1. CTE Reports Training 6/9/2016

2. Overview The CTE reports contain the details of the data used to fund vocational programs. The CTE reports break down the data by Staff, Course and Student. In this session, learn what data is used for each report. Excel functionality will be used to make your reports easier to work with.

3. Outline Common Excel functions to help you with your report troubleshooting Common Terms in CTE Reporting Additional Resources Data used in CTE reporting Explanation of the CTE reports

4. Using Excel with your CTE Reports Excel can be a powerful tool to assist you in working through your report errors and making corrections Reformatting data, highlighting specific areas and other modifications improve readability Reports opened directly from the data collector contain special characters that must be removed before the files can be opened in Excel Use Notepad to open your CSV files from the data collector and replace special characters with spaces

5. Common Excel Functions you need to know Conditional Formatting Enhance the formatting of your reports to identify specific scenarios and conditions Increase readability Highlight cells based on predefined conditions Apply formulas to columns to do comparisons Apply Filters to Columns Enables you to filter out only those records with error conditions for easier concentration Data Sorting Multi-column sorts help you to arrange your data for maximum use

6. Preparing your Report Apply Filters to Columns Enables you to filter out only those records with error conditions for easier concentration Expand and Bold Column headers Gives you a complete view of the column contents

7. Preparing your Reports Use Conditional Formatting to highlight specific values to get a better view of the data you need to examine In this example, we are highlighting any ‘Actual FTE’ value = 0 in Red Any Actual FTE value = 0 means no funding!!

8. Preparing your Report If you’re a visual person, there are additional ways to format your report to give an ‘at-a-glance’ view of whether your Potential and Actual FTE Values Match Using Conditional formatting and formulas, we can apply Up and Down arrow icons, Red/Green Stoplight values or other icons to a value calculated by comparing the Potential FTE and Actual FTE from the CTE FTE report

9. Applying Conditional Formatting using a Formula Open the CTE FTE Error Detail Report for editing 1. In Column J, place your cursor at the top of the row to highlight the entire row 2. Select Insert and Insert a new column so that we have a blank column beside the Actual FTE column. We cannot put data into a column that already has data in it so we’re adding a blank column 3.We will be using the IF function to compare our columns. The logic behind the IF function is this: if a condition is met, then do one thing, if the condition is not met, then do another. IF functions can be “nested,” meaning that instead of returning a result if the condition is not met, Excel will compare the data to a second condition. Excel allows up to 64 nested IF functions. The syntax for a nested IF function is this: =IF(condition1, value_if_true, IF(condition2, value_if_true, value_if_false))

10. Applying Conditional Formatting using a Formula Setting up the Formula: We will construct our IF function to return number values. The values will then be used to apply conditional formatting. We can’t put a function in a cell that contains data without overwriting the data. Therefore, we will need to work in a third column Place your cursor in cell J2. In cell J2, type the nested IF function: Here is our formula: =IF(I2=H2, 2, IF(I2<H2, 0,1)) If (I2(Actual FTE) = H2(Potential FTE), then put a value of 2 in the column If (I2(Actual FTE) < H2(Potential FTE), then put a value of 0 in the column

11. Applying Conditional Formatting using a Formula At this point, you should see a 0 or a 2 in column J Copy the formula in cell J2 and paste it to the rest of the rows in column J (Make sure you use the special paste option to paste a formula to the rest of the rows in J) Next we want to apply additional conditional formatting to display an icon set for the values in Column J to show whether the values are good or bad (meaning potential loss of funding). The icons we will use are If the value in column J is a zero, the will be displayed in the cell If the value in column J is a 2, the will be displayed in the cell (We aren’t defining a value for the Yellow middle icon at this point) To remove the number values from displaying in the column, Edit the rule and Check the box beside “Show Icons Only”

12. Preparing your Reports The End Result….

13. Quick Check Use conditional formatting to highlight specific values to show where losses of funding may be occurring Use filters to sort out only those records that have potential issues What elements on the CTE FTE report could you use to do comparisons or conditional formatting? What example can you give for using a filter?

14. Task Open your CTE FTE report and apply a filter to the Actual FTE column selecting only records where the column value = 0 On the CTE FTE report, set up conditional formatting to highlight values in a column that are equal to one specific value (i.e., FTE Fund Pattern = RGJV)

15. CTE Terminology Terms Helpful when reviewing your reports Concentrator Correlated Records Scheduled Hours of Instruction Subject Codes Program of Study Curriculum Codes Location IRN Calendar Academic Disadvantagement Articulation Course Mapping Refer to the Ohio Career Tech Terminology Dictionary on ODE’s CTE Website https://education.ohio.gov/getattachment /Topics/Career-Tech/CTEDictionaryAug- 122014Version.pdf.aspx

16. Participant vs Concentrators What is a concentrator: Career Tech student who has completed half of career-tech Workforce Development Program and has enrolled in the next course of the same career-tech Program Why is being a concentrator important: CTE Concentrators are used in the calculation of performance indicators for the CTE Report Card What is a participant: A secondary student who has earned credit in one (1) or more courses in any career and technical education (CTE) Workforce Development Program and must earn high school credit in that course

17. CTE-26 Application for Preliminary Approval to the Ohio Department of Education for a Career Technical Program/Workforce Development Program in Ohio CTE Secondary Education Controls what programs are approved for each CTE EMIS data is submitted to match the programs on the CTE-26, elements match – program is funded Complete application when A new program is started Building has changed for a program Significant changes to a program Five-year program approval has expired Who should complete the CTE-26? The person who best understands the curriculum Usually an administrator/teacher team

18. ODE approves the CTE-26 before the courses are reported in EMIS. Courses reported in EMIS need to match up to the CTE-26 for the program to be approved.

19. Course/Course Master Data Hours of Instruction Calculation: Length of a teacher’s scheduled CTE instruction time is not to exceed 1,080 hours. Use this formula to calculate scheduled course hours: [(Number of instructional minutes per class per day) X (Number of days class scheduled to meet)]/60 minutes Example: a course section meets all year long from 8:00 AM to 9:44 AM. This equals 104 minutes in length. Multiple the number of minutes of daily class time by the number of days the class meets. Divide the total by 60 minutes to determine the number of Hours the course section meets 104 Minutes X 180 Day/60 Minutes = 312 Hours of scheduled Instruction

20. Location IRN & Disadvantagement Location IRN – indicates the location the course is being taught. This will appear in the ‘Location and FTE Details” column on the CTE FTE Report. Satellite courses should have a location IRN of a building in the district where the course is taught Academic Disadvantagement – Academic or Economic If SUBJECT CODE = 252525, student must be Disadvantaged <> ‘*’ or Disability Code <> ‘**’ for duration of their enrollment in the course

21. CTE Correlated Class Record Required for some CTE programs to form a relationship between a CTE Anchor (Curriculum Element options VN, VC, VP or VT) and its Associated technical related class (Curriculum Element V3) for career field workforce development programs Associated technical related class and/or academic class(es) (Curriculum Element V3) for Career Based Intervention, and Instructional support time (Curriculum Element option V3) for grads One or more correlated Class (CV) records may be used for a career- technical anchor class. Classes are tried together by Local Classroom Code See section 4.5 Career-Technical Education Correlated Class (CV) Records of the EMIS Manual

22. Curriculum Codes Curriculum Codes – used to indicate the type of curriculum for each course VA – designates a class as a HS academic VB – Applied Academic Advanced Placement VC – CTE Cooperative Program Anchor VN – CBI Only Non-cooperative based anchor VO – Not specifically covered by another CTE option VP – Tech Prep Anchor VT – CTE Tech Prep Non-cooperative based anchor V3 – Career Tec Related/Correlated V9 – CTE Contract Program VN – CBI Anchor New for FY16: CP – Career Tech College Credit Plus CodeDescription SC0003From the CTEA-001 report Error code SC0003 – For all courses with Curriculum Code <> VM, only fund students Grade Level > or = to Grade 07 SC0013For all courses with CURRICULUM CODE = VM, only fund student’s in GRADE LEVEL in (07, 08, 09). If outside these criteria, student’s course is not CTE fundable

23. CTE Subject Codes CTE Subject Codes must be used to report the courses. Refer to the EMIS manual for a list of subject codes to be used Additional reporting rules apply to specific subject codes Code 252525 – students must be disadvantaged or have a disability condition to participate in the class Codes 25XXXX – CBI – students must be 8 th grade or higher to be funded Codes 090050, 090700, 091410 – students in these classes who are not in grade 07 or 08, student’s course will not be funded If student enrolled in SUBJECT CODE = 030600 and CURRICULUM CODE in (VA,VB), must also be enrolled in a CTE Business and Administrative Services (14%), Finance (14%), Information Technology (14%) or Marketing (04%) Workforce Development Anchor class where CURRICULUM CODE in (VT, VP), exceptions; the VT or VP course cannot be subject codes 040805, 140025, 140050, 140200, 140075,141000,142000, 143000, 144000. If outside these criteria, student’s course is not CTE fundable

24. Mapping Records Mapped Records The mapping record allows a district to map (combine) the students from one course section taught by a teacher to another course section taught by the same teacher. Mapping records ‘merge’ the two classes to look like a single class When Mapped, the ‘To’ course in the mapping record no longer exists as a separate course record Mapped CTE records must have the same values in these elements: Subject Code (CN050) Employee ID (CU070) Curriculum (CN310) Delivery Method (CN320) Educational Option (CN330) Both courses also must have the same teacher(s) reported on the Staff Course Record Only Courses with a Semester Code of ‘1’, ‘2’, or ‘3’ are eligible to be included in the mapping process

25. Calendar The student’s Calendar is used to determine hours of enrollment If ODE finds a match in the JVS for a student’s attendance pattern to a calendar, the JVS calendar is used If a calendar exists at the building level that matches that attendance pattern, the building calendar is used If no calendar matches at the building level, the district level is checked for a match If no calendar matches at the JVS at the district level, ODE will use the location IRN on the course to look for the student in that location. If a match is found, the calendar from the course location will be used to determine enrollment hours Calendar Data from the CTE FTE Report

26. Quick Check Why is it important to make sure all concentrators are reported? What is the significance of the CTE-26? What parts of the course master record are used to designate that a course is a CTE Course? Where can you find the curriculum codes associated with courses in your SIS? Understanding CTE terminology is important in working with the CTE Error reports.

27. Task Navigate to ODE’s Website and search for the CTE Career Technical Dictionary https://education.ohio.gov/getattachment/Topics/Career-Tech/CTEDictionaryAug-122014Version.pdf.aspx Log into your SIS and look for the curriculum code values for courses. If your SIS contains a report option, run a report for all courses and select to include Subject Code, Curriculum Code and other CTE related elements. Check them to make sure your courses are coded correctly

28. Additional Resources

29. What you need to know The FY2016 Career Technical Education Program Matrix has been designed to provide school districts with information needed for designing programs, submitting program approval applications and for EMIS data https://education.ohio.gov/getattachment/Topics/Career-Tech/FY16-CTE- Program-Matrix-FINAL-10-21-2015.xlsx.aspx CTE Financial Reports available at:

30. What you need to know Financial Reports available from ODE’s CTE Finance Website District Payment Reports Excel Format District Settlements http://education.ohio.gov/Topics/Finance-and-Funding/School-Payment-Reports/State-Funding- For-Schools/Career-Technical-Funding/Career-Tech-Payment-Reports

31. Quick Check What resource are available on ODE’s CTE Website? What part do calendars play in determining a student’s enrollment in a CTE program?

32. What you need to know Task Navigate to ODE’s CTE webpage and view the resources available

33. Data used in CTE reporting

34. What data is used in CTE reporting? StudentStaff Student Course Course

35. Student Data EMIS Record Type Element FDGrade Level FSFTE FDCalendar* FSHow Received/Sent To Information FDDisadvantagement – Economic, Academic, Both FNCTE Program of Concentration FSEnrollment Start and/or End Dates FDDisability FSSSID FSAttending building IRN FSEnrollment Start and End Dates * It is important to know which calendar is being used to determine student enrollment

36. Staff Data EMIS Record Type Element CI/CUCredential ID Certification/HQT CNHours Of Instruction

37. Course/Course Master Data EMIS Record Type Element CNCourse ID/Name CNHours of Instruction CNSubject Code CNCurriculum Code CNDelivery Method CNEducation Option CNLocation IRN CNSemester Code CVCorrelated Records CMMapping Records

38. Student Course Data EMIS Record Type Element GNLocal Classroom Code – uniquely identifies the course and ties the student in the class to the course master record. The Local classroom codes is typically constructed by your SIS Software. Check with your SIS support if you’re not sure what data is used to construct the local classroom code GNCourse Section Enrollment Start & Stop Dates – used to determine which students were enrolled in a CTE Course during the school year for purposes of calculating CTE FTE’s. This data is derived from a student’s schedule in SIS and when the student started or stopped the course section GNHigh School Credit earned – for each approved CTE Workforce Development course, this element is used in conjunction with the Course Enrollment start and end dates to derive which students are CTE participants This element is used in the calculation of the CTE indicator of performance “Completion of Course Awarding CCP Credit”

39. Data used in CTE Reporting - Review Additional rules apply to the data being reported For some programs, certain percentages of students must have a disadvantagement or disability condition Correlated Records are not required for all programs Mapping Records may only be used when the course sections are taught by the same teacher, have the same EMIS Subject Code, or be taught in the same course term. Mapping works in combining the two classes together into one The same “From Course Section” can be only be used in one mapping record The same “To Course Section” may be used in multiple records Refer to the CTE EMIS Manual for guidance on coding CTE Programs

40. Quick Check What are the guidelines for a mapped record? How is teacher certification/licensure confirmed? Why is it important that student schedules are kept up to date for all grade levels in SIS? There are many factors in coding a program correctly to be properly funded.

41. Task In the data collector, open the file for your GN records and sort the records by Local Classroom Code to get an idea of how many records exist for each course section Review your mapping records to make sure no record is mapping a course section to itself Review your correlated records that are being reported to make sure they follow the guidelines in the EMIS manual

42. CTE Reports

43. CTEA-000 - CTE FTE Detail report – report includes the career tech FTE generated by career tech course per student enrollment. If the potential and actual FTE values are different, then refer to the error detail column as it displays what error report to check to find which error result code was triggered. For example, *2* refers to the CTEA-002 report for the error code triggered for the student CTEA-001 - CTE Error Student Detail – a detail listing of student course errors thrown at the student level. the details of that enrollment and if any error conditions exist. This report differs from other reports in that student names are included CTEA-002 - CTE Course Error Detail – a subset of the detail report, provides a listing of errors that occur at the course level and are causing courses to not be funded CTEA-004 - CTE FTE Summary by Course – a subset of the detail report, provides a listing of the course and their funding by FTE Fund Pattern CTEA-005 - CTE FTE Summary by Category – summarizes the results based on FTE Fund Pattern, CTE Fund Category. For each category, the Course Potential FTE and Course Actual FTE are shown

44. CTE Reports in the Data Collector Reports Found in Staff/Course (L) Collections. Click on link to Level 2 Validations on Collection Requests Tab

45. CTE FTE Detail Report Ultimate goal is to match actual FTE to potential FTE FY16 Funding will be based on actual FTE As errors are cleaned up throughout the year/collection, districts will see increases in their funding Provides detailed information on each student’s enrollment in a CTE Course

46. CTEA-000 Detail Report

47. CTE FTE Report Breakdown RPTING LEA IRNIRN of the reporting district RESULT CodeRefer to ODE’s CTE Error Detail Results chart for an explanation of each error code Error codes starting with ‘SC’ are Student Errors and errors will also be included on the CTE Student Error Detail Report Errors starting with ‘CS’ are Course Errors and errors will also be included on the CTE Course Error Detail Report Error Details ReportCode which refers to the specific report that triggered the error condition. For example, *2* refers to the CTEA-002 CTE Course Error Detail Report. A value of *** indicates there is no error LOCAL CLASSRM CODEIndicates the local classroom code of the course. SSIDThe SSID of the student represented in the record FTE START END DTThe start and end date of the Enrollment for the student.

48. CTE FTE Report Breakdown, continued Potential FTEThe total amount of funding possible for the student in the course section Actual FTEThe amount of funding being granted based on coding If Actual doesn’t equal Potential, you need to investigate CTE Fund CategoryCategory based on the career field SubjectThe EMIS Subject code and title for the course Curriculum CodeThe Curriculum code reported for the Local Classroom Code FTE Fund PatternFunding pattern code based on the FS/FD coding for the student. Refer to the Appendix 2 of the FTE Detail Report Explanation Document. The fund pattern code is assigned to each line based on How Received, Organization Type and other factors Location and FTE DetailsBased on the data reported for the student in the course section. The record includes the location IRN where the course is taught as well as the number of days the student was enrolled out of the number possible for the course and the hours of instruction received by the student. This value is also based on the calendar the student is assigned to

49. CTE FTE Report Breakdown, Continued RPT RUN Date and Data SCR 1/18/2016 - Course:2015L2FNL(Sub 2) - Stu:2015S3TRD(Sub 20,FSDate 7/1/2014) - Cal:2015CFINL(IRN 048835) 1/18/2016 – Date of the prepare Course: 2015L2FNL – The Fiscal Year and collection window the data was prepared in. IN this example, we’re looking at the final window for 2015 for Collection Request L Stu:2015S3TRD – Student Collection 2015S Third Collection Request FSDate 7/1/2014 – the FS record used to calculate student enrollment hours IRN 048835 – the IRN of the Reporting Entity Cal:2015L2FINL – The calendar the student enrollment is based on

50. CTE Course Error Detail The CTE Course Error Detail report is a subset of the CTE FTE Detail report containing those errors that pertain to Course sections

51. CTE FTE Summary by Category The CTE FTE Summary by Category report summarizes the FTE Detail report based on the combination of FTE Fund Pattern and CTE Fund Category If the Course Potential FTE and Course Actual FTE values do not match, refer to the CTE Course Error Detail report to determine the issues and the corrective action that needs to follow

52. CTE FTE Summary by Course The CTE FTE Summary by Course report summarizes the information from the CTE Course Error Detail report If there are issues between the Potential FTE and Actual FTE, refer to the Course Error Detail Report to determine the corrections that need to be made to ensure full funding

53. CTE Student Error Detail The Student Error Detail report shows the errors generated at the student level course level resulting in reduced or no funding for the student’s CTE Course. For all records: Check the Error code in the Result Code Column and refer to the CTE Error Detail report for an explanation of the error code and the severity Correct any errors in your SIS data and resubmit your data to the data collector Make sure the run date of the report is based on your most recent data submission

54. CTE Error Detail Reports You can access a list of CTE Error codes and explanations from ODE’s CTE Website. This listing contains the error codes, explanation and corresponding corrective actions for each code http://education.ohio.gov/Miscellaneous/Search-Results?q=cte%20error%20detail

55. Class Rosters It may be helpful to run a set of class rosters from your SIS and add them to tab 2 of the detail report so that you can have the data and refer to it within Excel rather than looking each class up in your SIS. Most SIS packages provide the ability to download a class list file and import it into Excel Use this list to double check enrollment counts in each class to make sure that all students in the class are being reported

56. Task Review the CTE Error Report Details document for a list of error conditions that would course a program to not be funded Check your reports to see what errors you have that could result in a loss of funding

57. Quick Check You have error SC0003 for a course containing 7 th grade students and the course is not being funded. Why not? You received a CS0001 error on a course. What values should you check? It is import that you not only become familiar with your data and how CTE Coding relates to your courses but also with the conditions that cause errors. The CTE Error Detail Report Error Listing is a valuable tool to assist you in correcting any problems on your report.

58. Reflection Refer to the CTE Error Report Details document for a complete list of error codes, what they mean and corrective action When errors are corrected, resubmit your collection in a timely manner to avoid a loss of funding Ensure that all data related to the CTE Report card is accurate and complete

59. Questions?