Perkins Data Collection
Help Link - MDE
Marlys J. Bucher, Ph.D.
Coordinator Secondary Perkins
CTE Assessment and Evaluation
Specialist
marlys.bucher@state.mn.us
“Leading for educational excellence and equity. Every day
for every one.”
Perkins Data Collection
Help Link - MDE
Debra Blahosky
Carl D Perkins Database
Program Approval Database
debra.blahosky@state.mn.us
education.state.mn.us
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Carl D Perkins Reporting
Requirements Topics:
1. Table C – Table of Career and Technical
Education Programs and Licenses
2. Carl Perkins Data Collection
3. The P-file
4. Data downloading to the MDE Web site
5. Negotiated Targets (OVAE)
6. Perkins Secondary Core Indicators
7. CTE Program Approval Database
education.state.mn.us
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Programs of Study
This chart
describes
Minnesota’s
Career Fields
(6), Career
Clusters (16),
and Career
Pathways (79)
Table C-Table of Career and Technical
Education Programs and Licenses
• Resource Page:
http://education.state.mn.us/MDE/SchSup/CareerEdA
dmin/index.html
– Table of Career and Technical Education Program and Licenses (Table C)
(Updated Yearly) (2)
– CTE Program Approvals Database 2008-2014 (5 Year Cycle) (4)
– Secondary CTE Program Approval Proposal for Youth with Disabilities (7)
– Secondary CTE Program Approval Proposal (1)
– Secondary Career and Technical Education Program Approval Rubrics (6)
– Secondary CTE Transition Disabled Equipment Approval Request (8)
– Transition Disabled Contracted Services Approval Request Form (9)
– CTE program Approval Worksheet (10)
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2012-13 Table of Career and Technical Education
Programs and Licenses (a.k.a. Table C)
Columns:
A. OE Program Code: 6-digit number - 010001
B. UFARS Program Code (Uniform Financial
Accounting & Reporting Standards): 301
C. Program Title: Agriculture Exploration
D. Course Code: 11
E. Course Title (Generic): Animal Science
F. Minnesota Common Course Catalog #: 18101
G-L. Appropriate CTE Licensure Assignment Codes for
the Program: 010000 or 010100
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2012-13 Table of Career and Technical Education
Programs and Licenses (a.k.a. Table C)
Columns Continued:
M.
N.
O.
P.
Q.
Career Cluster Number: 01
Career Field Number: 01
Career Pathway Number: 01.0
Nontraditional Identifier: F (NonTrad for females)
CIP Codes: 01.0901 (Classification of Instructional
Programs)
R-X. Pathways for Technical Skill Attainment: (1 Animal
Science & 4 Food Products and Processing
Systems)
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2012-13 Table of Career and Technical Education
Programs and Licenses (a.k.a. Table C)
Prog
Code
Career and Technical Education
Program/Course Programs
Code
UFARS
Code
010001
301
Program Title
AGRICULTURE EDUCATION
Agricultural Exploration
Not for Science Credit toward
graduation
Not for Science Credit toward
graduation
Minnesota
Course
Code
Common
Course
Catalog #
010000
11
13
17
Not for Science Credit toward
graduation
Course Titles
16
Career and Technical
Approved Licensure
Codes
24
6
79.0
Career Career Career Non
Cluster Field Pathway Trad
CIP
Codes
Codes from Columns R-X represent the number after the decimal point
from Column O (e.g., 01.6). This would represent the Agriculture Plant
Systems Program of Study.
1
2
3
4
5
6
7
010100
Animal Science I
18101
01
01
01.0
F
01.0901
1
Biotechnology
Aquaculture I
Agriculture Science
I
18308
18306
01
01
01
01
01.0
01.0
F
F
01.9999
01.0303
1
1
18001
01
01
01.0
F
01.9999
1
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Carl Perkins Home Page
Yearly Data Collection
http://education.state.mn.us/MDE/SchSup/DataSub
Login/CarlPerkins/index.html
• > Enter the Carl Perkins Data Collection
SCHEDULE for FY 2012-13 DATA
• Submission Period: May 16, 2013 – September
19, 2013
Reports Available: January 15, 2014 – March 14,
2014
•
*Dates are not yet updated for FY13-14 collection
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Carl D. Perkins Record Layout
as of 01/02/2013
Records must be fixed format ASCII, not variable or delimited.
DATA ELEMENT
LENGTH
POSITION
VALID DATA
FILL/JUSTIFICATION
NOTES
School Year
School District
District Type
School Number
MARSS ID Number
Program Code
Course Code
2
4
2
3
13
6
2
1-2
3-6
7-8
9 - 11
12 - 24
25 - 30
31 - 32
Numeric
Numeric
Numeric
Numeric
Numeric
Numeric
Numeric
Right Justify, leading zero fill
Right Justify, leading zero fill
Right Justify, leading zero fill
Right Justify, leading zero fill
Right Justify, leading zero fill
Right Justify, leading zero fill
Right Justify, leading zero fill
Course Length in Minutes
5
33 - 37
Numeric
Right Justify, leading zero fill
Grade Received
Teen (single) Parent
Displaced Homemaker
Technical Skill Assessment
1
1
1
1
38
39
40
41
P or N
Y or N
Y or N
Y or N
2012-2013 = 13
District number from MDE-Org
District type from MDE-Org
School number from MDE-Org
Student ID
OE Code from Table C, column A EX: 140710
Course code from Table C, column C EX:. 15
Total number of minutes for the entire course for
the term EX: trimester, semester, quarter, blocks,
skinny, or year
Proficient / Non-Proficient
Default to N
(if yes see #42)
TSA Proficiency
1
42
P or N
(default to N)
Last Name
First Name
Middle Name
Suffix
Gender
Date of Birth
40
40
40
04
01
08
43 – 82
83 - 122
123 - 162
163 - 166
167
168 - 175
Alpha
Alpha
Alpha
Alpha/Numeric
M or F
Numeric
Left justify, fill with spaces to end
Left justify, fill with spaces to end
Left justify, fill with spaces to end
Left justify, fill with spaces to end
Data Record Example:
1328530104000000000000001407101504840PNNYPLASTNAME
State Approved Assessment given in this class
If line 41 is a Y, then the student is Proficient/NonProficient (this should default to N)
yyyymmdd
FIRSTNAME
MIDDLENAME
SUFXGYYYYMMDD
Navigation to the Carl Perkins Collection System
1. Open the MDE website: http://education.state.mn.us
2. Click School Support from top menu bar
3. Click Data Submissions from options at top of page
4. Click Carl Perkins from left menu; list is alphabetical, you may need to scroll down the list
5. Click on Log into the Carl Perkins Data Collection… link to enter collection system
education.state.mn.us
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Carl D. Perkins Record Layout
as of 01/02/2013
•
Data Record Example:
1328530104000000000000001407101504840PNNYPLASTNAME
SUFXGYYYYMMDD
•
•
•
•
•
•
FIRSTNAME
MIDDLENAME
Navigation to the Carl Perkins Collection System
Open the MDE website: http://education.state.mn.us
Click School Support from top menu bar
Click Data Submissions from options at top of page
Click Carl Perkins from left menu - list is alphabetical, you may need to scroll
down the list
Click on Log into the Carl Perkins Data Collection… link to enter collection
system – this will take you to the log in page
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Definitions
Participant
– 100 hours or more in one career field
(6)
Concentrator
– 240 hours or more in one career field
(6)
Completer
– A concentrator who graduates
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Definitions Continued:
Special Populations (7):
–
–
–
–
–
–
–
Individuals with Disabilities
Single Parent/Pregnant Teen
Displaced Homemaker
LEP Barriers
Economically Disadvantaged
Nontraditional by gender for specific programs
Migrant
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Accountability Indicators-Data
• 1S1 Academic Attainment in Reading/
Language Arts
• 1S2 Academic Attainment in Mathematics
• 2S1 Technical Skill Attainment
• 3S1 School Completion
• 4S1 Student Graduation Rates
• 5S1 Placement
• 6S1 Nontraditional Participation
• 6S2 Nontraditional Completion
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Data Sources:
Valid Course ID Table/Data Submitted in P-file
Valid CTE Program/Courses kept on file with MDE
(CTE Program Approvals Database 2008-2014):
–
–
–
–
–
School District Number (4 digits)
School District Type (2 digits)
Program Code (6 digits)
Course Code (2 digits)
Course length in minutes (5 digits)
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Data Sources:
Valid Course ID Table/Data Submitted in P-file
• Student Data
–
–
–
–
–
–
–
–
School Year (2 digits)
School Number (3 digits)
MARSS ID Number (13 digits)
Grade Received (End of term P/N)***
Teen Parent (Y/N)
Displaced Homemaker (Y/N)
Technical Skill Assessment (Y/N) ***
TSA Proficiency (P/N)***
*** Teacher’s need to report results for inclusion in the
database
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Data Sources:
Valid Course ID Table/Data Submitted in P-file
New for FY13 due to Student Validation Issues
• Student Data
– Last Name (40 characters)
– First Name (40 characters)
– Middle Name (40 characters)
– Suffix (4 characters)
– Gender (1 character)
– Date of Birth (8 digits)
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Data Sources:
MCA Data Base
Data from the following fields will be pulled
from the Minnesota Student Data Collection
System:
• MARSS ID Number
• Test (Math, Reading) GRAD Portion Only
• Test Results (Proficient/Non-Proficient)
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Data Field Links
The MARSS ID Number field will be
linked to the student identifying
name/birth date, then to the Carl
Perkins, MARSS, and MCA databases.
Between the Carl Perkins and the MARSS
Database, a link between school district
data will, for edit purposes, confirm the
student is enrolled in the district for the
school year.
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Federal Agreed Upon Performance Levels Secondary* (FAUPL)
Key: B = initial baseline; L = State-adjusted performance level; A = actual performance; P = proposed performance
Column 1
Column 5
Column 6
Column 7
Column 8
Column 8
Core Indicator
Year 1
Year 2
Year 3
Year 4
Year 5
7/1/07- 6/30/08
7/1/08- 6/30/09
7/1/09- 6/30/10
7/1/10- 6/30/11
7/1/11- 6/30/12
1S1
Academic Attainment in Reading/
Language Arts
L: 62.00%
A: 59.23%
L: 63.00%
A: 58.53%
L: 67.00%
A: 69.70%
L: 70.00%
A: 72.52%
L: 71.00%
A: 78.24%
1S2
Academic Attainment in Mathematics
L: 32.00%
A: 21.69%
L: 22.00%
A: 26.19%
L: 44.00%
A: 32.28%
L: 48.00%
A: 37.02%
L: 40.00%
A: 56.49%
L: 85.00%
A: 90.45%
L: 88.33%
A: 89.41%
L: 90.00%
A: 45.48%
L: 50.00%
A: 41.82%
L: 7100%
A: 97.94.% Reported
98.23% Actual
L: 73.33%
A: 98.38%
L: 76.67%
A: 98.21%
L: 98.00%
A: 98.29%
L: 81.00%
A: 96.21%
L: 82.00%
A: 96.71%
L: 83.00%
A: 97.21%
L: 96.00%
A: 98.27%
5S1
Placement
L: 85.00%
A: 97.31%
L: 88.33%
A: 48.78%
L: 90.00%
A: 48.02%
L: 50.00%
A: 46.30%
6S1
Nontraditional Participation
L: 38.50%
A: 54.04%
L: 39.00%
A: 49.53%
L: 39.50%
A: 26.65%
L: 49.50%
A: 26.72%
6S2
Nontraditional Completion
L: 35.50%
A: 34.14%
L: 36.00%
A: 32.50%
L: 36.50%
A: 11.36%
L: 33.50%
A: 11.18%
2S1
Technical Skill Attainment
3S1
School Completion
4S1
Student Graduation Rates
*
L: 80.00%
A: 93.50%
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1S1 Academic Attainment in Reading/
Language Arts (GRAD portion only FY13)
• Numerator: Minnesota will use the GRAD test in
Reading/Language Arts ‘instead of’ the tests
identified in the ESEA for use in determining
adequate yearly progress.
• Denominator: Number of CTE concentrators who
took the ESEA assessment in reading/language arts
whose scores were included in the State’s
computation of AYP and who, in the reporting year,
left secondary education.
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1S2 Academic Attainment in Mathematics
(GRAD portion only FY13)
• Numerator: Minnesota will use the GRAD test in
Mathematics ‘instead of’ the tests identified in the
ESEA for use in determining adequate yearly
progress.
• Denominator: Number of CTE concentrators who
took the ESEA assessment in mathematics whose
scores were included in the State’s computation of
AYP and who, in the reporting year, have left
secondary education.
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2S1 Technical Skill Attainment*
• Numerator: Number of Secondary CTE
Concentrators within Programs of Study selected by
the state for which state-approved technical skill
assessment instruments have been identified who
pass any of those identified technical skill
assessment instruments pertinent to the Program of
Study in which concentrator status is obtained.
• Denominator: Number of Secondary CTE
Concentrators within Programs of Study selected
by the state for which state-approved technical skill
assessment instruments have been identified who
attempt any of those identified technical skill
assessment instruments pertinent to the Program of
Study in which concentrator status is obtained.
education.state.mn.us
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3S1 School Completion
• Numerator: Number of CTE concentrators who
earned a regular secondary school diploma during
the reporting year.
• Denominator: Number of CTE concentrators who left
(graduated or left education) secondary education
during the reporting year.
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4S1 Student Graduation Rates*
• Numerator: Number of CTE concentrators who, in
the reporting year, were included as graduated in the
State’s computation of its graduation rate as
described in Section 1111(b)(2)(C)(vi) of the ESEA.
• Denominator: Number of CTE concentrators who, in
the reporting year, were included in the State’s
computation of its graduation rate as defined in the
State’s Consolidated Accountability Plan pursuant to
Section 1111(b)(2)(C)(vi) of the ESEA.
•
•
NCLB Requirements
Prior years data
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5S1 Placement*
• Numerator: Number of CTE Completers who register
as participating in higher education in a data match
through the Minnesota Office of Higher Education.
• Denominator: Number of CTE Completers.
•
Prior years data
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6S1 Nontraditional Participation
• Numerator: Number of CTE participants from
underrepresented gender groups who participated in
a program that leads to employment in
nontraditional fields during the reporting year.
• Denominator: Number of CTE participants who
participated in a program that leads to employment
in nontraditional fields during the reporting year.
Note: This is based on a duplicated count rather than
identifying an individual student as ‘traditional’ or
‘nontraditional’.
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6S2 Nontraditional Completion
• Numerator: Number of CTE concentrators from
underrepresented gender groups who completed a
program that leads to employment in nontraditional
fields during the reporting year.
• Denominator: Number of CTE concentrators who
completed a program that leads to employment in
nontraditional fields during the reporting year.
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P-File Download-Carl Perkins
The Minnesota Department of Education (MDE) approves Career
and Technical Education Programs (CTE) that meet teacher
licensing and other criteria. These programs are eligible to access
federal Carl D. Perkins funds. Districts that accept these federal
dollars must report enrollment and student proficiency for CTE
courses and programs to the department.
Districts may submit data from June through September for the
previous school year, using a Web-based application. The data
become part of the federal Consolidated Annual Report that MDE
must submit to the U.S. Department of Education. Data reports are
made available to districts after the federal report is
submitted. Data should be used by districts for continuous
program improvement.
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P-File Download
• https://education.state.mn.us/MIDMS/login.jsf?A
ppId=CLP
•
•
•
•
•
•
•
Log in with UserID: _______________
Password:___________________
Select School District
Select Data download
Browse: Search and Select File / Click to Enter Perkins file
Click Submit
Wait until you receive a notice –
– Data Downloaded Successfully
– Error Notice (This will list the file number where the error is
located and the problem with the data.)
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P-File Download- Continued
• If an error message appears, you will need to review the actual
file, make the necessary changes, resubmit the ENTIRE file
again as every submission overwrites the prior submission
– Work with your software vendor to make the necessary
correction(s). Make sure that you have the most recent
upload of the software for this file.
– Check to make sure that all submitted programs/ courses
are ones approved for your district: only teachers who are
CTE licensed and programs that are approved. For
reference, use the Career & Technical Education Program
Approval Database on our MDE – CTE website.
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P-File Download- Continued
• In the past, if there were MARSS errors, there was a two hour
delay in receiving confirmation of a MARSS error (report to
MDE).
• New: Due to the student name/birthday data match now being
done to validate the student records, the P-file system will NOT
accept any errors in the report and an ERROR report should be
noted during the submission.
• Save your P-file. Create a folder on your desktop called Perkins
12-13. Drag your P-file into the folder. If your P-file is stored
elsewhere, create the folder there. You will be adding your 11
or 22 data reports the following January from this submission.
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P-File Report Retrieval
• Once you receive notice that the Carl Perkins reports are
available via an e-mail from MDE (January-March), go into the
MDE Carl Perkins system and log in the same as you did to
upload the P-file previously and open and save/print your
reports.
• Directions will be sent to you as to how to save the 11 reports
that are available for those districts with one high school and
22 reports for those districts with multiple high schools.
• Save the reports, with the previously submitted P-file, to the
same folder on your desktop. Create an e-mail and attach all 11
or 22 reports to your secondary Perkins Consortium Director.
(Do not e-mail to MDE – we already have the reports.)
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Other Notes
• You cannot download the data and retrieve the reports at the
same time. The system is only open for one function at a time
and we cannot run the reports until ALL the districts have
submitted their data. DO NOT wait until the last day as the
system may overload and your data may not be accepted.
• The system does close the middle of March so that we can
reconstruct the databases for the next year’s collection.
• It is imperative that you download your data during the summer
window and retrieve your reports during the winter window.
Again, DO NOT wait until the last minute to submit data or to
download reports.
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Questions?????
marlys.bucher@state.mn.us
651 582-8315
debra.blahosky@state.mn.us
651 582-8334
education.state.mn.us
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