1. OAEP Fall Conference October 28, 2016
Assessment Reporting
OAEP Fall Conference
October 28, 2016

2. ACT/SAT Junior Student Testing
Individual District Decision
Testing Guidance Document available for questions/procedures for testing students that attend the JVSD
nt/Topics/Testing/State-Funded-ACT- Test/ACT-and-SAT-Guidance-for- Testing-JFVSD-OCT16.pdf.aspx

3. Industry Credentials and WorkKeys EMIS Reporting
Meeting Graduation Requirements
Allows students to choose and alternative pathway to graduation, currently there are three options
18 cumulative points on seven end-of-course exams with a specific number of points earned in each academic content area;
An industry credential and readiness score on WorkKeys; or
Students earn 12 points through a State Board of Education-approved, industry-recognized credential or group of credentials in a single career field and achieve a workforce readiness score on the WorkKeys assessment. The state of Ohio will pay one time for those who take the WorkKeys assessment.
A remediation-free score on the ACT or SAT college and career readiness tests.

4. Industry Credentials and WorkKeys EMIS Reporting
Graduation Option #2
There are two EMIS records within the FA record to report:
GW: Industry Credential
Reported in “A” Assessment, “G” Graduate, and “D” March Follow-Up collections
Source List: EMIS Manual, ODE Website
Requirements-2018-and-Beyond/Industry-Recognized-Credentials
WK: ACT WorkKeys Assessment
Reported in Non- Statewide Assessments, “G” Graduate, and “R” Requirements Progress collections

5. Career Technical Student Assessment – GY Record
Teri Belt
Miami Valley Career Technology Center
EMIS Specialist

6. Career Technical Assessment = WebXam
Who?
What?
When?
Where?
Why?

7. Career Technical Assessments EMIS “GY” Record
Who takes WebXam?
All students enrolled in a CTE program/course.
What WebXam?
Determined by your CTE-26 and CTE Assessment Matrix.
When do students take WebXam?
At the completion of a CTE course.
Where do students take WebXam?
WebXam is an on-line assessment.
Why do students take WebXam?
End of Course Exam
CTE Report Card
CTE Perkins Federal Performance

8. What are and Who takes Career Technical Assessment
What are these assessments?
EMIS Lingo – GY Record, part of the FA data submission
CTE Lingo – WebXam, OCTCA, end of course tests, pathway tests, module tests
Who takes these Career Technical Assessments
All students enrolled in any Career Technical course, including FCS
Moved from Program to Courses
Students take appropriate WebXam at the completion of a course
Official EMIS Manual Definition
The State Board of Education has approved career-technical performance measures that require school districts to assess students in workforce development programs with a CTE Technical Assessment. This requirement pertains to any secondary student who is in the last class of a series of career-technical classes. Such students are considered to be “concentrators” within a program. For students taking modular assessments, they should take these modules over the course of their two-year program.
Revised: July 7, ODE EMIS Manual, Version Page 18 of 49

9. Career Technical Assessment
Official ODE/CTE Definition
Today, most every secondary career-technical education (CTE) program has a required pathway test or portfolio available. Many programs are using new pathway tests comprised of a sequence of end-of-course tests. A few pathway programs are awaiting development of end-of-course tests and are therefore using tests based on individual modules. All tests are administered electronically through a web-based application. Paper tests are no longer an option. All CTE tests are developed and administered by The Ohio State University, CETE through a proprietary system called WebXam©.
Education-Technical-Assessment-Sy

10. Why take Career Technical Assessments
Technical Skill Attainment (2S1 Indicator of Performance)
This information is based on the accurate reporting of CTE Technical Assessments
GY Record is reported during:
Career Tech Assessment Collection
FA Student Assessment Record
March Follow-Up Collection
Testing is typically referred to as WebXam
Information for this element can be found:
Career-Technical (CTE) Technical Assessment System Matrix
EMIS Manual, Section 2.8

11. What WebXam do my students take?
Determined by the information on your CTE-26 Approved Application
Use the Pathway Code from CTE-26 with the CTE Assessment System Matrix to determine which WebXam

12. How to take a WebXam? WebXam determined!
Now, how do the students take the tests?
Need to set up User accounts
Ideally, your district Testing Coordinator or CTE Instructor will have an account in the OSU/CETE WebXam system

13. WebXam Basics User Types User Accounts Administrators Administrators
EMIS Coordinator
Department Supervisor/Career Tech Coordinator
Teachers
Any Career Tech or FCS Instructor
Students
Students who are 8th grade level or higher enrolled in a VT course
User Accounts
Administrators
Name, , State Staff ID, District, Phone
Teachers
Name, , State Staff ID, District Phone
Students
Name, SSID, District, Pathway, Gender, Race, Grade Level

14. WebXam User Hierarchy – (Best Practice)
CTPD Test Coordinator
CTPD Technology Administrator
Coordinator
CTPD EMIS
MVCTC Admin
(including satellite)
Instructor
Students taught by this instructor
District Admin
District Instructor
Each level can only see those accounts directly below them. Example: MVCTC Admin sees only those instructors and students directly below their account. An MVCTC Instructor only sees those students directly below their account. They do not see another instructor’s students, even if they share the same supervisor/admin. Must be moved carefully within the hierarchy structure and cannot move/modify or delete accounts above yours. By default, all newly added staff members come in at a level that doesn’t allow them to see what they need to see unless they are moved in the hierarchy. The hierarchy is for the entire CTPD, not by district.

15. WebXam User Responsibilities – (Best Practice)
Administrators
Notify MVCTC of staff changes
Verify each district CT or FCS instructor has an account
Provide passwords to instructors
Review testing results from MVCTC
Get students loaded for each CT or FCS instructor
Notify MVCTC of any students from other Ohio CTPD’s
Teachers
Review list of existing students in WebXam
Notify MVCTC of any students needing archived
Work with MVCTC or district staff to get students loaded
Review newly added students and update
Activate and proctor the required WebXam tests
Review reports within WebXam for results
Students
Take 3 or more of the required WebXam tests for chosen pathway
Take any additional tests for courses that are not part of pathway
Contact teacher for help with account issues including password
Retake tests as needed or for score improvement
Retakes allowed are only 1 per year
Best Practices
Only one person loading students/staff Search for an account prior to creating
Use student SSID number Never archive unless student graduated
Follow IEP/504 accommodations

16. Uploading Students to OSU/CETE
MVCTC CTPD Load
District provides names of district CT Instructors to MVCTC.
MVCTC pulls the data, identifies existing accounts and sends those new accounts to be added to the district for verification
MVCTC moves existing student accounts to the appropriate instructor, updates grade level and enables the account.
MVCTC uploads the file of new accounts to OSU/CETE once approved by the district and verifies those students get loaded.
District Load
District generates a list of all students needing to take WebXam tests.
District identifies those students with an existing account and moves them to appropriate instructor and updates as needed.
District removes students with an existing account from the upload file and ensures proper formatting.
District uploads the file to WebXam/OSU to load.
Once loaded, the district verifies each teacher can see all their students.

17. WebXam Testing Accounts are created!
Now which specific WebXams tests do my students take?
District has identified the courses they are offering from the CTE-26 Application
Look to your Course Master (CN) records
Subject Code Element (CN050 Record)
A complete list of subject code options and descriptions is found in Section 4.7 Subject Codes EMIS Manual.

18. WebXam Testing Which tests to take when?
Best Practice: MVCTC has implemented a process for Career Tech course scheduling which will establish a testing schedule

19. Testing Students Teachers can proctor their own tests!
Activate Test(s)
Ensure students complete test and submit
Run reports to view testing data
Individual
Expanded
Aggregate

20. How to Report WebXam Results
Typically, in June, a file is sent to your district from your ITC. The file originates from OSU/CETE Office.
This file contains the WebXam test results. It is a text file.
Fields:
Record Number
Student ID
First Name
Last Name
BLDG IRN
District IRN
Grade Level
Test
Score

21. GY EMIS Data Elements Assessment Type Code Test Grade Level
** is reported
Reporting Instructions. Option “**” is only valid for GU, GW, GY, AC, SA, AP, IB, and HA-RZ assessments types only.
Assessment Area Code
GY Table in EMIS Manual, CTE Assessment Matrix
Test Date
Always January (01) of year reported, regardless of year taken
Required Test Type
STR – Standard (regular)

22. GY EMIS Data Elements Type of Accommodation Score Not Reported Score
Refer to Valid Type of Accommodation table in EMIS Manual
Score Not Reported
Only valid reasons for CTE – refer to table in EMIS Manual
T CTE student is taking an industry assessment, to be reported in March (D)
V CTE student was not given a technical or industry assessment
Option “V” is used for students when an assessment was available, but the student was not given the assessment. Per the CTE Assessment Matrix, failure to test may negatively impact CTE report card results.
Score
Only these options are available and usually included in the download from OSU/CETE
A Advanced – The student scored Advanced on the CTE Technical Assessment (GY Assessment Type)
I Student is participating in CTE Technical Assessments (GY Assessment Type), but has not completed enough modules for a valid score
P Student scored Proficient on the CTE Technical Assessment (GY Assessment Type)
N Student scored Not Proficient on the CTE Technical Assessment (GY Assessment Type)
*** No Score to Report - used when reporting reason not tested

23. How does this assessment information make it to the CTE report card?
District must report CONCENTRATORS
CTE Concentrator Definition
A secondary student who completed a minimum of 50% of the high school credits allowed for a single workforce development program and has enrolled for additional credit at the secondary level.
CTE Concentrator Who Left Secondary Education
A secondary student who was reported as a concentrator while enrolled in high school and who is no longer enrolled in secondary education.
Withdraw Codes: 47, 71, 72, 73, 74, 75 or withdraw code has to have Diploma Date reported
Update CTE Concentrator field on FN record, (FN290 EMIS Record)
Record is reported in EMIS in S data
Use CTE-26 and CTE Matrix to ensure you report the correct Area of Concentration, remember to also verify the correct assessment is matched to the Area of Concentration

24. GY Record Validation – (Best Practice)
There two types of Career Tech Report Measures effected by EMIS reporting of CTE Technical Skill Assessments – WebXam
Participation Rate
Technical Skill Attainment
How do I validate records reported?
I create a report listing all concentrators and area of concentration reported in Final S reporting – FN record review file
I add other helpful fields
Student status, program name, home district, withdraw date, withdraw reason
I then add to the file, the CTE Assessments reported in the Career Tech Assessment Collection – review file Student Assessment Record – filter by GY record type
I then work with my District Testing Coordinator/Instructors to review and comment on the students reasons not tested. This review process will help in identifying areas for improvement

25. Sample Report – Best Practice
Last Name
First Name
SSID
Concentrator
S End of Year
A Period
Assessment Type Code
Assessment Area Code
Score
Pathway
Grade Level
Status
COLVIN
JARED JO
yes no JM 12 E
COYLE
MARIA JO GY
81MD N N0 G
DALRYMPLE
DANIELLE BO
43MC A P1
DERANEK-WILLIAMS
EMMA IN
21MC M1
DEVILBISS
RYAN JB
82MD P N2
DURHAM
MADELINE SN
25MC
DURST
LOGAN IM
Eakes
Alexis Nicole JG
EDWARDS
RAYVAUGHN AT
10MC T9 I

26. Resources CTE Assessment Matrix EMIS Manual
System/FY17-Assessment-Matrix-Version pdf.aspx
EMIS Manual
CTE Assessment System Webpage
EMIS Data Collector Review Files
Career Tech Report Card Resources