3/2006      804010100   2006-2007     1        4      1.5      10.0301        3
 E       1234567890      123456789      ANDREWS        8/3/2006      804010100   2006-2007     1        4      1.5      51.0000        2
 E       1234567890      123456789      ANDREWS        8/3/2006      804010100   2006-2007     1        4      1.5      12.0500        3
 E       1234567890      123456789      ARMSTRONG      8/3/2006      804010100   2006-2007     1        4      1.5      10.0301        3
 E       1234567890      123456789      ALLEN          8/3/2006      804010100   2006-2007     1        5      1.5      10.0301        3
 E       1234567890      123456789      ANDERSON       8/3/2006      804010100   2006-2007     1        5      1.5      12.0500        3
 E       1234567890      123456789      BAKER          8/3/2006      804010100   2006-2007     1        5      1.5      52.0401        3
 E       1234567890      123456789      BALL           8/3/2006      804010100   2006-2007     1        5      1.5      12.0500        3
 E       1234567890      123456789      ALEXANDER      8/3/2006      804010100   2006-2007     1        6      1.5      10.0301        3
 E       1234567890      123456789      ALLEN          8/3/2006      804010100   2006-2007     1        6      1.5      52.0401        3
 E       1234567890      123456789      BALL           8/3/2006      804010100   2006-2007     1        6      1.5      10.0301        3
 E       1234567890      123456789      BALL           8/3/2006      804010100   2006-2007     1        6      3.0      47.0604        3
 E       1234567890      123456789      BENNETT        8/3/2006      804010100   2006-2007     1        6      1.5      52.0401        2
                      Kentucky’s Technical Education
                      Data System (TEDS)
                           Enrollment File Layout (cont’d)




                                                                              Term Date




                                                                                                  Code Date
                                  Tech Prep
                      Reporting
         Disability




                                                                                                              504 Plan




                                                                                                                                        Ind Cert
                      Federal
                      Special




                                                                                                                                                   Record
                                                                                                                               Earned
Disadv




                                                                  Status




                                                                                          ONET


                                                                                                  ONET
                                                                                          Code
                      Pops




                                                                  Term




                                                                                                                                                   Type
                                                                                                                         WBL
                                                                                                                               Cred
                                                           GPA
                                              LEP

                                                    IEP
 1                     1    Y     N           N     N     2.071    09      4/12/2006             1/1/1900     N          02      6                 STI
 1                          Y     N           N     N     2.769    08      4/12/2006             1/1/1900     N                  6                 STI
 1                          N     N           N     N     2.769    08      4/12/2006             1/1/1900     N                  6                 STI
 1                     2    Y     N           N     N     4.000    08      4/12/2006             1/1/1900     N          02      6                 STI
 1                          Y     N           N     N     3.063    08      4/12/2006             1/1/1900     N                  6                 STI
 1                          Y     N           N     N     1.912    08      4/12/2006             1/1/1900     N                  6                 STI
 0                          N     N           N     N     3.533    08      4/12/2006             1/1/1900     N          02      7                 STI
 1                          Y     N           N     N     2.688    08      4/12/2006             1/1/1900     N          02      6                 STI
 1                          Y     N           N     N     2.540    08      4/12/2006             1/1/1900     N          02      6                 STI
 1        C                 Y     N           N     Y     0.000    04      4/12/2006             1/1/1900     N          02      6                 STI
 1                          N     N           N     N     2.792    08      4/12/2006             1/1/1900     N          02      7                 STI
 1                          Y     N           N     N     2.792    08      4/12/2006             1/1/1900     N                  6                 STI
 1        B                 Y     N           N     Y     2.180    08      4/12/2006             1/1/1900     N          02      6                 STI
     Kentucky’s Technical Education
     Data System (TEDS)
Import screen:
    Schools use the two text files from STI/IC to import data
     into TEDS.
    The file layout from STI/IC must match the TEDS import file
     layout.
    Program data must be in TEDS for each program that will
     have enrollment records imported
    Student demographic records must have a matching record
     in the enrollment import file
    Student enrollment record must have a matching record in
     the demographic import file or in TEDS
Kentucky’s Technical Education
Data System (TEDS)
       x
  Kentucky’s Technical Education
  Data System (TEDS)
Import/Import File Process Screen:
  Import files must be processed in the correct order.
  1.   Test and update the demographic file.
  2.   Review results report
  3.   Test the enrollment file and review the results
  4.   Make any necessary corrections to the import files or TEDS
  5.   Steps 1 – 4 may be repeated until results are as clean as
       possible
  6.   Submit the enrollment file to update TEDS.
  7.   Import files are sent and processed via an overnight batch
       mode
  8.   Review results of import in TEDS via TEDS reports
  9.   Enter any records that did not import and correct any errors
               Kentucky’s Technical Education
               Data System (TEDS)
                                                    TEDS Error Report
         Record                                         Institution    CIP
 Index    Type     Last Name     SSID         SSN            #        Code                                    MESSAGE
                                                                                The program that you are adding does not exist. CIP=46.0201, Effective
  e1       E      BAIRD        1234567890   123456789   80401010      46.0201   Year=2004-2005, Institution No.=080401010, Program Section No.=1
  e2       E      BARNETT      1234567891   123456789   80401010      03.0101   Update U
  e3       E      DUNCAN       1234567892   123456789   80401010      01.0601   Add New N
  e4       E      DUNCAN       1234567893   123456789   80401010      03.0101   Add New N
  e5       E      KEAN         1234567894   123456789   80401010      03.0101   Add New N
  e6       E      MORGAN       1234567895   123456789   80401010      03.0101   Add New N
                                                                                The program that you are adding does not exist. CIP=10.0301, Effective
 e7        E      MUTTER       1234567896   123456789   80401010      10.0301   Year=2004-2005, Institution No.=080401010, Program Section No.=1
 e8        E      NEAL         1234567897   123456789   80401010      01.0601   Add New N
 e9        E      PHILLIPS     1234567898   123456789   80401010      03.0101   Update U
 e10       E      RIDNER       1234567899   123456789   80401010      03.0101   Add New N
 e11       E      SUMNER       1234567900   123456789   80401010      03.0101   Add New N
 e12       E      WATERS II    1234567901   123456789   80401010      47.0600   The SSN is been used for WATERS STEVEN
                                                                                The program that you are adding does not exist. CIP=10.0301, Effective
 e13       E      WILDERMUTH 1234567902 123456789 80401010 10.0300              Year=2004-2005, Institution No.=080401010, Program Section No.=1
                                                                                The program that you are adding does not exist. CIP=12.0500, Effective
 e14       E      ALLEN        1234567903 123456789 80401010 12.0500            Year=2004-2005, Institution No.=080401010, Program Section No.=1

 NEW       8
UPDATE     2
ERROR      5
      Kentucky’s Technical Education
      Data System (TEDS)
Import/Import Results Screen:
     Import results
          Displays a summary line for each file
           processed via the import process
          Ability to print a detailed report with results
           for each record in the file included in the
           import process
Kentucky’s Technical Education
Data System (TEDS)
Kentucky’s Technical Education
Data System (TEDS)
       x
Kentucky’s Technical Education
Data System (TEDS)
Reports screen:
     Any report may be generated by an
      individual school, district, agency or
      statewide
     All reports can be customized by using
      selection criteria fields
     All reports may be generated using
      alternate formats: Excel, Word or PDF
     Reports may be saved for auditing purposes
     Instructions for generating each available
      report are provided in the TEDS User Manual
      and as a separate document
Kentucky’s Technical Education
Data System (TEDS)
Reports screen continued:
  Available reports include:
     Class List Report (roster)
     Enrollment Report
     Statistical Reports
         Termination Status
         Special Populations Disability
         Disability
         Disadvantage
         Employment Status/Transition
         Attend Hours
Kentucky’s Technical Education
Data System (TEDS)
Reports screen continued
     Program Completion Report
     O*Net Titles
     Credentials Earned
     Retention Follow-Up
     Compare Enrollment
     Perkins Performance Measures
      (Perkins III)
Kentucky’s Technical Education
Data System (TEDS)
Reports screen continued
     Skills Standards Test Results
     Home School Report
     Duplicate Federal Indicator
     Staff Listing
     Employer Survey
     Student Organizations
     GPA Report
     Performance Measures (KDE)
Kentucky’s Technical Education
Data System (TEDS)
Reports screen continued
     CATS Results
     CATS Summary
     Students Pursuing Additional
      Education
     Possible Secondary Tech Prep
     Credit Hours
Kentucky’s Technical Education
Data System (TEDS)
       x
Kentucky’s Technical Education
Data System (TEDS)
Class List Report
     Only report that prints individual
      student data
     For school’s use to verify/review data
     School may choose what data to print
Kentucky’s Technical Education
Data System (TEDS)
           x
Kentucky’s Technical Education
Data System (TEDS)


               x
Kentucky’s Technical Education
Data System (TEDS)
Enrollment Report
     Aggregate totals only
     Can include specific populations or all
      students
     Can sort and subtotal as needed
Kentucky’s Technical Education
Data System (TEDS)
               x
Kentucky’s Technical Education
Data System (TEDS)
       X
Kentucky’s Technical Education
Data System (TEDS)
               x
Kentucky’s Technical Education
Data System (TEDS)
               x
Kentucky’s Technical Education
Data System (TEDS)
Termination Status Report
   Disaggregated by termination status
    code
   Used for program assessment
   Useful for troubleshooting completion
    data
Kentucky’s Technical Education
Data System (TEDS)
      x
Kentucky’s Technical Education
Data System (TEDS)
       x
Kentucky’s Technical Education
Data System (TEDS)
Employment Status/Transition Report
   Disaggregated by employment status
       Employed in field related to training
       Employed in field not related to training
       Employed in field and pursuing additional education
       Self-employed
       Pursuing additional education in field related to training
       Pursuing additional education not in field related to
        training
       Military
       **Transferred to baccalaureate program (2007-2008)
   Used for program assessment
   Useful for troubleshooting transition data
Kentucky’s Technical Education
Data System (TEDS)
       x
Kentucky’s Technical Education
Data System (TEDS)
       x
Kentucky’s Technical Education
Data System (TEDS)
Perkins Performance Measures Reports
   Perkins Performance Measures Report will be
    renamed ‘Perkins III Performance Measures
    Report’ to preserve historical data capabilities

   New ‘Perkins IV Performance Measures
    Report’ will be included in new version of TEDS
Kentucky’s Technical Education
Data System (TEDS)
Perkins Performance Measures Reports
     Each measure has report calculating
      performance result
     Lists numerator, denominator, % and
      met/not met goal
     May be run at any time during school year
     May be run by individual school to check
      program performance before data is final
     May be run by Central Office for individual
      school, agency or statewide
Kentucky’s Technical Education
Data System (TEDS)

				
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