The Graduation and Employment Chart A Line by Line Analysis

This webinar is designed to assist institutions seeking renewal of accreditation from ACCSCT to complete, format, and submit accurate information on the Graduation and Employment Chart. This webinar will focus on a line by line analysis of the Graduation and Employment Chart, and is designed to provide an overview of the following topics: How to Determine Reporting Periods How to Successfully Complete the Graduation and Employment Chart Verifiable Records of Initial Employment: Examples Graduation and Employment Chart

For specific questions on the Graduation and Employment Chart that pertain to your institution, please contact: Sean Forman at Maribel Ruiz at

How to Determine Reporting Periods

Cohort Reporting For the purpose of completing the Graduation and Employment Chart, a “cohort” is defined as a group of students that start a particular program together. Students are tracked based on Start Date There are 12 columns on the G&E Chart, thus programs with rolling starts should be combined by month. The Graduation and Employment Chart provides a mechanism to track individual students within by cohort (start date) within the prescribed report period (dictated by program length). Defining the Reporting Period

Institutions therefore must submit a Graduation and Employment Chart for each educational program offered. If a program is offered both full time and part time, a separate chart will be required for each program. The reporting periods will differ among individual programs with different program length(s) given the impact of Satisfactory Academic Progress. How to Determine Reporting Periods on the Graduation and Employment Chart

Assumption:12-month program Report Date:July 2009 (07/2009) Length of Program 12 months Multiply Length by 1.5 times 18 months Add Three Months for Placement 21 months End of Reporting Period: 07/09 minus 21 months = 09/07 Start of Reporting Period: 05/07 minus 12 months = 10/06 How to Determine Reporting Periods Assumption:18-month program Report Date:July 2009 (07/2009) Length of Program 18 months Multiply Length by 1.5 times 27 months Add Three Months for Placement 30 months End of Reporting Period: 07/09 minus 21 months = 12/06 Start of Reporting Period: 12/06 minus 12 months = 01/06

You will note there are a series of Tabs included on the Graduation and Employment Chart: G&E Chart Instructions Glossary Other Features The Graduation and Employment Chart automatically calculates the Report Period (based on length of program and report date) Automatically calculates summary categories based on data entered Includes a self-checking mechanism to ensure there are no errors in data. About the Graduation and Employment Chart

Practical Example

Track 10 students that started the Culinary Arts Program (12 month/certificate) together in December 2006.

Track 10 students that started the Culinary Arts program together in December

Cohort Tracking –Practical Exercise Student 1 Transfers from the Culinary Arts program to the Medical Assistant program offered at the school Line 3 Transfer to Another Program = 1

10 Students Start…. 1 Student transfers from the Culinary Arts to the Medical Assistant program offered at the school

Cohort Tracking –Practical Exercise Student 11 Transfers from the Dental Assistant program to the Culinary Arts program offered at the school Line 4 Student #11: Transfer from Another Program = 1 11

Line 5: Total Starts (Plus/Minus Transfers)=10 One Student transfers out; One students transfers into the program

= Line #5: Total Starts plus/minus Transfers Line #2: 10 Starts Line #3: 1 Transfer TO another program Line #4: 1 Transfer FROM another program Line #5: 10 Total Starts

This category removes from the graduation rate calculation students who fall into one of the following four classifications: death incarceration active military service deployment, or the onset of a medical condition that prevents continued enrollment. Line 6: Unavailable for Graduation

2 Line 6 = Unavailable for Graduation Student #2: Active military service deployment (School maintains record to support categorizing this students as Unavailable for Graduation)

Line 7: Students Available for Graduation

Line #7: Students Available for Graduation Line #2: 10 Starts Line #3: 1 Transfer TO another program Line #4: 1 Transfer FROM another program Line #5: 10 Total Starts plus/minus transfers Line #6: 1 Student Unavailable for Graduation (active military) Line #7: 9 Students Available for Graduation

Line 8 = (Withdrawn/Terminated Students)

Line #8: Withdrawn / Terminated Students: The number of students who withdrew or were terminated, within 150% of the program length, from each program. This number does not include the student classified as "Unavailable for Graduation" (Line 6). Line #2: 10 Starts Line #3: 1 Transfer TO another program Line #4: 1 Transfer FROM another program Line #5: 10 Total Starts plus/minus transfers Line #6: 1 Student Unavailable for Graduation (active military) Line #7: 9 Students Available for Graduation Line #8: 2 Withdrawn / Terminated Students

Line 9: Grads within 150% of the Program =

Line #2: 10 Starts Line #3: 1 Transfer TO another program Line #4: 1 Transfer FROM another program Line #5: 10 Total Starts plus/minus transfers Line #6: 1 Student Unavailable for Graduation (active military) Line #7: 9 Students Available for Graduation Line #8: 2 Withdrawn/Terminated Students Line #9: 7 Graduates within 150% of Program Length 78% Graduation Rate

Line #11: Graduates – Further Education The number of graduates that continue on with education in an accredited institution of higher education (postsecondary) on at least a half-time basis.

Line 11: Graduates – Further Education 10 =

This category removes from the placement rate calculation graduates who fall into one of the following categories: death, incarceration, active military service deployment, the onset of a medical condition that prevents employment, or international students who have returned to their country of origin. Line #12: Graduates – Unavailable for Employment

active military service = 8

Line #13: Graduates Available for Placement Line #9: 7 Graduates within 150% of Program Length Line #11 : 1 Graduate Further Education (Student #10) Line #12: 1 Graduate Unavailable for Employment (Student #8) Line #13: 5 Graduates Available for Employment (Students #4, #6, #7, #9, #11)

Line #14: Graduates – Employed in Field

Line #9: 7 Graduates within 150% of Program Length Line #11: 1 Graduate Further Education (Student #10) Line #12: 1 Graduate Unavailable for Employment (Student #8) Line #13: 5 Graduates Available for Employment Line #14: 4 Graduates Employed in Field Line #15: Placement Rate: 80%

Based on this cohort, which is one of several monthly cohorts within this program, the reported rates of student achievement are: 78% Graduation Rate 80% Employment Rate

Who is missing?

Who is missing? Grad Unknown = Line 18 4 =

Line 19: Non-Graduated Students Who Obtained Training Related The number of withdrawn/terminated students from Line 8 who obtain employment in a field related to the program in which the student was enrolled and based upon the training provided by the school.

5 3 Line 8 = (Withdrawn/Terminated Students)

3 Line 19: Non-Graduated Students Who Obtained Training Related =

Line #20: Employment Rate with Non-Graduated Students Who Obtained Training Related Employment: The school's supplemental employment rate which calculates the total number or graduated and non- graduated students who obtained training related employment.

Line #9: 7 Graduates within 150% of Program Length Line #11: 1 Graduate Further Education (Student #10) Line #12: 1 Graduate Unavailable for Employment (Student #8) Line #13: 5 Graduates Available for Employment Line #14: 4 Graduates Employed in Field Line #15: Employment Rate: 80% Line #18: Graduates – Unknown Line #19: Non-Graduated Student Who Obtained Training Related Employment % Line #20: Employment Rate with Non-Graduated Employed Students 83 %

Based on this cohort, which is one of several monthly cohorts within this program, we note: 78% Graduation Rate 80% Employment Rate 83% Employment Rate with Non-Graduated Employed Students

Verifiable Records of Initial Employment

Organize all supporting documentation by program, by start date Organize graduate transcripts by program, by start date Organize verifiable records of initial employment by program, by start date During an on-site evaluation, ACCSCT staff seeks to verify the validity of the data provided in the Graduation and Employment Chart. Organizing supporting documentation by program, by start date will help facilitate the verification of the data. Verifiable Records: Helpful Hints

Examples of supporting documentation for graduates listed as employed in the field: Graduate Employment Verification Form: the name of the graduate, telephone number of the graduate, name of employer, date of hire, and position (title) contact person at the place of employment, job title, and employer telephone number. Any other pertinent information related to training related employment. This documentation must demonstrate that the graduate’s employment is training related.

Examples of supporting documentation for graduates listed as self - employed in the field: Advertisements for Graduate’s Business (Training Related) Business License / Massage Therapy License for Massage Therapy Graduates Business Listing in the Yellow Pages Business Listing in other business directory (ex. Chamber of Commerce) Website for Graduate’s Business / Business Cards Any other pertinent information related to training related employment. This documentation must demonstrate that the graduate’s employment is training related.

The school must also maintain appropriate documentation to support any student classified as: Unavailable for Graduation Graduates - Further Education Graduates – Unavailable for Employment Non-Graduated Students Who Obtained Training Related Employment

Unavailable for Graduation Deceased: Copy of Death Record; Death Notice Incarcerated: This information is public record, therefore, a copy of the arrest record, police report or booking/intake documentation Active Military Service: Copy of military orders Medical Conditions: Must include a copy of medical documentation from the student’s physician that demonstrates that the student can not continue enrollment due to medical condition (including pregnancy).

Graduates: Further Education The categorization of these graduates as “Further Education” must be supported by documentation which demonstrates that the graduate continue on with education with an accredited institution of higher education (postsecondary) on at least a half-time basis. Such documentation includes a signed enrollment agreement or letter from the institution’s registrar.

Deceased: Copy of Death Record; Death Notice Incarcerated: This information is public record, therefore, a copy of the arrest record, police report or booking/intake documentation Active Military Service: Copy of military orders Medical Conditions: Must include a copy of medical documentation from the graduate’s physician that demonstrates that the graduate can not continue enrollment due to medical condition (including pregnancy). International Students who have left the Country: Admissions/enrollment paperwork that demonstrates student is not a U.S. citizen and any other supporting documentation demonstrating they have not maintained U.S. residence status following graduation Unavailable for Employment

Questions and Answers

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