Collecting VTEA Data: How to verify your VTEA Headcount

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Collecting VTEA Data How to verify your VTEA
Headcount

• Chuck Wiseley
• CCC Chancellors Office

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Agenda

• Why bother
• VTEA requirements
• Money
• Students
• Certification What is it?
• VTEA reports 1 2
• Question break
• Data
• What data?
• Data sources
• Ways of Collecting the data
• Auditable sources

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Vocational Technical Education Act (VTEA)
requirements

• Carl D. Perkins Vocational and Technical
  Education Act of 1998 (aka VTEA)
• Special Populations
• Program Improvements Student Success
• Funding distribution formula

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VTEA Special Populations

• Earmarks assuming service Reporting
  outcomes
• Special Pops Source
• individuals with disabilities
• individuals from economically disadvantaged
  families, including foster children
• individuals preparing for nontraditional training
  and employment
• single parents, including single pregnant women
• displaced homemakers and
• individuals with other barriers to educational
  achievement, including individuals with limited
  English proficiency.

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VTEA Student Performance Skill Attainment 2004-5
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VTEA Student Performance Skill Attainment 2004-5
Feds
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Why focus on low performance?

• It is the Right thing to do!
• Eliminating/Reducing Barriers
• We can only help students succeed when we know
  who needs our help.
• Reauthorization of Perkins
• No Child Left Behind (NCLB)
• Program Improvement Status
• Annual Yearly Progress (AYP)
• Negotiated Performance Targets
• Applications must address low performance areas
• On ALL measures for all populations

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State split of funds

• California Community Colleges (CCC) California
  Department of Education (CDE)
• Vocational students
• Vocational Flag on TOP Code () and/or
• SAM Priority A D
• Section 132 - Postsecondary Funds to districts
• Vocational Economically Disadvantaged counts
• CDE - Regional Occupational Centers/ Programs
  Adult Education
• CCC - Credit and Non-Credit Programs

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VTEA funding distribution requirements

• The Act (VTEA)
• Section 132(a)
• (2) - Pell grant Bureau of Indian Affairs
  assistance recipients
• (b) Waiver
• California State Plan Appendix J - Waiver
• 1. Board of Governors Grant (BOGG)
• 2. Pell Grant
• 3. CalWORKs (formerly AFDC)
• 4. WIA/JTPA (Workforce Investment Act)
• 5. Supplementary Security Income (SSI)
• 6. General Assistance
• 7. Bureau of Indian Affairs assistance
• 8. An adult who is eligible for economic public
  assistance or student fund aid and/or an annual
  income below the poverty line as defined by the
  county of eligibility
• 9. Other economically disadvantaged individuals

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Certification What is it?

• Audit document
• Limits CO audits to data submission
• Supporting documents held at district
• Certification language
• Final expenditure reports
• YTD expenditure reports
• VTEA Allocation certification
• Auditable source
• Documents,
• Data, and/or
• Process of validation in place

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VTEA Final Report of Expenditures
Certification All expenditures shown on this
claim are supported with documentation and comply
with applicable State and Federal regulations
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supported by documented deliverables
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Supported by auditable sources
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VTEA reports 1 2

• MIS data submitted to CO
• Report 1
• Categories of Unduplicated Headcounts by College
• Report 2
• Vocational Education Student Duplicate Counts by
  Economic Disadvantaged Categories
• Data Collection Specifications

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(No Transcript)
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VTEA Report 1
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VTEA Report 2
Financial Aid CalWORKs JTPA / WIA
Supplemental data - self declared, Docs data
matches auditable Other
Eligible for CDSS???
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VTEA Rpt 1, Column 6 Goes here
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Data resubmission timeline

• November
• Timeline memo
• December or January
• Preliminary Reports run
• January
• Data resubmission window
• February
• Final Report run

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Validating MIS submissionsCCCCO MIS Data
Submissions Annual Headcounts
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(No Transcript)
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The magic happens here!
Chancellors Office
District data
VTEA counts
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The magic explained here!
Chancellors Office
District data
VTEA counts
Data Collection Specifications
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Question Break

• Topics
• Special Pops
• Performance
• Reauthorization
• VTEA Reports 1 2
• Certification
• Validation process

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The data

• Data to Reports
• SAM Codes
• TOP Codes
• Data Elements
• Data Flow
• Maximizing identification of Special Pops

Funding
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Student Accountability Model (SAM)Priority Code
For Courses

• A - Apprenticeship
• Has approval of the Division of Apprenticeship
  Standards
• B Advanced Vocational
• No more than two courses in any one program
• Has a C prerequisite in the same program area
• C Clearly Occupational
• Taken in the middle stage of a program, detracts
  "drop-ins." (Job specific skills)
• D Possibly Occupational
• Taken in the beginning stages of a program
• Can be survey course
• E Non-Occupational
• Appendix 10 of the California State Plan for VTEA
• http//www.cccco.edu/divisions/esed/cte/resources/
  state_plan.htm

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Taxonomy of Programs

• Course and Program
• Vocational Flag () on TOP code
• Designed to identify vocational Programs for
  federal reporting
• Vocational content for courses
• Taxonomy of Programs,
• Fifth Edition, February 1995
• Sixth Edition, Nov. 2004, Corrected Version
• Example

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(No Transcript)
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Course Voc Status/SAM Report
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Data ElementsMIS System

• General Elements
• Student Characteristics
• Demographics
• Academic
• Program Status
• DSP S
• EOPS
• Financial Aid

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Data Elements, ContinuedMIS System

• Course Elements
• Section Elements
• Session Elements
• Enrollment Elements
• Program Award

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Data Elements, ContinuedMIS System

• Student VTEA Data Elements
• Economically Disadvantaged
• Single Parent
• Displaced Homemaker
• Cooperative Work Experience Education
• Tech Prep

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Data Flow College
Data collection
Types of data
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Data Flow Chancellors Office
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Data Summary

• All of the MIS data is important
• Relational database
• Data Integrity
• Complete
• Accurate
• Reliable
• Timely
• Your Data
• http//www.cccco.edu/divisions/tris/mis/dedmain.ht
  m

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Data types

• Static
• Gender (determining nontrad)
• Limited English Proficient
• Disabled
• Temporal
• Single Parent including single pregnant female
• Displaced Homemaker
• Economically Disadvantaged

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Data sources

• Student Services
• CalWORKs
• DSPS
• EOPS
• Financial Aid
• County Matches
• Meds, SSI/SSP, Public benefits
• Student self reporting

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Ways of Collecting the data

• Self reported data
• Supplemental data collection
• Classroom Surveys
• Paper (scanned)
• Electronic
• Registration
• Web, Phone, Paper (scanned)
• Student Services
• Financial Aid, EOPS, DSPS, CalWORKs
• Vocational courses or all students

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Supplemental data collection Classroom surveys

• Faculty participation
• Buy-in ( deans)
• Letters (process) Scripts
• Labor intensive
• Logistics
• Distribution, collection, input
• Coverage
• 70 of faculty agree
• 70 of students complete survey
• 49 coverage
• Impacts the learning process

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Supplemental data collectionAt Registration

• Maximizes coverage
• Least impact on learning process
• Requires collaboration across campus
• Students complete as a requirement to enroll
• Who?
• Required for Voc course enrollment only
• All students at registration
• Gap analysis possible for all program areas
• Free up resources for analysis
• Service gaps
• Performance gaps and exceptional practices

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Considerations for questions

• VTEA
• 3-4 questions
• Single parent
• Displaced homemaker
• Economically disadvantaged
• Household/Family size
• Household/Family Income
• Use BOG family/income standards for eligibility
• Change annually
• Market BOG waiver
• In 5 Eligibility receipt
• Collecting Data for Special Populations VTEA
  Supplemental Data Collection Study Early
  Results (Wiseley, 2002)
• Avoid labeling (e.g., Are you Economically
  Disadvantaged?)

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Collecting Data for Special Populations excerpts

• In one question (current BOG table goes to 8
  members)

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Another example in one question
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Some do both

• Household size income
• Determine eligibility
• BOG fee waiver standards
• Receipt of financial assitance

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Determine Eligibility
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Self-reported receipt
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Retention of paper surveys after scanning or key
entry

• Title 5 sections 59022-59027 apply.
• Keep a master copy of the survey,
• Document the scanning/input of the surveys into
  the database,
• Verify certify that the database accurately
  reflects the hard copy,
• Keep sample and printed database records used to
  validate scanning with certification,
• Keep electronic records seven years after use,
• Dispose of the surveys.

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Certification of Auditable sources

• Validating MIS submission
• Rejected records
• Duplicate counts in local data
• Validated scanning documents on file
• Copies of supplemental data collection
  instruments
• Change each year Keep BOG income standards
• Certification of auditable sources

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Questions?

• Collecting Data for Special Populations - Early
  Results http//www.cccco.edu/divisions/esed/cte/re
  sources/resources.htm
• Myrna Huffman
• [phone]
• mhuffman_at_cccco.edu
• Chuck Wiseley
• [phone]
• cwiseley_at_cccco.edu