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Community College & Technical Center MIS
2001-2002 District Secondary Vocational Database Handbook
Note:
Open "Updates" above for Handbook changes
that have occurred since the release date.
PDF files require Acrobat Reader.
This Handbook is intended to serve as a useful guide
for directors and coordinators of vocational education, as well as to
the data processing and management information system personnel in the
districts. This Handbook assembles related materials for the data elements
that are part of the vocational education system for enrollment reporting.
The materials in this Handbook are specifically focused on the reporting
of vocational student enrollments during Survey Period 5 via the Department
of Education (DOE) Information Data Base. For additional student information,
consult the DOE Information Data Base Requirements: Volume I -- Automated
Student Information System website. For information on staff database
reporting, refer to the DOE Information Data Base Requirements: Volume
II -- Automated Staff Information System website. Both manuals are available
on the Department of Education web site at
http://www.fldoe.org/eias/dataweb/.
Part I
System Requirements
All public school districts are required to submit all secondary vocational enrollment data via the DOE Student Information Data Base. Section 229.555(2), Florida Statutes, requires the development and implementation of a comprehensive management information system linking all levels of the state education system. Rule 6A-1.0014, Florida Administrative Code, details all automated student and staff information requirements. Section 239.209, Florida Statutes, addresses specific requirements regarding the vocational education management information system.
Part II
Time Line
Vocational Survey 5 enrollment data are submitted once each year beginning in August. The due date for 2001-02 reporting is August 9, 2002.
Prior to the due date, the district should enter the necessary data in the local automated information system, prepare the necessary automated reporting formats from the local system, edit the data locally, and correct all edit errors. The reporting formats should be transmitted to the state on or before the due date.
The Department of Education will edit the data when they are received. Records not passing initial edit requirements will be rejected. Error reports will be made available to the districts. The district should correct the records and resubmit them. This edit/correction process is followed until all records are error free. The edit/correction cycle extends from August 5, 2002 through September 13, 2002.
Once the edit/correction process is completed, the records will then be released to the Workforce Development Information Services (WEIS) Section for use in producing 2001-02 files and reports, including those that are used in placement and follow-up. These records are also made available to other agencies and organizations.
Part III
Automated Student Reporting Formats (Explanation)
The district must submit the student record formats for secondary vocational enrollment reporting that are listed below. Appendix B is a matrix associating the data elements and data element page numbers with the appropriate automated student reporting formats and edits.
(1) Student Demographic Information (DB9 13X) Submit one record for each student for whom the district submitted at least one secondary vocational student course schedule record.
(2) Student End of Year Status (DB9 17X) Submit records on this format for each student for whom the district submitted at least one student demographic and one secondary vocational student course schedule record.
(3) Vocational Student Course Schedule (DB9 16X) Submit a separate record in Survey Period 5 for each secondary vocational and applicable vocational exceptional student education (ESE) course in which the student was in membership during the 2001-02 school year and the associated summer session(s) for the 2001-02 school year. This includes all course codes in the Course Code Directory between 8100000-9001910, and 9100210; (ESE) courses 7980010, 7980030-7980100, and 7980190; and middle/junior high exploratory wheel courses 8000200-8000250. Students enrolled under vocational program/course codes and titles for adult vocational, adult general and lifelong learning purposes are not to be reported on the vocational formats.
(4) Vocational Teacher Course (DB9 24X) Submit a separate record for each combination of Course Number, Section Number, Period Number, Social Security Number and Term on the Vocational Teacher Course format for each combination of Course Number, Section Number and Period Number submitted on the Vocational Student Course format during Survey 5.
Substantive data elements previously submitted in the Vocational Student Characteristic format have been absorbed in the Student End of Year Status format and the Vocational Student Characteristic format has been deleted. The Exceptionality, Primary data element had always been duplicated in the Vocational Student Characteristic format and the Exceptional Student format. This data element is now in one reporting format, Exceptional Student.
Part IV
Data Elements and Associated Notes for the Required Formats
Information in Part IV is for elements contained in each of the following five state reporting formats required for reporting vocational enrollment data in Survey 5.
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Student Demographic Information
|
(DB9 13X) |
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Student End of Year Status
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(DB9 17X) |
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Vocational Student Course Schedule
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(DB9 16X) |
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Vocational Teacher Course
|
(DB9 24X) |
Basically, this handbook provides an associated note for each data element in the state reporting formats that are transmitted for vocational student enrollment reporting. These notes include items such as; the appropriate reporting formats, format item numbers, related elements, coding hints, and edits numbers.
The website for this handbook has the capability of hotlinking with all of the Secondary Vocational Elements and appropriate Appendices and Formats of Workforce Education and Outcome Information Services and the Florida Department of Education Information Data Base Requirements.
The handbook includes revisions noted in the Systems and Programming Services Bulletin 01-002 produced April 13, 2001. New revisions will be noted in future bulletins and updated in the website.