Kentucky’s Technical Education Data System (TEDS) National Association
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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 Tower 500 Mero Street Kim Rice 2124 Capital Plaza Frankfort, KY 40601 (502) 564-4286 [email protected] Frankfort, KY 40601 (502) 564-3775 500 Mero Street [email protected]
Kentucky’s Technical Education Data System (TEDS) Includes all data for Perkins accountability reporting Secondary – high schools locally operated area technology center middle schools state operated area technology centers Postsecondary – 243 44 64 55 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
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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
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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 nonduplicated reports)
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Kentucky’s Technical Education Data System (TEDS) Enrollment/Sponsor By Screen: List of possible sponsors including Pell Grant WIA Scholarships Employer Vocational Rehabilitation Etc.
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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
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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
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Kentucky’s Technical Education Data System (TEDS) Enrollment/Work-Based Learning (WBL) Screen: Type of work-based learning (co-op, internship, job shadowing, schoolbased 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.
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 CASSONDRAK 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 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
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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 Record Type 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 Last Name 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
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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.
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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 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
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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
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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
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Kentucky’s Technical Education Data System (TEDS) Termination Status Report Disaggregated by termination status code Used for program assessment Useful for troubleshooting completion data
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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
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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
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