Conference 2017 Session Description: With new funding sources and reporting requirements, Career Pathway Management has been completely revamped in Aeries SIS. Come see the new features. 1. Career Pathways Information 2. District Rule 3. Security and Tables 4. Career Pathway Dashboard Courses Student List Add/Update Selected Students Mark Selected Students as Completed 5. Courses Career Pathways Tab 6. Career Pathways - Student Page 7. Career Pathway Extract Files 8. CALPADS Reporting Perkins Reporting End of Year SCTE Extract Session 605 Page 1
Career Pathways Information The Career Pathways Dashboard provides a new way to manage Career Technical Education information and is only available in the Web-Based Version of Aeries as of the May 13 th update. This new process provides accountability for California Career Pathways Trust (CCPT) reporting. This new screen, secured by the new Career Pathway Courses Security area, allows for quick and effective management of Career Pathway information in Aeries. The new screen is available at the district level but it is school based. Courses assigned to Pathways can be linked and given the appropriate Pathway Level. Students in these courses, in the pathways, or having passed the completer course will also be listed and can be flagged as Pathway Concentrators or Completers in mass on the Career Pathways Dashboard. The Career Pathways tab on the Courses page has also been updated to reflect a new design for the CCP table. This update will wipe out any information previously populated in this table. The new design of this table makes the information school-based and replaces the old Completer flag with a Level field of Intro, Concentrator, Completer, or Academic Support. Data from the old CTE Pathways (CTE) table can be converted to the new Career Pathways CPW and CPH tables by using the District Rules page and enabling a new option. When the District Rule is turned ON, the old CTE Pathways (CTE) table in both Aeries Web and the Aeries Client will be disabled. Below is an example of the Career Pathways Dashboard. Note: Using the New Career Pathways (CPW) tables was optional in the 2015-2016 school year, but is required in the 2016-2017 school year. Session 605 - Page 2
District Rule A new option has been added to the District Rules page in Aeries Web: Use New Career Pathways (CPW) tables instead of old 'CTE Pathways (Perkins)' (CTE) table. The District Rules page can be found at the District level (School Code 0) on the Navigation Tree under School Info District Rules. The District Rules page can also be found under View all Forms. When the District Rule is turned ON, the old CTE Pathways (CTE) table in both Aeries Web and the Aeries Client will be disabled. The Perkins tab on the Secondary Student Data page will change to Read Only and new records will not be able to be entered. Session 605 - Page 3
When enabled, a button to Convert CTE data to the new CPW and CPH tables will also be displayed. Clicking on this button will copy student s CTE Pathways (CTE) data into the the new Career Pathways (CPW) and Career Pathways History (CPH) tables. NOTE: The Convert CTE data to the new CPW and CPH tables function will convert all years of CTE data and can be run multiple times without causing duplicates. This process will not lose data but will copy existing records to the new tables. The CTE data will remain for historical purposes. The following message will display after clicking on the Convert CTE data to the new CPW and CPH tables button. When the District Rule is turned ON, the old CTE Pathways (CTE) table in both Aeries Web and the Aeries Client will be disabled. The CTE Pathways (Perkins) fields on the Perkins tab on the Secondary Student Data page will change to Read Only and new records will not be able to be entered. The following message will display. Session 605 - Page 4
Security and Tables Users will need the following permissions to have full access to the Career Pathways Dashboard page. Users with full permissions to the Scheduling, Career Pathway Courses (CCP) area have access to the mass add/update buttons on the Career Pathways Dashboard. Read only to the Scheduling, Career Pathway Courses (CCP) area, hides the mass add/update buttons, but displays the dashboard. The permissions can be granted at the User or Group basis. The following message will display if the minimum permissions are not granted to a User account. The following Tables and Fields are associated with the Career Pathways pages: Career Pathways Courses CCP Table CCP.CN Course ID CCP.CD Pathway Code CCP.LVL - Level CCP.CO - Comments Pathway Details CPW Table CPW.CD Career Pathway Code CPW.CM Completed CPW.CO Comment History CPH Table CPH.AY Academic Year CPH.SCL School CPH.CO Comment Session 605 - Page 5
Experiences CPE Table CPE.TY Experience Type CPE.SD Start Date CPE.ED - End Date CPE.HR Hours CPE.NM Company Name CPE.CT Compensation Type CPE.AM Compensation Amount CPE.CO Comment Outcomes CPO Table CPO.OC Outcome CPO.CO Comment Career Pathway Dashboard The Career Pathway Dashboard displays data related to Career Pathway Codes and provides a quick and easy way to assign students Career Pathway Records and to also mark them as Complete. The Career Pathway Dashboard can be accessed on the Navigation tree under the Scheduling Process Configurations node. The Career Pathways Dashboard can also be added to My Favorites to provide easy access to the page. When accessing the Career Pathways Dashboard page, a list of pathways and Descriptions display in pathway code order. An option is available to Sort Career Pathways by Description Instead of Code. Session 605 - Page 6
When accessing the Career Pathways Dashboard page from the district level, a School dropdown is available below the list of Career Pathway codes. The following is an example of the Career Pathways Dashboard when a code is selected. The top left of the Dashboard page will display the Career Pathway code and description selected. Session 605 - Page 7
Courses A course section labeled Courses For This Pathway In This School will display courses that are connected to the selected Career Pathway code. If no courses display, then there are no courses linked to the selected Career Pathway code. The Add New Record button can be used to link courses to the Pathway code selected. The following fields will display when clicking on the Add New Record button. A Search icon is available to search for the Course. More information is available on page 13 on how to add a pathway to a Course. When a course is linked to a pathway, a link is available on the Career Pathway Dashboard to the Course page. The Career Pathways tab on the Courses page will now display the Career Pathway code and description. Session 605 - Page 8
Student List If the Show Stu In List option is checked, the students associated with the Pathway and the Course will display on the Dashboard. The Columns Headings of the Student List are pulling data from various tables. The labels are detailed below by number. Labels 1 to 5: Name, ID, Grade, Status and School display from the Students (STU) table Label 6: 1 st Yr - displays from the Career Pathways (CPW) and Career Pathways History (CPH) tables of records from previous years Label 7: Recent Yr - displays from the Career Pathways (CPW) and Career Pathways History (CPH) tables of records for the most recent year Label 8: Comp? - displays from the Career Pathways Complete field - CPW.CM Label 9: Current Crs displays if the course is in the student s current Schedule (SEC) Label 10: Completed Crs displays course information from the Transcript (HIS) including the Mark and Credits. Only the courses selected that are tagged with the Level of Completer will display in this column. Session 605 - Page 9
The Career Pathways Dashboard has various display options. If an option is selected or deselected, click the Refresh button to refresh the data displayed. Below are the options: Include Pathway Students from Current Year will display students with CPW and CPH records for the current year Include Pathway Students from Past Year will display students with CPW and CPH records for previous years Include Students Not in This Pathway will display students enrolled in this course with no CPW and CPH records Include Students Marked as Having Completed This Pathway will display students with CPW records marked as Completed CPW.CM = 1 Include ONLY Students With Completed Courses will display students with Transcript (HIS) records for the course selected. Add/Update Selected Students The Add/Update Selected Students button can be used mass add Career Pathways (CPW) and Career Pathways History (CPH) records to students. Students can be selected or deselected by clicking on the box to the left of the student name. Clicking on the checkbox at the top of the column will select or deselect all students. To mass add or update students with Career Pathways (CPW) and Career Pathways History (CPH) records, use the checkboxes to select the students. Then click on the Add/Update Selected Students button. Session 605 - Page 10
A confirmation message will display. Click on OK to continue or Cancel to exit. After using the Add/Update Selected Students button, the Recent Yr column will now display with the current year. A link on the Student Names provides a link to the Student Career Pathways page. Mark Selected Students as Completed To mass add or update students with Career Pathways (CPW) as Complete (CPW.CM = 1) use the checkboxes to select the students on the left hand side of the student list. Then click on the Mark Selected Students Completed button. A confirmation message will display. Click on OK to continue or Cancel to exit. Session 605 - Page 11
Students will now display with a check mark in the Comp? box on the Career Pathways Dashboard. Also the student s Career Pathways (CPW) records will be marked as Complete (CPW.CM = 1) on the Career Pathways page for the student. Below the student list on the Career Pathways Dashboard is a section labeled: The Features of Your Pathway In This School. The section can be maximized by clicking on the + icon. This section is not required to be entered. Survey information can be entered and will be stored in the District Options (DPT) table when you click on the Save button. The School Code, Pathway Code and survey information will be stored. This data will be used in the Career Pathway Extract Files. More information is available on page 17. Session 605 - Page 12
Courses - Career Pathways Tab The Courses page has a Career Pathways tab to link a course to a Career Pathway. The Career Pathways tab has been updated to reflect a new design for the CCP table. The new design of this table makes the information school-based and replaces the old Completer flag with a Level field of Intro, Concentrator, Completer, or Academic Support. The Career Pathways information can be added by clicking on the Add New Record button and the following page will display. Select a School and Career Pathway from the dropdowns. The Level field is available to select the pathway level. The SCTE extract does not pull the level from this field. See page 18 for more information on the SCTE extract. 1. Introductory An initial or survey course in a CTE program intended to provide a beginning or introductory level of information about an industry sector or career pathway; the first course in a CTE course sequence 2. Concentrator - A CTE course beyond the introductory level that is intended to provide more in-depth instruction in and exploration of a specific industry sector; the second course and succeeding courses of a planned CTE program sequence. 3. Completer/Capstone The final course in a planned sequence of courses for a CTE program that provides a rigorous and intensive culmination of a course of study. Capstone courses are typically offered through regional occupational centers and programs (ROCPs). 4. Academic Support a course not in the pathway but for academic support. This is not a required level to use. Can be informational for students in pathway but for academic classes. Session 605 - Page 13
The Year field is optional at this time but can be used to enter the course pathway sequence number (1-3). There is also a Comment field. Multiple Courses can be linked to one Pathway. For semester courses, both semesters should be added. A course can be included in multiple pathways and can be different Levels in the different pathways. On the Courses page, the following fields should be populated for CTE courses. Voc Ed Level CRS.VCL. CALPADS element 9.10 CRS-Course Content Code o Values of 01, 02 or 03 will be converted to a 154-CTE when extracted to CALPADS Course Type CRS.TY. CALPADS element 9.12 CRS-CTE Postsecondary Articulated Course Indicator o Values of 32 and 33 will be converted to a Y when extracted to CALPADS After the information has been added and saved, the Pathway information will be associated with the students in that course and will also display on the Career Pathways Dashboard. Career Pathways Students Page Career Pathways records can be entered in mass for students on the Career Pathways Dashboard page but they can also be entered individually by student. The Career Pathways page can be accessed on the Navigation tree under the Student Data Programs node. The following page will display for the selected student. Session 605 - Page 14
To add a Career Pathway to a student, click on the dropdown arrow next to Career Pathways. Next click on Add New Career Pathway. Select a Career Pathway from the Pathway drop down list. The Completed checkbox can be used to designate the Pathway as Completed for the student. A comment can also be added about the Pathway. After all information is added click the Insert button to save the information. Session 605 - Page 15
After a Pathway is selected and saved for a student the Career Pathway page will display additional areas to record information regarding History, Experiences and Outcomes associated with the Pathway. To add History information to the Pathway for the student click on the Add History Record button. NOTE: The History is required for CALPADS reporting for the CTE Completion Academic Year element. An area will display to add History information including Academic Year, School and Comment. After any information is added click on the Update button to save the information. To add Experience information, click on the Add Experience button. An Experience and Date is needed for California Career Pathways Trust (CCPT) reporting. An area will display to add Experience information including Dates, Company, Compensation information and Comments. After any information is added, click on the Check button to save the information. Session 605 - Page 16
To add Outcome information, click on the Add Outcome Record button. An Outcome and Date is also needed for California Career Pathways Trust (CCPT) reporting. An area will display to add Outcome information including an Outcome and a Comment. After any information is added click on the Update button to save the information. Career Pathway Extract Files The Career Pathway Extract Files is a new page that extracts information from the new Career Pathway area of Aeries for analysis, evaluation, and aggregation for California Career Pathways Trust (CCPT) reporting. This information can also be imported into other systems like Cal-PASS Plus's CTE LaunchBoard. The Career Pathway Extract Files page is located in the Navigation menu under School Info Imports and Exports. Admin users or "Admin" security permission for the Career Pathways (CPW) security area are required to use the Career Pathway Extract Files page. Session 605 - Page 17
Before creating the extract files, the subject areas must be selected for English, Math Science and History. Click the subject areas in each section, use Ctrl + click for multiple selections. Click on the Save/Confirm Settings button after the subject areas have been selected. The following extract buttons will display. Create Student Cohort File Create Pathway Characteristics File Create Pathway Activities File Session 605 - Page 18
CALPADS Reporting Perkins Reporting Below is information from CALPADS regarding Perkins reporting: 2015 2016 Perkins Cohort: E1 Parallel Collection, E2 Parallel Collection For the 2015 16 Perkins Cohort, the E1 and E2 data collections will need to be submitted in both PDS and CALPADS. For EOY 1 in 2016, CALPADS certification reports will be modified or created to enable LEAs to review and certify the data that will be submitted to meet federal reporting requirements, including non-traditional gender course and capstone course enrollments, and pregnant or parenting subgroups. For Perkins E2 reporting, the CDE will use the follow-up data that LEAs submit to PDS on students reported as completers and who graduated in 2016. In addition, a new CALPADS Fall 3 collection will be implemented to collect the same data in CALPADS. This collection will take place between December 2016 and March 2017. The CDE will compare the data collected in the two systems and provide LEAs the results so that LEAs may work internally to increase the accuracy of data reported. 2016 17: E1 and E2 CALPADS Collection For the 2016 17 Perkins Cohort, the CDE will continue with the parallel reporting. E1 and E2 data will need to be submitted in the PDS as well as CALPADS. Data for E1 will be collected through the CALPADS EOY 1 collection (which takes place from May 2017 to July 2017). At this time, CALPADS has not posted a time frame for E2 reporting. Session 605 - Page 19
EOY SCTE Extract The Aeries Client CALPADS Career Technical Education (SCTE) extract has been updated as of the May 20 th Client version to honor the new District Rule. The SCTE file extract will pull data from either the old CTE Pathways (CTE) table if the option has not been turned ON or the new Career Pathways (CPW) and Career Pathways History (CPH) tables if the option is turned ON. The Career Pathways record and Career Pathways History record for the current Academic Year must be populated to extract. If the Completer field on the student Career Pathways page is selected, the SCTE record will populate field 11.14 - CTE Pathway Completion Academic Year ID. Note: Currently CALPADS does not distinguish between introductory, concentrator or capstone courses in a pathway. CALPADS is proposing redesigning the Course Group State codes by adding the instructional levels to provide better CALPADS reporting. The 2016-2017 school year will be a pilot with a few new codes and the full changes implemented in the 2017-2018 school year. We will provide more information as we learn more. Session 605 - Page 20