Oregon Department of Education CTE Data Submission Guidelines
Explore the detailed guidelines provided by the Oregon Department of Education for submitting Career and Technical Education (CTE) data for the school year 2023-24. Learn about required institutions, student inclusion criteria, data security measures, data preparation, and submission processes. Understand the importance of accurately reviewing and verifying submissions to ensure compliance with CTE program requirements.
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Spring CTE Collections CTE Student 23-24 & CTE Course 23-24 Oregon Department of Education | June 2024 1
Spring CTE Collections Topics CTE Student 23-24 CTE Course 23-24 1) Which Institutions Submit 1) Which Institutions Submit 2) Students to Include 2) Records to Include 3) Required Data & Data Security 3) Required Data & Data Security 4) Prepare & Submit Data 4) Prepare & Submit Data 5) Review & Verify Submission 5) Review & Verify Submission Both Collections: Weekly Status Report on CTE Spring Collections; Contacts Oregon Department of Education | June 2024 2
CTE Student 23-24 Oregon Department of Education | June 2024 3
Which Institutions Submit CTE Student All CTE Sites must submit to CTE Student directly or through their School District. Even if all CTE programs are dormant, CTE Student is a required submission. In 2024, enter records for school year 2023-24 ONLY. Oregon Department of Education | June 2024 4
Students to Include Include ALL STUDENTS who attended ANY class(es) onsite for at least 20 days Category 1 Students Category 2 Students Category 3 Students in a CTE start-up or an approved CTE Program of Study and do have eligible CTSO, CTE WBL, or CTE IRC outcomes to report in the collection year. in a CTE start-up or an approved CTE Program of Study but do not have eligible CTSO, CTE WBL, or CTE IRC outcomes to report in the collection year. but did not engage in a CTE start-up or an approved CTE Program of Study. Reporting a student away from their SSID-affiliated Attending School? Use CTE Site in place of Attending School. The CTE Data Submitter Guide gives multiple examples. Oregon Department of Education | June 2024 5
CTE Student: Required Data by Student Category Required Data for Category 1, Category 2, and Category 3 Students 1. SSID / Student Core with the CTE twist on Attending District & Attending School 2. Year End Status 3. Academic Disadvantage Flag 4. WBL Type Codes Additional Data Required for Category 3 Students as applicable 1. CTE Student Leadership Organization Codes 2. CTE Work Based Learning Info 3. CTE IRC Info Oregon Department of Education | June 2024 6
Year End Status The CTEYrEndStsCd may not be blank for any CTE Student records. Code Name Description E Returning Student is planning to return to school next year and is not a senior. F A D B C Returning Senior Graduating Left School - Transfer Left School - Job Left School - Other Student is planning to return to school next year and is a senior. Student is graduated or will be graduating. Student left school to transfer to another school. Student left school to take a job. Student left school for another reason. Include ALL STUDENTS who attended ANY class(es) onsite for at least 20 days. Oregon Department of Education | June 2024 7
Academic Disadvantage Data Data Element Description: Indicates a student who is Data Map Column: AY academically disadvantaged and requires special The CTEAcdmDsvntgFg may not be blank for any CTE Student records. services and assistance in order to succeed. May include students who score at or below the 25th percentile on a standardized achievement or aptitude Enter Y for Yes and N for No test, who have a high school grade point average Include ALL STUDENTS who attended ANY class(es) onsite for at least 20 days. (GPA) of less than 2.0 on a 4.0 grade scale, or who fail to attain minimum academic competencies. Oregon Department of Education | June 2024 8
CTE Student Leadership Org Data Leave CTEStdntLdrshpOrgnz*Cd fields blank if not reporting CTSO for the record. DECA Delta Epsilon Chi Association FBA-PBL Future Business Leaders of America-Phi Beta Lambda FFA Future Farmers of America FCCLA Family, Career and Community Leaders of America SkillsUSA-VICA Vocational Industrial Clubs of America HOSA Health Occupations Students of America AOCF Associated Oregon Forestry Clubs Other Student Leadership Organizations Other Oregon Department of Education | June 2024 9
CTE WBL Data WBL Type Codes are required for all records. Z = Not Applicable If a CTE Work Based Learning experience satisfies all 4 criteria and is in one of the 6 types WBL CIP Code is required for each WBL Type Code other than Z. WBL Hours Code is optional for each WBL Type Code other than Z. Oregon Department of Education | June 2024 10
CTE IRC Info Leave blank if not reporting Completion Attempt of CTE IRC Portfolio for the record. If reporting Completion Attempt of CTE IRC Portfolio, include the following. CTE IRC Portfolio Code IRC Portfolio CTE Program CIP Code IRC Portfolio Administration Date IRC Portfolio Pass Code Ensure Administration Dates are accurate and eligible. Ensure all CTE IRC shared across multiple programs are ONLY REPORTED for ONE PROGRAM. In cases of duplicated CTE IRC reporting, only one submission per student per CTE IRC portfolio is included in CTE Site Validation Reports, SCP point reports, and other ODE processing. Ensure CTE IRC are only reported for students who test to complete the credential portfolio in coordination with an aligned CTE program they take courses in. Oregon Department of Education | June 2024 11
FERPA Applies to CTE Student CTE Student Data Security Alerts CTE Student submissions are full of student PII. They must be stored & shared securely. Email and email attachments are not secure. ODE provides a secure file transfer service for ALL data partners to use when sharing data that must be handled securely. Oregon Department of Education | June 2024 12
Prepare & Submit CTE Student Data Data Prep Occurs Locally Run CTE Site-specific CTE Student SIS report. Registrars review data required for all students in attendance >=20 days onsite. CTE teachers each review their program s Category 3 student data. Data Submission Occurs on the District Site Use vetted CTE Site-specific CTE Student report. Use Web Submission and/or File Upload. Oregon Department of Education | June 2024 13
Review & Verify CTE Student Submission Audit Production Download to Review Submission Does the Production Download Report accurately reflect the complete CTE Site-specific SIS report? Verification Supports the Full CTE Team Visible to all CTE Site-approved users Can be removed/re-applied as needed while CTE Student is open Oregon Department of Education | June 2024 14
CTE Course 23-24 15 Oregon Department of Education | June 2024
Which Institutions Submit CTE Course All CTE Sites must submit to CTE Course directly or through their School District for each active start-up or POS to maintain Secondary Career Pathways eligibility. Include enrollments that resulted in non-passing earned grade codes: F, W, I, N, D 16 Oregon Department of Education | June 2024
Which Courses to Submit Equity requirement: Include records for 2023-24 CTE enrollments with non-passing grades. Perkins-specific requirement: Submit enrollments for all CTE POS course-sections. SCP-specific requirement: For full point/funding allocations, submit all course-section enrollments from both CTE start-up and CTE POS. Reporting a student away from their SSID-affiliated Attending School? Use the CTE Site as the Attending School. See the CTE Data Submitter Guide for examples. 17 Oregon Department of Education | June 2024
CTE Course: Required Data 1. SSID / Student Core with the CTE twist on Attending District & Attending School 2. CTE Course-Section Data 1. CIP code of associated program 2. Course name/number 3. Course section if applicable 4. Teacher name 3. Student Outcome Data 1. Course-section credit not GPA/weighted credit 2. Grade earned. Include enrollments with non-passing grade codes. Oregon Department of Education | June 2024 18
CTE Course-Section Data Program CTE Site & CIP Code Course Section as applicable Course Number Teacher name Oregon Department of Education | June 2024 19
Student Outcome Data Earned Grade Course-Section Credit ALL Course ATTEMPTS must be in CTE Course, even those with W, I, or other non-passing grade. Non-passing grades, other than F, are reported with the same credit as other records for the course-section. If grade = F, credit must = 0 Oregon Department of Education | June 2024 20
FERPA Applies to CTE Course CTE Course submissions are full of student PII. They must be stored & shared securely. CTE Course Data Security Alerts Email and email attachments are not secure. ODE provides a secure file transfer service for ALL data partners to use when sharing data that must be handled securely. 21 Oregon Department of Education | June 2024
Prepare & Submit CTE Course Data Data Prep Occurs Locally Run CTE Site-specific CTE Course SIS report. Data Submitters review student list for inclusion in CTE Student. CTE Teachers each review their CTE course- section data. Data Submission Occurs on the District Site Use vetted CTE Site-specific CTE Course report. Use Web Submission and/or File Upload. 22 Oregon Department of Education | June 2024
Review & Verify CTE Course Submission Audit Production Download to Review Submission Does the Production Download Report accurately reflect the complete CTE Site-specific SIS report? Verification Supports the Full CTE Team Visible to all CTE Site-approved users Can be removed/re-applied as needed while CTE Course is open 23 Oregon Department of Education | June 2024
Weekly Status Report on CTE Spring Collections E-mailed each Wednesday Starting Wednesday, June 19, 2024 Ending Wednesday, July 10, 2024 All Perkins Grant Managers receive the report. Local data submitters and/or CTE admin may opt-in here to receive the report. Oregon Department of Education | June 2024 24
CTE Data Contacts Secondary CTE Engagement Data: Rebecca.Amodeo@ODE.Oregon.gov Secondary CTE Program Data: Carly.Sichley@ODE.Oregon.gov Oregon Department of Education | June 2024 25
