1. 1 1 Secondary Career-Technical Programs & EMIS October 17, 2003 Sharon G. Enright, Assistant Director Office of Career-Technical & Adult Education (CTAE) sharon.enright@ode.state.oh.us

2. 2 2 [CTAE EMIS Appendix]

3. 3 3 Office of Career-Technical and Adult Education (CTAE) Office Mission Provide leadership and technical assistance to career-technical planning districts and service providers supporting a continuum of career development for all learners, career pathways for students in secondary education and workforce development and literacy for adults.

4. 4 4 …career pathways for students in secondary education… Secondary Program Areas: Career-Based Intervention (middle/high school) Work and Family Studies (middle/high school) Workforce Development (high school) Job Training Coordinating Unit (high school) Primary Customers: Are in all of Ohio’s school districts through Ohio’s 93 Career-Technical Planning Districts (CTPD)

5. 5 5

6. 6 6 Requests for Technical Assistance last year Feedback at OAEP Conference in May CTAE EMIS Focus Group in August, consisting of a variety of EMIS stakeholders

7. 7 7 Draft version is one of your handouts More editing will be done CTAE EMIS Appendix will be published at: www.ode.state.oh.us/emis/documentation/manual/2004/

8. 8 8

9. 9 9 Resources for CTAE EMIS Career-Technical and Adult Education Secondary Program Guidelines Career-Technical and Adult Education Secondary Program Guidelines define specific expectations for Ohio’s secondary career-technical programs to assure that all students are provided high quality career-technical education programs. Unless otherwise noted, the following guidelines apply to workforce development, Career Based Intervention (CBI) and Work & Family Studies (W&FS) programs. These Guidelines align with the VE-26 Application for Approval of Secondary Career-Technical Programs. www.ode.state.oh.us/ctae/teacher/program_information/de fault.asp

10. 10 Ohio Secondary Career-Technical Program Guideline Statements Significance and Alignment Advisory Committee Program Design Course of Study Assessment Program Accreditation and Student Credentialing Core Standards and Performance Measures Teacher Credentialing Education Management Information System (EMIS) Reporting Postsecondary Partners Facilities and Equipment Career-Technical Student Organizations Compliance

11. 11 Resources for CTAE EMIS Appendix C of EMIS Manual “The Official Source of Subject Code and Definition Information” www.ode.state.oh.us/emis/documentation /manual/2004/

12. 12 Appendix C, EMIS Manual Career-Technical and Adult Education Section –Business (Career-Technical) Codes (14XXXX) –Career Based Intervention (CBI) Codes (25XXXX) –Career Development Codes (99XXXX) –Environmental and Agricultural Systems Codes (01XXXX) –Family and Consumer Sciences (Career-Technical) Codes (09XXXX) Work and Family Studies Codes (0901XX) Workforce Development Codes (090001, 090011 and all 0902XX) –Health Careers Education Codes (07XXXX) –Industrial & Engineering Systems Codes (17XXXX) –Marketing Education Codes (04XXXX)

13. 13 Resources for CTAE EMIS ODE Certification and Licensure Dictionary (Affectionately known as the CLD) www.ode.state.oh.us/Teaching- Profession/Teacher/Certification_Licensu re/cld.asp

14. 14 ODE Certification/Licensure Dictionary Guaranteed to be on your top ten list of reading material favorites this year. Subject areas & definitions Subject area for credit Certificate & license types Certificate & license codes Certificate & license grade levels

15. 15 Resources for CTAE EMIS Secondary Work & Family Studies and Career Based Intervention Program Matrix This Matrix has been developed as a reference for program-specific information on Work and Family Studies and Career Based Intervention Programs. www.ode.state.oh.us/ctae/teacher/program_in formation/default.asp

16. 16 Resources for CTAE EMIS Secondary Workforce Development Program Matrix This matrix has been developed as a reference for program-specific information on all secondary Career-Technical and Adult Education (CTAE) workforce development programs. www.ode.state.oh.us/ctae/teacher/progr am_information/default.asp

17. 17 Resources for CTAE EMIS Secondary Workforce Dev. Program Matrix

18. 18 Resources for CTAE EMIS CTAE Community School Guide –Program Requirements and Guidelines –FY 03 Funding Information Guide www.ode.state.oh.us/ctae/community_ schools/requirements_and_guidelines.asp

19. 19 Secondary Career-Technical Resources VE-26 Application for Approval of Secondary Career- Technical Programs for School Year 2003-2004 To be completed when (a) a new program is planned for a school district or (b) a new program is planned for a building within a school district. If a program operated in the previous year but was not funded, a VE-26 is also required. Use one form per program addition. Application deadline is 3 months prior to opening of program (beginning of school year). www.ode.state.oh.us/ctae/forms_applications.asp

20. 20 Resources for CTAE EMIS VE-26 Application, FY2004

21. 21 VE-26 Application, FY2004 Program Additions – Page 2 Submit the rationale and program design information for this new program. The following must be included: Workforce Development submissions must address items 1-8 Career Based Intervention submissions must address items 1-3, 6, 8 Work and Family Studies submissions must address items 1-3, 6-8 1.State the program name. List the program goals and expected outcomes. Include the core standards and performance measures recommended by the Committee of Practitioners and approved by the State Board of Education. Identify industry-based accreditation and credentials for workforce development programs. 2.Provide the rationale for the program. Include labor market analysis, student interest survey data and advisory committee recommendations. 3.Identify the source of curriculum standards for this program (ITAC, TCP, OCAP, industry standards, state/national licensing standards, etc.) and list major units of instruction. Do NOT send copy of the ITAC, TCP, OCAP or other curriculum standards. 4.Identify program hours, course sequence and grade levels that are part of this pathway. Include foundation, workforce development, academics and other elective courses (this can be displayed in a table format). Identify total workforce development program hours (450 hours minimum are approvable except for compliance with industry/licensure standards). College Tech Prep programs must identify postsecondary pathways. 5.Identify postsecondary partners and/or business apprenticeship partners and provide a brief summary of postsecondary articulation agreements and/or partnership agreements. 6.Identify major methods of instructional delivery (laboratory, co-op, worksite learning, apprenticeship, project-based, problem-based, etc.). 7.Identify the career-technical student organization and how it will be used to support curriculum, instruction and assessment (Community School Exemption). 8.Identify assessment plan (CTAE technical assessment, industry-based assessment, state/national licensing assessment, portfolio assessment, performance assessment, etc.).

22. 22 VE-26 Program Additions (pg. 2) Outline

23. 23 Resources for CTAE EMIS Career-Technical Education Funding Guide www.ode.state.oh.us/ctae/Funding/default. asp

24. 24 Weighted Career- Technical Funds

25. 25 Resources for CTAE EMIS Additionally, information on… Career Based Intervention www.ode.state.oh.us/ctae/teacher/cbi/ Work and Family Studies www.ode.state.oh.us/ctae/teacher/fcs/Work_F amily_Studies/

26. 26 You gotta get it right!!! (but you get a lot of chances to get it right) Career-Technical Reporting

27. 27 Career-Technical Reporting October data to be reported for all CTA programs includes Student demographics Student attendance Student course Student program (for WECEP, Career Assessment and Tech Prep) Staff demographics Staff employment Course master Correlated class record

28. 28 Career-Technical Reporting October data reporting Data are used to determine current year’s approved programs that are ultimately included in the accountability system. Data are used to determine CTAE state weighted funding (except GRADS). NOTE: Any program “not funded” on final processing of the October reporting period is considered “dropped” and is not considered for accountability purposes. If the program is operated again the next year, a VE-26 Application is required.

29. 29 You gotta get it right!!! (but you get some chances to get it right) Career-Technical Reporting

30. 30 Career-Technical Reporting Yearend data reporting State and federal performance measure data Data used for federal accountability reporting GRADS yearend enrollment data (affects funding the following year) –Students enrolled in GRADS for minimum of three (3) weeks should be reported in EMIS

31. 31 You gotta get it right!!! (but you get a few chances to get it right) Career-Technical Reporting

32. 32 Career-Technical Reporting March data reporting Data reported ONLY for funded WFD programs with completers (from prior school year) Data are extracted from the Yearend EMIS database Data NOT reported for students who were in foundation courses only Data is part of the federal accountability data – reported for CTA Workforce Development completers who left school the previous year

33. 33 Program Concentrators Who is a concentrator? A career-technical student who is enrolled in the last class of a series of classes within a program or is in the final class of a competency-based series of experiences. This EMIS field is completed in the October and Yearend data collection timeframes.

34. 34 Program Completers Who is a completer? A student who has enrolled in and completed an approved workforce development program AND demonstrated sufficient mastery of the career-technical and academic subject matter to prepare for his/her career and life-long learning goals as set forth in the individual career plan, AND is no longer enrolled in secondary school. This EMIS field is completed in the Yearend data collection timeframe.

35. 35 District employing CTA teacher reports: All classes for the instructor All staff information (staff employment and staff demographics) All students in the classes (student demographics, student attendance, student course) CTAE Technical Assessment and Industry Assessment results Proficiency/achievement test data for students Career-Technical Reporting

36. 36 The student’s Resident/Sending District reports : Proficiency/achievement Test data for students Student attendance, demographic data Proficiency/achievement test data for students Career-Technical Reporting

37. 37 Data Verification Reports What are data verification reports? The reports display the data you put into EMIS.The reports display the data you put into EMIS. How often do I get these reports? Reports are generated each time the data is processed.Reports are generated each time the data is processed. How should I use these reports? Determine whether accurate data has been entered and processed.Determine whether accurate data has been entered and processed.

38. 38 Data Verification Reports Will data verification reports change? The naming convention for the reports is likely to change.The naming convention for the reports is likely to change. Will I get additional data? Districts will now receive additional files containing individual student information. The files will be comma delimited (CSV) and will be sent to the DA Sites. Stay tuned…Districts will now receive additional files containing individual student information. The files will be comma delimited (CSV) and will be sent to the DA Sites. Stay tuned… Will the FY04 reports look just like the FY03 reports? Probably not – they should be improved.Probably not – they should be improved.

39. 39 Data Verification Reports October data verification reports (2) CTA_Oct_YYYY – IMPORTANT TO REVIEWCTA_Oct_YYYY – IMPORTANT TO REVIEW –Lists courses, teachers, student enrollment CTA_Oct_page_index_YYYYCTA_Oct_page_index_YYYY –Index for looking up teachers in CTA_Oct_YYYY report

40. 40 Data Verification Reports Yearend data verification reports (up to 5) CTA_June_YYYYCTA_June_YYYY –Shows students served in each CTA class CTA_June_page_index_YYYYCTA_June_page_index_YYYY –Index for looking up teachers in CTA_June_YYYY report CTA_June_perform_YYYYCTA_June_perform_YYYY –Performance data for WFD students only

41. 41 Data Verification Reports Yearend data verification reports (up to 5) CTA_June_prog_YYYYCTA_June_prog_YYYY –Count of students by EMIS program code CTA_June_tchprof_YYYYCTA_June_tchprof_YYYY –For districts with a Career Paths for the Teaching Professions program, data to verify Portfolio assessment scores

42. 42 Data Verification Reports March data verification reports (2) CTA_Mar_YYYYCTA_Mar_YYYY –Includes any WFD course funded the previous fiscal year –# students, # June completers, # completers contacted in Mar & follow-up status CTA_Mar_page_index_YYYYCTA_Mar_page_index_YYYY –Index for looking up teachers in CTA_Mar_YYYY report

43. 43 Approved Programs and VE-26 Applications When must a VE-26 Application be submitted to the Office of CTAE? When a program is new to a building (not an approved and funded program in that building the previous school year) When is the deadline for submitting a VE- 26? VE-26 Applications are due 3 months prior to the opening of a program (before school starts)

44. 44 Program Funding How do career-technical programs qualify for career-tech funding?  Must be an approved program for the school building (Building IRN)  If program operated previous year in building, must have been funded in EMIS  If new program in building this year, must have approved VE- 26 Application  If Tech Prep, must have approved Tech Prep Application and approved VE-26 Application (and be on the list of approved Tech Prep programs)  If Community School, must have approved contract and approved VE-26 Application  Must have appropriately certified/licensed teacher (except Community Schools)  Must have all EMIS data reported accurately (no fatal errors)

45. 45 Program Funding What are the essential October data elements for receiving funding? Course type Subject code Length of schedule instruction Students enrolled in classes (except GRADS) Complete staff records (demographic & employment) Maximum hours per teacher Teacher certification/licensure

46. 46 Program Funding  See Ohio Career-Technical Education Funding Guide: www.ode.state.oh.us/ctae/Funding/default.asp www.ode.state.oh.us/ctae/Funding/default.asp Provides formulas for estimating weighted funding, worksheets and the rule for using the funds  WFD Programs =.57 weighting  CBI and W&FS (except GRADS) =.28 weighting  Funding for WFD, CBI, and Middle School and High School Work & Family Life is based on October student enrollment  Funding for GRADS is based on Teacher FTE (690 hours = 1 FTE) and student enrollment the previous year (Yearend/June N report) – Will be prorated if fewer than 36 students were enrolled

47. 47 Tech Prep and EMIS Use VT1 Course Code Code Tech Prep students with program code 305005 (local Consortia determines criteria for “Who is Tech Prep student?”) VT1 course must have Tech Prep students enrolled (program code 305005) The 305005 program code is only for 11 th and 12 th grade students enrolled in VT1 course “Tech Prep Only” programs (identified in Secondary WFD Matrix) – ALL students must have 305005 program code Tech Prep students (305005) should NOT enroll in another WFD program (fatal error)

48. 48 Tech Prep ONLY – FY04 Some subject codes are Tech Prep ONLY – ALL students must be Tech Prep (program code 305005) Health Careers 074820074830074840 074850074890 Industrial & Engineering Systems 171801171805171806 171807171808171809

49. 49 WFD Subject Codes – FY04 Some WFD subject codes are Foundations classes – Students enrolled in a foundations class ONLY cannot be identified as program concentrators or completers. Foundations subject codes are:  010001 – Environmental and Agricultural Science  040001 – Arts and Communication Foundation  070001 – Foundation for Health Occupations  090001 – Human Resources/Services Foundation  140001 – Business and Management Foundations  170001 – Industrial & Engineering Systems Foundations  170002 – Manufacturing Foundations  170003 – Construction Foundations  170004 – Transportation Foundations  172809 – Fundamentals of Public Safety  172812 – Public Safety Core

50. 50 VV1 – Anchor VV2 – Anchor, all students working and getting paid (coop program) VT1 – Anchor for Tech Prep program –Some or all students must be identified as tech prep with Tech Prep program code 305005 VA1 – Academic classes taught in conjunction with CTA WFD programs VV3 – Must be correlated with anchor class –Related classes taught in conjunction with a CTA WFD program –CBI related & academic classes –Instructional Support Time for GRADS and Impact NOTE: PV Course Types are deleted in FY04 (changing PV to VV does NOT create EMIS errors) Career-Technical Course Types

51. 51 Correlating Classes What is correlation? –Correlation is putting the pieces of the program together by relating the courses. Which course types can be correlated together? –VV3 must be correlated with anchors (VV1, VV2, VT1) –Cannot correlate anchors together. NEW for FY04: No longer necessary to correlate VA1 with anchors

52. 52 Mapping Classes What is mapping? –Mapping is done when you have created more than one local classroom code (LCC) for the same time with the same teacher. When might mapping be done? –Semester mapping (two semesters mapped together to become a year-long course) –Different students scheduled with the same teacher at the same time –Coop program VV2 anchor classes mapped together if the teacher is the same, but student schedules could differ. (i.e. in coop situations when students leave school at different times of day for work experience.)

53. 53 CTAE Edit Codes (formerly Error Codes) List of CTAE Edit Codes will be published [web address yet to be determined…] New edit checks are added each year – List of CTAE Edit Codes is updated regularly. Differing levels of severity for October Reporting (NOTE: Severity levels of error messages not differentiated for March and Yearend reporting periods.) Levels of edit codes –Fatal errors – does not meet program requirements In October, fatal errors will result in loss of approved program and funding if not corrected by final processing of October data. –Warning notes – recommended guidelines for best practice Would not result in loss of funding. Look at these and potentially make changes in program delivery (for future years). –Informational notes Primarily for the GRADS program (T16 & T17).

54. 54 Career-Technical EMIS Overrides Overrides are for funding only – Errors remain intact Override requests are a last resort All other fatal EMIS errors must be corrected prior to requesting override Override requests go to Consultant listed on CTA report Requests for overrides may or may not be approved by Consultant Any changes made in EMIS program report after override is complete will nullify override Overrides are for current year only

55. 55 We need your input for improvement! Ideas wanted for improving the system Volunteers wanted – Volunteer to help improve the system (Plans underway for another focus group in August, 2004)

56. 56 May the CTAE EMIS Appendix be your KEY to successful CTAE EMIS reporting…

57. 57