Enrollment Workshop

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Enrollment Workshop

• Oklahoma Department of CareerTech
• Information Management Division
• Spring 2008

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Agenda for This Morning

• Finalizing FY08 Data
• Changes for FY09 Data
• Internet Reports
• Evaluations
• Lunch

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Due Dates for FY 2008

• 3rd Quarter - April 11, 2008
• July 1 March 31
• 4th Quarter - July 11, 2008
• July 1 June 30
• July 31, 2008 (for schools that need to update
  summer school enrollments)
• July 1 end of summer school
• August 31 all full-time enrollment data is
  final no corrections accepted after this date
  !!!!

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What Programs Do I Report?

• See Your Program Funding Sheet for Current
  Listing of Approved Programs

5
What if Enrollment/FTE Data Is Not Correct?

• Review your enrollment reports for accuracy
• Make corrections to your enrollment data before
  submitting next quarters data
• Contact IMD if data is calculated or displayed
  inaccurately

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What is the Difference Between Enrollment and FTE
Enrollment?

• Enrollment is a headcount of students
• FTE enrollment is the total number of hours in
  which students are enrolled divided by 525

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Who Do I Submit?

• All students who were enrolled in 61 hours or
  more of instruction
• Adult students who were enrolled in less than 61
  hours if their intent (plan of study) was to only
  enroll in less than 61 hours
• Use the enroll date and end date/drop date as
  the basis for calculating hours
• Do not subtract hours due to attendance

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What Student Data Do I Submit?

• PID Number(s)
• First Name
• Last Name
• SSN
• Gender
• Date of Birth

• Race
• Educational Level
• Feeder Code
• Clock Hours
• Industry Name (only if being sponsored by
  industry)

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What Student Data Do I Submit? (cont)

• Special Needs
• Disability
• Displaced Homemaker
• Single Parent
• Limited-English Proficiency (LEP)
• Disadvantaged
• Economically
• Academically
• Both Economically/Academically

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How Do I Submit Data?

• IMD Home Page www.okcareertech.org/imd

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Select Technology Centers Data Submission
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Select Validate and Upload Enrollment/Program
Data
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Select School, Enter Password, Select Data Type,
Select Type of Action
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Enter File Name, Select Quarter and Select Upload
File!
Validate Only!!!!
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Data Has Been Validated But, Not
Loaded!!!!!!!!!
20061013 165040
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Return to this Page Change Type of Action to
Validate LOAD
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Enter File Name to Upload, Select Quarter and
Upload
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Data Has Been Validated And Loaded 1st Quarter!
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Always Check Your Data!
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(No Transcript)
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Select Year, School and Enter Password
You can view data back to FY 01-02
0708
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Is It Correct? Check Final Report VERY Carefully!
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Other Things To Check.

• Have you reported any Disabled?
• Have you reported any Disadvantaged?
• Have you reported any LEP?
• Were any students just pre-enrolled and never
  attended?

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Remember.

• Any record with 1st, 2nd, or 3rd Quarter
  indicator will be deleted at the end of the
  August !
• Teachers will be required to do a
  Completion/Follow-Up Report on All Students in
  the Finalized File

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Questions???
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FY 2008-2009CAREER CLUSTERS
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What Are Career Clusters?

• Career Clusters are broad occupational groupings
  of specific industry based jobs. 
• Career Clusters provide a way for schools to
  organize instruction and student experiences
  around sixteen broad categories that encompass
  virtually all occupations from entry through
  professional levels.
• Oklahoma is using 15 of the 16 Career Clusters to
  organize Pathways and Career Majors

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(No Transcript)
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For Discussion Purposes Only
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What Career Majors Are Approved At My Site?

• See Career Major Approval Sheets on IMDs Web
  Site under Technology Center Summary Reports

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How Will This Affect Enrollment?

• Enrollment submitted to ODCTE by Pathway
• Report total number of hours for the Pathway if
  enrolled in multiple Career Majors
• Students receiving financial aid must be enrolled
  in a Career Major at local level
• Career Majors/Courses will be identified to ODCTE
  when Completion/Follow-Up Reports are completed
  (Jan 2010)
• A teacher/PID is not a Career Major
• Enrollment not tied to teacher/PID
• New record format
• New data elements/definitions

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NEW Record Format for Career Major Enrollment
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(No Transcript)
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New or modified from previous year
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Definitions/Coding

• Pathway 5-digit alpha/numeric code to identify
  the Pathway the student is enrolled in for the
  current school year
• See IMD Website for codes
• School Code 9-digit alpha/numeric code to
  identify the technology center
• See IMD Website for codes
• First Name Students First Name
• Last Name Students Last Name
• Suffix Students Name Suffix (e.g. Jr, Sr, III)

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• SSN Students social security number.
• Leave blank if not available
• Do not use drivers license number
• Student Testing Number (STN) or
• School ID
• For secondary students, provide the 10-digit
  numeric Student Testing Number (STN). The STN
  has been assigned for all secondary students in
  Oklahoma by the State Department of Education and
  should be available from the students home
  school.
• For adult students, provide the students unique
  alpha/numeric school assigned ID.
• Gender Students gender (M, F, U)

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• Date of Birth Students date of birth.
• Format Y Y Y Y M M D D
• Leave blank if not available
• Race Students racial classification
• Education Level
• Secondary Students current grade level if
  enrolled in a comprehensive school
• Adult Students highest grade level achieved
• Clock Hours Number of clock hours enrolled in
  the Pathway for the school year
• Business Code Provide only if student is
  sponsored by business See IMD website for codes

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• Disability Is student disabled?
• No longer identifying type of disability
• Displaced Homemaker Is student a displaced
  homemaker?
• Single Parent Is student a single parent?
• Limited-English Is student LEP?
• Academically Disadvantaged Is student
  academically disadvantaged?
• Economically Disadvantaged Is student
  economically disadvantaged?

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• Migrant Is student a Migrant?
• The term migrant means migratory agricultural
  workers, including migratory dairy workers, or
  migratory fishers, and who, in the preceding 36
  months, in order to obtain or to accompany such
  parents or spouses to obtain temporary or
  seasonal employment in agricultural or fishing
  work have done at least one of the following
• - moved from one local education agency (LEA) to
  another.
• - moved from one administrative area to another
  in a state that is comprised of a single LEA.
• - resided in an LEA with an area larger than
  15,000 square miles and migrated a distance of 20
  miles or more to a temporary residence to engage
  in a fishing activity.
• Reference - 34 CFR 200.81 .

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• Feeder School Code Identify the home school of
  all secondary students
• See IMDs website for comprehensive school codes
• For alternative schools, contact IMD if school
  name is not listed
• Use 00X999999 for Adult students
• Use 00P000002 for Home Schooled students
• Use 99I999999 for Out Of State students
• Use 80P000xxx for Private School students
• Use 00I000888 for Charter School students

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Who to Submit?

• All students who were enrolled in 61 hours or
  more of instruction within a Pathway
• Adult students who were enrolled in less than 61
  hours if their intent (plan of study) was to only
  enroll in less than 61 hours
• Use the enroll date and end date/drop date as
  the basis for calculating hours.
• Do not subtract hours due to attendance

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Due Dates for FY 2009

• October 10, 2008
• January 9, 2009
• April 10, 2009
• July 10, 2009

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How to Submit Pathway Enrollment?

• Process will be the same as submitting Program
  enrollment data
• Submit enrollment data quarterly
• Always go back to July 1
• Check data after each submission
• Only enrollment records with 4Q will be saved as
  final enrollments

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Questions for 2008-2009 Submission?
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Call for Assistance!

• Ruth Peace, Manager
• [phone], RPeace_at_OkCareertech.org
• Janet Moore, Asst. Manager, BIS Classes
• [phone], JMoor_at_OkCareertech.org
• Joanne Aulgur, Full-Time Programs/Career Majors
• [phone], JAulg1_at_OkCareertech.org
• Steve Robison, IPEDS
• [phone], SRobi420_at_OkCareertech.org