Tool Search: Follow Up Data (FW)
The Follow Up Data (FW) tab is used to record follow-up information for graduates, students with Disabilities (SWD), and Career and Technical Education (CTE) students. Follow-up data may come from state and/or district sources and may be manually entered or imported, as described below.
Ohio Follow Up Data Detail Editor
Creating Follow Up Data Records
There are 4 ways of creating Follow Up Data records:
Option 1: Manual Creation
To create records manually, click New, enter an Effective Date and then enter all data collected for the student, both district and state, into one record and click Save.
Option 2: Import File of Both State and District Data
To import Follow Up data, the file must be in comma delimited or tab delimited format. To use this method, combine district and state data into one file.
The file should include: an identifier to student record (such as State ID), Effective Date, the Category designation of CTE, Graduate, and/or SWD, and applicable data for the category-dependent fields.
Use the Federal/State Program Updater to import the file:
Option 3: Import State File First, then Manually Add District Data
Step 1: Import State File
First, import the State file to identify which former students require a Follow Up record.
The file should include:
- Identifier to student record (such as State ID)
- Effective Date
- Category designation of CTE
- Graduate and/or SWD
- Indicator that the file contains State data.
Use the Federal/State Program Updater to import the file:
Step 2: Identify Students with Missing Data
Next, create an Ad hoc report to identify students who are missing answers to Follow Up record questions. The basics of creating this filter is described below, but refer to the Query Wizard if you are unfamiliar with this process.
In the Filter Designer, use the Query Wizard to create a student filter. Click Create. Fields for the Follow Up Data tab can be found in Student > Learner > State Programs > Follow Up Data (FW) in the list of Ad hoc fields. Select the fields to include in the report. Click Next.
Next, enter parameters to identify records with missing data. There are two ways to set up this filter: covering all Follow Up records (Graduate, CTE, and SWD in the same filter) or creating filters for each record category:
| Parameters for Single Category | Parameters for All Categories |
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Finally, give the filter a name and click Save & Test to see results.
Step 3: Update Imported Records based on District Data
Finally, open the Follow Up Data record for students with missing data and manually complete the records.
Option 4: Start with District Data, Amend with State Data, Reconcile Duplicates
Step 1: Record District Data
Enter district data by manually creating a record for each student and entering data OR by importing a District File.
To import Follow Up data, the file must be in comma delimited or tab delimited format. The file should include:
- Identifier to student record (such as State ID)
- Effective Date
- Category designation of CTE, Graduate, and/or SWD
- Applicable data for category-dependent fields.
Use the Federal/State Program Updater to import the file:
Step 2: Upload State File
Next, import State data. The file should include:
- Identifier to student record (such as State ID)
- Effective Date, the Category designation of CTE, Graduate, and/or SWD
- Indicator that the file contains State data.
Use the Federal/State Program Updater to import the file:
Make sure that Allow Overlapping Records is selected.
Step 3: Identify Duplicate Records
Create an Ad hoc Filter to find students with multiple Follow Up records.
- In the Filter Designer, use the Query Wizard to create a student filter. Click Create.
- Fields for the Follow Up Data tab can be found in Student > Learner > State Programs > Follow Up Data (FW) in the list of Ad hoc fields. Select the followUpData.personID and followUpData.followUpDataID fields and click Next. If desired, also add Student > Demographics > lastName, firstName, and middleName to identify students by name instead of personID.
- Campus also recommends including the followUpData.stateData field so that state records are differentiated.
- To simplify the report, on the third screen of the Query Wizard, set followUpData.personID to have a Sort value of 1 and a Direction of Descend. Sorting by PersonID makes it easier to notice duplicates.
- Give the query a Name and click Save & Test. All students with more than one followUpDataID for a given personID have duplicate records.
Step 4: Reconcile Duplicate Records
Align state and district records by adding any missing data to the District record.
Fields in the Follow Up Data Tab
For all records, the Effective Date, State Data checkbox, and Comments field display. The State Data checkbox can only be marked as part of the import process; this field cannot be marked manually. If a record with State Data marked is modified, the checkbox will no longer be marked.
Additionally, there are three categories of records in the Follow Up Data tab. Those categories are:
- Graduate
- CTE (Career Technical Education)
- SWD (Students with Disabilities)
Based on the category selected for the record, various fields display. The following table describes those fields, indicates their respective Ad hoc fields, and indicates which records each field displays for.
he Follow Up Data (FW) tab is used to record follow-up information for graduates, students with Disabilities (SWD) and Career and Technical Education (CTE) students. F
| Follow Up Field | Definition | Ad Hoc Field | Grad | CTE | SWD |
|---|---|---|---|---|---|
| Effective Date | Date on which the record is created. | startDate | |||
| State Data | Mark this option if the record contains state data. NOTE: This field can only be edited using the Federal/State Program Updater. | stateData | |||
| Graduate | Indicates the former student is part of the prior years graduate group | graduate | |||
| Graduate IRN Override | Use this field to select the district responsible for the student graduate follow up. | ||||
| CTE | Indicates the former student is part of the exiting career and tech consentrator group. | cte | |||
| CTE IRN Override | Use this field to select the district responsible for the student CTE follow up. | ||||
| SWD (Students with Disabilites) | Indicates the former student is part of the exiting students with disabilitites. | ||||
| SWD IRN Override | Use this field to select the district responsible for the SWD follow up. | ||||
| CTE Program of Concentration | Select the CTE program in which the student is concentrating. | cteConcentration | X | X | X |
| Employment Status | This field is used to track the eomployment status of the student. if known. | employmentStatus | X | X | X |
| Employment Career Field | employmentField | X | |||
| Employment Typical Hours/Week | Use this field to track the number of hours the student typically works each week, if employed. | employmentHours | X | X | |
| Employment Duration | This option allows users to record the amount of time the student has been employed since leaving school. | employmentDuration | X | ||
| Employment Compensation Type | This option indicates if the student is compensated at a rate that meets the requirements for competitive wages | employmentCompensation | X | ||
| Employment Setting | Indicates if the employment location meets the requirements for competitive integrated employment | employmentSetting | X | ||
| Employment Advanced Opportunity | Indicates if the advancement opportunities meet the requirements for competitive integrated employment | employmentAdvanced | X | ||
| Apprenticeship Status | Indicates apprenticeship status | apprenticeShipStatus | X | X | X |
| Apprenticeship Type | Indicates type of apprenticeship status | apprenticeShipType | X | ||
| Post-Secondary Status | Indicates post secondary or advanced training status | postSecondaryStatus | X | X | X |
| Post-Secondary Education Type | Indicates type of post secondary or advanced training | postSecondaryType | X | X | X |
| Post-Secondary & Advanced Training | Indicates if student is enrolled in more than one post secondary option | postSecondaryAdvanced | X | X | |
| Post-Secondary Enrollment Duration | Indicates duration of post-secondary term completion | postSecondaryEnrollment | X | ||
| Military Enlistment Status | Indicates military status | militaryEnlistment | X | X | X |
| Service Program Status | Indicates service program status | serviceProgram | X | X | X |
| Other Follow-up Status | Indicates status not reported for any of the follow up status elements | otherFollowUp | X | X | X |
