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)

National Association of Career and Technical Education Information

Savannah, Georgia2007 Conference


Sarah Galliher Kim Rice2014 Capital Plaza Tower 2124 Capital Plaza

Tower500 Mero Street 500 Mero Street

Frankfort, KY 40601 Frankfort, KY 40601(502) 564-4286 (502) [email protected]

[email protected]

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.



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.


Menus and screens organized by function.Menu bar contains main functions:

Institution Student

DemographicEnrollment (multiple screens)Termination

Import processFollow-up (Student, Employer and Retention)Central Office (System maintenance functions)Training & DevelopmentReports

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


x


Demographic dataStudent nameStudent address and phone numberGenderRaceSSNSSID (Ky. assigned student ID number)Contact informationStudent Organization activity


x


Enrollment screen:School yearProgram enrolled inEnrollment dateStudent objective

(exploring/preparatory)

Attend hours (contact hours)

Education level (secondary/postsecondary)

Credit hours


Enrollment screen continuedHome high school (secondary only)Special population data (disadvantage,

disability, LEP, single parent, single pregnant woman)

G.P.A. (postsecondary only)

Termination status/dateTech Prep indicatorFederal reporting indicator (used for

non-duplicated reports)


x


Enrollment/Sponsor By Screen:List of possible sponsors including

Pell Grant WIA Scholarships Employer Vocational Rehabilitation Etc.


x


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


x


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



Enrollment/Credentials Screen: List of possible credentials that

may be earned from an educational institution

May assign as many as a student earns


x


Enrollment/Work-Based Learning (WBL) Screen: Type of work-based learning (co-op,

internship, job shadowing, school-based enterprise etc.)

Employer



Enrollment/Skills Standards Screen: Test name Scenario test score Multiple choice test score


Insert Enrollment/CATS printscreen


Enrollment/CATS Screen: Test name Test score (novice, apprentice,

proficient, distinguished)



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).


STI TEDS Data Enrollment Screen


Demographic File Layout

Reco

rd

Type

(10

Char

s)

SSID

(9 C

hars

) SS

N

Last

Nam

e

Firs

t Nam

e

Mid

Init

Date

of

Birth

Race

Cod

e

Gen

der

TEDS

In

stitu

tion

#

Stre

et

Addr

ess

City

Stat

e

Zip

Repo

rt Ty

pe

D 1234567890 123456789 ANDERSON HEATHER L 4/18/1990 1 F 804010100 964 E HWY 1470 TEST KY 40601 STID 1234567890 123456789 ANDREWS SHASTA L 3/24/1990 1 F 804010100 PO BOX 135 TEST KY 40601 STID 1234567890 123456789 ARMSTRONG JENNIFER R 3/23/1990 1 F 804010100 2115 NORTH DEVIL CREEKTEST KY 40601 STID 1234567890 123456789 ALLEN JESSICA A 10/9/1988 1 F 804010100 PO BOX 780 TEST KY 40601 STID 1234567890 123456789 ANDERSON CASSONDRAK 2/27/1989 1 F 804010100 1889 CAL HILL RD TEST KY 40601 STID 1234567890 123456789 BAKER DANIEL S 6/28/1989 1 M 804010100 P O BOX 893 TEST KY 40601 STID 1234567890 123456789 BALL CORTNEY M 3/24/1989 1 F 804010100 189 FANCHESTER HEIGHTSTEST KY 40601 STID 1234567890 123456789 ALEXANDER KRISTEN P 8/23/1988 1 F 804010100 4037 E HWY 1470 TEST KY 40601 STID 1234567890 123456789 ALLEN TRAVIS D 1/8/1988 1 M 804010100 210 YANCEY LN TEST KY 40601 STID 1234567890 123456789 BALL JOHN I 12/7/1987 1 M 804010100 726 NEW STEPHENS RDTEST KY 40601 STID 1234567890 123456789 BENNETT DEBRA I 3/20/1988 1 F 804010100 40 CARLIS VANOVER RDTEST KY 40601 STI


Enrollment File Layout

Rec

ord

T

ype

(10

Ch

ars)

S

SID

(9 C

har

s)

SS

N

Las

t N

ame

En

roll

men

t D

ate

Inst

N

um

ber

Sch

oo

l Y

ear

Sec

tio

n

Nu

mb

er

Gra

de

Lev

el

Att

end

H

ou

rs

CIP

Co

de

Stu

den

t O

bje

ctiv

e

E 1234567890 123456789 ANDERSON 8/3/2006 804010100 2006-2007 1 4 1.5 10.0301 3E 1234567890 123456789 ANDREWS 8/3/2006 804010100 2006-2007 1 4 1.5 51.0000 2E 1234567890 123456789 ANDREWS 8/3/2006 804010100 2006-2007 1 4 1.5 12.0500 3E 1234567890 123456789 ARMSTRONG 8/3/2006 804010100 2006-2007 1 4 1.5 10.0301 3E 1234567890 123456789 ALLEN 8/3/2006 804010100 2006-2007 1 5 1.5 10.0301 3E 1234567890 123456789 ANDERSON 8/3/2006 804010100 2006-2007 1 5 1.5 12.0500 3E 1234567890 123456789 BAKER 8/3/2006 804010100 2006-2007 1 5 1.5 52.0401 3E 1234567890 123456789 BALL 8/3/2006 804010100 2006-2007 1 5 1.5 12.0500 3E 1234567890 123456789 ALEXANDER 8/3/2006 804010100 2006-2007 1 6 1.5 10.0301 3E 1234567890 123456789 ALLEN 8/3/2006 804010100 2006-2007 1 6 1.5 52.0401 3E 1234567890 123456789 BALL 8/3/2006 804010100 2006-2007 1 6 1.5 10.0301 3E 1234567890 123456789 BALL 8/3/2006 804010100 2006-2007 1 6 3.0 47.0604 3E 1234567890 123456789 BENNETT 8/3/2006 804010100 2006-2007 1 6 1.5 52.0401 2


Enrollment File Layout (cont’d)

Dis

adv

Dis

abil

ity

Sp

ecia

l P

op

s

Fed

eral

R

epo

rtin

g

Tec

h P

rep

LE

P

IEP

GP

A

Ter

m

Sta

tus

Ter

m D

ate

ON

ET

C

od

e

ON

ET

C

od

e D

ate

504

Pla

n

WB

L

Cre

d

Ear

ned

Ind

Cer

t

Rec

ord

T

ype

1 1 Y N N N 2.071 09 4/12/2006 1/1/1900 N 02 6 STI1 Y N N N 2.769 08 4/12/2006 1/1/1900 N 6 STI1 N N N N 2.769 08 4/12/2006 1/1/1900 N 6 STI1 2 Y N N N 4.000 08 4/12/2006 1/1/1900 N 02 6 STI1 Y N N N 3.063 08 4/12/2006 1/1/1900 N 6 STI1 Y N N N 1.912 08 4/12/2006 1/1/1900 N 6 STI0 N N N N 3.533 08 4/12/2006 1/1/1900 N 02 7 STI1 Y N N N 2.688 08 4/12/2006 1/1/1900 N 02 6 STI1 Y N N N 2.540 08 4/12/2006 1/1/1900 N 02 6 STI1 C Y N N Y 0.000 04 4/12/2006 1/1/1900 N 02 6 STI1 N N N N 2.792 08 4/12/2006 1/1/1900 N 02 7 STI1 Y N N N 2.792 08 4/12/2006 1/1/1900 N 6 STI1 B Y N N Y 2.180 08 4/12/2006 1/1/1900 N 02 6 STI


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


x


Import/Import File Process Screen:Import files must be processed in the correct order.

1. Test and update the demographic file.2. Review results report3. Test the enrollment file and review the results4. Make any necessary corrections to the import files or

TEDS5. Steps 1 – 4 may be repeated until results are as clean as

possible6. Update the enrollment file.7. Import files are sent and processed via an overnight

batch mode8. Review results of import in TEDS via TEDS reports9. Enter any records that did not import and correct any

errors


TEDS Error Report

IndexRecord

Type Last Name SSID SSNInstitution

#CIP

Code MESSAGE

e1 E BAIRD 1234567890 123456789 80401010 46.0201The program that you are adding does not exist. CIP=46.0201, Effective Year=2004-2005, Institution No.=080401010, Program Section No.=1

e2 E BARNETT 1234567891 123456789 80401010 03.0101 Update Ue3 E DUNCAN 1234567892 123456789 80401010 01.0601 Add New Ne4 E DUNCAN 1234567893 123456789 80401010 03.0101 Add New Ne5 E KEAN 1234567894 123456789 80401010 03.0101 Add New Ne6 E MORGAN 1234567895 123456789 80401010 03.0101 Add New N

e7 E MUTTER 1234567896 123456789 80401010 10.0301The program that you are adding does not exist. CIP=10.0301, Effective Year=2004-2005, Institution No.=080401010, Program Section No.=1

e8 E NEAL 1234567897 123456789 80401010 01.0601 Add New Ne9 E PHILLIPS 1234567898 123456789 80401010 03.0101 Update Ue10 E RIDNER 1234567899 123456789 80401010 03.0101 Add New Ne11 E SUMNER 1234567900 123456789 80401010 03.0101 Add New Ne12 E WATERS II 1234567901 123456789 80401010 47.0600 The SSN is been used for WATERS STEVEN

e13 E WILDERMUTH 1234567902 123456789 80401010 10.0300The program that you are adding does not exist. CIP=10.0301, Effective Year=2004-2005, Institution No.=080401010, Program Section No.=1

e14 E ALLEN 1234567903 123456789 80401010 12.0500The program that you are adding does not exist. CIP=12.0500, Effective Year=2004-2005, Institution No.=080401010, Program Section No.=1

NEW 8UPDATE 2ERROR 5


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



x


Staff screen: Demographic data Emergency contact data Can be assigned to program

taught Not required information


Insert T & D printscreens


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.


x


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


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


Reports screen continued Program Completion Report O*Net Titles Credentials Earned Retention Follow-Up Compare Enrollment Perkins Performance Measures

(Perkins III)


Reports screen continued Skills Standards Test Results Home School Report Duplicate Federal Indicator Staff Listing Employer Survey Student Organizations GPA Report Performance Measures (KDE)


Reports screen continued CATS Results CATS Summary Students Pursuing Additional

Education Possible Secondary Tech Prep Credit Hours


x


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


x


x


Enrollment Report Aggregate totals only Can include specific populations

or all students Can sort and subtotal as needed


x


X


x


x


Termination Status Report Disaggregated by termination

status code Used for program assessment Useful for troubleshooting

completion data


x


x


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


x


x


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


Documents

Kentucky’s Technical Education Data System (TEDS) National Association of Career and Technical Education Information Savannah, Georgia 2007 Conference