Best Practices – a walk through the CTE EMIS year

Teri BeltEMIS Specialist, MVCTC

My presumptions◦ You are the EMIS Coordinator/Secretary/person

that enters & verifies all the information◦ You work all year round

If not, may need to consolidate some items◦ EMIS is running on a “normal” schedule

◦ Get ready and organized for the year◦ Locate CTE-26’s

Using them, verify the course master lines up with the CTE-26 information Subject code, course hours, curriculum code, CTE College

Credit Verify Assessments (WebXams) and Industry Credential

testing with program supervisors and instructors. Ensure testing they are planning on using for the year lines up with program area of concentration on CTE Assessment Matrix. ODE Matrix was updated in October, 2013

Work with your district registrar and scheduling personnel to ensure EMIS criteria are being met

Distribute this information to your Supervisors so they can communicate with instructors.

July/August

Page 1 and the Secondary Program o Study pages will help you set up your course master.

◦ Satellite Building Set-Up Ensure instructors are set up with your business office and in student

software Use Course Verification Sheet to set up Course Master and course sections

for satellite courses Verify with supervisor and instructors assessments to be taken by students

over the year Register students into satellite courses

Determine percent of time based on periods/day CTSO Memberships, disabilities, Economic Disadvantagement, single

parent membership Create sub-calendars in student software and assign students to proper

calendar After you register your courses, compare with other districts course rosters

Also may want to verify they are not reporting these courses to EMIS as well as the instructor information

◦ May want to mark your concentrators at this time to help with WebXam upload I use a list that I distribute to instructors to verify who “they” think are the

concentrators in their program

September

Course Number

Course Name

Pd. Or Block

Start Time

End Time

Class Minutes

Class Hours

Course Length

Qtr/Sem/YrSubject

Code Credit

510-01 AG I 1         YEAR    

521-01 ADV AG I 2         YEAR    

    3         YEAR    

521-02 ADV AG I 4         YEAR    

521-03 ADV AG 1 5         YEAR    

510-02 AG I 6         YEAR    

521-04 ADV AG I 7         YEAR    

510-03 AG I 8         YEAR    

546-01 AG CO-OP 9 Outside of day.   YEAR    

Satellite Course Verification Table

Course Hour Calculation: number of minutes class meets each day x number of days class meets / 60 minutes

◦ Work with attendance office to ensure all absences are entered correctly

◦ Ensure all county of residences are correct for Casino Count

◦ Work with satellite attendance◦ Use EMIS Checklist to work through all EMIS

reporting steps◦ If you offer OGT Intervention during the day, make

sure to enter the memberships for the students participating.

October

◦ Keep working on October Checklist◦ Use your ODE reports to keep working and correcting CTE EMIS

information. Career Technical Education Course Listing and Error report

Ensure mapping and correlations are correct and complete Students with Disabilities Not Funded, FTE Adjustment Report,

Students Missing Course Records, HQT for academic courses Verify Staff Summary reports with business office

SF3 Report with Treasurer

◦ Lead Districts may want to meet with CTPD to review Performance/Report Card Meeting serves as a reminder to report October EMIS

information and set up the year for them◦ Lead Districts – “G” reporting period is critical for the JVSD.

This impacts JVSD graduation rates. Lead District should pay attention to FISCWEB report:

District Graduate Info (2010x_stu_grad_info.csv) This will tell you who did not graduate from the home district

November/December

Mapped Local Classroom Record ◦ This process should be used when:

Only used for CTE classes (VT, VN, V3, VA) One instructor teaches same students Classes must have same:

Subject Code Employee IdCurriculum Delivery Method Educational Option Student Population

Only Semester or Year classes are eligible for mapping Types of Mapping

◦ Map two classes from same semester◦ Map first and second semester classes together◦ Combination mapping

necessary to combine two first semester classes into one class, also combine two second semester classes into one class, and then map the combined classes into a single all year class

Mapping

◦ First Column (Mapped From) Usually has the Second Semester Class Each student that is reported in the “From” local

classroom code will be removed from this class and moved into the “To” local classroom code

This class “disappears” – the students are moved to the “TO” class

◦ Second Column (Mapped To) Usually First Semester class Can be used multiple times This will be the class that appears on your CTE Agg report

◦ DO NOT use the same course in the From and To Columns– it will cause the course to disappear altogether

Tips for Mapping

◦ Used to indicate a relationship between CTE Program and: Associated technical related class (V3) Associated CBI V3 technical classes Instructional support time for GRADS V3

◦ One or more classes can be correlated to a CTE program

◦ No longer correlate (VA) Applied Academic courses to the CTE Program ODE has checks in place to verify these VA students

are enrolled in a CTE Program (VN, VT, VC)

Correlated Class Record

◦ Finish up October reporting If you need CTE Overrides for CTE courses – get them to

the ODE CTE Career Field Consultant◦ Get ready for “D” Follow Up Reporting

I have had to use the “G” Performance Report to start this process the last couple years The ODE website has very good documentation to help you

with this process Distribute Follow Up Surveys to your instructors

Suggest giving them a time line for completion

◦ Check with Curriculum Director on status of any new CTE-26 Applications needed for upcoming year (FY15) Your district, Satellite programs, CTPD Programs

January

◦ Complete “D” Follow Up Review results from instructor surveys

May need to complete finding the “not found’ students Facebook, home district

Important to review this data, this is data that impacts your CTPD Report Card

Know your targets, communicate with your CTPD member districts

Ensure you have reported the GU record (Industry Assessment). Reported in N or D.

◦ Review and share October EMIS information Treasurer, Superintendent, Supervisors

◦ Verify new CTE-26 are sent to ODE for Satellite, Main Campus & CTPD ODE Deadline is March 1, 2014 for FY15 programs

February/March

◦ Complete the “D” Follow Up file◦ Prepare for Year End Reporting

Work with Testing Coordinator to ensure WebXam is ready for Main Campus, Satellite, CTPD WebXam information is critical at this point. This

element is only reported during “N”. Verify information you may need to get from staff

that leaves for summer We use a End of Year Check-Out sheet for instructors, we

collect some of the following information: CTSO participation, College Credits earned, Advisory

Comm member list for upcoming year, printed WebXam results, Industry Assessments completed over the year ( CODA, STNA, Cosmetology, NCCER, etc.)

April/May

◦ Complete and finish Year End reporting using “N” Checklist

◦ Verify Concentrators are marked correctly◦ Verify assessment results

Decide which results are to be reported to ODE Example: student that did not complete all the modules of the

test, student changed program – but stayed within same area of concentration

◦ Use the District Graduate Info report to ensure you are reporting your Senior student withdraws correctly (99 vs. 41) Monitor this report throughout the reporting period.

I print out a R101 by district and hand mark the Senior students withdraw code home district uses. I mark retained status in the withdraw comments in Student

Information (DASL). Also on hard copy report.

June/July

How to Manage CTPD Programs

Try to locate all CTE-26’s that your Superintendent has signed

Use the ODE October report:◦ Career Field and Funded Program

May need to go back a couple years to ensure you have a list of all previously funded programs

Use Excel or some type of table to gather a list of courses by district active or inactive

Share this list with the member district EMIS person They may not be aware of the programs Fields you may want to track:

District IRN, Building IRN, Subject Code, CTE-26 Approval Date, Tech Prep Post Secondary Partner, Assessments, enrollment

Managing CTPD Programs

Help your member districts through the EMIS Reporting periods K, D, & N

Lead districts may want to hold a meeting with all CTPD districts, invite:◦ EMIS, Instructor, Supervisors, CTPD Liaisons

Share the CTPD Report Card Information Share the Perkins Performance Targets for your CTPD Share the CTE-26 information, testing information Share individual CTPD Performance Reports

Create a historical report so they can see the trends Perkins performance indicators, enrollment

Share how to report CTE EMIS using their student software

Be proactive – call them, email them

Managing CTPD Programs

Lead District Leadership with CTPD districts◦ I use an Excel spreadsheet to historically track

performance data. Use the G & D Performance Reports from ODE

Review these files every time they are released to make sure your districts are reporting accurate data

Distribute to member districts so they can see the trend data for their programs

I attach the Excel file to the ODE report and give to member districts at yearly meeting Very important now that Report Cards are in play

Keep in mind your member districts only do this once a year. CTE language is foreign and not used daily.

Managing CTPD Programs

Satellite Program Management

Find all CTE-26’s for these programs I use a Course Verification Report to

communicate with Instructors and Satellite Supervisor to ensure EMIS is reporting the correct:◦ Hours of Instruction◦ Subject Code◦ Course Number – I try to match home districts

course number and course name Develop a relationship with the EMIS person

at these districts to ensure they are aware of who-reports-what.

Satellite Management

Who reports what information◦ Staff Information

Is reported by the district that employs the instructor◦ Student Information

JVSD reports the percent of time your instructor spends with the student in the CTE course Cannot report study hall, outside of day, non-cte subject

codes Home district reports their percent of time their

instructors spend with the student They may also be a PSEO student, home district may

have to use both Sent to 1 and Sent to 2 FS Standing

Satellite Management

Student Information Cont.◦ Student Disability type (FD record)◦ Student Economically Disadvantaged (FD record)◦ Student Memberships

CTSO Single Parent

◦ Student Calendar May have to create a sub-calendar for each satellite

district and assign correct calendar to each student Student Assessments

Ensure your instructors are testing their students using correct assessments – see CTE Assessment Matrix

Satellite Student Information

Tips◦ Keep in touch with Home District EMIS

Coordinator to ensure they also understand the reporting requirements.

◦ If you find problems with the instructors schedule, keep a file and address them with your supervisor Example: 2 planning periods, study hall, Sem 1 vs.

Sem 2 rosters

Satellite Management

Thank you!

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