CTE Program Yearly Update Overview - Oregon Department of Education

Fall 2023 Program Yearly Update Please share your name, role and school in the chat while we give everyone a minute to get connected. We ll get started shortly. Oregon Department of Education 1

Hosts Carly Sichley, CTE Program Quality Analyst Rebecca Amodeo, CTE Data Analyst Introductions and Housekeeping Please Note All fall training sessions will include identical information Presentation slides and resources are available and located on the CTE Information System page of ODE s District site Please utilize chat for questions There will be time for Q&A at the end of the presentation Oregon Department of Education 2

Todays Learning Outcomes Program Yearly Update Overview CTE Collections Important Dates Program Yearly Update data How program data are used Tricks and Tips Completing the Program Yearly Update Best Practices Resources Oregon Department of Education 3

Program Yearly Update Oregon Department of Education 4

CTE Program Yearly Update Overview State approved CTE programs of study (POS) must renew every four years but change occurs much more often; the Program Yearly Update is a school s annual opportunity to report those changes. Important POS changes that should be reported New course offerings Changes to the existing course offerings (course number, description, etc.) Removing retired courses Industry recognized credential offerings Work-based learning opportunities The Program Yearly Update is a required component of approved CTE Programs of Study. Oregon Department of Education 5

The Program Yearly Update is one of three CTE data collections! The Program Yearly Update is the first (1st) piece to reporting a high school s CTE data CTE courses offerings in a POS are approved annually CTE courses must be approved during the Yearly Program Update to have data reported during the spring CTE Collections Any courses that are not included as part of a program during the fall update can not be included in the spring CTE Course Collection Oregon Department of Education 6

CTE Collection Cycle Open Date Due Date CTE Collection 08/24/2023 10/27/2023 CTE Program Update open for Schools 08/24/2023 12/08/2023 CTE Program Update open for CTE Regional Coordinators 08/24/2023 01/12/2024 CTE Program Update closes 1/13/23 for all approvals. 05/00/2023 07/00/2023 CTE Student 21-22 open 05/00/2023 07/00/2023 CTE Course 21-22 open Oregon Department of Education 7

Program Update Data Oregon Department of Education 8

Approved CTE programs can not change CIP codes during the Program Yearly Update The CIP code in the Student Information System must match the CIP code in ODE s CTE Information System application. CIP codes connect the program data in the three CTE data collections. CTE Program CIP Codes CIP Code = Classification of Instructional Programs Oregon Department of Education 9

Shared CTE Courses ODE tracks student progress in programs of study by tallying credits reported in a specific CIP code. CIP code tracking impacts: Perkins V (federal) reporting on concentrator status Career Pathways (state) grant allocation If a CTE course is shared between multiple programs, credits may be assigned to any of those programs. The decision on which program to assign to is static and cannot be changed retroactively in reported data. Oregon Department of Education 10

Credits follow Program CIP, not student ID! Student A Course ( w/credit) Student B Course (w/ credit) Grade Program CIP Program CIP 10 810 (.5) 010000 810 (.5) 480000 11 811 (1) 480000 811 (1) 480000 12 812 (1.5) 480000 812 (1.5) 480000 Credits reported to ODE for CIP code 480000 Credits reported to ODE for CIP code 010000 Total Credits 2.5 3 v .5 0 3 3 Unique course numbers for shared courses can help eliminate student tracking errors The decision on which program CIP code a course record is assigned to is static once reported to ODE and cannot be changed retroactively. Oregon Department of Education 11

Course Number Validation oCourse numbers entered on the matrix form during the Program Yearly Update validate course record submissions in the spring CTE Course collection. oEntering CTE courses differently on a program s matrix form than how it s entered in the Student Information System will cause errors and prevent submission to spring collections. CTE Courses in Student Information System Manufacturing (CIP 480000) Matrix Form After Yearly Program Update Welding 101 - WELD101 Welding 102 - WELD102 Manufacturing (CIP 480000) CTE Course Collection Welding 101 - WELD101 Welding 102 - WLD102 Manufacturing (CIP 480000) Welding 101 - WELD101 Welding 102 - WELD102 Oregon Department of Education 12

Multi-Term Courses Multi- term courses must be handled with care during the Program Yearly Update! Review multi-term CTE courses in the Student Information System prior to updating a program s matrix form during the Program Yearly Update. Verify how the multi term course grading periods are differentiated; Does each grading period have unique course numbers? Is a multi-term course subdivided into sections under a single course number? Oregon Department of Education 13

Course Numbers for Multi-Term Courses Enter ONLY one (1) course number on a programs matrix form for a course subdivided into sections in your Student Information System. Program Yearly Update matrix form entry: Course Title Course # Credit Value Intro Music 12345 1.0 Spring CTE Course Collection Submission: Course # Section # Credit Value 12345 s1 0.5 12345 s2 0.5 Oregon Department of Education 14

Course Numbers for Multi-Term Courses Enter each distinct course number if multi-term courses are differentiated by unique course numbers for each grading period. Program Yearly Update matrix form entry: Spring CTE Course Collection Submission: Course Title Credit Value Course # Section # Intro to ODE 1111A s1 0.33 Intro to ODE 1111B s2 0.33 Intro to ODE 1111C s3 0.34 Oregon Department of Education 15

Data Entry Reminders If you enter course numbers with leading zeros in the Yearly Program Update, take care to include those leading zeros when you submit to the CTE Course collection (spring). Year-long courses should have distinct course numbers for each part of the series. Utilize section numbers in spring CTE Course collection for year long courses if entering a year-long course as a single course number. You need to specify credit values separately. It s very important that if ONLY one (1) course with the total credits for a multi- term course is entered on the matrix form under it s unique course number, that the school is utilizing subsections for each grading period. Oregon Department of Education 16

Completing the Program Yearly Update Oregon Department of Education 17

Accessing the Program Yearly Update CTE Information System If you haven t already, request access from your District Security Administrator (DSA) after this training Once permissions have been granted, there will be a CTE Information System Institution Title in your application options after logging into the Central Login Permissions have to be given for the school, not the district Oregon Department of Education 18

CTE Information System School Level User Roles Local Admin Lead Teacher Has access to all approved CTE POS at the institution their permissions have been granted Has access to any approved CTE POS they are listed as the Lead Teacher on at the institution their permissions have been granted Can perform the necessary program update task for all programs they have access too Can perform the necessary program update task for any program they are the Lead Teacher of Oregon Department of Education 19

CTE Information System Menu Easy visual for which institution you re logged in too. If it lists a school district, try again. Yearly Updates shows the status of all approved programs appropriate to each viewer. My Tasks lists the program(s) waiting for an action by the specific user to complete. Oregon Department of Education 20

Step 1 (One): Review CTE Programs Waiting for Updates Select My Tasks from the main menu Make sure the Yearly Update Tasks tab is selected To open a specific program, click Edit *Right click on the Edit button to open the program in a new tab. Oregon Department of Education 21

Step 2 (Two): Review the Program Editable fields during the Program Yearly Update: Work-Based Learning Career and Technical Student Organization Secondary Industry Recognized Credentials Oregon Department of Education 22

Step 2 (Two): Review the Program Pt. 2 Editable fields during the Program Yearly Update: Work-Based Learning Career and Technical Student Organization Secondary Industry Recognized Credentials Oregon Department of Education 23

Step 3 (Three): Matrix Form Action Options: Edit/Delete course NCES Code and Course Description: buttons collapse or open fields Click boxes under course to crosswalk standards to courses Click to open the matrix on the program page to find the course information. The Matrix can only be updated by the Lead Teacher or Local Admin The Matrix is where all a program s course information is updated, added or deleted. Clicking Submit Matrix to Regional Coordinator moves the program from the Local Admin/Lead Teacher tasks to the Regional Coordinators for their review Add Course: To add a course Save Matrix: Saves Progress Oregon Department of Education 24

Step 4 (Four): Submit the Matrix to Regional Coordinator Screen shot of matrix submitted successfully Follow steps until My Tasks is empty, You ve completed the Program Yearly Update is complete! Oregon Department of Education 25

After Submitting You can follow the program update status in the Yearly Updates section of the CTE Information System until approved You ll receive an email when a program s update has been approved Oregon Department of Education 26

Almost Done Oregon Department of Education 27

Review the Approved CTE Programs (Detail) webpage (2022-2023 school year) Double check CIP codes match Verify the CTE Information System and Student Information System have matching CTE course data Double check CTE courses in a program s matrix form accurately replicate the CTE courses in your Student Information System Ask for help! Registrar CTE Teachers Spring CTE data submitters ODE CTE Data Team Best Practices Oregon Department of Education 28

CTE Data Collection Resources oApproved Programs (Detail) report o Review a school s approved program and course data such as CIP codes and course numbers. Program info can be exported to an excel file. oCTE Information System district page o All information related to the CTE Information System will be linked here oCTE Data Submitters Guide o Step by step instructions to complete collections with screen images o Detailed descriptions of the processes related to submitting CTE data oCTE Information System (IS) o Help section has FAQ and links to resource documents o Complete the Program Yearly Update in the CTE IS Oregon Department of Education 29

Thank you for joining us! Carly Sichley, CTE Program Analyst, Carly.Sichley@ode.Oregon.gov Oregon Department of Education 30