Career and Technical Education Reporting System¶

Important Deadlines¶

October 20, 2024: Student Lists to Superintendents
November 15, 2024: November Collection - Databases to AOE
March 20, 2025: Student Lists to Superintendents
April 15, 2025: April Collection - Database to AOE
June 30, 2025: June Collection - Database to AOE

Updates¶

Students Who Withdraw¶

If a student withdraws from a program after October 15th for Fall Semester, or after March 15th for Spring Semester, select the checkbox in the Student View - Program form. Theses students will count in the FTE report, but will be removed from Federal Reports.

Staff Data¶

Fields for Staff DBO, License Name, and Gender have been added to the Staff View form. These fields have been added to facilitate staff matching in the state database. License Name refers to the name listed on a staff's state education license, this field only needs to be entered if it is different than the staff's Last Name.

HSCP Sunset¶

The High School Completion Program has sunset and is no longer an option under the Student View - Sending High School dropdown. Instead Adult Diploma Program should be used if a student has entered this new program.

ACT WorkKeys¶

AOE pulls WorkKeys and NCRC data reports directly from the ACT portal. Centers do not need to report NCRC credentials.

Concentrator Definition¶

The definition of a concentrator has been changed in Perkins V. The new definition in Perkins V is as follows: “A CTE concentrator is a student served by an eligible recipient who has completed at least 2 courses in a single career and technical education program or program of study.”

In order to implement this definition, Vermont has defined what a course is for CTE. In the Perkins V Vermont State Plan, Vermont defined a CTE course as follows: “For full-time CTE Centers (Central Vermont Career Center, Center for Technology, Essex, Green Mountain Technology and Career Center, Randolph Technical Career Center, and Stafford Technical Center) a course is defined as half of a semester, so that one semester in a full-time CTE program equals two courses. For part-time centers, a course is defined as a semester in a CTE program.”

This means that for full-time centers, a student will be a concentrator after having completed one semester of their program and students at part-time centers will be considered concentrators after two semesters in their programs. Students are concentrators for each year they attend a CTE program.

In order to track this, the database contains check boxes in the student enrollment records to track how many courses a student has completed. This will make the determining of concentrators more open and clear. So, if student A is at a half day center with 120 minutes of programming per day, for each semester they complete, you should check one course box next to their enrollment. If student B is at a full day center with 240 minutes of programming per day, then each semester would count as 2 courses, so at the end of each semester, two course boxes should be checked off on their student enrollment record.

Data Validation¶

The database now has data validation rules to prevent duplicate student entries and missing values. Gender, Race, Sending School, and Home Town are all required fields. If two students have the same name and date of birth a popup will show asking for verification.

Early College Enrollment¶

Students should be reenrolled in high school the last day of school.

Industry Recognized Credentials (IRCs)¶

Each year AOE will provide an updated list of approved Safety and General Credentials (formerly Tier 1) and IRCs/Post-Secondary Credentials (formerly Tier 2). IRCs/Post-Secondary Credentials are those that meet the federal requirements for a postsecondary credential and will be counted towards Perkins and state accountability measures. Safety and General Credentials, while not applicable to Perkins V requirements, remain important for safety and foundational skills in CTE programs. For SY24 only Tier II Industry Recognized Credentials are required to be reported to AOE. Tier I General Credentials can be recorded if a center would like to keep track of these credentials for their own purposes.

IRCs Earned Over the Summer¶

If a student earned an IRC the summer after they graduated, it will still be counted. Contact AOE by the Fall collection deadline to coordinate the update to the pervious school year's data.

If a credential is earned by a continuing student over the summer, the IRC can be reported in the following Fall database.

Postsecondary Tracking/Early College¶

Centers do not need to report students who take a Fast Forward course through Vermont Technical College or Community College of Vermont.

Centers do need to report any other dual enrollment courses a student takes during their time in their CTE program (e.g., New Hampshire Community College courses; SUNY Delhi courses; Maine Community College courses; etc.). You must also report any student who is participating in the Early College program.

Reporting Gender for Transgender and Gender Nonconforming Students¶

Best Practices for schools can be found here.

Renaming of CTE credentials:¶

AOE now categorizes CTE credentials as:

Safety and General Credentials (formerly Tier 1)
IRCs (Industry Recognized Credentials) / Post-Secondary Credentials (formerly Tier 2).

Staff Information¶

The staff lists in the databases should be updated each school year. Be sure to verify, and add the title and program for all staff.

Three Year Follow-up¶

The three year follow up survey is no longer a required data element, as it is not required by Perkins V.

About the Vermont reporting system¶

Purpose¶

The Vermont Reporting System is a system for data collection that meets state needs for accurate data on who is enrolled in the CTE system and what their program outcomes are. Data collected through this process is used to:

Count student enrollment
Determine tuition reimbursement
Collect consistent data on student outcomes
Report to the Vermont legislature
Report to the U. S. Department of Education
Inform Perkins V accountability measures and, if needed, improvement plans
Negotiate federal performance standards and measures
Inform civil rights required monitoring
Inform Perkins required monitoring
Inform legislative priorities
Generate data reports for a variety of purposes, including the promotion of career technical education opportunities

Vermont’s CTE data collection system is designed to meet requirements of Vermont Statutes, State Board Rules, and Perkins V (Relevant State Statutes include: 16 VSA 1521(b), 164(18), 1522, 1531, 1532, 1533, 1534, 1541, 1544, 1545, 1546, 1551, 1552, 1553, 1561, 1568 & 1601. See also State Board Rules 2370 – 2398).

It is critical that the information you submit is both accurate and timely because all reports mandated by federal or state statutes and all allocations of funds by the state which involve enrollment data are based on the data reported through this system.

The reporting system collects and reports data on approved pre-technical and technical secondary programs which receive technical education funding support. It reports on all secondary students, including adults without high school diplomas and adults with GEDs, as well as adults with diplomas who are enrolled in these programs.

It is the responsibility of the center to make certain the data collection file is kept secure from unauthorized use.

How to use the reporting system¶

A Microsoft Access Database (.accdb) file will be sent to each center via a secure file share. Save it to a computer that has Microsoft Access for Office. This database is used for CTE enrollment reporting. For information on how to report CTE data to AOE Please see this page