Overview
This record identifies an educational program or Embedded Technical Diploma (ETD) the client is enrolled in or has graduated from OR a WTCS Pathway Certificate the client has been granted OR a Technical Skills Attainment (TSA) assessment is being reported in a year subsequent to graduation.
There is one S9 record for each program/ETD enrollment or graduation, each pathway certificate granted, or TSA assessment.
The S9 record should also be submitted for clients who are being reported as either a program graduate or with a TSA assessment in a year subsequent to graduation. In these cases, an S9 record may be reported with no S3 Course Record if the Program Graduate field is reported as ‘Yes’ or (where
applicable) the Technical Skill Attainment Assessment field is reported as ‘Passed assessment’ or ‘Did not pass assessment’.
The Program Number indicating client program enrollment and the program graduation indicator used to be on the S1 record and there were only 2 possible Program Number entries. Since there is one S9 record per program/ETD enrollment/certificate granted, there is no limit to the number of program/ETD enrollments/certificates granted per client.
Position Data Element and Description 1-2 Record Identifier
The Record Identifier specifies the type of record submitted to the System Office.
S9 = Client Program/Certificate Record 3-4 District Number
The District Number must identify your district.
Submissions with incorrect District Numbers will be returned. There is no error message associated with District Number because District Number problems are identified in a pre-processing step. See Table of District/CBO Numbers in the Client Code Tables Section.
5-8 Fiscal Year
This is the 4 digit Fiscal Year of the submission and must be the current year being processed. For Fiscal Year 2009-2010 the value would be 2010.
9-17 District Student ID
District Student ID Number is now required in this field. This is a nine digit numeric field the district uses to identify the client. Social Security Number is no longer reported on
this record and is now reported on the Client Extended Demographic (S5) and the Post 911 Veterans Benefits (S8) records only.
18-23 Program Number
This field will contain either the Program Number of the program the student is enrolled in OR an Embedded Technical Diploma (ETD) enrollment OR the WTCS Pathway
Certificate Number for a certificate that has been granted to the student. Note that the Program Number/ETD/WTCS Pathway Certificate Number must be approved for your district.
For Program Numbers (including ETD and pathway certificates) a curriculum must be on file at the System Office. (A curriculum is not required for discontinued programs). This field cannot be blank.
Pathway Certificate numbers have the format 61-XXX-Y where 61 is the Aid Code, XXX is the Instructional Area and Y is the district designated number.
Note that Program Number 50-499-9 (Apprentice/Journey Worker Upgrade) was created to use for students enrolled in Aid Code 50 courses who have “graduated”
from an apprenticeship program in a previous year or are in other special situations where an appropriate apprenticeship Program Number is not available. 50-499-9 is considered a “dummy” Program Number and will never have a curriculum or graduates.
30 Program Graduate
This data element is used to report the graduation status of the Program Number or Embedded Technical Diploma being reported. Leave this blank if the Program Number represents a Pathway Certificate. If reporting a TSA Attainment Assessment in a year subsequent to graduation, please report ‘No’ in this field since the student was previously reported as a graduate.
1 = Yes 2 = No
31 Technical Skill Attainment Assessment
This data element is used to report the status of assessments related to Technical Skills Attainment programs. Leave this blank if the Program Number represents a Pathway Certificate or if the Program Number does not have an identified Technical Skill Attainment Type identified other than course based assessment. This data element cannot be blank if the Technical Skill Attainment Type code on the Program Master file is something other than course based assessment AND a TSA Approval Date has also been entered on the Program Master File.
What this means is that when a program within a college receives a TSA Approval Date on the program master file, all students from that time on in that program must have a TSA outcome of 1, 2, or 9 reported each year in Client Reporting. For reporting
purposes, programs with a TSA Approval Date of June 30 of the fiscal year being reported or earlier will require a Technical Skill Attainment Assessment code to be reported. Those with an approval date of July 1 or later following the end of the fiscal year being reported must reported with a blank Technical Skill Attainment Assessment code. For example, for FY 2011-12 reporting, TSAs with a TSA Approval Date of June 30, 2012 or earlier would be required to report a Technical Skill Attainment Assessment code. Those with a TSA Approval Date of July 1, 2012 or after would be considered TSAs beginning in FY 2012-13. For some programs, and depending on the type of
assessment, there may be one or more years of reporting 9 – not assessed. Other programs may start reporting a 1 or 2 the first year.
Code as:
1 = Passed assessment 2 = Did not pass assessment 9 = Not assessed
Please note that when a student graduated in a previous year and is being reported with a Technical Skill Attainment Assessment code of ‘1’ (passed assessment) or ‘2’ (did not pass assessment) for an assessment that took place in a year subsequent to graduation, these S9 records must also be reported with a Program Graduate code of ‘2’ (No) since they were reported as a graduate in a prior year and reporting them as a graduate again would duplicate graduate counts for these clients.
For students completing the entire assessment prior to graduation, the following Technical Skill Attainment Assessment reporting standards apply:
If assessed and passed in the current year, report ‘1’ and then ‘9’ in all subsequent years the student is reported in the same program
If assessed and did not pass in the current year, report ‘2’ and then the code that applies in following years that the student is still enrolled in the program. If assessed again and does not pass, report ‘2’; if not assessed, report ‘9’, if
assessed and passes, report ‘1’ in the year they passed and ‘9’ in any subsequent years
If not assessed, report ‘9’ in the current year and all subsequent years the student is in the same program until there is a change in assessment status Note: Technical Skill Attainment data collection is controlled by data on the Program Master file. Technical Skill Attainment Type on the Program master has the following values:
100 = course completion, 200 = internal assessment,
3xx = reported by outside entities (301 = NCLEX – RN, 302 – NCLEX-PN, 303 = WFTS, others will be added)
4xx = Reported by District (401 = AWS, others may be added)
When Technical Skill Attainment Type on the program master is something other than 100 AND the TSA Approval Date on the program master is greater than 01/01/1900, Technical Skill Attainment Assessment in client must not be blank.
26-100 Blank