CTE & TECHPREP ACCOUNTABILITY By The Office of Institutional Effectiveness, Research & Grants

Background Early Fall 2003 – ADE approached AWC to develop a methodology to identify CTE & TechPrep Students who have left High School and entered their local Community College. Mid-Fall 2003 – AWC presented a proposal to ADE with funding request & proposed timelines for this project’s deliverables. February 2004 – ADE gave the final go ahead for the project and authorized initial funding.

Secondary Educational Benefits Tracking Students into local Community Colleges Tracking students beyond entry into further postsecondary education. Discovery of student trends in Enrollment, Declared Majors, Educational Goals, Retention, Persistence & Mobility Federal, State & Local Reporting Requirements

Postsecondary Benefits Promotion of “Life Long Learning” Greater Communication with High School Districts Development of Marketing Strategies Discovery of student trends in Enrollment, Declared Majors, Educational Goals, Retention, Persistence & Mobility Federal, State & Local Reporting Requirements

CTE Completers from both sources should equate on an Annual Basis! High School Students Source Down Load File (Concentrator & Completers) Source High School Graduate Listing Career & Technical Education (Completers ) TechPrep (Completers ) CTE & TechPrep Academic INFORMATION FLOW

Methodology 1.Download Current Consortium Concentrator/Completer file. (This is a text file with approx. 34 separate fields.) 2.Combine it in it’s duplicated form to any previously collected data. 3.Unduplicated the provided list on four (4) fields - LName, FName, BrthDte & SchNme 4.Match on these fields to a Community College’s Database 5.Desired Results – Best Match (to exceed 80% student identification of those attending the Community College)

Base Data (Manual Analysis) Downloaded File contained 2,675 records (Duplicated) Unduplicated Head Count based on four (4) fields = 2,467 records Duplication still exist at this point due to data entry errors on the birth date field primarily; however, less than 0.7% error factor projected.

Manual Analysis Vs Computerized Analysis

Manual Matches The Manual Matches were performed by a competent individual going through each and every record previously provided to see if that student has in fact enrolled at AWC. Manual Match = 1,418 Students Time used to make Match – Approx. 45 Man Hours Unmatched Records = 1, % of the Total Unduplicated Head Count

Computerized Matching Computerized Matching was completed on only three primary fields – LName, FName and BrthDte Computerized matching on Unduplicated Head Count = 1, % of the manually matched students. Time Used = 1 Man Hour Approximately 1,115 records unmatched! 55.25% of the Total Unduplicated Head Count.

Additional Information Provides a list of additional “High Probability” Matching. High Probability Matching List can be checked manually for additional matches on School and/or street address. (Last Name & First Name Initial w/wildcard) This totaled 148 Students (13.27% of the Unmatched Students) - We estimate another 2.5% to 3.5% added to matching after manually reviewed.

After Manual Review of “High Probability Listing” 47 more Students identified from the “High Probability Listing”. Totaling 1,410 Students Identified or 99.44% of the Manually Identified Students. 3.32% added to Identified Students Additional Time – 4 Man Hours 57.15% of the Total Unduplicated HeadCount

In Other Words Computerized Matching found 99.44% of the Students identified manually in approx. one tenth the time!!!!

THE PROCESS Download text file from Internet – –Suggested time would be After 1 September Annually Import this text file into a Database Match data to ones Institution’s Student Accountability System

CTE Completers from both sources should equate on an Annual Basis! High School Students Source Down Load File (Concentrator & Completers) Source High School Graduate Listing Career & Technical Education (Completers ) TechPrep (Completers ) CTE & TechPrep Academic INFORMATION FLOW

What has made Arizona a Success? Commitment Communication – Information is not a one way street! Data Sharing –Arizona Department of EducationArizona Department of Education –Community College DistrictsCommunity College Districts –Secondary School DistrictsSecondary School Districts –Arizona State System for Information on Student Transfer (ASSIST)Arizona State System for Information on Student Transfer (ASSIST) –National Student Clearing HouseNational Student Clearing House

Questions & Discussion

Contacts Delmas (Del) Dawley Senior Research Analyst Arizona Western College Phone: (928) Fax: (928)

34 CFR Sec (a)(6)(i) Under what conditions is prior consent not required to disclose information? (a)An educational agency or institution may disclose personally identifiable information from an education record of a student without the consent required by Sec if the disclosure meets one or more of the following conditions: (6)(i) The disclosure is to organizations conducting studies for, or on behalf of, educational agencies or institutions to: (A) Develop, validate, or administer predictive tests; (B) Administer student aid programs; or (C) Improve instruction. (ii) The agency or institution may disclose information under paragraph (a)(6)(i) of this section only if: (A) The study is conducted in a manner that does not permit personal identification of parents and students by individuals other than representatives of the organization; and (B) The information is destroyed when no longer needed for the purposes for which the study was conducted.