Data Reporting for Secondary Career and Technical Education An Introduction

1. Data Reporting for Secondary Career and Technical Education An Introduction 2008 DOE Information Database Workshop Tuesday, June 17, 2008 1:30 – 2:30 Bruce Harrington

2. Bureau of Community College and Technical Center Management Information Systems (CCTCMIS)

3. Florida College System Data Joan Roddenberry and others Handle data submission Maintain databases Provide data for federal/state reporting Community College & Technical Center Management Information SystemsBill Carman, Bureau Chief

4. SCHOOL DISTRICT DATA Joan Roddenberry Bruce Harrington Christine Allen April Card Community College & Technical Center Management Information SystemsBill Carman, Bureau Chief

5. The collection, analysis, and reporting of Secondary and Postsecondary Career and Technical Education as well as Adult General Education data. Our Tasks Include

6. What We Do • Handle data submissions • Maintain databases • Provide data for federal and state reporting • Create reports for district review • Implement necessary changes to data elements and formats • Maintain Data Base Handbooks

7. The Many Uses of District Data: • State Reports • Federal Reports • Federal Carl Perkins • Performance Based Program Budgeting (PBPB) • Strategic Imperatives • Requests from the Legislature, AWI, OPPAGA • Federal Accountability Measures • Ad hoc requests for the public, the media, etc.

8. Strategic Imperatives “Priorities of the DOE” Align Workforce Education Programs with Skill Requirements of the New Economy

9. WORKFORCE EDUCATION: LUCY HADI – Chancellor LORETTA COSTIN – Vice Chancellor, Career and Technical Education, Apprenticeship Programs, and Perkins Projects ALEX PENN-WILLIAMS – Adult Education, Migrant, GED, and Career Planning and Product Distribution GLORIA SPRADLEY-BROWN – Grants Administration and Compliance We Work With

10. Budget, Accountability and Research, Division of Workforce Education TARA GOODMAN – Bureau Chief MARK BAIRD – Director, Research and Best Practices RON VORP – Educational Policy Consultant EDUCATION DATA WAREHOUSE (EDW) ANDRE SMITH – Director

11. Division of Accountability, Research and Measurement (ARM) JAY PFEIFFER– Deputy Commissioner JEFF SELLERS – Assistant Deputy Commissioner Florida Education and Training Placement Information Program (FETPIP) TRINA CONDO - Senior Educational Program Director OLIVIA AHYOUNG – Research Associate

12. Processing Details • Formats • Key Elements • Due Dates • Data Flow • Submission and Retrieval • Edits • Reports • On-line Information http://www.fldoe.org/arm/cctcmis/publications.asp

13. Secondary Formats • Student Demographic • End of Year Status • Vocational Student Course • Vocational Teacher Course • Find the secondary file formats here: http://www.fldoe.org/arm/cctcmis/pubs/sec/0708hbk/format_edits.asp

14. Other Sources • Exceptionality • Federal/State Indicator • Student Course • Survey 2 and Survey 3 Student Demographic • FETPIP • Education Data Warehouse

15. Secondary Perkins – Key Elements • Student Number Identifier, Florida • Sex • Race/Ethnicity • Vocational Program Code • Vocational Completion Point Code • Diploma Type • Certificate of Completion • Exceptionality, Primary • Lunch Status • Vocational Single Parent • Vocational Academic Disadvantaged • Limited English Proficient • Tech Prep Participant • Dual Enrollment Indicator

16. Funding - Key Elements • Student Number Identifier, Florida • Sex • Race/Ethnicity • Vocational Program Code • Vocational Completion Point Code • Dual Enrollment • Targeted Attributes • Disabled • LEP • Single Parent • Academic Disadvantaged

17. 2007-08Secondary Vocational Reporting Window Secondary vocational enrollment data are reported in Survey 5. 2007-08 Survey 5 relevant dates: Processing window: July 28 - September 5, 2008 Due date: August 1, 2008 October Update Window: Coincides with School Grades Window

18. 2008-09Secondary Vocational Reporting Window Secondary vocational enrollment data are reported in Survey 5. 2008-09 Survey 5 relevant dates: Processing window: August 3, 2009 - September 4, 2009 Due date: August 7, 2009 October Update Window: Coincides with School Grades Window

19. Why Is October Update Window Important? The October Update Window is the “end of the road” for Secondary Vocational data updates. Later updates to Survey 5 data will NOT apply to: • Perkins • PBPB • Enrollments/Completions • Strategic Imperatives • or any other federal, state, or ad hoc reporting related to the vocational student and teacher course records done by CCTCMIS.

20. Data Flow – Initial Post • District posts initial data file to NWRDC • DOE initiates processing automatically each morning • Error reports/files are created at NWRDC • All errors are reject errors – the records are not posted to the data base. • District downloads reports/files

21. Data Flow – Batch Update After reviewing reports, the district: • Corrects errors from initial post - then • Creates batches of corrected data • And uploads batch update file • Processing is automatic each afternoon • Error reports/files are created at NWRDC • District downloads reports/files

22. Data Flow –Validations and Exceptions When the district has corrected all reject errors - • District requests validation reports • DOE initiates processing upon request each evening • District downloads reports for review

23. Data Flow –Validations and Exceptions If there are errors in the validation process, the data base must be corrected: • District corrects errors, uploads files to correct the data base - batch update processing again • FDOE automatically generates error reports

24. Data Flow –Validations and Exceptions Once the data in the data base has been corrected: • District requests validation reports again • DOE initiates processing daily upon request • District downloads reports for review

25. Initial Submissions & Batch Updates • When the window is open, processing is daily, Monday through Friday • Initial must post before a batch update

26. Input Datasets, Edit Reports and Output Datasets Secondary Vocational Appendix H: http://www.fldoe.org/arm/cctcmis/dataweb/database_0102/sec/pdf/apxh.pdf

27. Data Retrieval Details can be found at: http://www.fldoe.org/eias/dataweb/database_0607/chapter40607.pdf

28. The complete picture… Refer to Chapters 1-6 of the DOE User’s Manual for a detailed description of data flow, uploading, downloading and file handling at http://www.fldoe.org/eias/dataweb/manual_0607.asp

29. Are you still with us?

30. Reports • Edit Error Reports – Initial and Batch • Validation/Exception Reports • Edit Status Reports on-line • Survey 5 Perkins Report – job prep courses that earn an OCP

31. Edit Error Reports • Rejected means the record was not loaded to the data base • Initial - 20% errors ends processing and no records in that file load to the database • In house testing - for more information see: http://www.fldoe.org/eias/dataweb/database_0607/chapter30607.pdf

32. Edit Error Reports • Run automatically, Monday-Friday, Initial in the morning, Batch in the afternoon • Records in error are rejected and not posted to the database. • Remember – more than 20% errors on the initial suspends processing and no records post for that file. • 20 % rule does not apply to batch updates.

33. Validations/Exceptions • Both validations and exceptions are listed in one report • Run only upon request • Run overnight, ready in the morning

34. Validations and Exceptions The data has passed the edits and posted to the database, but the validations and exceptions are still important.

35. Exceptions • Represent an unexpected value, but not necessarily an error. • They are a useful tool in data analysis.

36. Validations If a student’s data cannot pass the validations, we (CCTCMIS) cannot use that student’s data for reporting purposes.

37. Edit Error and Validation/Exception Reports • List the error codes with definitions at the beginning of every report • List data for one format • List data at the student level • List multiple errors for each record • Provide a total of records rejected and records loaded by school on the report and online

38. Edit Status Table Browse See the history of your processing by: • District • Survey • File format (demographic, end year status, etc.)

39. Edit Status Table Browse By activity type with date and time: • initial posted • initial complete • batch posted • batch complete Includes: • number of records processed • number of records rejected • number of records clean (posted)

40. On-line System • Edit Status • Validation and Exceptions • Request Additional Reports

41. On-line Instructions • The WDIS On-Line System User Guide is available on our website to be pulled down and printed: http://www.fldoe.org/arm/cctcmis/pubs/techs/tc_guide.pdf • Secondary Logon IDs – K-12 Contact

42. Secondary VocationalPerkins Report Emphasizes Perkins-related data elements Generated at the close of the Survey 5 window and again at the end of the October Update Window

43. Reviewing Reports from CCTCMIS Duplication – data can be duplicated across programs, schools, districts. Therefore, counts may vary due to the level of aggregation.

44. Key Resources • Edit and Validation Reports • Survey 5 Perkins Report • Database Handbooks http://www.fldoe.org/arm/cctcmis/pubs/techs/handbk_main.asp • DOE Employee Phone List http://www.fldoe.org/department/staff.asp • Curriculum Frameworks http://www.fldoe.org/workforce/dwdframe/

45. Secondary Vocational Appendices Can be found at: http://www.fldoe.org/arm/cctcmis/pubs/sec/0708hbk/appendices.asp

46. WEDDAC Workforce Education District Data Advisory Council

47. Are we there yet?

48. 2007-08 Late Changes To Survey 5 • Modified Vocational Student Course Edit • Career and Professional Education (CAPE) Academies • For everyone, changes to contact lists

49. Modified Edit to the Vocational Student Course Schedule 51. Each Vocational Student Course Schedule record must have a matching Student Demographic Information record based on Student Number Identifier, Florida; Survey Period Code; Year; and District Number, Current Instruction/Service. -state validation -

50. CAPE • For 2007-08 • Three new data elements on the Vocational Student Course Schedule • Industry Certification Identifier • Industry Certification Outcome • Career and Professional Academy Identifier • Numerous new edits