Hello my name is Josh Flory and I'd like to welcome all of you to the Office of Data
Quality, Department of Education's Adult and Secondary 2018 CTE Follow-Up Survey webinar.
There are participant handouts posted on the Pennsylvania Department of Education's website
www.education.pa.gov, Data and Reporting, PIMS, PIMS Documents
We will be discussing these handouts as we proceed through the PowerPoint.
There are two sample correspondences that your school might choose to use to communicate
with secondary and adult students, and the questions on the two surveys – one for adult
and one for secondary.
Here is a synopsis of the areas we'll be covering in today's webinar:
Why is the follow-up survey needed?
Which adult and secondary students are included in the survey?
How can LEAs identify the specific students that should complete the follow-up survey
questions?
Participant handouts How can LEAs notify students to complete the
web-based survey?
What if students do not have direct access to the internet?
Follow-up survey website Follow-up survey tentative timeline for 2018
Best practices Technical and program-related assistance
Why do we need the follow-up survey?
The primary reason we do the surveys is to meet the Perkins IV federal grant accountability
requirements and assess accountability at the state, school and program levels..
Evaluate performance of registered CTE adult affidavit programs.
This data is used to provide statistics to show how and what the students are doing after
they exit the programs for legislators, media and the public.
Which adult students are included in the survey?
Perkins IV accountability definitions require PDE to survey CTE concentrators who exited
an adult CTE program during the 2016-17 reporting year.
The Perkins 4A1 adult follow-up indicator includes all adult students reported in PIMS
as: (1) Successfully completed at least 50 percent
of the approved program's technical component; AND
(2) A CTE status type code from PIMS Manual Volume 2, Appendix P, indicating the student
either completed the adult CTE program or exited the adult CTE program without completing.
Which secondary students are included in the survey?
Perkins IV accountability definitions also require PDE to survey CTE concentrators who
exited a secondary CTE program during the 2016-17 reporting year.
The Perkins 5S1 secondary follow-up indicator includes secondary CTE 12th grade students
reported in PIMS as: (1) Successfully completed at least 50 percent
of the approved program's technical component; AND
(2) A CTE status type code from PIMS Manual Volume 2, Appendix P, indicating that the
student either graduated or dropped out.
How can LEAs identify the specific students that should complete the follow-up survey
questions?
PDE provides a report to LEAs (via PIMS-COGNOS reports application) listing students who
need to complete the survey.
For Adult Education: Public Folders > eScholar Framework for Cognos
- Production > CTE Reports > Adult > Adult CTE Follow-Up Survey Reports > List of Adult
CTE Students to Survey
For Secondary Education: Public Folders > eScholar Framework for Cognos
- Production > CTE Reports > Secondary > Secondary CTE Follow-Up Survey Reports > List of Secondary
CTE Students to Survey
These reports; which can be downloaded as PDF, Excel or CSV; provide student demographics
to assist with a mail merge.
Two other important data elements are in these reports:
• Security code – which is needed for student to log into web survey.
• Survey Submitted - this field will identify the student who did or did not respond to
the first or 2nd wave.
If the field says "no" when the school runs this report, the school knows to follow-up
a second or third time with the student I'd like to discuss the handouts mentioned
at the beginning of this webinar.
The first and second say "DRAFT" with a date of April 2018; one is for secondary
CTE and the other for adult CTE.
These are suggested correspondences of what could be sent out from your LEA to students.
There are several sample paragraphs within the suggested sample communications.
This could be done in the form of a mail merge personalizing student information as needed.
The first paragraph of both samples states the purpose of the communication, the purpose
of the survey and the law driving the need for the student feedback.
The second paragraph goes into the specific program that the student was reported as being
enrolled in and which specific school the student was attending while enrolled in that
program.
This 2nd paragraph also reminds the student that the CIP title may not equate to the local
program title used by the LEA.
The 3rd paragraph asks the students to access the site, providing the student with the URL
and the security code needed for the student to login.
The student security code is distinct from the PASecureID and is assigned by a PDE follow-up
system web application.
The security code will be loaded to PIMS and will be accessible to you via Cognos student-level
reports as mentioned on slide 7.
The letter then closes thanking the students for their efforts and provides a point of
contact if there are questions regarding the survey.
Again, these letters are merely a suggested draft and can be tailored to the individual
school's use.
The last two handouts are two pages which are questions on the surveys; again one is
for secondary CTE and one is for adult CTE.
Not all of these questions will need to be answered by all students.
Depending upon how the three "base" questions are answered will determine if other questions
"pop up" or appear and need to be answered.
If the student has signed off that the LEA may input his or her CTE follow-up information
on-line, the student would sign and date the bottom of page 2.
It is important to note that the survey questions within the on-line follow-up survey application
and the timing of the cycle of this survey collection are geared to capture a student's
status specifically during the 2nd and 4th quarters after the school year the student
was recorded as exiting CTE.
There are a variety of ways your school can notify students about the survey – through
mail, e-mail, phone calls and/or any combination of the three.
Again, with the student's permission, either written or verbal, the LEA staff may use the
security code and enter the student's survey response data should they not have internet
access or have difficulty accessing that web application.
Note: the website has changed.
It's www.flp.pa.gov.
This slide depicts what the lead or first screen in the follow-up application will look
like.
This is where the student would enter the security code, his/her first and last name,
click the login button and the survey questions will display.
This is also the place where LEA personnel may enter the student's responses with the
student's permission.
This slide outlines the expected end dates of each of the three waves of student survey
communications or notifications.
We are asking that at a minimum, the LEAs put forth an effort to conduct three waves
of communications to the student population that needs to be surveyed: the first wave
of communication should be completed by April 27th, the second wave by June 8th and the
third or final wave by July 20.
We would be looking to close the entire web application August 31.
After that, we would no longer be accepting any further student survey responses.
Here are some best practices:
Update student contact information upon student exiting LEA
Maintain or update contact information through alumni group
Obtain student responses to questions along with permission for LEA to enter into website
at the same time Try to get responses early so you don't
have to send a third wave if all students provide responses by end of second wave
Ensure the responses reflect student status six months after exiting the LEA
This slide contains some PDE contacts.
Kevin Springman in the Bureau of Career and Technical Education, is an administrator of
the Perkins Accountability system Monique Williams – also in the Bureau of
Career and Technical Education – provides technical guidance to the Perkins planning
process Cheryl Wenger, Office of Data Quality, is
the coordinator and primary point of contact for specific, non-technical questions about
this year's follow-up survey effort And the PIMS Support Services phone number
for questions or issues with COGNOS, generating COGNOS reports or other technical questions
such as adding someone new at the LEA to the User Group Roles.
Again, if there are other questions, please e-mail the appropriate contact person or to
the ra-catsdata@pa.gov listed here.
We thank you for your attendance and efforts with this process.
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