Workforce Education District Data Advisory Council (WEDDAC)

November 4, 2015

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MISATFOR/WEDDAC General Session

General Meeting Convened at 8:30 a.m., November 4, 2015

Welcome - Juan Mestre

Called the meeting to order/Administrative items/ Welcomed new members/Name tags/Sign-in

book/etc.

MISATFOR/WEDDAC pre-registration is important to be able to get probable headcount

Registration is needed of each individual; no multiple registrations allowed

Next meeting may not be at Lively

Non-Smoking campus not just buildings

Florida Education Identification (FLEID) – Sarah Dugger/Amanda Ropp

Presentation Reference: FLEID SSO MISATFOR Onboarding (1104)

Fourth presentation of the status of the project/good news that onboarding is taking place

Overview of the process using PowerPoint referenced above

o From the overall schedule through implementation

Getting started TIBCO file transfer

The SSO Portal (1 person point of contact)

Access 24/7 (outside of maintenance window)

Processing schedule (every hour except in maintenance window)

Links to training

File formats

Resources

Etc. o If there is a match, then a FLEID will be assigned (Standard file) o Errors (Rejects file) o If there is a near match, then users will go to User Interface to resolve

(Near Match Resolution file = resolved near matches)

o Can submit new students at any time, but should resolve near matches first

Question: Will you ever have the Student Locator? Answer: Not sure what plans are

WDIS Sites can on-board at any time

Questions should be sent to fleidproject@fldoe.org with copy to Juan Maestre

Workforce Innovation and Opportunity Act (WIOA) – Tara Goodman (for Tara McLarnon)

Presentation Reference: WIOA Annual Performance Report Data Collection Gap Analysis and

WIOA Data Elements with Potential Changes

Review of PowerPoint presentation

Requirements not yet finalized

Handout of potential new data elements and changes to existing data elements was distributed

o May affect intake as many elements are self-reported

mailto:fleidproject@fldoe.org

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o May be data matching opportunities with FETPIP

Will also have revised NRS elements

May require annual state performance reporting

Probably will be required to start reporting in 16-17

Note: Most of the elements may already be reported in other systems to which the state may have

access possible eliminating the need to report separately?

Break and Disperse to Separate WEDDAC Meeting

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November 4, 2015

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Called to order at 9:56 am by David Del Terzo, Chair

Steering Committee David Del Terzo - Miami-Dade County - Chair Chris Bowers – Broward County - Vice-Chair Cindy Sloan - Bay County - Recorder Barbara Szasz – Lake County K C Townsend – Brevard County

Donna Wilson – Hillsborough County Shawnna Young - St John's County - First Coast Technical College Jane Kim – Palm Beach County Gary McCormick - Escambia County - Past Chair

Welcome David Del Terzo welcomed everyone, introduced the steering committee, thanked Lively Technical

Center for hosting and Florida Department of Education (FLDOE), and offered there will be a round table

after the regular WEDDAC meeting.

David encouraged the new Reports Coordinators to contact any member of the Steering Committee and to

stay after the regular meeting for a roundtable discussion. Following the regular meeting there will be

special interest group meetings – Focus Users Group will be meeting after the first session.

David sent a pre-meeting e-mail for ideas, suggestions, challenges, and discussion items and thanked

everyone for submitting their concerns and questions before the meeting.

Bruce Harrington opened the DOE portion of the meeting and welcomed everyone

Throughout the 2 day sessions, Bruce used to the following

Presentation References: WEDDACNov2015 (N15) and WEDDACNovHndOut(HO) Citations in these minutes to items in these materials will be annotated with N15 or HO to indicate which

presentation contains the item

On-line Systems and the SharePoint Hub Site – April Card and Bill Plenge Presentation Reference: OnlineSystems NovWEDDAC

April and Bill reviewed and demonstrated three separate areas on on-line systems: the CCTC Directory,

the Restricted Hub, and the Public Hub (which is going away)

CCTC Directory:

Only changeable by the Reports Coordinator Is used by the state for many things so it’s important to keep it up-to-date

Can be used for names and addresses, telephone numbers, etc.

Can add Tech Center Director, IT Director, etc.

Members and their access rights must be certified by the superintendent/designee throughout the year

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The Restricted Hub:

Has alert and downloading capability Hub Certification Forms found here

Replacing a Reports Coordinator (RC):

Fix the directory by deleting the job duty on the current RC

Add the Reports Coordinator Job Duty to the new RC

April/Bill do not do password changes; they need to be done by the local IT department or Microsoft

Bruce led a brief discussion about using the “Discussion Board” capability and the Steering Committee

agreed to test its functionality with him

Data Quality – Bruce Harrington/Tara Goodman Presentation References: WEDDACNov2015 (N15) and WEDDACNovHndOut(HO)

Bruce opened the discussion using slides 4-7 (N15), reiterating the need for the districts to be fully

responsible and accountable for the quality of the data being submitted to the state

He also used the WDIS reports (pages 5-44) (HO) to explain how to vet the reports to find symptoms of

problems

Tara emphasized the need to review the reports that get created by the state as they are valuable to

confirm that the data reflects the reality of what is happening in the district

The reports are also used extensively by several functional areas of the state government

She also reiterated that there are significant consequences for failing to insure the accuracy and

completeness of the data

Just because a district is not called by the state does not necessarily mean that the data is ok

There is still significant over/under reporting

Reminders - slides 10-25 (N15) Bruce then went through a series of helpful reminders to refresh our

memories about things to do/not do, problems apparent in the current situation, the role of the Reports

Coordinator, the makeup of relevant DOE areas, and the importance of filing Superintendent

Certifications in a timely manner

Survey Checklist (pages 84-91) (HO):

Bruce then reviewed these pages which provide a step-by-step example of the entire process of

submitting data, downloading resulting error reports, requesting Validation/Exception reports, and getting

the Survey Reports at the load date and the close date of each survey

Additionally, there is a form that can be used to track the steps of doing the process

Note: Several districts have created their own forms in excel for tracking the process, which can be

shared

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DOE Feedback: If you get a call or report from the DOE it should not be a surprise

Questions from the Field – Bruce Harrington Presentation Reference: Slide 9 (N15)

Several questions had been submitted in advance of the conference and Bruce addressed each one:

Disability Reporting/Funding Impact: Funding will put a value on A, B or C; if none, then not a funding factor Needs to be student specific Many sites have no students with disabilities Question re: cutoff date? Answer: 14-15 for 16-17 model??????

Paid Internships:

Question? Does anyone have them? Answer: ???? There is no Framework for them If OJT or Co-op may not be able to get paid One site – can suspend Pell while in Co-op and can waive fees but not tuition

GED Reporting: Trying to make sure the DOE get GED information Assumes fewer SSNs, therefore, state cannot match

Do not have access to GED

Question? What happens if the student is not enrolled by the time you get GED test results?

Answer: Add LCPS or Diploma???

If in current year, can put in prior survey of that year

If not in current year, cannot go back

Question? How much impact for the state? Answer: Affects NRS Diploma Completion if

performance incentive funds???

FLEID: Question? Will students be able to use the FLEID? Answer: Students may not know what it is

(not sure that this answered the question?)

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Survey Reports:

Some will be eliminated due to duplication

May add an explanation of some parts of some of the reports

Question: What does “Invalid SSN” message mean? Answer: Bruce will investigate

FASTER Update:

Still not ready for teach centers separate from the K12 side

May need a form from each Superintendent allowing it?

BREAK

Role of the Reports Coordinator (RC) – Bruce Harrington Presentation Reference: Slides 11-18 (N15)

The RC is the main contact for the DOE to communicate with the district

The RC should become familiar with whom to contact at the DOE for various issues

K12 Occupational Completion Points are not part of WDIS; questions should go to Education Information & Accountability Services (EIAS)

Certifications – Tara Goodman Presentation Reference: Slides 19-25 (N15)

GED Student Release:

Attorneys say we need consent again this year Superintendent’s Designee must be a direct report the Superintendent

Reporting Issues in 2014-2015 – Bruce Harrington Presentation Reference: Slides 26-?? (N15)

Adult Fee Status (slides 27-29):

Seems to be some confusion about how to use second value New edits have been added; additional ones may be coming Over-reporting “Fee Deferral”, Code “D”, needs to be monitored and addressed to change it once payment is received

Total Clock Hours Toward Award (slides 30-32):

Need to re-evaluate if program changes

IPEDS – Steven Kimble Presentation Reference: Slides 69-75 (HO)

Steve reviewed several points about the “Completions Survey”, the programs, CIP codes, etc. and

indicated that more detailed instructions will be included in the IPEDS Survey instructions. There is not a

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“crosswalk” file available; however, there is a file available on the NWRDC that can be used if needed

Steve also reminded everyone that much of the data in IPEDS is populated from the DOE and that

changes should not be made to such data. Several districts have done so and several have missed the

deadlines for submitting data to IPEDS

The data that is provided to IPEDS from the DOE comes from the WDIS system, so it is an important

reason for the data to be carefully reviewed and corrected in WDIS

The 2015-16 IPEDS “Report Schedule” was included in the presentation (slide 75) and Steve noted that

our due dates may be different than the dates shown on the IPEDS web site

Instructional Hours Issues in 2014-2015 – Bruce Harrington Presentation Reference: Slides 33-37 (N15)

Bruce indicated that there had been some improvement in the quality of reporting, however, there are still many problems

Additional edits at the DOE are likely to try to improve the quality even more, such as testing for instructional hours greater than 150% of the normal course length

He also solicited ideas for additional edits that might be valuable

He suggested that we need to have ways in place locally to look for and correct instruction hour problems before sending the data to the DOE

Question: How to handle Apprenticeships? Answer: Should be greater than 2000 hours???

Question: Pell grants – how are they paying for so many hours? Answer: ???

Question: Should we make the student retake the course? Answer: ???

Program/Course/Section Entry and Exit Date – Bruce Harrington Presentation Reference: Slides 38-39 (N15)

Again, there are problems in the start and end dates falling outside the normal range of the time period that the survey covers, i.e., those going way beyond the last date of the survey window and those before the first date of the survey window

May be new edit and language in the element definition to clarify this

Completions – Bruce Harrington Presentation Reference: Slide 40 (N15)

There are significant ramifications for the districts resulting from the failure to report LCPs and

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November 4, 2015

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OCPs accurately

Other systems and programs, such as NRS, Perkins and IPEDS are negatively impacted and may affect district funding and performance indicators

Missed Deadlines – Bruce Harrington Presentation Reference: Slides 41-42 (N15)

The problem of missed deadline is still apparent due, in part, to districts waiting until too late in the process to allow for corrections and resubmissions

Bruce offered several tips to address this issue and be in compliance

Question: Where is the DOE on providing “On-Demand” batch validations? Answer: No progress

Failure to Respond to DOE Communications – Bruce Harrington Presentation Reference: Slide 43 (N15)

The response to DOE communications via reports, phone calls, email, etc. is not where it needs to be

Districts need to respond to such communications in a timely fashion as most of these are intended to address one or more areas of data quality, which is still a district responsibility

Timing of Report Requests – Bruce Harrington Presentation Reference: Slides 44-48 (N15)

It is essential that the districts understand the processing cycle that the DOE follows for each survey to avoid missing the survey deadlines

There is a significant amount of planning that needs to be done to insure adequate time is allowed for completion of all the necessary steps of the “feedback loop” of checking and correcting data locally before submitting initial batches, transmitting the survey formats to the state, requesting and downloading DOE results files, correcting erroneous data, resubmitting batch data, requesting “O”files and verification reports, downloading such files, etc.

The best strategy is to begin as early in the survey window as possible to allow the maximum time for corrections, etc.

Data Review Surveys F and G 2015-2016 – Bruce Harrington/ Tara Goodman Presentation Reference: Slides 6-38 (HO)

Bruce and Tara jointly presented this topic by walking through most of the WDIS Survey reports in

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the Handout (HO) packet

The following reports were reviewed and the points are relevant to that report:

AGE and VOC Enrollment/Hours Comparison 1415-1516 (Slides 6-9): Does the change in enrollment make sense? Does the change in enrollment track to the change in instructional hours? Does the change in the Average Hours metric make sense?

Financial Aid Counts (slide 21): Recommend that this report be watched during the year

Employment Status (slide 40-41): Shows only students that are NRS eligible

The Importance of Reporting by Survey – Bruce Harrington Presentation Reference: Slides 53-58 (N15)

Bruce reiterated the rules and provided several guidelines for handling the reporting of data in each survey throughout the year

Surveys G and X are estimates of enrollment and can be based on the data at a point in time in the survey window and do not have to be perfect

The deadlines set by the DOE are to meet the requirements of many users of the information that may impact audits, funding and other legislative action based on data submitted by those deadlines

Impact of Changing WDIS Reporting Dates – Bruce Harrington Presentation Reference: Slides 59-60 (N15)

While the districts are free to select the dates ranges for the surveys, such action may have an impact on the 3 year model

If the district changes the date ranges, Tara Goodman needs to be advised of it

Data Reporting on Diploma Type in WDIS – Bruce Harrington Presentation Reference: Slide 61 (N15)

There is some concern regarding students who are completing high school through an AGE enrollment

Question: What case is there for the Standard High School Diploma? Answer: ???

Adult High School LCP Reporting – Bruce Harrington Presentation Reference: Slide 62 (N15)

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There is some concern regarding the low ratio of LCPs to students

The cause is not clear

Adult Basic Education and ESOL LCP Validation – Bruce Harrington Presentation Reference: Slide 63 (N15)

There is some concern regarding the low number of test records being submitted that support the gains in LCPs

The “Post Test Status” element needs to be “Y”; pre-test not needed

(KC) Question: How to handle CASAS? Answer: ??? (Shawnna) Also ABE? (Kim) The DOE should develop some guidance (BH) Should not report test scores out of range Conclusion: What test to send if out of range? Care should be taken as this can impact NRS?

Adjourn at 4:55PM / Reconvene November 4, 9:10AM

Adult High School (AHS)/Adult High School Co-Enrolled – Bruce Harrington/ Tara Goodman Presentation Reference: Slide 24 (HO)

The Adult High School program is intended to be for Adults and is required in order to have a Co- Enrolled program

In reviewing a PARA report for 13-14 data, many AHS students have no diplomas

It is important to be sure to record the diploma data

Concern regarding how many students are going only for credits to get EOC???

Many students are directed to go to GED program

(KC) Question: Intensive Reading? (??) Question: How are credits being tracked? Answer: Transcript Academic history??? (KW)Question: Does the DOE have this information already? Answer: If it is in, is just for Reading and Math??? (??) Question: Does there need to be a code for “Remediation” when the student has credits but cannot pass assessment? Answer: ???

Suggestion: Establish a separate element for how many credits the student has, i.e., 18 or 24? (Likely to have more with 18 than 24)

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Tara recapped the options: 1. Require that a grade level be assigned to AHS students 2. Record the number of credits a students has; required constant updating

3. ???

Question: Shouldn’t it be based on Initial Functioning Level and Level as of the next year? Answer: ???

Tara then pointed out that the Cost/Benefit does not look good and they are trying to figure out why the programs are less productive

Comments:

(KC) No new element – analyze function levels; will be based on credits (TG) Will follow up with program staff in the districts (KW) Volunteered to work with Tara to discover how it is being done (TG) Use course number not program; will not catch all (BH) There may be an edit now in place (KC) not sure how high school is recording; shared issue with high school (BH/TG) Will talk some more about this (TG) Will probably need a 2 year “ lookback” to see if diploma earned in K12???

Overall purpose is to save drop outs now instead of trying to “recapture” them later

Withdrawal code “W06” should only be used in Co-Enrolled

Need to keep C-Enrolled in Postsecondary

Florida Education Identification (FLEID) – Bruce Harrington Presentation Reference: Slide 65 (N15)

Chris Bowers reported the FOCUS had not yet implemented it

Question: Will a district have more than one sign on so that k12 and teach centers can each have path in/out of FLEID system? Answer: ???

Goal is to have “on-boarding” completed by January

Historical data not being addressed initially

WDIS proposed Changes for 16-17 – Bruce Harrington Presentation Reference: Slides 66-69 (N15)

There may be additional changes based on the results of legislation

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A conference call may be scheduled for February to discuss with the districts

Meeting Schedule – Juan Maestre Presentation Reference: N/A

Due to the economics, there will be only 2 meetings per year, one in spring and one in fall, unless a district can host the meeting; St John’s and Broward offered to do so

Registration fee? Not an option for the DOE

Specific dates will be determined later

Question put to group: When is best time to have new Reports Coordinator training? Answer: Preference for the fall; maybe in the DOE building?

Comments: What about conference calls and/or webinars?

Other ideas should be routed through the Steering Committee or directly to Bruce or Juan

Other Discussion – All

David Del Terzo recounted a problem with underreported program completers showing up in the IPEDS

data. Apparently, there is no way to allow correction to the IPEDS data when a rational/explainable

situation arises; and there is no appeal process

Bruce reminded everyone that we agreed to allow IPEDS to use the DOE data with no changes, since that

data has been certified

Question: What is the policy if the district knows that the data is not right? Still certify?

Answer: Automatic correction plan????

Bruce again reminded all to check the timelines and target review and corrective actions to meet them

Secondary CTE Reporting – Bruce Harrington/Tara Goodman Presentation Reference: Slides 66-69 (N15)

Perkins data has been pulled; reported back in September

There will be a separate Industry Certification format to report certifications

Tara mentioned that in private universities, if an industry certification was “blocking” Now SDNS courses??? Errors may still be sent in Survey 5???

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WDIS Bylaws Review

Discussion centered on changing the term of service on the Steering Committee to 2 years

Rewording the service section to remove references to number of meetings

Motions were made, seconded and approved for both items

Approval of Minutes Chris Bowers moved to approve minutes, seconded by Jim Thompson.

Adjournment Chris Bowers moved to adjourn at 11:17 a.m., seconded by Jim Thompson. Approved NOTE: Throughout these minutes references are made to the various PowerPoint presentations, pdf documents, etc. that were used in the meetings. These documents can be seen at http://fldoehub.org/CCTCMIS/meet/WEDDAC%20Meeting%20Packets/Forms/AllItems.aspx . The content of these presentations should be considered part of the minutes in addition to any notes reflected in the narrative of these minutes.

http://fldoehub.org/CCTCMIS/meet/WEDDAC%20Meeting%20Packets/Forms/AllItems.aspx

Wednesday, November 4, 2015General SessionWEDDAC