Transcript Kentucky’s Technical Education Data System (TEDS)
Kentucky’s Technical Education Data System (TEDS)
National Association of Career and Technical Education Information Savannah, Georgia 2007 Conference
Kentucky’s Technical Education Data System (TEDS)
Sarah Galliher 2014 Capital Plaza Tower 500 Mero Street Frankfort, KY 40601 (502) 564-4286 Kim Rice 2124 Capital Plaza Tower 500 Mero Street Frankfort, KY 40601 (502) 564-3775 [email protected]
Kentucky’s Technical Education Data System (TEDS)
Includes all data for Perkins accountability reporting
Secondary –
243 high schools
44 locally operated area technology center 64 middle schools 55 state operated area technology centers Postsecondary –
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 Windows 95 or later and Internet Explorer 5.5 or higher 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 Being re-written to take advantage of the options and commands in newer operating systems.
Kentucky’s Technical Education Data System (TEDS)
Menus and screens organized by function.
Menu bar 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 enrolled in Enrollment date Student objective (exploring/preparatory) Attend hours (contact hours) Education level (secondary/postsecondary) Credit hours
Kentucky’s Technical Education Data System (TEDS)
Enrollment screen continued 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:
List of possible industry certificates that can be earned by passing a test for that occupation
Master list contains only those industry certifcates that have been validated by business and industry May assign as many 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
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 (exploring/concentrator) Termination status Termination date
Kentucky’s Technical Education Data System (TEDS)
Kentucky uses a student information system called Software Technology, Inc. (STI) to collect basic career and technical enrollment information for CTE students.
Data is extracted/exported from STI 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)
STI TEDS Data Enrollment Screen
Kentucky’s Technical Education Data System (TEDS) Demographic File Layout D D D D D D D D D D D 1234567890 123456789 ANDERSON HEATHER L 4/18/1990 1 1234567890 123456789 ANDREWS SHASTA L 3/24/1990 1 1234567890 123456789 ARMSTRONG JENNIFER R 3/23/1990 1 1234567890 123456789 ALLEN JESSICA A 10/9/1988 1 1234567890 123456789 BAKER 1234567890 123456789 BALL 1234567890 123456789 ALEXANDER KRISTEN 1234567890 123456789 ALLEN 1234567890 123456789 BALL 1234567890 123456789 BENNETT DANIEL CORTNEY M 3/24/1989 1 TRAVIS JOHN DEBRA S 6/28/1989 1 P 8/23/1988 1 D 1/8/1988 1 I 12/7/1987 1 I 3/20/1988 1 F 804010100 964 E HWY 1470 TEST KY 40601 STI F 804010100 PO BOX 135 TEST KY 40601 STI F 804010100 PO BOX 780 TEST KY 40601 STI F 804010100 1889 CAL HILL RD TEST KY 40601 STI M 804010100 P O BOX 893 TEST KY 40601 STI F 804010100 4037 E HWY 1470 TEST KY 40601 STI M 804010100 210 YANCEY LN TEST KY 40601 STI
Kentucky’s Technical Education Data System (TEDS) Enrollment File Layout E E E E E E E E E E E E E 1234567890 123456789 ANDERSON 1234567890 123456789 ANDREWS 1234567890 123456789 ANDREWS 1234567890 123456789 BALL 1234567890 123456789 BALL 1234567890 123456789 BENNETT 8/3/2006 804010100 2006-2007 8/3/2006 804010100 2006-2007 8/3/2006 804010100 2006-2007 1234567890 123456789 ARMSTRONG 8/3/2006 804010100 2006-2007 1234567890 123456789 ALLEN 8/3/2006 804010100 2006-2007 1234567890 123456789 ANDERSON 1234567890 123456789 BAKER 8/3/2006 804010100 2006-2007 8/3/2006 804010100 2006-2007 1234567890 123456789 BALL 1234567890 123456789 ALEXANDER 1234567890 123456789 ALLEN 8/3/2006 804010100 2006-2007 8/3/2006 804010100 2006-2007 8/3/2006 804010100 2006-2007 8/3/2006 804010100 2006-2007 8/3/2006 804010100 2006-2007 8/3/2006 804010100 2006-2007 1 1 1 1 1 1 1 1 1 1 1 1 1 6 6 6 4 4 4 4 5 5 5 5 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 3 2 3 2 3 3 3 3 3 3 3 3
Kentucky’s Technical Education Data System (TEDS) Enrollment File Layout (cont’d) 1 1 1 1 1 1 0 1 1 1 1 1 1 C B 1 2 Y Y N Y Y Y N Y Y Y N Y Y N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N Y N N Y 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
09 4/12/2006 08 4/12/2006 08 4/12/2006 08 4/12/2006 08 4/12/2006 08 4/12/2006 08 4/12/2006 08 4/12/2006 08 4/12/2006 04 4/12/2006 08 4/12/2006 08 4/12/2006 08 4/12/2006 1/1/1900 N 1/1/1900 N 1/1/1900 N 1/1/1900 N 1/1/1900 N 1/1/1900 N 1/1/1900 N 1/1/1900 N 1/1/1900 N 1/1/1900 N 1/1/1900 N 1/1/1900 N 1/1/1900 N 02 02 02 02 02 02 02 02 6 6 6 6 6 6 7 6 6 6 7 6 6 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 to import data into TEDS.
The file layout from STI 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 Update the enrollment file.
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
e1
e2
e3
e4
e5 e6
e7
e8 e9 e10 e11
e12
e13 e14
Record Type
E
E
E
E
E E
E
E E E E
E
E E
Last Name SSID SSN Institution # CIP Code MESSAGE
BAIRD
BARNETT
DUNCAN
DUNCAN
KEAN MORGAN
MUTTER
NEAL PHILLIPS RIDNER SUMNER
WATERS II
ALLEN The program that you are adding does not exist. CIP=46.0201, Effective 1234567890 123456789 80401010 46.0201
Year=2004-2005, Institution No.=080401010, Program Section No.=1
1234567891 123456789 80401010 03.0101 Update U
1234567892 123456789 80401010 01.0601 Add New N
1234567893 123456789 80401010 03.0101 Add New N
1234567894 123456789 80401010 03.0101 Add New N 1234567895 123456789 80401010 03.0101 Add New N
The program that you are adding does not exist. CIP=10.0301, Effective 1234567896 123456789 80401010 10.0301
Year=2004-2005, Institution No.=080401010, Program Section No.=1
1234567897 123456789 80401010 01.0601 Add New N 1234567898 123456789 80401010 03.0101 Update U 1234567899 123456789 80401010 03.0101 Add New N 1234567900 123456789 80401010 03.0101 Add New N
1234567901 123456789 80401010 47.0600 The SSN is been used for WATERS STEVEN
WILDERMUTH 1234567902 123456789 80401010 10.0300
1234567903 123456789 80401010 12.0500
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
NEW UPDATE ERROR 8 2 5
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)
Staff screen:
Demographic data Emergency contact data Can be assigned to program taught Not required information
Kentucky’s Technical Education Data System (TEDS) Insert T & D printscreens
Kentucky’s Technical Education Data System (TEDS)
T & D (Training/Development) screen:
Customized training for business and industry Only designated State staff have access to these screens State staff make arrangements for location, teacher, course content Cooperative effort between KY’s Office for Career and Technical Education and KY Community and Technical College System Training provided for soft skills such as TQM, conflict management etc.
Training provided in specific technical skills such as underwater welding, using MS Excel etc.
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 or 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 Available reports include:
continued: 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 Report
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)