Kentucky’s Technical Education Data System (TEDS)
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Transcript Kentucky’s Technical Education Data System (TEDS)
Kentucky’s Technical Education
Data System (TEDS)
National Association of Career and
Technical Education Information
Boise, Idaho
2008 Conference
Kentucky’s Technical Education Data
System (TEDS)
Sarah Galliher
Kim Rice
2014 Capital Plaza Tower
2124 Capital Plaza Tower
500 Mero Street
500 Mero Street
Frankfort, KY 40601
Frankfort, KY 40601
(502) 564-3072
(502) 564-3775
[email protected]
[email protected]
Kentucky’s Technical Education Data
System (TEDS)
Includes all data for Perkins accountability reporting
Secondary –
Postsecondary –
243 high schools
44 locally operated area technology center
64 middle schools
55 state operated area technology centers
6 universities
16 community and technical colleges WITH 39 campuses
10 correctional facilities
Web-based, Windows-based data system utilizing tabled data
fields with drop-down lists. Schools enter data directly on the
website or data can be imported from school’s local database
into TEDS.
Can be accessed from any location with any operating system
or web browser
Each user has data access for assigned school(s) only.
Kentucky’s Technical Education
Data System (TEDS)
State-level staff access includes data for an individual
school, agency or statewide.
Once data has been saved, it can be viewed/edited on
screen or printed on reports.
Designed, programmed, implemented and maintained
by Kentucky’s Education Cabinet/Division for
Technology Services
Data matching with UI for follow-up
Can electronically compare secondary Tech Prep
students from previous years to postsecondary current
enrollment for list of possible Tech Prep students
Kentucky’s Technical Education
Data System (TEDS)
Options on menu bar in current version of TEDS are now
options on menu tree with sub-options in the rewritten
version of TEDS.
User may navigate from one screen directly to another
without having to access screens higher in the
hierarchy.
Kentucky’s Technical Education
Data System (TEDS)
Menus and screens organized by function.
Menu tree contains main functions:
Institution
Student
Demographic
Enrollment (multiple screens)
Termination
Import process
Follow-up (Student, Employer and Retention)
Central Office (System maintenance functions)
Training & Development
Reports
Kentucky’s Technical Education
Data System (TEDS)
System administrator
Assigns user name and access
Maintains all tables
Works with programmer on enhancements and any
problems
Ensures that data collection and reporting meets Perkins
requirements
Functions as a Help Desk for TEDS issues
Provides training individually and for groups
Communicates with users by email, phone and visits
Monitors schools’ performance
Provides technical assistance
Develops new reports
Provides ad hoc reports to management
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
Demographic data
Student name
Student address and phone number
Gender
Race
SSN
SSID (Ky. assigned student ID number)
Contact information
Student Organization activity
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
Enrollment screen:
School year
Program enrollment by CIP Code
Enrollment date
Education level (secondary/postsecondary)
Student objective (participant/concentrator)
Attend hours (contact hours)
Credit hours
Home high school (secondary only)
Special population data (disadvantage, disability, LEP, single parent,
single pregnant woman)
G.P.A. (postsecondary only)
Termination status/date
Tech Prep indicator
Federal reporting indicator (used for non-duplicated reports)
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
Enrollment/Sponsor By Screen:
List of possible sponsors including
Pell Grant
WIA
Scholarships
Employer
Vocational Rehabilitation
Etc.
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
Enrollment/O*Net Codes Screen
Lists O*Net titles/codes available for the
CTE program in which the student is
enrolled
Can record as many O*Nets as the student
earns
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
Enrollment/Industry Certificates Screen:
Master list contains only those industry
certificates that have been validated by
business and industry
List of possible industry certificates that can
be earned by passing a test for that
occupation Only certificates related to the
student’s program enrollment are displayed
on screen
May assign as many certificates as a student
earns
Kentucky’s Technical Education
Data System (TEDS)
Kentucky’s Technical Education
Data System (TEDS)
Enrollment/Credentials Screen:
List of possible credentials that may
be earned from an educational
institution
May assign as many as a student
earns
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
Enrollment/Work-Based Learning
(WBL) Screen:
Type of work-based learning (co-op,
internship, job shadowing, school-based
enterprise etc.)
Employer
Kentucky’s Technical Education
Data System (TEDS)
Kentucky’s Technical Education
Data System (TEDS)
Enrollment/Skills Standards
Screen:
Test name
Scenario test score
Multiple choice test score
Results = pass/not pass
Kentucky’s Technical Education
Data System (TEDS)
Insert Enrollment/CATS printscreen
Kentucky’s Technical Education
Data System (TEDS)
Enrollment/CATS Screen:
Test name
Test score (novice, apprentice,
proficient, distinguished)
Kentucky’s Technical Education
Data System (TEDS)
Kentucky’s Technical Education
Data System (TEDS)
Class List Termination Screen:
Class roster with active data fields
Student name
SSN
Objective (participant/concentrator)
Termination status
Termination date
Kentucky’s Technical Education
Data System (TEDS)
Importing Data From Other Sources
Can import from any database if export file is a text file
and matches TEDS file layout
Files are put through test before allowing TEDS to be
updated / changed
Test results list dispensation for individual records
If individual record does not pass test, error message
lists reason
Can be run at any time, as often as necessary
Update process runs during the night to ensure use of
TEDS resources during regular business hours
Kentucky’s Technical Education Data
System (TEDS)
Data is extracted/exported from STI/IC and two text files are
created:
1. Demographic file - Student name, address, birth date,
etc.
2. Enrollment file – Program, school year, attend hours,
grade level, termination info, certificates, etc.
• The data in both files is imported into the TEDS system via
an import batch process.
• The key identifier for secondary students for both files and
TEDS is the Student System Identifying Number (SSID).
Kentucky’s Technical Education
Data System (TEDS)
Kentucky is currently changing its
student information system for
secondary students. Infinite
Campus (IC) now has the contract
and will provide software and
related services for the next 10
years.
Kentucky’s Technical Education
Data System (TEDS)
STI TEDS Data Enrollment Screen
Kentucky’s Technical Education
Data System (TEDS)
964 E HWY 1470 TEST KY
PO BOX 135
TEST KY
2115 NORTH DEVILTEST
CREEKKY
PO BOX 780
TEST KY
1889 CAL HILL RD TEST KY
P O BOX 893
TEST KY
189 FANCHESTER TEST
HEIGHTS
KY
4037 E HWY 1470 TEST KY
210 YANCEY LN TEST KY
726 NEW STEPHENS
TEST
RD KY
40 CARLIS VANOVER
TEST
RD KY
Report Type
804010100
804010100
804010100
804010100
804010100
804010100
804010100
804010100
804010100
804010100
804010100
Zip
F
F
F
F
F
M
F
F
M
M
F
State
TEDS
Institution #
1
1
1
1
1
1
1
1
1
1
1
City
Gender
4/18/1990
3/24/1990
3/23/1990
10/9/1988
2/27/1989
6/28/1989
3/24/1989
8/23/1988
1/8/1988
12/7/1987
3/20/1988
Street
Address
Race Code
ANDERSON HEATHER L
ANDREWS SHASTA L
ARMSTRONG JENNIFER R
ALLEN
JESSICA A
ANDERSON CASSONDRA
K
BAKER
DANIEL
S
BALL
CORTNEY M
ALEXANDER KRISTEN P
ALLEN
TRAVIS
D
BALL
JOHN
I
BENNETT
DEBRA
I
Date of
Birth
123456789
123456789
123456789
123456789
123456789
123456789
123456789
123456789
123456789
123456789
123456789
Mid Init
(9 Chars)
SSN
1234567890
1234567890
1234567890
1234567890
1234567890
1234567890
1234567890
1234567890
1234567890
1234567890
1234567890
First Name
(10 Chars)
SSID
D
D
D
D
D
D
D
D
D
D
D
Last Name
Record
Type
Demographic File Layout
40601
40601
40601
40601
40601
40601
40601
40601
40601
40601
40601
STI
STI
STI
STI
STI
STI
STI
STI
STI
STI
STI
Kentucky’s Technical Education
Data System (TEDS)
Record
Type
(10 Chars)
SSID
(9 Chars)
SSN
Last Name
Enrollment
Date
Inst
Number
School
Year
Section
Number
Grade
Level
Attend
Hours
CIP Code
Student
Objective
Enrollment File Layout
E
E
E
E
E
E
E
E
E
E
E
E
E
1234567890
1234567890
1234567890
1234567890
1234567890
1234567890
1234567890
1234567890
1234567890
1234567890
1234567890
1234567890
1234567890
123456789
123456789
123456789
123456789
123456789
123456789
123456789
123456789
123456789
123456789
123456789
123456789
123456789
ANDERSON
ANDREWS
ANDREWS
ARMSTRONG
ALLEN
ANDERSON
BAKER
BALL
ALEXANDER
ALLEN
BALL
BALL
BENNETT
8/3/2006
8/3/2006
8/3/2006
8/3/2006
8/3/2006
8/3/2006
8/3/2006
8/3/2006
8/3/2006
8/3/2006
8/3/2006
8/3/2006
8/3/2006
804010100
804010100
804010100
804010100
804010100
804010100
804010100
804010100
804010100
804010100
804010100
804010100
804010100
2006-2007
2006-2007
2006-2007
2006-2007
2006-2007
2006-2007
2006-2007
2006-2007
2006-2007
2006-2007
2006-2007
2006-2007
2006-2007
1
1
1
1
1
1
1
1
1
1
1
1
1
4
4
4
4
5
5
5
5
6
6
6
6
6
1.5
1.5
1.5
1.5
1.5
1.5
1.5
1.5
1.5
1.5
1.5
3.0
1.5
10.0301
51.0000
12.0500
10.0301
10.0301
12.0500
52.0401
12.0500
10.0301
52.0401
10.0301
47.0604
52.0401
3
2
3
3
3
3
3
3
3
3
3
3
2
Kentucky’s Technical Education
Data System (TEDS)
1/1/1900
1/1/1900
1/1/1900
1/1/1900
1/1/1900
1/1/1900
1/1/1900
1/1/1900
1/1/1900
1/1/1900
1/1/1900
1/1/1900
1/1/1900
N
N
N
N
N
N
N
N
N
N
N
N
N
02
02
02
02
02
02
02
02
6
6
6
6
6
6
7
6
6
6
7
6
6
Record
Type
4/12/2006
4/12/2006
4/12/2006
4/12/2006
4/12/2006
4/12/2006
4/12/2006
4/12/2006
4/12/2006
4/12/2006
4/12/2006
4/12/2006
4/12/2006
Ind Cert
09
08
08
08
08
08
08
08
08
04
08
08
08
Cred
Earned
2.071
2.769
2.769
4.000
3.063
1.912
3.533
2.688
2.540
0.000
2.792
2.792
2.180
WBL
N
N
N
N
N
N
N
N
N
Y
N
N
Y
504 Plan
N
N
N
N
N
N
N
N
N
N
N
N
N
ONET
Code Date
Term Date
N
N
N
N
N
N
N
N
N
N
N
N
N
ONET
Code
Term
Status
B
GPA
C
IEP
2
Y
Y
N
Y
Y
Y
N
Y
Y
Y
N
Y
Y
LEP
Special
Pops
Federal
Reporting
1
Tech Prep
1
1
1
1
1
1
0
1
1
1
1
1
1
Disability
Disadv
Enrollment File Layout (cont’d)
STI
STI
STI
STI
STI
STI
STI
STI
STI
STI
STI
STI
STI
Kentucky’s Technical Education
Data System (TEDS)
Import screen:
Schools use the two text files from STI/IC to import data
into TEDS.
The file layout from STI/IC must match the TEDS import file
layout.
Program data must be in TEDS for each program that will
have enrollment records imported
Student demographic records must have a matching record
in the enrollment import file
Student enrollment record must have a matching record in
the demographic import file or in TEDS
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
Import/Import File Process Screen:
Import files must be processed in the correct order.
1.
2.
3.
4.
5.
6.
7.
8.
9.
Test and update the demographic file.
Review results report
Test the enrollment file and review the results
Make any necessary corrections to the import files or TEDS
Steps 1 – 4 may be repeated until results are as clean as
possible
Submit the enrollment file to update TEDS.
Import files are sent and processed via an overnight batch
mode
Review results of import in TEDS via TEDS reports
Enter any records that did not import and correct any errors
Kentucky’s Technical Education
Data System (TEDS)
TEDS Error Report
Index
Record
Type
Last Name
SSID
SSN
Institution
#
CIP
Code
e1
e2
e3
e4
e5
e6
E
E
E
E
E
E
BAIRD
BARNETT
DUNCAN
DUNCAN
KEAN
MORGAN
1234567890
1234567891
1234567892
1234567893
1234567894
1234567895
123456789
123456789
123456789
123456789
123456789
123456789
80401010
80401010
80401010
80401010
80401010
80401010
46.0201
03.0101
01.0601
03.0101
03.0101
03.0101
e7
e8
e9
e10
e11
e12
E
E
E
E
E
E
MUTTER
NEAL
PHILLIPS
RIDNER
SUMNER
WATERS II
1234567896
1234567897
1234567898
1234567899
1234567900
1234567901
123456789
123456789
123456789
123456789
123456789
123456789
80401010
80401010
80401010
80401010
80401010
80401010
10.0301
01.0601
03.0101
03.0101
03.0101
47.0600
e13
E
WILDERMUTH 1234567902 123456789 80401010 10.0300
e14
E
ALLEN
NEW
UPDATE
ERROR
8
2
5
1234567903 123456789 80401010 12.0500
MESSAGE
The program that you are adding does not exist. CIP=46.0201, Effective
Year=2004-2005, Institution No.=080401010, Program Section No.=1
Update U
Add New N
Add New N
Add New N
Add New N
The program that you are adding does not exist. CIP=10.0301, Effective
Year=2004-2005, Institution No.=080401010, Program Section No.=1
Add New N
Update U
Add New N
Add New N
The SSN is been used for WATERS STEVEN
The program that you are adding does not exist. CIP=10.0301, Effective
Year=2004-2005, Institution No.=080401010, Program Section No.=1
The program that you are adding does not exist. CIP=12.0500, Effective
Year=2004-2005, Institution No.=080401010, Program Section No.=1
Kentucky’s Technical Education
Data System (TEDS)
Import/Import Results Screen:
Import results
Displays a summary line for each file
processed via the import process
Ability to print a detailed report with results
for each record in the file included in the
import process
Kentucky’s Technical Education
Data System (TEDS)
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
Reports screen:
Any report may be generated by an
individual school, district, agency or
statewide
All reports can be customized by using
selection criteria fields
All reports may be generated using
alternate formats: Excel, Word or PDF
Reports may be saved for auditing purposes
Instructions for generating each available
report are provided in the TEDS User Manual
and as a separate document
Kentucky’s Technical Education
Data System (TEDS)
Reports screen continued:
Available reports include:
Class List Report (roster)
Enrollment Report
Statistical Reports
Termination Status
Special Populations Disability
Disability
Disadvantage
Employment Status/Transition
Attend Hours
Kentucky’s Technical Education
Data System (TEDS)
Reports screen continued
Program Completion Report
O*Net Titles
Credentials Earned
Retention Follow-Up
Compare Enrollment
Perkins Performance Measures
(Perkins III)
Kentucky’s Technical Education
Data System (TEDS)
Reports screen continued
Skills Standards Test Results
Home School Report
Duplicate Federal Indicator
Staff Listing
Employer Survey
Student Organizations
GPA Report
Performance Measures (KDE)
Kentucky’s Technical Education
Data System (TEDS)
Reports screen continued
CATS Results
CATS Summary
Students Pursuing Additional
Education
Possible Secondary Tech Prep
Credit Hours
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
Class List Report
Only report that prints individual
student data
For school’s use to verify/review data
School may choose what data to print
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
Enrollment Report
Aggregate totals only
Can include specific populations or all
students
Can sort and subtotal as needed
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
X
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
Termination Status Report
Disaggregated by termination status
code
Used for program assessment
Useful for troubleshooting completion
data
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
Employment Status/Transition Report
Disaggregated by employment status
Employed in field related to training
Employed in field not related to training
Employed in field and pursuing additional education
Self-employed
Pursuing additional education in field related to training
Pursuing additional education not in field related to
training
Military
**Transferred to baccalaureate program (2007-2008)
Used for program assessment
Useful for troubleshooting transition data
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
x
Kentucky’s Technical Education
Data System (TEDS)
Perkins Performance Measures Reports
Perkins Performance Measures Report will be
renamed ‘Perkins III Performance Measures
Report’ to preserve historical data capabilities
New ‘Perkins IV Performance Measures
Report’ will be included in new version of TEDS
Kentucky’s Technical Education
Data System (TEDS)
Perkins Performance Measures Reports
Each measure has report calculating
performance result
Lists numerator, denominator, % and
met/not met goal
May be run at any time during school year
May be run by individual school to check
program performance before data is final
May be run by Central Office for individual
school, agency or statewide
Kentucky’s Technical Education
Data System (TEDS)