CTE Course File (Oregon)

Last Modified on 11/18/2024 10:41 am CST

Tool Search: OR CTE Collection

The CTE Course File reports one record per unique section per student for the applicable school year, regardless of whether the student completed and/or passed the course. 

The CTE Course File uses the student information submitted from the same year in the CTE Student File to verify each record. Therefore, the CTE Course File cannot be completed until AFTER the submission of the Student File. 

Screenshot of the CTE Course File, located at Reporting, OR State Reporting, OR CTE Collection. CTE Course File

Read - View, select options, and generate the OR CTE Collection files.
Write - N/A
Add - N/A
Delete - N/A

For more information about Tool Rights and how they function, see the Tool Rights article.

This report might look different from some of the other available Oregon reports. Organization-wide initiatives are being made to improve technology and accessibility.

Report Logic

When one or more grades for the CTE course are posted to the transcript, only one record reports, returning the mapped State Score based on the most recent posted grade earned. The credits attempted field reports the total credits attempted from ALL transcript records with the reporting scoreID. 

When an earned grade is NOT posted to the transcript, only one record reports, returning the most recent Grading Task marked as State Reported, captured in the last active Term Mask active during the class based on the Section Schedule Placement. The Credits Attempted field reports the total credits entered on the Grading Task marked as State Reported multiplied by the Credits Earned by the number of Term Masks that are active during the class based on the Section Schedule Placement. 

A student does NOT report when:

  • The Calendar of Enrollment is marked as State Exclude. 
  • The Enrollment record is marked as State Exclude or No Show. 
  • The Grade Level of Enrollment is marked as State Exclude. 

A student DOES report when:

  • They are assigned a Student State Identifier (ID). (Demographics > Person Identifiers > Student State ID)
  • They are scheduled into at least one reportable section on at least one date on or between the Start Date and End Date selected on the report editor. (Student Schedule; Section Roster > Active Students)
  • They are enrolled in a grade level mapped to a state grade level code of 09-12. (Enrollments > General Enrollment Information > Grade)

A course reports when:

  • The course is marked Active. (Course Information > Active)
  • A CIP Code is assigned to the course. (Course Information > CIP COde)
  • The section of the course has the CTE Course checkbox marked. (Course Information > CTE Course)
  • The course is NOT marked as Exclude from State Reporting. (Course Information > Exclude from State Reporting)

A section reports when:

  • The student is scheduled into the class (section) on at least one date in the reporting range. (Section Roster > Active Students)

Report Editor

Data Element Description
Setup
Search Calendars Search field to narrow the list of calendars to select. Use the Expand All/Collapse All. Place a checkbox next to the desired school and calendars.
Show Active Year  Only

When set to ON, only those calendars for the current school year are available for selection. When set to OFF, all calendars from all school years are available for selection.

Report Options
Report Type Determines which report generates - CTE Course or CTE Student. 
Start Date The entered date reflects the start of the reporting range in which data was reported. This field defaults to July 01 of the school start year.
End Date The entered date reflects the end of the reporting range in which data was reported. This field defaults to June 30 of the school end year.
Exclude Cross-Site Data When marked, the report does not include information from Cross-Site Enrollment courses.
Ad hoc Filter Select which students to include in the extract by choosing a filter that was created in the Filter Designer. Only those students included in the filter are included in the report.
Output Options
Report Processing Select Generate Now to generate the report immediately. Select Submit to Batch to choose when the report generates. Submit to Batch is useful when generating the report for several calendars or for larger amounts of data being reported. See the Batch Queue article for more information.
Format Type Determines in which format the report generates - CSV, HTML, or XML.

Generate the Report

  1. Search for and select the desired Calendars.
  2. Select CTE Course from the Report Type field. 
  3. Enter the correct Start Date and End Date. 
  4. Choose an Ad hoc Filter to return just the course and staff information included in the selected filter. 
  5. Select the desired Report Processing option of Generate Now or Submit to Batch Queue. 
  6. Select the desired Format Type. 
  7. Click Generate. The report displays in the selected format.
Screenshot of the CTE Course File in HTML Format, starting with the CTE specific fields. CTE Course File - HTML Format

 

Screenshot of the CTE Course File in CSV Format, starting with the CTE specific fields. CTE Course File - CSV Format

Report Layout

The following fields are the same on many Oregon state reports. Click the Click to expand link to view these fields.

Click here to expand...

Data Element Description Location
Check Digit Student Identifier Lists the student's state-issued identification number.

Numeric, 10 digits		 Demographics > Person Identifiers > Student State ID

Person.stateID
District Student Identifier Lists the student's district-issued identification number.

Numeric, 10 digits		 Demographics > Person Identifiers > Local Student Number

Person.studentNumber
Resident District Institution Identifier Reports the district number in which the student resides.

Numeric, 10 digits

Enrollments > State Reporting Fields > Resident District

Enrollment.residentDistrict
District Information > State District Number

District.number
Resident School Institution Identifier Reports the school number in which the student resides.

Numeric, 10 digits		 Enrollments > State Reporting Fields > Resident School

Enrollment.residentSchool
District Information > State School Number

School.number
Attending District Institution Identifier Reports the district number in which the student is enrolled.

Numeric, 10 digits		 Enrollments > State Reporting Fields > Serving District

Enrollment.servingDistrict
District Information > State District Number

District.number
Attending School Institution Identifier Reports the school number in which the student is enrolled.

Numeric, 10 digits		 Enrollments > State Reporting Fields > Serving School

Enrollment.servingSchool
District Information > State School Number

School.number
Institution Filler N/A N/A
Legal Last Name

Reports the student’s legal last name.


When the Legal Last Name field is not populated, information reports from the Last Name field.


Alphanumeric, 50 characters

Identities > Identity Information > Protected Identity Information > Legal Last Name


Identity.legalLastName

Demographics > Person Information > Last Name


Identity.lastName

Legal First Name

Reports the student’s legal first name.


When the Legal First Name field is not populated, information reports from First Name field.


Alphanumeric, 30 characters

Identities > Identity Information > Protected Identity Information > Legal First Name


Identity.legalFirstName

Demographics > Person Information > First Name


Identity.firstName

Legal Middle Name

Reports the student’s legal middle name.


When the Legal Middle Name field is not populated, information reports from the Middle Name field. 


Alphanumeric, 30 characters

Identities > Identity Information > Protected Identity Information > Legal Middle Name


Identity.legalMiddleName

Demographics > Person Information > Middle Name


Identity.middleName

 Suffix (Generational Code)

Indication student is considered a Junior, III, etc. 


Alphanumeric, 3 characters

Demographics > Person Information


Identity.suffix

Preferred Last Name Reports the student's last name.

Alphanumeric, 50 characters

Demographics > Person Information > Last Name


Identity.lastName

Preferred First Name Reports the student's first name.


Alphanumeric, 30 characters

Demographics > Person Information > First Name


Identity.firstName

Preferred Middle Name

Reports the student’s legal middle name.


Alphanumeric, 30 characters

Demographics > Person Information > Middle Name


Identity.middleName

Birth Date Reports the student's date of birth.

Date field, 8 digits (MMDDYYYY)

Demographics > Person Information > Birth Date


Identity.birthDate

Gender Code Reports the student's Legal Gender as either Male (M), Female (F) or Non-Binary (X).

When the Legal Gender field is not populated, information reports from the Gender field.

When the Legal Gender or Gender fields are not populated, reports a value of X.

Alphanumeric, 1 character (M, F, X)		 Identities > Identity Information > Protected Identity Information > Legal Gender


Identity.legalGender

Demographics > Person Information > Gender


Identity.Gender

Hispanic/Latino Ethnicity Flag

An indication of whether a student identifies as having a Hispanic ethnicity.

  • Reports a value of Y when Is the individual Hispanic/Latino? is set to Yes. 
  • Reports a value of N when Is the individual Hispanic/Latino? is set to No or is not populated.

Alphanumeric, 1 character (Y or N)

Demographics > Person Information > Is the individual Hispanic/Latino?


Identity.hispanicEthnicity

American Indian/Alaskan Native Flag  Reports a value of Y when the American Indian or Alaskan Native checkbox is marked.

Reports a value of N when it is not marked.

Alphanumeric, 1 character (Y or N)

Demographics > Person Information > Race/Ethnicity > American Indian or Alaska Native


Identity.raceEthnicity

Asian Race Flag Reports a value of Y when the Asian checkbox is marked.

Reports a value of N when it is not marked.

Alphanumeric, 1 character (Y or N)

Demographics > Person Information > Race/Ethnicity > Asian


Identity.raceEthnicity

BlackRace Flag Reports a value of Y when the Black/African American checkbox is marked.

Reports a value of N when it is not marked.

Alphanumeric, 1 character (Y or N)

Demographics > Person Information > Race/Ethnicity > Black or African American


Identity.raceEthnicity

White Race Flag Reports a value of Y when the White checkbox is marked.

Reports a value of N when it is not marked.

Alphanumeric, 1 character (Y or N)

Demographics > Person Information > Race/Ethnicity > White


Identity.raceEthnicity

Native Hawaiian/Other Pacific Islander Race Flag Reports a value of Y when the Native Hawaiian or Other Pacific Islander checkbox is marked.

Reports a value of N when it is not marked.

Alphanumeric, 1 character (Y or N)

Demographics > Person Information > Race/Ethnicity > Native Hawaiian or Other Pacific Islander


Identity.raceEthnicity

Race Filler N/A N/A
Language of Origin Code Reports the language that is most often spoken in the student's home.

Numeric, 4 digits

Demographics > Person Information > Home Primary Language


Identity.homePrimaryLanguage

Partial Social Security Number Reports the last four digits of the student's Social Security number.

Numeric, 4 digits

Demographics > Person Information > Soc Sec Num


Identity.SSN

Enrolled Grade Code Reports the state grade level that is mapped to the student's grade level of enrollment.

Numeric, 2 digits		 Enrollments > General Enrollment Information > State Grade Level

Enrollment.stateGradeLevel
Street Address Reports the student's Primary Household address.

The following logic is used when reporting addresses when a student is associated with multiple addresses:
  • A Street Address is selected over a P.O Box.
  • A Primary household membership is selected over a secondary household membership.
  • A Primary location is selected over a secondary location.
  • The household ID is used as a tiebreaker when multiple addresses have the same/earliest start date.
  • The location ID is used as a tiebreaker when the start date on multiple household locations is the same. 
  • When a P.O. Box is the only address available for the student, that address reports. 
Alphanumeric, 45 characters		 Household > Address > Number, Prefix, Street, Tag

Address.number
Address.prefix
Address.street
Address.tag
City Reports the city in which the student resides.

Alphanumeric, 20 characters		 Household > Address > City

Address.city
Zip Code Reports the five digit zip code of the student's address.

Numeric, 5 digits		 Household > Address > Zip

Address.zip
Zip Plus Four Code Reports the additional four digits of the zip code associated with the student's address.

Numeric, 4 digits		 Household > Address > Zip

Address.zip
Resident County Code Reports the county of residence code from the student's primary enrollment record as of the date of generation.

When there is no primary enrollment, reports from the partial enrollment, then from the Special Education enrollment.

When there are multiple primary enrollments, reports from the most recent entered enrollment.

Numeric, 2 digits		 Enrollment > State Reporting Fields > Resident County

Enrollment.residentCounty
Phone Number Reports the student's 10-digit phone number as entered in the Cell Phone field in the Personal Contact Information.

When the Cell Phone field is not populated, reports from the Other Phone field.

Numeric, 10 digits (XXXXXXXXXX)		 Demographics > Personal Contact Information > Cell Phone

Contact.cellPhone
Teacher Filler N/A N/A
High School Entry Cohort School Year Reports the concatenated school year value based on the student's date of first entry into 9th grade.

When the student enters 9th grade in the 22-23 school year, a value of 2223 reports.

Numeric, 4 digits		 Graduation > Date First Entered Grade 9

Graduation.grade9Date
Student Filler N/A N/A
Economically Disadvantaged Flag Reports a value of Y when:
  • The active school history at the time of report generation identifies the school as Provision 2.
  • The student has an active FRAM record at the time of report generation where the Eligibility is Free or Reduced.

Reports a value of N when there is no active FRAM record or when the Eligibility is NOT Free or Reduced. 


Alphanumeric, 1 character (Y or N)

 Eligibility > Eligibility Detail > Eligibility

POSEligibility.eligibility
School > School History > Provision Status

SchoolAttribute.provision
Title 1 Flag Reports a value of Y when the student has an active Title 1 record on the date of report generation.

When there is no active Title 1 record on the date of report generation, a value of N reports.

Alphanumeric, 1 character (Y or N)		 Title 1 > Start Date, End Date

Title1.startDate
Title1.endDate
Special Education Flag Reports a value of Y when the student has a locked IEP OR has a data plan that is active on the day of report generation AND has a Special Ed Eligibility entry of Yes.

Otherwise, reports a value of N.

Alphanumeric, 1 character (Y or N)		 Enrollments > Special Ed Fields > Status

Enrollment.specialEdStatus


Section 504 Flag Reports a value of Y when the student has an active Section 504 record on the date of report generation.

Otherwise, reports a value of N.

Alphanumeric, 1 character (Y or N)		 Section 504 > Start Date, End Date

Section504.startDate
Section504.endDate
Migrant Education Flag Reports a value of Y when the student has an active Migrant record on the date of report generation.

Active is defined as the report generation date being on or after the Services Start Date and on or before the Services End Date.

Otherwise, reports a value of N.

Alphanumeric, 1 character (Y or N)		 Migrant > Services Start Date, Services End Date

Migrant.servicesStartDate
Migrant.servicesEndDate
Indian Education Flag Reports as N for all records. N/A
English Learner Flag Reports a value of Y ONLY when the student has an active EL record at the time of generation where the EL Program Status is EL.

Active is defined as the report generation date being on or after the Identified Date and on or before the Program Exit Date.

Otherwise, reports a value of N.

Alphanumeric, 1 character (Y or N)		 English Learner > Program Status, Identified Date, Program Exit Date

lep.programStatus
lep.identifiedDate
lep.exitDate
Distance Learning Flag Reports a value of Y when the Distance Learning checkbox is marked on the student's enrollment record.

Otherwise, reports a value of N.

Alphanumeric, 1 character (Y or N)		 Enrollments > State Reporting Fields > Distance Learning

Enrollment.distanceLearning

Homeschooling Flag Reports a value of Y when the Home School checkbox is marked on the student's enrollment record.

Otherwise, reports a value of N.

Alphanumeric, 1 character (Y or N)		 Enrollments > State Reporting Fields > Home School

Enrollment.homeSchooled
Transition Program Flag When the Special Education Flag (field 38) reports a value of Y, logic checks the student's State Reporting Plan to see if it is active during the reporting range. When yes, this field reports as Y.

Otherwise, a value of N reports.

Alphanumeric, 1 character (Y or N)		 Enrollments > Special Ed Fields > Status

Enrollment.specialEdStatus

Special Ed Documents > Data Plan


Alternative Education Program Flag Reports a value of Y when the student's calendar of enrollment as of the report generation date contains a Calendar Type of Alternative.

Otherwise, reports a blank value.

Alphanumeric, 1 character (Y)		 Calendar Information  > Calendar Info > Type

Calendar.type
Tribal Affiliation Code
 Indicates Tribal affiliation with a federally recognized, state-acknowledged, or terminated Tribe for the student, their parent, or their grandparent.
  • When the student's Race/Ethnicity is marked as American Indian or Alaska Native, reports a value of Y. 
  • When the Detail Ancestry/Tribal Code field contains a value, reports a value of Y. 
Otherwise, reports a blank value.

Alphanumeric, 1 character (Y)		 Identities > Race/Ethnicity > American Indian or Alaska Native, Detailed Ancestry/Tribal Codes

Identity.raceEthnicity
Identity.raceSubcategory
Talented and Gifted Flag Reports a value of Y when the student has an active Gifted record as of the date of report generation.

Otherwise, reports a value of N.

Alphanumeric, 1 character (Y or N)		 Gifted > Start Date, End Date

gifted.startDate
gifted.endDate
Additional Language Code Reports any additional language codes assigned on the student's Identities record.

Alphanumeric, 4 characters		 Identities > Secondary Language

Identity.altLanguage
Demographic Filler N/A N/A


The following fields are unique to the CTE Course File Report.

Data Element Description Location
CTE Program CIP Code

Reports the CIP Code selected on the Course. 


The code indicates the career and program area for the course taken by the student.


Numeric, 6 digits

 Course Information > CIP Code

Course.cipCode
CTE Class Number
 Reports the number assigned to the instructional unit/course enrolled in by the student. Each instructional unit/course has a number assigned to it by the school that identifies the specific curriculum.

Numeric, 17 digits		 Section Information > Instructional Unit ID

Section.stateCode
CTE Section Number

Reports the section number of the course the student took.


Numeric, 15 digits

 Section Information > Section Number

Section.number
CTE Course Grade Code Indicates the grade (score) the student received in the instructional unit or course taken during the reporting period.

This reports a record per course attempt (student/section ID).
  • When the student has only one grade posted to their transcript for the Section of record, the mapped State Score reports, based on the last (most recent) grade posted. 
  • When the student has multiple grades posted to their transcript for the SAME section:
    • The record reports from the Transcript record that is posted from the Grading Task marked as State Reported.
      • When no grading tasks are marked as state reported, the mapped State Score reports, based on the last (most recent) grade posted.
      • When the Grading Task marked as State Reported has just one or multiple grades posted to the transcript for the same section:
        • The mapped State Score reports based on the last (most recent) grade posted. 
  • When the grade earned is NOT mapped to a STATE SCORE, reports the grade earned.
When a grade earned has NOT been posted for the student/section of record, the student's mapped State Score reports based on the Grade Earned from the Grading Task marked as State Reported from the last active mask that is active during that section's Section Schedule Placement.
  • When the grade earned is NOT mapped to a State Score, the Grade Earned reports.
    • When there is more than one Grading Task marked as State Reported for the student/section of record AND they all have the same last term mask that is active during the classes Section Schedule Placement, the grade reports based on the Term, then the Modified Date, then the Score ID. It is recommended that only one Grading Task per section be marked as State Reported. 
Otherwise, reports a blank value.

Numeric, 1 digit		 Grading Task Setup > Grading Task > State Reported

GradingTask.stateReported
CTE Credits Reports the number of credits the student received for the section or course, rounded to the nearest hundredth.

When the student has only one grade posted to transcript for the Section of record, the total of all Credits Attempted entered on that Transcript record report.

When the student has multiple grades posted to the transcript for the SAME section:
  • The TOTAL of all Credits Attempted from the Transcript record that is posted from the Grading Task marked as State Reported report.
    • When no Grading Tasks are marked as state-reported, the TOTAL of all Credits Attempted from the last (most recent) posted grade reports. 
When a grade earned has NOT been posted for the student/section of record:
  • The TOTAL of the Credits Attempted based on the Grading Task marked as State Reported AND the Term Masks that are active during that section's Section Schedule Placement report. For example:
    • When the grading task marked as state reported has term masks 1,2,3, and 4 marked as active and the section schedule placement has the section active for only Terms 1 and 2, minutes the total credits attempted = (credits marked on the grading task) x 2 active masks.
    • When the grading task marked state reported has term masks 2 and 4 marked as active and the section schedule placement has the section active for only Term 1 minus the total credits attempted = (credits marked on the grading task) x 1 active mask.
When there is more than one Grading Task marked as State Reported for the student/section of record, the TOTAL credits from all grading tasks/term masks minus the ones that are active during the classes' Section Schedule Placement report. It is recommended that only one Grading Task per section be marked as State Reported. 

When there are no credits associated with the section, reports as zero (0).
Numeric, 6 digits		 Transcripts > Credit Earned

TranscriptCredit.creditsEarned
Grading Tasks > Credits

GradingTaskCredit.credit
Teacher Name Reports the teacher assigned to the Section Last Name First Name Middle Initial Format (e.g., Smith John L).

When there are multiple active teachers assigned to the section:
  • When the student dropped, reports the Teacher who was active on the roster end date.
  • When the class has ended during the reporting range, reports the Teacher who was active on the last scheduled instructional date of the class. 
  • Otherwise, reports the Teacher who was active on the selected extract editor end date.
When no Teacher is assigned or there are no active teachers, or the selected Roles NSR (Not state reported), reports a blank value.

Teaching Role hierarchy:
  • TOR - Teacher of Record
  • (Last entered)TMT - Team Teacher
  • COL - College Instructor/Professor
  • LTS - Long Term Substitute
  • STS - Short Term Substitute
  • STU - Student Teacher
Alphanumeric, 40 characters		 Section Information > Teacher Display Name

Section.teacherDisplay
CTE Filler
 N/A N/A
Course Name Course Number Section Number This field reports only in the HTML Format.

Reports a concatenated value of the Course Name plus the Course Number plus the Section Number (e.g., English 1234 5)
Course Information > Name, Number

Course.name
Course.number
Section Information > Number

Section.number


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