## CTE Data Management (PowerSchool)
SCDE publishes an annual Student Reporting Procedures Guide (SRPG)—latest is 2025–26—available via the “CTE Student Reporting Procedures Guide” link on the SCDE CTE Data Collection & Reporting page. This guide defines:
- Navigation: PowerSchool → Compliance → CTE page
- Fields: Concentrator/completer status and year, CIP codes, certifications (administered/passed/location), WBL qualifiers, placement codes
- Special populations: IEP exemptions, EL, migrant, foster, homeless, military, single parent, etc.
- WBL & Placement: structured process with 10‑month follow-up using predefined codes
- Deadlines: QDC‑4 & placement data due ~mid-April (check current SRPG)
- Appendices: CTE clusters, course lists, CIP mapping, Perkins indicators, certification catalog, SCDE contacts
Tip: Always reference the current SRPG linked on SCDE’s page to ensure your process stays up to date without manual yearly edits.
CTE Reporting
There will be roughly 3-5 documents that will be shared from the SCDE to the Institute. These documents will then be passed to the schools via Let's Work Smart (LWS).
Placement Data Verification
Every student should have a placement code
If they were a completer but did not graduate that year, their code is "G."
Data Verification
In the spring, a list of all CIP codes should be run to verify against the courses the school is offering.
For students missing certifications, add the certification in PowerSchool for correct CTE coding.
A list of these should be run at the end of the year to have something for comparison when the files come out in the spring.
Graduation Date
For all students who are graduating, be sure to enter the diploma earned code and graduation date.
At the end of each semester, use Data Export Manager to pull data from stored grades for current students who have completed courses.
Using Data Export Manager, export from the Stored Grades table. Search for grades from the current year term and backwards up to four years to include data for students. (Ex. Seniors in spring of the 2019-2020 school year are in term 2900. They were freshmen in the term 2600, and they may have courses from back in their freshman year to count for completer status. Search greater than or equal to 2600 in this example. Also search for courses with course numbers starting with the number 4 or greater. These are common fields to use when exporting:
[Students]LastFirst
Teacher_Name
Grade_level
SchoolID
Concentration
Completer Year
CIP code
Course_Number
Course_Name
TermID
StoreCode
PotentialCrHrs
EarnedCrHrs
Grade
Credit_Type
It is recommended to pull this list at the end of March for any new students since first semester.
It is recommended to pull this list one more time at the end of May for any new students since the last pull.
10 months after graduation, SCDE will collect this data for post-graduate information. It is called a Student Placement Follow-Up report which is usually due in April. (10 month follow up). SCDE will collect the following information in addition to student demographics:
CATE CIP Codes, sorted by CIP (for course verification)
CATE CIP Codes, sorted by course (alphabetical)
Certification List🡪any students who earned a certificate that year
Export rosters for current CTE course enrollment.
Compare the CTE roster against the student's EFA coding.
Students in CTE courses may be coded as VOC for the length of time enrolled in appropriate CTE course.
If a student is in a CTE course for semester 1 only, then the VOC code can only be applied for the first semester.
If the same student is in a CTE course both first and second semester, the student may be coded as VOC for both semesters.
If a student is not in a CTE course first semester but is enrolled in a CTE course second semester, the VOC code may be updated with appropriate start dates for the second semester only.
Make sure the Special Education EFA coding is completed for the high school prior to doing this as the Special Education EFA code takes higher priority for students than the VOC code. If a student with special education coding could also be VOC, put VOC coding as the lower priority of the list for the student.
Several reports have been created located at Data & Reporting -> Reports that can assist with auditing student course enrollment versus EFA coding.
Download and review these reports:
Data & Reporting -> Reports -> CTE Enrollment with EFA
This report generates a list of students enrolled in courses with a course number starting with 5 through 9 with the student's latest EFA code.
Data & Reporting -> Reports -> VOC EFA without CTE Enrollment
This report generates a list of students with a VOC EFA code who are not enrolled in a course with course number starting 5 through 9.
Modify any student's EFA record where they are not in an appropriate CTE course and vice versa.
A search for students who are concentrators but not marked as completers can be helpful when validating data. To do so, use this search term:
S_SC_STU_CATE_X.CATE_ConcntrInd#;S_SC_STU_CATE_X.CATE_CompleterInd=
10 months after graduation, SCDE will collect this data for post-graduate information. It is called a Student Placement Follow-Up report which is usually due in April. (10 month follow up). SCDE will collect the following information in addition to student demographics:
CATE CIP Codes, sorted by CIP (for course verification)
CATE CIP Codes, sorted by course (alphabetical)
Certification List🡪any students who earned a certificate that year
For student who graduated the previous year:
Find out where they are now and what they are doing
In PowerSchool, update the CTE Post-Graduate information on the CTE page to denote the information from above.