2012.1.0

Released 2/25/2012

Assessments

All Assessment Tab Now Includes Pushed Forward Assessments

Students with pushed forward assessments were not displaying at the All Assessment tab in the student list of current assessments. This has been corrected.

To see the list of students with current FY assessments, including pushed forward assessments:

1. Go to the All Assessment tab.

2. Move the mouse to Find.

3. Click Current FY.

Tips:

· Assessments from a previous fiscal year can be “pushed forward” to populate a student’s entry level in the next fiscal year.

· The pushed forward assessment will create an assessment record with the new fiscal year, but the actual date of the assessment does not change.

· Pushed forward assessments populate a record in the student’s overall history folder with the fiscal year start date.

· The default maximum number of days to push an assessment forward is 90 days prior to the end of the fiscal year. Your state may be customized with a different number of maximum days.

Who does this change affect?

· State ABE

· State Literacy

· Independent Literacy

CASAS Life and Work Listening Assessment Updated

CASAS Life and Work Listening is an ESL assessment only. The assessment was populating ABE levels if the Student->Education->ESL Student checkbox was not checked. This has been corrected. An ESL level will populate from this assessment whether or not the ESL Student checkbox has been checked in the student education folder.

Tip:

· Some ABE states do not use CASAS assessments. If your state does not use CASAS, the assessment will not display on the drop down list of assessments.

Who does this change affect?

· State ABE

· State Literacy

· Independent Literacy

Donor

Fields Automatically Re-calculate and Are Read Only

In the Donor record, the following fields have been corrected to automatically re-calculate when a new donation record is entered:

Total Donated

Amount of Last Gift

Date of Last Gift

The fields are also now read only and cannot be edited.

Who does this change affect?

· State Literacy

· Independent Literacy

NRS Reports

NRS Reports Names Updated

In July, 2010, the NRS implemented a change to the way race and ethnicity information is captured. Tables 1, 2, and 12 were updated to report the new race and ethnicity categories and went into effect on July 1, 2010. At that time the updated reports were named New Ethnicity: and were used for reporting fiscal years 2010-2011 to the current fiscal year.

The tables have been renamed for clarity.

When running NRS tables for fiscal years 10/11 and later, use the following tables:

· Fiscal Year Data NRS Table 01: Participants by Entering Educational Functioning Level, Ethnicity, and Sex

· Fiscal Year Data NRS Table 02: Students by Age, Ethnicity, Sex

· Fiscal Year Data NRS Table 12: Work-based Project Learners by Age, Ethnicity, Sex

When running NRS tables for fiscal years 9/10 and earlier, use the following tables:

· Fiscal Year Data NRS Table 01 (Pre-July 2010): Participants by Entering Educational Functioning Level, Ethnicity, and Sex

· Fiscal Year Data NRS Table 02 (Pre-July 2010): Students by Age, Ethnicity, Sex

· Fiscal Year Data NRS Table 12 (Pre-July 2010): Work-based Project Learners by Age, Ethnicity, Sex

Who does this change affect?

· State ABE

· State Literacy

All NRS Reports Printed

It is now possible to print ALL NRS student reports by clicking one button instead of having to print all reports separately.

To print all NRS reports at the local or SEA level:

1. Go to Student tab.

2. Move the mouse to Print.

3. Click Print Reports.

4. Click the ‘Print All NRS’ button.

Tips:

· The reports can be opened or saved in PDF format.

· Reports printed for Reporting System 9/10 or earlier will use Tables 1, 2, and 12 prior to the NRS Race and Ethnicity changes that went into effect on July 1, 2010.

· Table 7 is still run from the staff tab. It is not included in All NRS Reports when run from the student tab.

Who does this change affect?

· State ABE

· State Literacy

Table 6 Updated

NRS Table 6 has been updated to correctly display correctional students and students in other institutional settings.

The following rules apply to Table 6 and how students display on Table 6:

· When a student’s primary program is Corrections (Option Code 500), and the Correctional and Institutional fields in the student’s demographics folder are blank, the student counts as 'In Correctional Facility.'

· When a student’s primary program is Corrections (Option Code 500), and 'No' is selected in the Correctional field in the student’s demographics folder, the student counts as 'In Correctional Facility.'

· When a student’s primary program is Corrections (Option Code 500) AND ‘ Yes – Community’ is selected in the Correctional field in the demographics folder, the student will count as ‘In Community Correctional Programs.’

· When any other choice except ‘No’ or ‘Yes - Community’ is selected in a student’s demographic folder, AND the field Institutional is ‘yes’ in the student’s demographic folder AND the primary program is not Corrections, the student will count as ‘In Correctional Facility.'

· When ‘Yes – Community’ is selected in the Correctional field in the demographic folder, AND the field Institutional is ‘yes’ in the student’s demographic folder AND the primary program is not Corrections, the student will count as ‘In Community Correctional Programs.'

· When a student’s primary program is Corrections (Option Code 500) AND the field Institutional is ‘yes’ in the student’s demographic folder, the student will count as ‘In Correctional Facilities.’

· When ONLY ‘In Other Institutional Setting’ is selected and Corrections is NOT the primary program, the student will count as ‘In Other Institutional Settings.’

Tips:

· If your agency has renamed or hidden any items on the Correctional or Institution choice lists, your results may be different from those listed above.

· Students must have an updated FY summary record to count correctly on Fiscal Year Data NRS Table 6.

Who does this change affect?

· State ABE

· State Literacy

History Records Now Update When a Dissolved Pair is Reactivated

History Record Updated for Student, Tutor and Pair When Dissolved Pair is Reactivated

When a dissolved pair is reactivated for a student or tutor whose overall status is left or on hold, the history folders were not updating with a new line of history. This has been corrected.

Student Overall History

When a pair status is changed from dissolved to active for a student whose overall status was left or on hold, a record will now populate in the student overall history folder. The start date is the date the pair was reactivated, and the status will display ‘Active.’

Tutor History

When a pair status is changed from dissolved to active for a tutor whose overall status was on hold or left, a record will now populate in the tutor history folder. The start date is the date the pair was reactivated, and the status will display ‘Active.’

Pair History

When a pair status is changed from dissolved to active, a record will populate in the pair history folder. The history start date is the date the pair was reactivated, and the status will display ‘Active.’

Tips:

· When a dissolved pair is reactivated, the end date field will automatically become blank, or NULL.

· The match date of the pair itself will not change.

· The pair start date will not change if hours were previously entered. Only the history folder will update with the new ‘Active’ record.

Who does this change affect?

· State Literacy

· Independent Literacy

Searches

Employment Searches Updated for 11/12

The following employment searches have been updated to find students who left with employment goals and need follow-up.

Employment Outcome Cohorts for Followup

· This search finds students who left in a specific quarter with an enter or retain employment goal and need follow up.

11-12 NRS Employment Goals by Quarter

· This search finds students who left in specific quarter and had an enter or retain employment goal when they left, regardless of goal status. (This search is only available in State ABE and State Literacy agencies.)

Who does this change affect?

· State ABE

· State Literacy

· Independent Literacy

Tutor Missing Monthly Hours Search Renamed and Updated

The Tutor Missing Monthly Hours search has been updated and renamed to No Instructional Hours Search. This search finds tutors with NO instructional hours in a specific date range.

The tutor must have activity in the date range being searched, otherwise instructional hour are not considered missing. Activity is the date range in which a tutor was assigned to a group, or the date range a tutor was active in a pair. The search can be run to search pairs only, groups only, or pairs and/or groups.

For example, a tutor is active in a pair from 7/1 until the pair is dissolved on 10/1, and has instructional hours entered in every month except August. If 7/1 to 9/1 is entered as the date range search criteria, the tutor will not be considered to have no instructional hours. The tutor would be considered to have no instructional hours if the date range searched was 8/1 to 8/31. If the date range search is 10/1 to 12/31, the tutor will not be considered to have no instructional hours since the tutor’s activity ended on 10/1.

To run the No Instructional Hours Search:

1. Go to the Tutor tab.

2. Move the mouse to Find->Hours.

3. Click No Instructional Hours Search.

4. Enter the date range to search for NO instructional hours entered.

5. Select to search Pair Only, Group Only, or Pair and Group.

6. Check or uncheck the checkbox to search for 0 instructional hours as missing hours.

7. Click Go.

The tutors returned in the search will have NO instructional hours in the date range searched IF they were assigned to a group or active in a pair during that date range.

Tips:

· The search looks for no instructional hours only. Other hours types, such as prep or travel, are not included in the search.

· ‘Treat hours records with zero hours as “missing” hours’ checked:

o Example:

§ Tutor has an hours record on 7/1 with 0 entered for the number of instructional hours. If this is the only hours record in July, and the date search range is 7/1 to 7/15, the tutor will be returned as having no instructional hours in that range.

· ‘Treat hours records with zero hours as “missing” hours’ unchecked:

o Example:

§ Tutor has an hours record on 7/1 with 0 entered for the number of instructional hours. If this is the only hours record in July, and the date search range is 7/1 to 7/15, the tutor will be NOT returned as having no instructional hours in that range.

· When a group assignment ends or a pair is dissolved on the same date as the last instructional hours:

o Last tutor pair instructional hours are entered on 10/1. The pair is also dissolved on 10/1.

§ Search date range: 9/1 to 10/1 = tutor is not returned because the last hours are on 10/1 - the tutor is not missing hours.

§ Search date range 10/1 to 11/1 = tutor is not returned because the pair was dissolved on 10/1.

Student and Tutor History Searches Updated

The Began Active/Enrolled and Active/Enrolled history searches for both students and tutors have been updated.

Students

Began Active/Enrolled Search

This search will find students who became active in a class or group, or were matched in a pair during the date range searched. If there is a gap in enrollment dates, a student may potentially “begin” active or enrolled multiple times.

To run the search:

1. Go to the student tab.

2. Move the mouse to Find.

3. Move the mouse to History Search.

4. Click Began Active/Enrolled.

5. Enter date range to search.

6. Click Go.

Active Search

This search finds students who were active or enrolled in a class or group, or matched in a pair during the date range searched.

To run the search:

1. Go to the student tab.

2. Move the mouse to Find.

3. Move the mouse to History Search.

4. Click Active/Enrolled.

5. Enter date range to search.

6. Click Go.

Tutors

Began Active Search

This search will find tutors who became active in a group, or were matched in a pair during the date range searched. If there is a gap in enrollment dates, a tutor may potentially “begin” active multiple times.

To run the search:

1. Go to the tutor tab.

2. Move the mouse to Find.

3. Move the mouse to History Search.

4. Click Began Active.

5. Enter date range to search.

6. Click Go.

Active Search

This search finds tutors who were active in a class or group, or matched in a pair during the date range searched.

To run the search:

1. Go to the student tab.

2. Move the mouse to Find.

3. Move the mouse to History Search.

4. Click Active.

5. Enter date range to search.

6. Click Go.

Tips:

· For both the students and tutor: there must be an enrollment or assignment during the time range searched. The search is not looking in student or tutor history folders for active dates.

· When students and tutors are assigned to a pair, the search is looking at the pair match date to determine when the student or tutor became active – not the start date of the pair.

· If enrollment or assignment is continuous, there is no gap. For example:

o Student or Tutor begins 7/1 in a group.

o Student or Tutor leaves group on 9/1.

o Student or Tutor enrolls in a pair on 8/1. Student or Tutor began active date is still 7/1 since there is no gap in enrollment or assignment.

· If enrollment or assignment ends but a new enrollment or assignment begins the next day, there is no gap. For example:

o Student or Tutor begins 7/1 – matched in a pair.

o Pair dissolves on 10/1.

o Student or Tutor begin a new group on 10/2. Began active date is still 7/1 because the enrollment is continuous.

· If enrollment or assignment ends and a new enrollment or assignment begins on a non-contiguous date, the student or tutor became active on two separate dates. For example:

o Student or Tutor begins 7/1 – matched in a pair.

o Pair dissolves on 10/1.

o Student or Tutor begin a new group on 10/3. Began active dates are 7/1 and 10/3 because there was a gap in enrollment or assignment.

Who does this change affect?

· State ABE

· State Literacy

· Independent Literacy

Contact Us:

Questions & Suggestions - use the Tech Support form at http://info.literacypro.com/solutions/laces/crm.htm

Call Us: 1.888.714.9464

Last Update

2/24/2012