Completer Demographics joins the EndofYear Student Record Collection

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Completer Demographicsjoins the
End-of-YearStudent Record Collection
Virginia Department of Education Division of
Technology and Career Education Office of
Educational Information Management
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Discussion Points

• Why would we do this ? ! ? ! ? !
• Overview of the SRC process
• New CTE verification reports
• Local Preparation
• Meet the team
• Your Questions Answered

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Why? Why? Why Not?
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Comparing the Collections

• Same
• Student-level
• 20 data elements
• Includes the same students

• Different
• Contact info
• Diploma Seals
• Competency info
• Due dates
• Verification process

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Educational Data Exchange Network

• US Dept of Education Data Tool
• Federal Data is collected via EDEN
• Shared with all USED offices
• Mandatory participation in 2008-09, parallel
  reporting option in 2007-08

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Student Record Collection Overview
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5-step process

• Student-level data is extracted from your Student
  Information System (SIS)
• Data file is submitted to DOE via SSWS
• Data is error checked on the upload
• Once data is error free, verification reports are
  available
• Verification Reports are signed returned

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Better Data Quality

• Electronic error checking process
• Field and record level error checking
• Instant notification of errors
• Immediate verification reports

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Other Advantages

• More comprehensive data analysis
• attendance of completers vs. non-completers
• graduate plan data vs. results of follow-up
• Established system with proven quality
• Reproducible results

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New Verification Reports
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New Verification Reports available via the
Student Record Collection
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New tool available through SSWS in a CTE Reports
application. It downloads into Excel and
contains the same elements in the same order as
the former Completer Demographics Excel
Spreadsheet.
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Local Preparation
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LEA Training

• Who CTE Admins SRC Contacts
• When Tuesday, May 13 at 200 p.m. OR
• Wednesday, May 14 at 1100 a.m.
• Where office with a computer and phone
• Why to coordinate the merging of the Completer
  Demographics with the End-of-Year SRC

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Meet the Educational Applications Staff
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Element by Element Review
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State Testing Id

• Unique state level identifier
• One record per student per school duplicate
  records within a school will be rejected.
• Only one Active Record per student per reporting
  period

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Responsible Division School

• Aka Graduating School
• Division and School from which the Completers
  diploma is awarded

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Serving Division School

• School where the CTE program was taught.
• Regional Centers
• Tuition Paid Code of 4 is required
• LEA Centers
• If one LEA sends students to another LEA Center,
  use generic code (3xx) AND Tuition Paid Code of 4

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Subgroups

• Gender
• Race/Ethnicity
• Disability Status
• Disadvantaged Status
• LEP Status
• Migrant Status

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CTE Special Populations Code

• 4 Non-Traditional
• 5 Single Parent
• 6 Displaced Homemaker
• We will cross reference Gender with CTE Completer
  Program Code to verify Non-Traditional information

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CTE Finisher Code

• 1 finished CTE requirements for completion
• 2 finished CTE requirements for completion of a
  Tech Prep program
• 3 took at least one state-approved CTE course
  since 7th grade but has not finished CTE
  requirements for completion
• 4 has not taken any state-approved CTE courses
  since 7th grade

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CTE Finisher Code

• Required for all students in grades 7 12
• Couple the results with the Graduate/Other
  Completer Code to determine CTE Completers.
• Code 2 is a Tech Prep Completer

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Diploma Seal Codes

• 1 Governors Seal
• 2 BoE Seal
• 3 BoE Career and Technical Education Seal
• 4 BoE Seal of Advanced Mathematics and
  Technology
• 5 BoE Seal for Excellence in Civics Education

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CTE Dual Enrollment Flag

• Flag used to identify the student has taken one
  or more CTE dual enrollment courses while in high
  school. Include only Career and Technical
  Education courses taken at a community college or
  other institution. Do not include academic or
  other elective courses.

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CTE Competency Attainment

• Flag used to identify CTE Completers who have
  attained 80 of the minimum competency task list.

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CTE Completer Program Code
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Address Telephone Number

• Address1, Address2, Zip Code
• Telephone Number
• Address OR Telephone Number is required
• Both accepted

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Local Identification

• Local Student Id
• First Name
• Middle Initial
• Last Name

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Questions
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Contact Information

• E-Mail
• ResultsHelp_at_doe.virginia.gov
• Phone
• [phone] (option 4)
• Fax
• [phone]

Team Members Manager Susan Williams EIMS
Coordinator Peter Coleman Specialists Doris
Brown Bernie Chamberlain Jean Gray Shannon
Lacy Vickie McCrary Cathy Zachmeyer