New PATI passwords must be at least eight characters, be alpha-numeric, and contain at least one number (no symbols). Changing Your Password CACTUS and PATI passwords are always the same. If you change your password in one program it automatically changes in the other. Your password must be changed every 90 days. If entered wrong 3 times, PATI will lock out and your password must be reset. TC for a new user, forgotten password, or past 90 days.

Changing Your Password 1. Login to PATI 2. Go to ‘tools’ 3. Go to ‘change password’

Using the Search Function Click on the “search enrollments” or icon. Enter the fiscal year(2016). Your district is already filled in according to your login. The Reporting School drop-down box pulls up all secondary schools in your district. If you have multiple districts, you will have a different login for each one.

Using the Search Function Use either the “search” icon or enter key for searches. Click on the eraser to start a new search.

Educator Searches Enter the fiscal year(2016). Enter the CACTUS ID# (Person ID is an educator’s CACTUS ID#). Educators can also be pulled up by entering the first and/or last name. Double click on any row to pull up the educator’s course information. If you are looking for a specific educator, the CACTUS ID# or complete name will go directly to that educators information.

Educator Searches To search for all CTE teachers in your district, enter the fiscal year (2016) and click on search. Click on the to go back to the search screen. The EXIT button will take you all the way out of PATI and you will have to login again. To search for all educators teaching a given subject, enter the CIP code (do not entire the period). To search for educators in a given field, choose the appropriate program area from the drop-down box.

Refining a Search To change the order of the search, click on the headers, OR For a more defined search, click the “sort” icon.

Questions… Practice…

Main Dates to Remember FY16-FY17 Membership Reporting Schedule: HANDOUT June 30 th (noon): CACTUS Rollover July 7 th (5:00 p.m.) UTREx due date July 10 th : Last day to make any hand changes before lockout.

Editing Courses This function is used only if data did not transfer correctly or if data was missing in the transfer. Access course information through the “Search Enrollments” icon. This is to be done before July 10 th, but after the final upload. If you upload and have done any “hand changes” the upload will over-write those changes.

Adding a Course Click on the “add new record” icon or right click and choose “add”. Select the reporting and taught school from the drop-down boxes. Enter the course/section-comes from the district/institution not USOE, term, and period number. Select assignment area from the drop-down box. Select the course. Type in the District course description. Save!!!!

Deleting a Course Select the row and click on the or right click and choose “delete”. PATI will ask, “Are you sure you want to delete this row?” This action is permanent.

Editing Enrollment and Membership Counts Click on the Membership/Signoff tab. There will be no membership or enrollment counts in the preload. Add or change enrollment and membership counts for 7 and 8, if needed (#’s not counted for funding.) Add or change enrollment and membership counts for 9 through 12, if needed. If you need to delete membership counts, replace the number with a zero. Cannot edit courses from this tab.

Editing Courses and Enrollment and Membership Counts Courses cannot be edited from the Membership/Signoff tab Save often when editing course information or adding/changing membership and enrollment counts

Questions… Practice…

Changing the Taught District and School Click on the “search enrollments” icon. Enter the fiscal year (2016). Enter the UCAT/USHE ID#. Click on the “search” icon or push enter. Click on the Taught District drop-down box and select the appropriate institution. Click on the Taught School drop-down box and select a school.

Changing the Taught District and School Courses taught at an ATC or college must show that institution as the taught district and school. Courses taught at your school by an educator employed by an ATC or college must also show that institution as the taught district and school. Courses taught at a private institution, for example a hair academy, show your district and school as the taught district and school. UCAT/USHE – Assigned in CACTUS ID #’s & District ID #’s: HANDOUTS

Must be ATC/College Ignore Discrepancy message Courses don’t usually match Courses taught at an ATC or college must show that institution as the taught district and school.

Enrollment/Membership will be high.

Must Align Must be Qualified Courses taught at your school by an educator employed by an ATC or college must also show that institution as the taught district and school.

Must be Qualified Must Align Courses taught at a private institution, show your district and school as the taught district and school.

Questions… Practice…

Entering an Educator’s Course Information Click on the “new course” icon. Enter the fiscal year and teacher’s CACTUS ID#. Push tab or enter key to bring up the educator’s information. Use the drop-down box to select the reporting school. Select the taught district and school. Enter course/section, term, and period number.

Entering an Educator’s Course Information continued… Select the course (program area & CIP Code will automatically fill in). Type in the District’s course description (As close to USOE course description as possible). Right click and choose “add” for each CTE course taught. Save !!! (Cannot access the other tabs until the teacher’s information is saved.) Then membership/enrollment can be entered. Again: SAVE!!! SAVE!!! SAVE!!!

Entering an Educator’s Course Information Use the “new course” icon only if an educator is not assigned to your district. Once you have entered an educator’s courses and saved you can pull him/her up through the search function.

Determining if an Educator is Qualified to Teach CTE Courses Run the Underqualified Educator report in PATI. Printout gives some licensure information. Pull up desired educator through the “search enrollments” icon. Click on the License/Area/Endorsements tab. Check to see if the educator has a current license. Status will say renewed. Underqualified Educator Report: HANDOUT

Determining if an Educator is Qualified to Teach CTE Courses continued…. Click on the current licenses to see endorsements. To see all endorsements, use the scroll bar. Bottom information is CACTUS assignments for CTE. PATI only shows CTE classes. Far right column tells if the teacher is qualified.

Determining if an Educator is Qualified to Teach CTE Courses continued…. The Underqualified Educator report in PATI is useful to see if educators are actually teaching what they are assigned. Check the License/Area/Endorsements tab to determine an educator’s qualifications.

Discrepancies Between Courses and Assignments Run the Discrepancy With CACTUS report. Check courses against assignments. Educator’s course information will contain a red discrepancy message in the upper right corner. Discrepancy with CACTUS Report: HANDOUT

Discrepancies Between Courses and Assignments continued… The Discrepancies with CACTUS report enables a district to see if teachers are assigned the classes they are teaching. ATC teachers will always have a discrepancy message, but their classes will be approved unless another problem exists. Specialists may disapprove courses for educators who have a discrepancy message.

Determining Course Approval Click on the “search enrollments” icon. Enter the year. Select approved, disapproved or pending from the drop-down box under the sign off header. Click on the “search” icon or push enter. Double click on a teacher to bring up his/her course information. Go to the membership/sign off tab. Scroll to the disapproval reason.

Determining Course Approval Continued…… STEPS 1.After August 1 st, you will be notified of Disapprovals. 2.Look at Disapproval Reason. Investigate (can it be fixed?) 3.Contact Specialist to put into “pending” status. 4.Change/Fix the problem. 5.Contact Specialist to review. Specialist will “approve” if issue is resolved.

Questions… Practice…

CIP Codes Click on the “CIP Code” icon. Enter desired year. Click on the “search” icon or press enter. All CIP codes for the desired year will be displayed. This is the place where you match CIP codes to core codes. If a CIP isn’t in PATI, doesn’t have a description, etc., please notify TC. Also found, with more information,

CIP Codes continued… Select funding level, program area, or academic level. Course descriptions are in the box in the right-hand corner. Click on a given course to see its description. Click “expand” to see the entire description and “restore” to go back. The CIP code table shows only active CIP codes.

Cactus Assignment Codes Click on the “CACTUS Assignment Codes” icon. CACTUS Core Codes in the CTE area only will be displayed. Use the Assignment Codes table to determine if a course is active or inactive and the effective and retire dates. High and low grade are found in the CACTUS Assignment Codes table. Filter to see courses in only one area. Double click to bring up information.

PATI Help Click on the “Help Topics” icon or Help Topics in the Help menu. Click on the desired help topic located in the left window. Information about that topic will be displayed in the right window. To print, be sure curser is in the section you want printed.

WPU Verification WPU Amount for FY16: $2,837 for CTE. This is to be taken directly from Approved courses in PATI by TC. To qualify for WPU funding, you will need to have incorporated a Pathway. You may need to set up a 3-year Pathway. CTSOs are verified from national affiliation lists (side note: the membership must be BOTH Nationally Affiliated and State Affiliated.)

WPU Verification websites School Finance: WPU Verification Requirements, 3-year Pathway & Membership Reporting Schedule: CTSO Membership Report:

CTSO Membership

CTSO Verification Process 1.Data received from CTSO State Advisors. 2.Data entered by TC into Spreadsheet. 3.CTE Directors are notified around July 1 st for any discrepancies. 4.Contact TC with any issues. 5.TC contacts CTSO State Advisor for verification. 6.CTSO State Advisor contacts school advisor if necessary. 7.CTSO State Advisor responds to TC. 8.TC updates report, if necessary, and posts to CTSO website.

WPU Verification Process 1.CTSO’s from Final Report (Mid-July). 2.Approved Areas of Study. 3.Approved Courses (UCAT/USHE courses are not counted at this time). 4.Pathways (UCAT/USHE courses are counted) 5.Districts notified of WPU figures. (3-Year Pathways may be needed.) 6.End of August – Final data is entered into PATI.

Questions… Practice…

Early Data Transfers Your IT department, within a district, will upload the files, nightly, to UTREx. Jeff McDonald to run the report(s). Specify, in the , if it is a preload or an official report to run (“preload”, “official”, or “final”).

Early Data Transfers continued… The purpose of this early upload is: to see if CACTUS assignments match the classes actually being taught. to make sure all teachers are in the system (verified by checking the error report). to check programs and courses for WPU verification. to make the end upload as complete and correct as possible.

Data Transfers o Preloads will not have membership/enrollment until approximately, the end of March. o Officials/Finals will have membership/enrollment. o Notify Jeff McDonald when it is the “final” upload. o Error reports will still be located in MoveIt.

Data Transfers continued… Anything on your error report is not in PATI and will not count for funding. It may take many uploads to correct the errors. Correct all error report entries in your SIS/Powerschool/or other data system (not in PATI). Make all assignment changes in CACTUS before June 30 th at noon.

Data Transfers Do not make hand - changes in PATI until after your final upload. A new upload replaces all PATI information, including hand - changes.

Questions… Practice…