Government Reports - CTEDS

Navigation:    Report Menu »» Government »» CTEDS

Applies To:    Enterprise   

Overview

Prints data for the CTEDS report.  The CTEDS report is used primarily in NYS.  Report requirements may vary for Secondary and Adult CTEDS.

Notes:

• As of 1/15/18, there are three new CTEDS reports using the InSight reporting feature.
• These version of NYSED CTEDS reports are no longer updated based on NYSED's requirement that reporting organizations use the ASISTS software to report CTEDS.  The CTEDS reports still remain available in XenDirect but are based on the last update made prior to the ASISTS requirement in 2005 and are provided for historical reference only.  Support for these reports is limited to assuring the reports will run "as is" without error.
  
• For the superintendent name to show on the CTEDS 2 report with the organization address, a staff record must be entered and tagged with the job title = "Superintendent".
• The CIP Codes List template does not utilize any of the search fields or report options.  This report will display all used CIP Codes and the courses where they are used.
• The Assignment Dates and the Alt Year search fields are meant to be used for organizations that do not use a different database year for each program year.  Organizations that use a different database per program year should leave these fields blank and the CTEDS will accurately use the current year data.  Organizations using one database for all years combined should enter the Start and End date for the program year.  This will search all clients with an Assignment Start Date within and including those dates for inclusion into the CTEDS report.  The Alt Year field will change the report heading only for those CTEDS reports that display the program year in the heading.

Inclusion, Exclusion and Duplication

• Adult versus Secondary:  The [Adult Ed Client] field in the Demographics tab of the Client record determines if a Client is included in the Adult or Secondary version of the reports.  Clients tagged as 'Yes' are Adult.  Clients tagged as 'No' are Secondary.
  • If the field "Adult Ed Client" does not appear on your client entry form, the field has been disabled. To enable it, go to:  Admin Menu >> Settings >> Customized Forms and edit the client form and enable that field.
  • In addition, the field can have a default setting set at Admin Menu >> Settings >> Branch Units on the Defaults tab. 
• Records Display:  For Secondary and Adult CTEDS, only records for clients and courses tagged in the following manner will be included in CTEDS reports:Duplicate Clients:  Each client should only have ONE Assignment tagged as CTEDS.  If a client is enrolled in several CTEDS courses, tag only the Assignment to be included in the report as CTEDS = Yes.
  • Course tagged as CTEDS = Yes
  • Course has a valid CIP code
  • One Client Assignment is tagged as CTEDS = Yes
  • Client Assignment Start and End Dates both fall within the reporting period (Branch profile Program Year Start and End Dates) or are blank.
• Excluding Clients/Students:  To exclude a client from the CTEDS report, tag the Assignment to be excluded in the report as CTEDS = No.
• Excluding Courses:  To exclude a course from the CTEDS report, tag the Course Section to be excluded in the report as CTEDS = No.

Leavers and Completers

• ADULT Leavers and Completers are determined by [Enrollment Status] field in the Client Assignment tagged as [CTEDS] = Yes.SECONDARY Leavers and Completers are determined by the [CTEDS Outcome] field in the Client Assignment record.
  • Completers: Any status starting with the word "Completed"
  • Leavers: Any status starting with the word "Did Not Complete"
  • Still Enrolled: Any status starting with the word "Enrolled"
  • Status Values Not Included: Applicant and Waiting List
• Secondary CTEDS 6 Week Enrollment Restriction:  Clients enrolled less than 6 weeks will not display in the CTEDS report.  The Client Assignment Start and End Date fields are used to determine the length of enrollment.

Status Categories

Placement Status
The placement status of Leavers and Completers is determined by the CTEDS Status field in the Client Assignment tagged as CTEDS = Yes.  Choose one of the available selections from the list.

Other Outcomes Status
The other outcomes status of Leavers and Completers is determined by the CTEDS Outcomes field in the Client Assignment tagged as CTEDS = Yes.  Choose as many of the outcomes as relevant from the list.

·                                 Surveyed: Not included in the report.  For internal use only.

·                                 Passed Regents: Passed required Regents exams.

·                                 Grade Average: Achieved overall course grade average of at least 75% in their career and tech. ed. courses

·                                 Attain Diploma: Attain a high school diploma or its equivalent

Special Populations

• Gender and Ethnicity fields are located in the Main Menu >> Clients >> Demographics screen.  These fields must not be blank for the report to calculate correctly.
• Economically Disadvantaged = Client Classification records that contain the partial text strings "econ" and "disadv" anywhere in the Classification Name are counted in this category.
• English Language Learners (ELL/LEP) = Client Classification records that contain the partial text string "English Lang" anywhere in the Classification Name are counted in this category.
• Disabled Secondary:  Client Classification records that contain the exact text strings "IEP Classified" or "CSE Classified", the partial strings "disability" or "disabled" in the Classification Name are counted in this category.
• Disabled Adult:  Client Classification records that contain the partial text string "disability" or "disabled" anywhere in the Classification Name are counted in this category.
• Student as Single Parent = Client Classification records that contain the partial text string "Single P" anywhere in the Classification Name are counted in this category.  This would include "Single Parent" and "Single Pregnant", but does not include "Teen Parent" as "Teen Parent" does not determine marital status.
• Displaced Homemaker = Client Classification records that contain the exact text string "Displaced Homemaker" in the Classification Name are counted in this category.
• Other Barriers to Academic Achievement = Client Classification records that contain the following partial text strings anywhere in the Classification Name are counted in this category:In all of the above situations, the string search filters are not case sensitive and can be entered in either upper or lower case.
  • "acad" and "disadv", OR
  • "educ" and "disadv", OR
  • "deficient", OR
  • "504", OR
  • "remedial", OR
  • "learning disability"

Export Adult CTEDS

This function will export the adult CTEDS data to an Excel spreadsheet to be used for the ASISTS import.

To Export Adult CTEDS

• Go to Report Menu >> Government >> CTEDS and click the Export button in the toolbar.  This menu item and function will not display if the agency does not have CTEDS reporting capability.
• Enter the 3-4 character code provided by the requesting agency.
• Enter a start and end date range for the export.  All adult CTEDS clients and classes that are active during and including these dates will export.
• Select the Branches top be included in the export.
• Click RUN to process or CANCEL to close.
• From the next page, click each file name to download locally.
• Close the form when all three files have been downloaded.

Notes:

• The downloaded files are in Excel format.  ASISTS requests these three files to be in a MS Access database.   XenDirect cannot export directly to MS Access.  You will need to import each of these three Excel files into separate tables of one Access database.
• The Student ID field has an extra letter added to the beginning of each.  The letter 'Z' has been added for the sole reason to prevent ID values that start with zero from dropping the zero.  Before submitting your data, remove the 'Z' character if it will interfere with the ASISTS import.