ASAP has all the information you need to fulfill your CAEP student data reporting. There are just a few steps you must do before running the reports to extract your results.
Courses Assigned to CAEP Course Group(s)
Every course you offer that falls under CAEP reporting must be assigned to one or more CAEP Course Groups. You must use ASAP provided CAEP Course Groups. To assign courses to the CAEP Course Group(s), you can either do one course at a time or do it en masse.
- One at a time: pull up each Course using Find | Courses. On Course Detail in the Course Groups box below the course image, click the “Add more groups” link. Select the appropriate CAEP Course Group and click save. Add more if desired.
- En masse: go to Configure | Course Groups and select the CAEP Course Group. Find and add each course that belongs by clicking the “+” sign and paging through the courses. Be sure to click Save
The only way we count and include students in this reporting is if those students are enrolled in at least one course that is assigned to a CAEP Course Group. If a student is enrolled in a course that is not assigned to a CAEP Course Group, that student will not be counted anywhere. After you assign all your courses to CAEP Course Groups, verify this by running the report Course by Course Groups.
Notes on CAEP Course Groups
ABE/ASE: For 2015/2016, the CAEP office is asking you to either report ABE and ASE as a combined number under CAEP | Elementary & Secondary Basic Skills or individually under CAEP | Adult Basic Education or CAEP | Adult Secondary Education or both ways. If you already set your courses up and do not want to do it again, report the combined number.
EL Civics: we have added this new CAEP | EL Civics course group so you can report these students. If you have an existing Course Group called EL Civics, you can keep using it but for CAEP reporting, you must also assign the course(s) to the CAEP | EL Civics course group.
- If you have an existing EL Civics course group and want to delete it and just use the CAEP | EL Civics going forward, go to Configure | Course Groups, remove each course one at a time, and click Save. Then click the “Delete this Group” link.
Student Descriptive Measures and Demographic Reporting
The CAEP reports all ask for basic student information such as birthdate, ethnicity, and age as well as descriptive measures such as Highest Degree Earned, Labor Force Status, and special statuses. If you collect the basics, especially the required information for WIOA / CASAS, you will have complete data. If you did not collect this type of information on some or all of your students, then start doing so for 2016/2017 and just report what you can for 2015/2016. Be sure to review the registration forms that students fill out to ensure it is complete and have the new fields and information the state wants to know.
Special Notes on Descriptive and Demographic Reporting
- Filipino – this has been combined into the Asian category per the CAEP office
- Two or More Races – if a student is “Mixed Heritage”, the student will appear in this category
- Demographic Assumptions: If you use this feature, the following applies to students with specific demographic fields missing:
- No birthdate – if there is no birthdate on the student record, that student will be reported in the 22 – 34 category.
- No gender = female
- No race = White
- See the individual report instructions for further rules and specifications
Student Support and Career Services
To report 2015/2016 data, we are going with a simple method since this was added at the last minute and very few schools documented this very clearly. You will find a new Customer Group called “Support/Career Services”. Simply assign every student that you want to be counted within this category to this Customer Group and we will report on them. The easiest way is to do this all at once. Go to Configure | Customer Group, select the Support/Career Services group, and then add students to this category. Click save. Any student with at least one CAEP class enrollment and who is in the Support/Career Services customer group will be reported.
** Note for 2016/2017: we are working on allowing you to record individual contact hours, categorization, and notes for every counseling session you offer students. This will make this reporting for 2016/2017 more complete and accurate going forward. Watch for more information on this in the near future.
The only “outcome” the state wants you to report is on student completions. Based on the state’s recommendation, the teacher should be the one to determine if the student has successfully completed the curriculum covered by that class. Any student that has successfully completed the curriculum of the class they are enrolled in should have an enrollment status = Completed. Go back and review your classes to ensure teachers did this.
- If you offer a high school diploma, this is one reason to start co-enrolling the student in both the “holding tank” class, often called High School Diploma, where the teacher enters all the attendance as well as a separate class for each and every subject the student studies. You can enter all the hours in one class but when the student successfully completed a subject, enter a grade, credit and change the enrollment status in the subject class to Completed. Thus you update the transcript and get your completion at the same time. It takes more work but might be worth the effort if students complete more than one or two subjects a year.
The state is asking for nine tables plus a class detail file from each school. We have created each table separately such that you run each one individually. All told, you will run ten (10) separate reports to fulfill your CAEP student data reporting. Submit this information to your consortium which will aggregate this data and then submit it to the state.
Here is a list of each of the ten reports and a link to a separate article about each one that details how the numbers are calculated.
- Table 1: Total Adults Served – Instructional Programs and Services
- Table 2: Total Adults Served – Student Support and Career Services
- Table 3: Total Adults Served – Descriptive Measures – Barriers to Employment
- Table 4: Total Adults Served – Descriptive Measures – Highest Degree or Level of Schooling
- Table 5: Total Adults Served – Descriptive Measures – Labor Force
- Table 6: Total Students Served – Instructional Programs
- Table 7: Total Students Served – Select Descriptive Measures by Program Area
- Table 8: Total Enrollment, Participation and Course Completion
- Table 9: Total Course Completion by Program Area
- Table 10: Class specific information and enrolment information