Office of Student Pathways & Opportunities

2025 VACTEA Annual Conference

CTE Data Reporting and Accountability

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VIRGINIA DEPARTMENT OF EDUCATION

CTE Data Reporting and Accountability

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Agenda

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• Fall Collections (Master Schedule and Student Record)
• End-of-Year Collections (Master Schedule, Student Record, Completer Follow-Up, and Career and Technical Education (CTE) Credential Collection)
• Summer Collections (Master Schedule and Student Record Collection)

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Please refer to Data Collection webpage for more information.

Secondary Enrollment Demographic Form (SEDF)

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• The SEDF is a component of the Fall Master Schedule Collection, it requires the approval of the CTE Administrator at the school division level.
• Your school division will set up a Single Sign on Web System (SSWS) account for you to access the reporting process.
• The SEDF approval process requires that you submit explanations for any teachers that are over their 54,000 minutes of instruction or whose class size exceeds 35.

Entering SEDF Explanations

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• Entered on the SEDF Home section of your SSWS account.
• Once your Master Schedule Collection administrator loads the data for this collection and approves it at their level, you will receive a prompt on SSWS to provide SEDF and CTE approval.

Steps for SEDF/CTE Approval:

• Step 1: On SEDF Home, click the Send Explanations link, then interact with the Send Explanations button found under this link. If no explanations are required, this will generate your Local Approver link on SEDF Home and you can complete your SEDF/CTE approval by reviewing your report and clicking approve.
• Step 2: If the Send Explanations button prompts you to enter in explanations back out to SEDF Home and go to Find Instructors. Under each instructor, click View Course and there will be a text box for the explanation to be entered. You can view the instructors that require explanation on your SEDF Verification Report by going to reports and pulling up the PDF. For larger school divisions this will be faster than viewing each instructor through View Course.

Entering SEDF Explanations (continued)

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• Step 3: Once you have entered in explanations under View Course, you will back out to the Send Explanations link again and click the button one more time. This sends your explanation to the VDOE for state level approval. Once this process is complete, you will then have access to your local approver link.

Common approved explanations for teachers teaching more than 54,000 minutes and course enrollments over 35:

• Teacher was compensated for teaching an extra block without a planning period (teacher over 54,000 minutes).
• Students were enrolled in a self-paced online course with no preparation required by the teacher (over 54,000 minutes and enrollment over 35).
• Enough workstations were available for the students and a teachers’ aid or second instructor was present in the course (enrollment over 35).
• Instruction was provided by another entity outside of the secondary school system, typically a community college (enrollment over 35 and teacher over 54,000 minutes).

Work-based Learning (WBL) Reporting

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• Data is collected through the Master Schedule Collection in the Fall and End of Year.
• WBL experiences are enhancements of instruction and must be attached to the F record of a student participating in a CTE course or an academic course.
• F records in the Master Schedule Collection include a section ID that connects the record to the C record which contains the course data
• It is important that F records be individualized to the students. Using blanket settings by section ID in your Student Information System (SIS) will lead to inaccurate reporting.

CTE Credential Collection

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• Submitted through SSWS between May 20^th and July 31^st of each year.
• Should cover all student credentials for the reporting period (school year).
• Each student should only be reported for a credential one time. If a student has multiple attempts at a credential, you would only report the first pass or the last fail. The VDOE does not currently collect the scores of the credentials only Pass/Fail
• The file type is described in the CTERS manual and can typically be extracted from your student information system this is the recommended best practice for obtaining the data

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Completer Follow-Up Survey

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• A survey conducted from March to July of each reporting period for the previous years’ CTE completers.
• Collects information about students experience after graduating from secondary education one year out.
• Managed by the Center for Survey Research at the Weldon Cooper Center.
• The contact information that is provided for your surveys through the Center is collected as part of the Completer Demographics Report for the reporting period the students graduate in, this is the primary CTE component of the end-of-year EOY Student Record Collection.

Student Record Collections (EOY)

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There is a CTE approval process for this collection as well; however, it only requires review of the data and approval. Important information to check when reviewing the data:

• CTE Finisher Code is correctly reported
• CTE Career Cluster is correctly reported
• CTE Special Populations are correctly reported
• CTE Pathway Code is correctly reported

The Completer Demographics Report is also a part of this review process. It is important to make sure that all your data pertaining to your CTE completers is accurately reported as you will be using it for you surveys in the next year. Things like addresses, phone numbers, names, and schools are all particularly important to pay attention to.

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Career and Technical Education Reporting System (CTERS) User’s Manual

CTERS User’s Manual 25-26(Coming Soon):

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Manual Sections

• Due Dates (most CTE due dates coincide with other state data collections)
• Perkins V Performance Standards and Measures Accountability System
• Instructions and Procedures for Data Reporting
• Reference Tables in Appendices include SCED codes, maximum enrollment and nontraditional gender information

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Share the CTERS User’s Manual with your data staff or SIS specialist as it is an excellent resource for them as well.

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Annual Performance Report Access System

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• The CTE Annual Performance Report (APR) can now be accessed through the Single Sign on Web System (SSWS).
• Connected to live data except for 3S1 Transition Rate
• School divisions will be able to view their performance on the APR for all other measures as soon as their EOY MSC and SRC are complete
• The new reports can be accessed on your SSWS Home under Career and Technical Education Reports
• When the Completer Follow-Up Survey data analysis process is complete in November each year, divisions will be able to see the update to their 3S1 Data

Questions

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Office of Student Pathways & Opportunities �Contact Information

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Office of Student Pathways & Opportunities

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Curriculum and Instruction

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Program Administration

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