perkins data collection help link - mde marlys j. bucher, ph.d. coordinator secondary perkins cte...

Perkins Data CollectionHelp Link - MDE

Marlys J. Bucher, Ph.D.Coordinator Secondary PerkinsCTE Assessment and Evaluation

[email protected]

“Leading for educational excellence and equity. Every day for every one.”

mailto:[email protected]

Debra BlahoskyCarl D Perkins Database

Program Approval [email protected]

Perkins Data CollectionHelp Link - MDE

education.state.mn.us 2


Carl D Perkins Reporting Requirements Topics:

1. Table C – Table of Career and Technical Education Programs and Licenses

2. Carl Perkins Data Collection

3. The P-file

4. Data downloading to the MDE Web site

5. Negotiated Targets (OVAE)

6. Perkins Secondary Core Indicators

7. CTE Program Approval Database


This chart describes Minnesota’s Career Fields (6), Career Clusters (16), and Career Pathways (79)

This chart describes Minnesota’s Career Fields (6), Career Clusters (16), and Career Pathways (79)

Programs of StudyPrograms of Study

• Resource Page: http://education.state.mn.us/MDE/SchSup/CareerEdAdmin/index.html

– Table of Career and Technical Education Program and Licenses (Table C) (Updated Yearly) (2)

– CTE Program Approvals Database 2008-2014 (5 Year Cycle) (4)– Secondary CTE Program Approval Proposal for Youth with Disabilities (7)– Secondary CTE Program Approval Proposal (1)– Secondary Career and Technical Education Program Approval Rubrics (6)– Secondary CTE Transition Disabled Equipment Approval Request (8)– Transition Disabled Contracted Services Approval Request Form (9)– CTE program Approval Worksheet (10)

Table C-Table of Career and Technical Education Programs and Licenses


http://education.state.mn.us/MDE/SchSup/CareerEdAdmin/index.html

http://education.state.mn.us/MDE/SchSup/CareerEdAdmin/index.html

Columns:

A. OE Program Code: 6-digit number - 010001

B. UFARS Program Code (Uniform Financial Accounting & Reporting Standards): 301

C. Program Title: Agriculture Exploration

D. Course Code: 11

E. Course Title (Generic): Animal Science

F. Minnesota Common Course Catalog #: 18101

G-L. Appropriate CTE Licensure Assignment Codes for the Program: 010000 or 010100

2012-13 Table of Career and Technical Education Programs and Licenses (a.k.a. Table C)


Columns Continued:

M. Career Cluster Number: 01

N. Career Field Number: 01

O. Career Pathway Number: 01.0

P. Nontraditional Identifier: F (NonTrad for females)

Q. CIP Codes: 01.0901 (Classification of Instructional Programs)

R-X. Pathways for Technical Skill Attainment: (1 Animal

Science & 4 Food Products and Processing

Systems)





Prog Code

Career and Technical Education Program/Course Programs Minnesota 16 6 79.0

Codes from Columns R-X represent the number after the decimal point from Column O (e.g., 01.6). This would represent the Agriculture Plant

Systems Program of Study. UFARS Course Course TitlesCommon Course

Career and Technical Approved Licensure

Codes Career Career Career Non CIPCode Code Program Title Code Catalog # Cluster Field Pathway Trad Codes 1 2 3 4 5 6 7

AGRICULTURE EDUCATION 010001 301 Agricultural Exploration 010000 010100

Not for Science Credit toward graduation 11 Animal Science I 18101 01 01 01.0 F 01.0901 1 4Not for Science Credit toward graduation 13 Biotechnology 18308 01 01 01.0 F 01.9999 1 3 4 5 6

17 Aquaculture I 18306 01 01 01.0 F 01.0303 1 3 4 5Not for Science Credit toward graduation 24 Agriculture Science I 18001 01 01 01.0 F 01.9999 1 2 3 4 5 6 7

http://education.state.mn.us/MDE/SchSup/DataSubLogin/CarlPerkins/index.html

• > Enter the Carl Perkins Data Collection

SCHEDULE for FY 2012-13 DATA• Submission Period: May 16, 2013 – September

19, 2013Reports Available: January 15, 2014 – March 14, 2014

• *Dates are not yet updated for FY13-14 collection

Carl Perkins Home PageYearly Data Collection





https://w1.education.state.mn.us/CarlPerkins/


Carl D. Perkins Record Layout as of 01/02/2013

Records must be fixed format ASCII, not variable or delimited. DATA ELEMENT LENGTH POSITION VALID DATA FILL/JUSTIFICATION NOTES School Year 2 1-2 Numeric Right Justify, leading zero fill 2012-2013 = 13 School District 4 3 - 6 Numeric Right Justify, leading zero fill District number from MDE-Org District Type 2 7 - 8 Numeric Right Justify, leading zero fill District type from MDE-Org School Number 3 9 - 11 Numeric Right Justify, leading zero fill School number from MDE-Org MARSS ID Number 13 12 - 24 Numeric Right Justify, leading zero fill Student ID Program Code 6 25 - 30 Numeric Right Justify, leading zero fill OE Code from Table C, column A EX: 140710 Course Code 2 31 - 32 Numeric Right Justify, leading zero fill Course code from Table C, column C EX:. 15

Course Length in Minutes 5 33 - 37 Numeric Right Justify, leading zero fill Total number of minutes for the entire course for the term EX: trimester, semester, quarter, blocks, skinny, or year

Grade Received 1 38 P or N Proficient / Non-Proficient Teen (single) Parent 1 39 Y or N Default to N Displaced Homemaker 1 40 Y or N Technical Skill Assessment 1 41 Y or N (if yes see #42) State Approved Assessment given in this class

TSA Proficiency 1 42 P or N (default to N) If line 41 is a Y, then the student is Proficient/Non-Proficient (this should default to N)

Last Name 40 43 – 82 Alpha Left justify, fill with spaces to end First Name 40 83 - 122 Alpha Left justify, fill with spaces to end Middle Name 40 123 - 162 Alpha Left justify, fill with spaces to end Suffix 04 163 - 166 Alpha/Numeric Left justify, fill with spaces to end Gender 01 167 M or F Date of Birth 08 168 - 175 Numeric yyyymmdd Data Record Example: 1328530104000000000000001407101504840PNNYPLASTNAME FIRSTNAME MIDDLENAME SUFXGYYYYMMDD Navigation to the Carl Perkins Collection System

1. Open the MDE website: http://education.state.mn.us 2. Click School Support from top menu bar 3. Click Data Submissions from options at top of page 4. Click Carl Perkins from left menu; list is alphabetical, you may need to scroll down the list 5. Click on Log into the Carl Perkins Data Collection… link to enter collection system

• Data Record Example: 1328530104000000000000001407101504840PNNYPLASTNAME FIRSTNAME MIDDLENAME SUFXGYYYYMMDD

• Navigation to the Carl Perkins Collection System• Open the MDE website: http://education.state.mn.us • Click School Support from top menu bar• Click Data Submissions from options at top of page• Click Carl Perkins from left menu - list is alphabetical, you may need to scroll

down the list• Click on Log into the Carl Perkins Data Collection… link to enter collection

system – this will take you to the log in page

Carl D. Perkins Record Layoutas of 01/02/2013


http://education.state.mn.us/

Participant– 100 hours or more in one career field

(6)

Concentrator– 240 hours or more in one career field

(6)

Completer– A concentrator who graduates

Definitions


Special Populations (7):

– Individuals with Disabilities– Single Parent/Pregnant Teen– Displaced Homemaker– LEP Barriers– Economically Disadvantaged– Nontraditional by gender for specific programs– Migrant

Definitions Continued:


• 1S1 Academic Attainment in Reading/

Language Arts• 1S2 Academic Attainment in Mathematics• 2S1 Technical Skill Attainment• 3S1 School Completion• 4S1 Student Graduation Rates• 5S1 Placement• 6S1 Nontraditional Participation• 6S2 Nontraditional Completion

Accountability Indicators-Data


Valid CTE Program/Courses kept on file with MDE (CTE Program Approvals Database 2008-2014):

– School District Number (4 digits)– School District Type (2 digits)– Program Code (6 digits)– Course Code (2 digits)– Course length in minutes (5 digits)

Data Sources:

Valid Course ID Table/Data Submitted in P-file


• Student Data– School Year (2 digits)– School Number (3 digits)– MARSS ID Number (13 digits)– Grade Received (End of term P/N)***– Teen Parent (Y/N)– Displaced Homemaker (Y/N)– Technical Skill Assessment (Y/N) ***– TSA Proficiency (P/N)***

*** Teacher’s need to report results for inclusion in the database

Data Sources:



• Student Data

– Last Name (40 characters) – First Name (40 characters)– Middle Name (40 characters)– Suffix (4 characters)– Gender (1 character)– Date of Birth (8 digits)

Data Sources:


New for FY13 due to Student Validation Issues


Data from the following fields will be pulled from the Minnesota Student Data Collection System:

• MARSS ID Number• Test (Math, Reading) GRAD Portion Only• Test Results (Proficient/Non-Proficient)

Data Sources:

MCA Data Base


The MARSS ID Number field will be linked to the student identifying name/birth date, then to the Carl Perkins, MARSS, and MCA databases.

Between the Carl Perkins and the MARSS Database, a link between school district data will, for edit purposes, confirm the student is enrolled in the district for the school year.

Data Field Links


Federal Agreed Upon Performance Levels Secondary* (FAUPL) Key: B = initial baseline; L = State-adjusted performance level; A = actual performance; P = proposed performance


Column 1 Column 5 Column 6 Column 7 Column 8 Column 8

Core Indicator Year 1 Year 2 Year 3 Year 4 Year 5

7/1/07- 6/30/08 7/1/08- 6/30/09 7/1/09- 6/30/10 7/1/10- 6/30/11 7/1/11- 6/30/12

1S1 Academic Attainment in Reading/

Language Arts

L: 62.00%A: 59.23%

L: 63.00%A: 58.53%

L: 67.00%A: 69.70%

L: 70.00%A: 72.52%

L: 71.00%A: 78.24%

1S2 Academic Attainment in Mathematics

L: 32.00%A: 21.69%

L: 22.00%A: 26.19%

L: 44.00%A: 32.28%

L: 48.00%A: 37.02%

L: 40.00%A: 56.49%

2S1 Technical Skill Attainment

L: 85.00%A: 90.45%

L: 88.33%A: 89.41%

L: 90.00%A: 45.48%

L: 50.00%A: 41.82%

3S1 School Completion

L: 7100%A: 97.94.% Reported 98.23% Actual

L: 73.33%A: 98.38%

L: 76.67%A: 98.21%

L: 98.00%A: 98.29%

4S1 Student Graduation Rates

L: 80.00%A: 93.50%

L: 81.00%A: 96.21%

L: 82.00%A: 96.71%

L: 83.00%A: 97.21%

L: 96.00%A: 98.27%

5S1 Placement

L: 85.00%A: 97.31%

L: 88.33% A: 48.78%

L: 90.00% A: 48.02%

L: 50.00%A: 46.30%

6S1 Nontraditional Participation

L: 38.50%A: 54.04%

L: 39.00%A: 49.53%

L: 39.50%A: 26.65%

L: 49.50%A: 26.72%

6S2 Nontraditional Completion

L: 35.50%A: 34.14%

L: 36.00%A: 32.50%

L: 36.50%A: 11.36%

L: 33.50%A: 11.18%

*

• Numerator: Minnesota will use the GRAD test in Reading/Language Arts ‘instead of’ the tests identified in the ESEA for use in determining adequate yearly progress.

• Denominator: Number of CTE concentrators who took the ESEA assessment in reading/language arts whose scores were included in the State’s computation of AYP and who, in the reporting year, left secondary education.

1S1 Academic Attainment in Reading/ Language Arts (GRAD portion only FY13)


• Numerator: Minnesota will use the GRAD test in Mathematics ‘instead of’ the tests identified in the ESEA for use in determining adequate yearly progress.

• Denominator: Number of CTE concentrators who took the ESEA assessment in mathematics whose scores were included in the State’s computation of AYP and who, in the reporting year, have left secondary education.

1S2 Academic Attainment in Mathematics (GRAD portion only FY13)


• Numerator: Number of Secondary CTE Concentrators within Programs of Study selected by the state for which state-approved technical skill assessment instruments have been identified who pass any of those identified technical skill assessment instruments pertinent to the Program of Study in which concentrator status is obtained.

• Denominator: Number of Secondary CTE Concentrators within Programs of Study selected by the state for which state-approved technical skill assessment instruments have been identified who attempt any of those identified technical skill assessment instruments pertinent to the Program of Study in which concentrator status is obtained.

2S1 Technical Skill Attainment*


• Numerator: Number of CTE concentrators who earned a regular secondary school diploma during the reporting year.

• Denominator: Number of CTE concentrators who left (graduated or left education) secondary education during the reporting year.

3S1 School Completion


• Numerator: Number of CTE concentrators who, in the reporting year, were included as graduated in the State’s computation of its graduation rate as described in Section 1111(b)(2)(C)(vi) of the ESEA.

• Denominator: Number of CTE concentrators who, in the reporting year, were included in the State’s computation of its graduation rate as defined in the State’s Consolidated Accountability Plan pursuant to Section 1111(b)(2)(C)(vi) of the ESEA.

• NCLB Requirements • Prior years data

4S1 Student Graduation Rates*


• Numerator: Number of CTE Completers who register as participating in higher education in a data match through the Minnesota Office of Higher Education.

• Denominator: Number of CTE Completers.

• Prior years data

5S1 Placement*


• Numerator: Number of CTE participants from underrepresented gender groups who participated in a program that leads to employment in nontraditional fields during the reporting year.

• Denominator: Number of CTE participants who participated in a program that leads to employment in nontraditional fields during the reporting year.

Note: This is based on a duplicated count rather than identifying an individual student as ‘traditional’ or ‘nontraditional’.

6S1 Nontraditional Participation


• Numerator: Number of CTE concentrators from underrepresented gender groups who completed a program that leads to employment in nontraditional fields during the reporting year.

• Denominator: Number of CTE concentrators who completed a program that leads to employment in nontraditional fields during the reporting year.

6S2 Nontraditional Completion


The Minnesota Department of Education (MDE) approves Career and Technical Education Programs (CTE) that meet teacher licensing and other criteria. These programs are eligible to access federal Carl D. Perkins funds. Districts that accept these federal dollars must report enrollment and student proficiency for CTE courses and programs to the department.

Districts may submit data from June through September for the previous school year, using a Web-based application. The data become part of the federal Consolidated Annual Report that MDE must submit to the U.S. Department of Education. Data reports are made available to districts after the federal report is submitted. Data should be used by districts for continuous program improvement.

P-File Download-Carl Perkins


• https://education.state.mn.us/MIDMS/login.jsf?AppId=CLP

• Log in with UserID: _______________• Password:___________________• Select School District• Select Data download• Browse: Search and Select File / Click to Enter Perkins file• Click Submit• Wait until you receive a notice –

– Data Downloaded Successfully– Error Notice (This will list the file number where the error is

located and the problem with the data.)

P-File Download


https://education.state.mn.us/MIDMS/login.jsf?AppId=CLP



• If an error message appears, you will need to review the actual file, make the necessary changes, resubmit the ENTIRE file again as every submission overwrites the prior submission

– Work with your software vendor to make the necessary correction(s). Make sure that you have the most recent upload of the software for this file.

– Check to make sure that all submitted programs/ courses are ones approved for your district: only teachers who are CTE licensed and programs that are approved. For reference, use the Career & Technical Education Program Approval Database on our MDE – CTE website.

P-File Download- Continued


• In the past, if there were MARSS errors, there was a two hour delay in receiving confirmation of a MARSS error (report to MDE).

• New: Due to the student name/birthday data match now being done to validate the student records, the P-file system will NOT accept any errors in the report and an ERROR report should be noted during the submission.

• Save your P-file. Create a folder on your desktop called Perkins 12-13. Drag your P-file into the folder. If your P-file is stored elsewhere, create the folder there. You will be adding your 11 or 22 data reports the following January from this submission.

P-File Download- Continued


• Once you receive notice that the Carl Perkins reports are available via an e-mail from MDE (January-March), go into the MDE Carl Perkins system and log in the same as you did to upload the P-file previously and open and save/print your reports.

• Directions will be sent to you as to how to save the 11 reports that are available for those districts with one high school and 22 reports for those districts with multiple high schools.

• Save the reports, with the previously submitted P-file, to the same folder on your desktop. Create an e-mail and attach all 11 or 22 reports to your secondary Perkins Consortium Director. (Do not e-mail to MDE – we already have the reports.)

P-File Report Retrieval

Edu.cation.state.mn.us 35

• You cannot download the data and retrieve the reports at the same time. The system is only open for one function at a time and we cannot run the reports until ALL the districts have submitted their data. DO NOT wait until the last day as the system may overload and your data may not be accepted.

• The system does close the middle of March so that we can reconstruct the databases for the next year’s collection.

• It is imperative that you download your data during the summer

window and retrieve your reports during the winter window. Again, DO NOT wait until the last minute to submit data or to download reports.

Other Notes


Questions?????

[email protected]

651 582-8315

[email protected]

651 582-8334




perkins data collection help link - mde marlys j. bucher, ph.d. coordinator secondary perkins cte...

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