CTAV: FAQs

Overview Training & Documentation Acronyms & Terms FAQs

Click on the section header for more information.

Training

Can I download the training material?

Yes. The training material is in the Training & Documentation section of this website.

Are there future trainings planned?

For information on future trainings please contact Mitch Wilson at mwilson@highered.org

Timeline

When will the student assessment data be available?

Student Assessment data will be loaded into CTAV beginning in July of each year and compeleted in early fall. The data will be loaded to CTAV multiple times over this time period. You will be notified when each data load occurs and when the data is final.

How often should my institution generate a new CTAV report?

You can generate a new report or refresh an existing report as often as you need. Data does not come in a constant stream but will be loaded a few times a year. You will be notified when new or modified data becomes available.

When are new secondary course approvals generated?
Secondary course approvals are generated annually in the Spring and are good for ONE year. If your institution has CTE-26 pathway approvals, a new course approval will automatically be generated and reflect in the course reporting system for the upcoming year.

Communications

Who will be notified when new data becomes available?

All people set up with CTAV user access in HEI will receive emails when new or refreshed data becomes available in HEI CTAV report.

Who do I contact if I have questions or issues with HEI CTAV report, user access, or CTAG process?

Please contact Mitch Wilson at mwilson@highered.org 

HEI Access

I am having issues logging into HEI.

Please contact Mitch Wilson at mwilson@highered.org or your institutions HEI Liaison.

How do I access HEI?

HEI is a website that can be accessed at https://hei.ohiohighered.org. You need an HEI login with CTAV user permissions to access the CTAV reports and data.

I can log into HEI but cannot access the CTAV report.

Please contact Mitch Wilson at mwilson@highered.ohio.org.

How do I add or remove HEI or HEI CTAV only access for someone?

If you need to change, add or remove a user, Please contact Mitch Wilson at mwilson@highered.ohio.org

Can students and their families access HEI?

No, HEI access is not granted to students, their families, or any member of the general public.

Statewide Student Identifier (SSID)

What student identifier are available in the report?

The ODE SSID (Statewide Student Identifier) is the only student identifier in the report. There is no access to SSN, DOB or student name.

SSID is not searchable field in my system, can I get other student specific identifiers like SSN, DOB or student name?

ODE, ODHE and OH-TECH do not store student SSN. Student name, social security number, or date of birth is not data that is available in this report. You will need the student's SSID to access CTAV data. You can speak with your SIS vendor or your IT team about making the SSID field searchable. This may be functionality they can ‘turn-on’ or configure.

Is the SSID provided in the Common App?

SSID is not collected in the Common App unless the institution adds it as one of their discretionary fields. We highly recommend that you make SSID a required field in all of your Common App and other applications.

How do I get the SSID if it is not on the Common App or the students high school transcript?

You can contact the student’s high school to get a student SSID. You can ask the student if they know their SSID. Currently most students do not know their SSID. ODE will be requesting that the secondary Ohio School Districts add the SSID to the student's transcripts in the future.

CTRA – Credit Transfer Request for Availability File

How do I generate a CTRA report? 

You can find instructions for creating a CTRA file here. You can access a template for the CTRA CSV file here.

Can I see previous CTRA files that I have submitted?

Yes, you can access the previous requests you submitted. They are located on the CTAV File Submission page in HEI.

When I access any CTRA file requests that I previously submitted, does it show current data or the data that was in the original CTAV report?

Course data provided will always be the most current data. To determine if the data had been updated since you submitted your initial CTRA file, compare the last student assessment file submission date on the File Submission page with the date you submitted your CTRA.

How do I know what data has changed in the CTAV report since I last accessed it?

To determine if the data had been updated since you submitted your initial CTRA file, compare the last student assessment file submission date on the File Submission page with the date you submitted your CTRA. In the CTAV reports the 'Last Updated' field shows the date the data was last updated for that particular data row. The 'Record Status' column displays whether the record is 'Active' or 'Deleted'. You can get more information on interpreting the data in the CTAV reports here.

What data do I need in the CTAV Request for Availability (CTRA) fie?

SSID and credit type You can access a template for the CTRA CSV file here.

What is credit type?

Currently you will only access the ‘CT’ credit type. Other credit types may be added in the future.

CSV and Excel Files

Where can I get more information on how to create and work with CSV files?

You can get instructions specific to CTRA files and CTAV reports in the Training & Documentation Section of this site.

I opened the CSV report in Excel, can I use it as a CSV now? 

Once you open a CSV file in Excel the data changes format (i.e. leading zeros are dropped). As a result, you cannot revert the Excel file back to its original file using only the 'Save As' functionality. It is recommended that you download and save CSV reports without opening them. If you open them in Excel, you should do a ‘Save As’ to Excel. You will then have an Excel file you can work without compromising the original CSV data.

What is the best program to open the CSV file with so that the formatting is not changed? 

Wordpad 

What is the best way to view the report in a readable format without changing the data? 

It is recommended that you download and save CSV reports without opening them. If you open them in Excel, you should do a ‘Save As’ to Excel. You will then have an Excel file you can work without compromising the original CSV data.

How do I know if the data format in the CSV report has been changed? 

The data format will change in the date fields. Also, leading zeros in IRN code fields will not be present.

What systems can the CSV files be uploaded to? 

The CSV file can be loaded into any system that is configured to accept CSV files and has the correct field mapping. Field mapping is where the system has been configured to load the data into the correct fields. You can contact your IT team or your vendor for specific details on how to configure a CSV upload to your system.

Can I upload the report to my Student Information System (SIS) or other system instead of hand keying the information? 

Yes, you can either hand key the information or upload CSV files to your various systems. Almost every system is capable of accepting CSV file uploads. Work with your vendor or IT department to determine how to best do that. Reminder:  Choose which columns you would like to upload and only include those in the downloaded CSV report.

How do I create a CSV file?

Below are step-by-step instructions for creating a .csv file in Microsoft Excel, OpenOffice, and Google Spreadsheets. More detailed instructions can be found here.

  1. Open a new spreadsheet in Microsoft Excel or Google Spreadsheets.
  2. Type each of your headers, or field names into the cells located in row 1 at the top of the spreadsheet. For a CTRA example, if entering data for items you’re selling, type “SSID” into cell A1, “Credit_Type” into cell B1.
  3. Select each column that contain data and save them as text fields. You will do this by selecting the entire column and right clicking it to reveal the menu. Select "Format Cells > Number > Category: Text" then click OK. You can find a template of a CTRA file here.
  4. Enter your data into the spreadsheet under each column as needed. Using the example outlined in step #2, write the SSID in cell A2 and the Credit_Type in cell B2. 
    1. Note:  The Credit_Type value is CT for all records.  
  5. Click on “File” and select “Save As” after you’ve entered all data into the spreadsheet. If using Google Spreadsheets, this option will read as “File > Download as.”
  6. Select “CSV” under the “Save as type” dropdown menu.
  7. Type a name for your CSV file, then select “Save.” You have now created a CSV file, and commas will automatically be added to the file to separate each field.

Process Changes

What process changes are being introduced with the CTAV project?

Phase 1 of the project was implemented in July/August of 2019. Changes to existing process can vary by institution. The main change is that the paper Verification Form is being phased out for most Ohio students. A high level comparison of the before and after processes can be found here. More information on the CTAV project can be found here.

Can we still use the paper Verification form?

Yes, but it is not necessary if the course appears in the report. If a course appears with the status of ‘Active’ then the CTAV report can be used in lieu of the Paper Verification Form.

In what scenarios is the paper Verification form still needed? 

A paper Verification form will still be required for:

  • The course requires an industry credential offered by a third party vendor
  • Adult students
  • When the course is not in the CTAV report.
  • All course taken prior to AY2018.
If I look up a student that enrolled in a previous year and found CTAG credit they were not awarded, can I award this credit? 

Yes, they earned the credit. Due to issues with the paper Verification Form process many students may have not gotten credit for courses they should have. Final degree audit is a good time to look up a student's available credits. Keep in mind we only have data going back to 2017. Best practice – Search in February for students that earned credit 

Miscellaneous

Is there an acronym and key terms definition list?

You can find an acronym and key terms list here

What does HEI CTAV mean?

Higher Education Information Career-Technical Articulation Verification. It is functionality in the HEI system where approved users can access CTAG and CTAV data. You can find an acronym and key terms list here.

What if a student says they have earned a credit that does not appear in the CTAV report?

First step is to determine if all of the data has been loaded into the HEI CTAV database. If all of the data has been loaded, you can wait on the remaining data to be loaded to get the information via HEI CTAV or you can go through the paper Verification Form process.

Can students submit data directly to HEI CTAV database?

NO, students cannot submit data directly to the database nor can they access the information in the HEI CTAV report. All data is sent from the Ohio Department of Education(ODE) to the Ohio Department of Higher Education (ODHE) CTAV team. Students can still request and submit all paper Verification forms as done in past years.