Secondary Career-Technical Programs & EMIS

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Secondary Career-Technical Programs & EMIS

October 17, 2003

Sharon G. Enright, Assistant Director Office of Career-Technical & Adult

Education (CTAE)[email protected]

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[CTAE EMIS Appendix]

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Office of Career-Technical and Adult Education (CTAE)

Office MissionProvide 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.

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…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)

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• 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

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• 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/

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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/default.asp

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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

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• Appendix C of EMIS Manual

• “The Official Source of Subject Code and Definition Information”

www.ode.state.oh.us/emis/documentation/manual/2004/

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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)

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ODE Certification and Licensure Dictionary

(Affectionately known as the CLD)

www.ode.state.oh.us/Teaching-Profession/Teacher/Certification_Licensure/cld.asp

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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

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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.


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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.


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Secondary Workforce Dev. Program Matrix

Subject Code

Subject Name

Ohio Career Fields

Ohio CTAE Content Standards OCAP/ ITAC/TCP

Other

CTAE Technical Assessments

OCTCA test and order# (*MA – Electronic

Modules) (*EA – Paper/Pencil)

Industry and Credentialing Assessments

Possible Course Types

CTSO

040001 (Founda-tion class)

Arts and Communication Foundation

Arts and Communications

Arts and Communication Cluster ITAC

N/ A N/ A VV1 BPA, or DECA, or SkillsUSA-VICA

040115 Entertainment Marketing

Arts and Communications

Entertainment Marketing OCAP

Entertainment Marketing – 30DA

N/ A VV1 VV2

DECA

040810 Marketing Management

Marketing Marketing Management OCAP

Marketing Technology – 36MA* or 36EA*

N/ A VV1 VV2

DECA

040820 E-Commerce Marketing

Marketing E-Commerce Marketing TCP N/ A N/ A VV1 VV2

DECA

040830 Marketing Technology

Marketing Marketing Technology ITAC (CTAE web site)

Marketing Technology – 36MA* or 36EA*

N/ A VV1 VV2

DECA

040840 Sports Marketing Marketing Sports Marketing ITAC N/ A N/ A VV1 VV2

DECA

070001 (Founda-tion class)

Foundation for Health Careers

Health Science Health Services Cluster ITAC N/ A N/ A VV1 SkillsUSA-VICA

070101 Dental Assisting Health Science Dental Assisting ITAC (CTAE web site)

Dental Assistant – 23MA* or 23EA*

N/ A VV1 VV2 VT1

SkillsUSA-VICA

070203 Medical Laboratory Assisting

Health Science N/ A N/ A N/ A VV1 VV2

SkillsUSA-VICA

070302 Practical (Vocational) Nursing

Health Science Practical Nursing ITAC (CTAE web site)

N/ A National Nursing Licensure Examination (NCLEX®-PN)

VV1 VV2 VT1

SkillsUSA-VICA

074820 Tech Prep Diagnostic Cluster (Tech Prep students only)

Health Science Health TCP N/ A N/ A VT1 SkillsUSA-VICA

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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

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Secondary Career-Technical ResourcesVE-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

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Resources for CTAE EMIS VE-26 Application, FY2004

VE-26 Application for Approval of Secondary Career-Technical Programs for School Year 2003-2004

School District Information

District IRN# County CTPD# Contact Person

School District Name Phone

Address FAX

City Zip Code Email

Office of CTAE Program Area (check only one)

Agricultural Education

Business/Information Technology

Career Assessment

Career Based Intervention

Family & Consumer Sciences; Human Resources/Services

Health Careers

Industrial & Engineering Systems

Job Training Coordination

Marketing Education

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Subject Code

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Course Name

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Course Type

5 # Hours for year 2003-04

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Building IRN # and Building Name (Building where program will be located.)

District and CTPD Superintendent Signatures

Date District Superintendent Signature Type or Print Name and Title

Date CTPD Superintendent Signature (Community School Exemption) Type or Print Name and Title

Page 1 of 2

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For Office Use Only Application Number

Date

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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. Use one form per program addition. Application deadline is 3 months prior to opening of program.

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3 VE-26 Assurances Program approval and funding is contingent upon complying with the following assurances (check all assurances):

Program is consistent with the Career-Technical Planning District (CTPD) local plan.

Program has board-approved advisory committee.

Program has board-adopted course of study.

Program will report state-required performance measures.

Program will submit required and accurate EMIS data.

Program complies with Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972 and the Age Discrimination Act of 1975.

Program teacher of record will have appropriate certification/licensure and will be employed by district.

Facilities and equipment are safe and are adequate to meet program goals and content standards.

District will adhere to Rule 3301-61-16, passed by State Board of Education 12/1/99 – Rule for use of career-technical education additional weighted costs funds and associated services funds (Community School Exemption).

College Tech Prep Only:

State approved College Tech Prep Program.

Community Schools Only:

Approved and operating community school.

Enter the EMIS course name corresponding to the course code.

Enter the official subject code number for each class in the program. Refer to Appendix C of the EMIS Manual for the course codes. All numbers will be in a six-digit format (000000).

Enter the official course type code for the class. Refer to the EMIS Manual. 4

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VE-26 Application, FY2004Program Additions – Page 2Submit 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, 6-81. 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.).

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VE-26 Program Additions (pg. 2) Outline

VE-26 Application Program Additions, 2003-2004 (pg. 2 of application) – Outline

Use this outline to provide rationale and program design information

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.

Program Name:

Program Goals:

Expected Outcomes:

2. Provide the rationale for the program. Include labor market analysis, student interest survey data, and advisory committee recommendations.

Labor market analysis: Student interest survey data: 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.

Source of curriculum standards:

Major units of study:

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Career-Technical Education Funding Guide

www.ode.state.oh.us/ctae/Funding/default.asp

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Weighted Career-Technical Funds

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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_Family_Studies/

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You gotta get it right!!!(but you get a lot of chances to

get it right)

Career-Technical Reporting

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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

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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.

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You gotta get it right!!!(but you get some chances to

get it right)


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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

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You gotta get it right!!!(but you get a few chances to

get it right)


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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

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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.

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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.

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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


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The student’s Resident/Sending District reports:

• Proficiency/achievement Test data for students

• Student attendance, demographic data Proficiency/achievement test data for students


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Data Verification Reports

What are data verification reports?What are data verification reports?• The reports display the data you put into The reports display the data you put into

EMIS.EMIS.How often do I get these reports?How often do I get these reports?• Reports are generated each time the Reports are generated each time the

data is processed.data is processed.How should I use these reports?How should I use these reports?• Determine whether accurate data has Determine whether accurate data has

been entered and processed.been entered and processed.

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Data Verification ReportsWill data verification reports change?Will data verification reports change?• The naming convention for the reports is likely The naming convention for the reports is likely

to change.to change.Will I get additional data?Will I get additional data?• Districts will now receive additional files Districts will now receive additional files

containing individual student information. The containing individual student information. The files will be comma delimited (CSV) and will be files will be comma delimited (CSV) and will be sent to the DA Sites. Stay tuned…sent to the DA Sites. Stay tuned…

Will the FY04 reports look just like the FY03 Will the FY04 reports look just like the FY03 reports?reports?

• Probably not – they should be improved.Probably not – they should be improved.

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OctoberOctober data verification reports (2) data verification reports (2)

• CTA_Oct_YYYY – IMPORTANT TO CTA_Oct_YYYY – IMPORTANT TO REVIEWREVIEW

–Lists courses, teachers, student enrollmentLists courses, teachers, student enrollment

• CTA_Oct_page_index_YYYYCTA_Oct_page_index_YYYY – Index for looking up teachers in Index for looking up teachers in

CTA_Oct_YYYY reportCTA_Oct_YYYY report

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YearendYearend data verification reports (up to 5) data verification reports (up to 5)

• CTA_June_YYYYCTA_June_YYYY–Shows students served in each CTA classShows students served in each CTA class

• CTA_June_page_index_YYYYCTA_June_page_index_YYYY– Index for looking up teachers in Index for looking up teachers in

CTA_June_YYYY reportCTA_June_YYYY report

• CTA_June_perform_YYYYCTA_June_perform_YYYY–Performance data for WFD students onlyPerformance data for WFD students only

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YearendYearend data verification reports (up to 5) data verification reports (up to 5)

• CTA_June_prog_YYYY CTA_June_prog_YYYY –Count of students by EMIS program codeCount of students by EMIS program code

• CTA_June_tchprof_YYYYCTA_June_tchprof_YYYY–For districts with a Career Paths for the For districts with a Career Paths for the

Teaching Professions program, data to Teaching Professions program, data to verify Portfolio assessment scoresverify Portfolio assessment scores

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MarchMarch data verification reports (2) data verification reports (2)

• CTA_Mar_YYYYCTA_Mar_YYYY– Includes any WFD course funded the Includes any WFD course funded the

previousprevious fiscal year fiscal year–# students, # June completers, # # students, # June completers, #

completers contacted in Mar & follow-up completers contacted in Mar & follow-up status status

• CTA_Mar_page_index_YYYYCTA_Mar_page_index_YYYY – Index for looking up teachers in Index for looking up teachers in

CTA_Mar_YYYY reportCTA_Mar_YYYY report

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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)

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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)

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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

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Program Funding

See Ohio Career-Technical Education Funding Guide: 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

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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 11th and 12th 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)

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Tech Prep ONLY – FY04

Some subject codes are Tech Prep ONLY – ALL students must be Tech Prep (program code 305005)

Health Careers

074820 074830 074840

074850 074890

Industrial & Engineering Systems

171801 171805 171806

171807 171808 171809

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WFD Subject Codes – FY04Some 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 Science040001 – Arts and Communication Foundation070001 – Foundation for Health Occupations090001 – Human Resources/Services Foundation140001 – Business and Management Foundations170001 – Industrial & Engineering Systems Foundations170002 – Manufacturing Foundations170003 – Construction Foundations170004 – Transportation Foundations172809 – Fundamentals of Public Safety172812 – Public Safety Core

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• 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

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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

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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.)

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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).

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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

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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)

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May the CTAE EMIS Appendix

be your KEY to successful CTAE EMIS reporting…

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Documents

Secondary Career-Technical Programs & EMIS