Beginning in the 2019-20 school year, the New York State Education Department (NYSED) will be implementing some changes to the way Secondary CTE data is reported from school districts, BOCES and charter schools (Local Education Agencies or LEAs). These changes are needed to meet the requirements set forth under Perkins V and to streamline and simplify the method of reporting CTE-related data to the NYSED via the Student Information and Repository System (SIRS) or data warehouse.

A  “CTE program” or “CTE program of study”  will refer only to those programs that have current state-approval under the Regents Policy on CTE Program Approval.

Background: Why must districts report CTE data?

New York State receives approximately $24 million in Perkins funding for secondary students. Each district is allocated a share of these funds based on a formula that uses census data reports of school-aged children, with added weight given to economic need.

Districts having allocations over $15,000 can access their funds directly if they meet New York State requirements. Beginning with the 2019-20 school year, Perkins funds can be used only for NYSED-approved programs.

Schools whose allocations are below $15,000 cannot access funds directly, but can join a locally formed consortium, which uses funds to benefit all participating members. Some consortia are made up of several school districts, but the majority of consortia are made up of a BOCES and its component districts. Any district assigning its allocation to a BOCES is a participating member of a Perkins consortium.

Reporting CTE Data to the NYSED

1. Data Reported by Program Provider

Beginning in 2019-20, only CTE data for NYSED-approved CTE programs should be reported to the NYSED SIRS. CTE data should be reported by the program provider—the agency that operates the NYSED-approved CTE program.

For example, a NYSED-approved, BOCES-operated CTE program should report Program Fact, Student Class Grade Detail, relevant course data, and CTE Technical Skills Assessment data to SIRS. This change does not remove the need for the BOCES and districts to share CTE data for other purposes (e.g. the generation of transcripts and awarding of credits). For specific template reporting information, refer to the table below.

CTE Reporting Entities and Templates

2. Program Service Data

Program Service Codes

As mentioned above, starting with the 2019-20 school year, CTE Program service records, collected using the Program Fact template, will only be reported for students in NYSED-approved CTE programs.

This change will significantly reduce the number of program fact records LEAs will need to report to the SIRS.

When programs are approved, a Classification of Instructional Programs (CIP) code is assigned. Often, this is the code proposed by the school district, but in some cases, NYSED may assign a code for greater clarity. Approved programs should be reported under the CIP code found on the NYSED-issued approval or re-approval letter. A list of LEAs with current NYSED-approved CTE programs is maintained on the NYSED CTE webpage http://www.nysed.gov/career-technical-education/active-nysed-approved-cte-programs. 

All LEAs should use the list of Program Service codes for State-approved programs. This list is found in the NYSED SIRS Manual http://www.p12.nysed.gov/irs/sirs/home.html

The following CIP codes currently used to report non-approved program fact data to the SIRS will no longer be reported beginning in 2019-20.

Program Intensity

The Program intensity is a measure of the student’s progression through his or her CTE program and required to be reported as part of a student’s Program Fact record.

The Program Intensity of “enrollee” has been discontinued.  Program Intensity will only be reported for “Participants” and “Concentrators” beginning in 2019-20. 

3. CTE Course and Grades Data

School districts, charter schools and BOCES will continue to report course data to the SIRS using the course codes contained in the New York State Course Catalog http://www.p12.nysed.gov/irs/courseCatalog/home.html.

NYSED has identified approximately 500 courses considered “CTE” courses http://www.p12.nysed.gov/irs/courseCatalog/home.html. These course titles and codes should be used when reporting CTE data in Course Instructor Assignment, Student Class Entry Exit and Student Class Grade Detail.

When applying for CTE program approval, LEAs will be identifying the NYSED approved School Codes for the Exchange of Data (SCED) course titles and codes that constitute the program’s sequence. For more information about the approval process see http://www.nysed.gov/career-technical-education/cte-program-approval.

Two new course codes have been developed for the reporting of work-based learning and will be introduced over the summer (see table below).

In addition to the Work-Based Learning course codes above, the following new courses will be available in 2019-20 for the reporting of “Middle Level” student course data in SIRS.

4. Technical Skills Assessments

All students in NYSED-approved CTE programs who have taken the technical skills assessment must be reported with Assessment Measure Code 00199 (Approved CTE Program Technical Assessment).  The program provider should report this assessment to SIRS.

Assessment Measure Code OOC41, (CTE Technical Assessment – Other) will no longer be collected since CTE Program Fact data will be limited to NYSED-approved programs.

5. Career Path Codes

Career Path Codes must be reported with a diploma or credential. Districts and LEAs should report students with a Career Path Code of CTE on the Student Lite template if the student successfully completed a NYSED-approved CTE program and passed the culminating three-part technical skills assessment in lieu of a second Social Studies Regents exam. The School District of Responsibility issuing the diploma should report the Career Pathway information to SIRS.