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Annual Student Enrollment & Outcome Reporting
Each year, career schools and colleges holding a Certificate of Approval from the Texas Workforce Commission (TWC) must submit an annual report providing student enrollment and outcome information for TWC-approved courses and programs.
Your report on the seminar courses and vocational programs offered by your school for the period from September 1 of the previous year to August 31 of the current year is due by December 1.
If the annual report is not submitted by December 1, your school will pay a penalty of $750 -- or higher if the school has previous late reports. Failure to report by the due date also may place your Certificate of Approval in jeopardy.
On September 1 you can begin reporting through our Career Schools and Colleges Annual Reporting system, which allows authorized users at each school to report data securely and directly to TWC. The reporting process requires school directors to establish IDs for all staff entering data. Returning users may be prompted to reset their password.
Start early so you can receive help with any questions you have and meet the December 1 due date. You can enter data into the system report as the data is available until the report is ready for certification. School directors are responsible for ensuring that reports are submitted by the December 1 deadline.
Accessing the Annual Reporting System
A school’s director or acting director must log in to the annual reporting system first, and may then provide access to other staff.
There are three options for authorized school users to log on to the Career Schools and Colleges annual reporting system, depending on whether you have previously used the system, already have a User ID for another TWC Internet system or are creating a TWC online User ID for the first time.
- If you previously signed up on the Career Schools and Colleges annual reporting system, log on with your existing User ID.
- If you have not previously used the annual reporting system but have a User ID for another TWC Internet system, such as Unemployment Tax Services or WorkInTexas.com, log on with that User ID.
- If you have never signed up on the annual reporting system or for another TWC Internet system, sign up for a User ID.
Submitting Your Report
You must report on all courses of instruction (programs and seminars) that were approved by TWC at any time during the reporting period, using the Career Schools and Colleges annual reporting system.
You can logoff and return later to add to or update the information entered prior to certifying the report.
Prior to certifying the report, all information must be completed for all the courses of instruction. Only the school director or acting director may certify the report. Failure to certify the report by the deadline will result in an administrative penalty and could put the school's Certificate of Approval in jeopardy.
Reporting Data Requirements
To complete the annual report on enrollment and student outcomes using the annual reporting system, schools will need the information listed below.
For seminars:
- Total enrollment for each seminar
For vocational programs:
- Completer details for each student who completed a vocational training program during the reporting period, including:
- Student identifying and contact information
- Start and end dates of training
- If the completer became employed, the employer name, location, and contact information, and the completer’s job title and starting wage (Use the Completer Follow-Up Survey to collect and maintain each student’s employment information.)
- Completer Follow-Up Survey
or 
- Completer Follow-Up Survey
- If the completer entered postsecondary education, military service, or incarceration, the name and location of the institution and the area of study in the case of postsecondary education
- Enrollment information for each program, including:
- Number of actual students enrolled at the start of the program
- Number of students who are new starts
- Number of students who are re-entries
- Number of students who entered the program who transferred from another vocational program
- Number of students who left the program who transferred to another vocational program for full-time study
- Number of students who left the program for active military service, were incarcerated, were deceased or left for any other non-graduating reason
Options for Reporting Completer Data
You have two options for submitting vocational program completer information:
- Upload the data in a Microsoft Excel spreadsheet or a comma-separated file. For file formatting requirements, see Upload File Format Help.
- Manually enter and edit completer information for one completer at a time.
Minimum Employment Rate
The ability of your school to meet performance expectations for employment of students after the completion of vocational programs is a critical indicator of program quality and effectiveness. The information you or your staff enter for your vocational programs is used to determine if your school is meeting the minimum employment rate of 60% for each program.
Corrective Actions
If your school does not meet the minimum employment rate for a program, you must take the following corrective actions:
- First Time: Prepare a Performance Improvement Plan (PIP) indicating how your school is strengthening the program to improve educational success and employment outcomes.
- Program Performance Improvement Plan or
- Program Performance Improvement Checklist or
- Program Performance Improvement Plan
- Second Consecutive Year -- with 50% or greater improvement of the difference between the 60% minimum employment rate and the program employment rate for the previous year: Reexamine and revise last year's PIP indicating how the school is increasing efforts to improve educational success and employment outcomes.
- Second Consecutive Year -- without improving by at least 50% of the difference between the 60% minimum employment rate and the program employment rate for the previous year: Reexamine and revise last year's PIP indicating how the school is increasing efforts to improve educational success and employment outcomes. Also, your program is subject to suspension of new enrollment of students funded by Workforce Development Board-allocated funds.
- Third Consecutive Year: Notice of TWC's intent to revoke approval of the program. The school must suspend all new student enrollments and complete training of the program's current students.
Contact Information
- Call: 866-256-6333, Option 3 or 512-936-3100
- Fax: 512-936-3111
- Email: career.schools@twc.texas.gov
