Glossary
Quick reference for terms used throughout VoTech.
| Term | Definition |
|---|---|
| ACE | Adverse Childhood Experiences — a standardized score measuring early trauma. Tier 2 (restricted) data. |
| B2B | Bridges to Business — a program track for entrepreneurship and workplace skills |
| BOLI | Bureau of Labor and Industries — Oregon state agency; VoTech tracks BOLI grant enrollment |
| Category | Free-text classification for a class (e.g., "Construction", "Welding"). Set during class creation — not a fixed enum. |
| Case Note | A Tier 2 staff entry documenting student interactions, progress, or concerns. Append-only. |
| Class | A scheduled group of students learning a specific skill set, categorized by a free-text category field |
| Cohort | A group of students progressing through a term together in the same class |
| Coordinator | Staff role focused on attendance and observation. Can take attendance, add notes, edit class sessions, and manage lower-privilege users. |
| Assistant Coordinator | Staff role with limited access: view students, view contact info, add notes, take attendance, and view incidents at their location. Cannot edit student records or access sensitive data. Sidebar label: "Asst. Coordinator." |
| Data Tier | One of 4 sensitivity levels (Tier 1 = encrypted, Tier 4 = standard) controlling who sees what data |
| Director | Staff role with county-wide access. Manages classes, locations, terms, and reports. |
| Effective Absences | Direct absences + tardy-converted absences − make-up credits |
| FERPA | Family Educational Rights and Privacy Act — federal law protecting student education records |
| Follow-Up | Post-program check-in at 3, 6, 9, and 12 months after a student completes the program |
| Grant Flags | Toggles on a student record indicating participation in specific grant programs (BOLI, YDD) |
| Grant Writer | Staff role with multi-location read-only access for report generation. No sensitive data access. |
| Location | A physical site: Medford (MD), Grants Pass (GP), or Shady Cove (SC) |
| Make-Up Session | An additional session a student completes to offset an absence |
| Policy Override | An administrative exception to standard attendance rules for medical/emergency reasons |
| PRISM | State data system; PRISM consent tracks whether a student has agreed to data sharing |
| RLS | Row-Level Security — database-level access control ensuring users only see data they're authorized for |
| Session | A single scheduled meeting of a class (e.g., "Welding 101 on March 18") |
| SNAP | Supplemental Nutrition Assistance Program — tracked as a benefit flag on student records |
| Student ID | Auto-generated identifier: location prefix + year + sequence (e.g., MD260201) |
| Super Admin | Highest staff role with full access to all data, users, and system settings |
| TANIF | Temporary Assistance for Needy Families — tracked as a benefit flag on student records |
| Term | A time period (semester, quarter) during which classes run |
| YDD | Youth Development Division — Oregon state program; VoTech tracks YDD grant enrollment |
| 2-Tardy Rule | Policy: 2 unexcused tardies automatically count as 1 absence |
| 72-Hour Rule | Attendance records can be corrected within 72 hours by Case Managers, Directors, Coordinators, and Asst. Coordinators. Super Admin can correct at any time. Volunteers can correct their own records within 72 hours. |