2012.2.0 - NRS Cohorts

Continuing students:

Rule: The most recent work history record in the work history folder on the first date of the 2012-2013 FY to the date the student is enrolled in the 2012-2013 FY will determine which employment cohort the student is placed in at the time of exit.

IMPORTANT NOTE: It is important not to delete existing work history records for continuing students. For example, if the work history records in the previous FY are deleted for a continuing student, then a new work history record is entered in the current FY where the date is after the first date of the FY, the employment cohorts will not populate correctly. When this scenario occurs, the solution is to set the work history start date to the FY start date.

What happens if a student's employment status changes during the FY?

Student employment status may change during the FY. When a student's work history changes, the user should may enter a new work history record. When the student exits, a cohort record will be created according to the rules for continuing or re-entering students for the employment status at the time of entry or the beginning of the FY.

A continuous or re-entering student is unemployed at the time of entry, if a student is unemployed at the time of entry or beginning of the FY, then becomes employed prior to leaving, cohort records will be created for both entered employment and retained employment.

ONLY unemployed or employed employment statuses are used to populate a cohort record. The following employment statuses will not populate a cohort record:

• Unavailable for work
• Not looking for work
• Retired

IMPORTANT NOTE: The work history records and the employment cohort records are tied together, so if a work history record is edited or deleted, or new work history records added, the cohort record creation will be affected by these changes. The end date has been removed from the work history record to eliminate the problem of overlapping employment status dates.

Follow-Up Quarters

Follow-up quarters for employment measures have not changed. Follow-up for enter employment is still done in the first quarter after the student leaves. Follow-up for retain employment is still done in the third quarter after the student leaves. For more information on Collecting and Reporting Entered and Retained Employment, visit the NRS website for Employment Tips.

How is follow-up done?

Follow-up for Entered Employment

Student's last work history record is unemployed Unemployed student has met all NRS requirements to be fundable, and student has been completed from all classes, groups and pairs, and has left the program.

1. An Entered Employment cohort record is populated.
2. The cohort record displays the student's left date and basic cohort information in the grid.
3. To enter follow-up information, double-click the record to open.

The Edit Cohort record displays:

• Cohort name
• Student's left date
• Appropriate follow-up quarter dates based on the student's left date. This defaults to No.
• Included in Survey
• Responded to Survey
• Follow-up date (optional). The follow-up date has no bearing on the actual follow-up quarter.
• Read-only field 'Matched by Dept. of Labor' is for those states that do data matching. States that do not data match may ignore this field.
• Cohort achieved or not achieved based on evidence in the student work history record.
• Read-only start data of the unemployed work history record.
• Student's current employment status will be unemployed.

If the student WAS employed during follow-up quarter:

1. Select Yes.
2. Check Included and Responded to Survey checkboxes. (Responded to survey must be checked in order for the student to count on Table 5, column F.)
1. Enter follow-up date if needed (follow-up date is optional).
   1. Enter employment start date (date must be between the unemployed work history start date and the last date of the follow-up quarter).
2. Enter new employment status.
3. Enter additional work history information if available (information entered will populate in a new work history record).
4. Save.

If the student was NOT employed during follow-up quarter:

1. Leave No as the selection.
2. Check Included and Responded to Survey checkboxes.
3. Enter follow-up date is needed (follow-up date is optional).
4. Save.

IMPORTANT NOTE: If the student became employed while enrolled, a retain employment cohort record will populate.

Follow-up for Retained Employment process:

1. Student's last work history record is employed (employed-full or employed-part) Employed student has met all NRS requirements to be fundable, and student has been completed from all classes, groups and pairs, and has left the program.
2. A Retained Employment cohort record is populated.
3. The cohort record displays the student's left date and basic cohort information in the grid.
4. To enter follow-up information, double-click the record to open.

The Edit Cohort record displays:

• Cohort name
• Student's left date
• Appropriate follow-up quarter dates based on the student's left date. This defaults to Yes.
• Included in Survey
• Responded to Survey
• Follow-up date (optional). The follow-up date has no bearing on the actual follow-up quarter.
• Read-only field 'Matched by Dept. of Labor' is for those states that do data matching. States that do not data match may ignore this field.
• Cohort achieved based on evidence in the student work history record.
• Read-only start data of the employed work history record.
• Student's current employment status will be employed, employed-part, or employed-full.

Why does the Retained Employment Achieved Outcome default to Yes?

Even though follow-up may not have yet taken place, there is evidence in the student's work history folder that the student is employed. During follow-up, the important infomation is whether or not the student was still employed during the follow-up quarter.

If the student WAS still employed during the follow-up quarter:

1. Check Included and Responded to Survey checkboxes. (Responded to survey must be checked in order for the student to count on Table 5, column F.)
1. Enter follow-up date if needed (follow-up date is optional).
2. Enter additional work history information if available (information entered will populate in a new work history record).
3. Save.

If the student was NOT still employed during the follow-up quarter:

1. Select No.
2. Check Included and Responded to Survey checkboxes.
3. Enter follow-up date is needed (follow-up date is optional).
   1. Enter unemployed start date (date must be between start date of last employed work history start date and first date of the follow-up quarter).
   2. Select status Unemployed.
4. Save.

Additional rules to remember:

• If information is deleted from the student record that makes the student not NRS fundable, the cohort records will be removed but work history records populated as a result of editing a cohort record will NOT be removed.
• Re-entering the information that makes the student NRS fundable will cause the cohort records to repopulate. If there are work history records in the student record that provide support for a cohort record, then the appropriate cohort records will populate but the user will have to reselect Included and Responded to Survey.
• Adding or deleting an hour's date will cause the left date to recalculate. Also, editing an hour's date will cause the left date to recalculate. Left date recalcuation may affect the follow-up quarters for entered and retained employment.

Obtained GED or Secondary School Diploma cohort records

There are 3 components to the Obtained GED or Secondary School Diploma cohort.

FIRST COMPONENT - Students who have taken all 5 GED tests

Students will be included in the Obtained GED or Secondary School Diploma cohort if they meet all NRS requirements to be fundable, have left, and have taken all 5 GED tests. The student does not have to pass all 5 GED tests, but must take all 5 GED tests. The tests may be taken while the student is enrolled, or after the student has left but prior to the last day of the reporting period. Continuing students who attempted the GED in previous fiscal years but did not pass will be included in the cohort upon leaving if supporting evidence exists in the student record.

Agencies that enter GED scores will continue to enter the scores as usual in the Student->Assessment folder. The following scenarios apply:

Scenario 1

1. Student takes and passes all 5 GED tests while enrolled.
2. Passing GED test scores are entered in the Student->Assessment folder.
3. If student's entry level was High Adult Secondary, the current level will update to Completed High Adult Secondary.
4. Student meets all NRS requirements to be fundable, and is left.
5. The Obtained GED or Secondary School Diploma cohort populates with the Achieved Outcome as Yes since there is evidence in the student record that supports this outcome.
6. The Entered Postsecondary Education or Training cohort record also populates with the Achieved Outcome as No.

Why is there a cohort record for Entered Postsecondary Education or Training?

• Students who complete and pass the GED or earn a high school diploma or credential while enrolled are automatically placed in this cohort when the student is left.

Follow-up

1. Open the Obtained GED or Secondary School Diploma cohort record.
2. Check Included and Responded to Survey.
3. Save.

Scenario 2

1. Student takes all 5 GED tests while enrolled but does not pass.
2. Non-passing GED test scores are entered in the Student->Assessment folder.
   1. Student meets all NRS requirements to be fundable, and is left.
3. The Obtained GED or Secondary School Diploma cohort populates with the Achieved Outcome as No since there is no evidence in the student record that supports this outcome as achieved.
4. The Entered Postsecondary Education or Training cohort does not populate because the student only took the GED while enrolled but did not pass.
5. Student retakes the GED tests after leaving but prior to the end of the reporting period. (The end of the reporting period is 12/31 after the last day of the FY.)
6. Passing scores are entered in the Student->Assessment folder.
7. If student's entry level was High Adult Secondary, the current level will update to Completed High Adult Secondary.
8. The cohort record updates to display the Achieved Outcome as Yes.

Follow-up

1. Open the Obtained GED or Secondary School Diploma cohort record.
2. Check Included and Responded to Survey.
3. Save.

Scenario 3

1. Student takes a partial GED while enrolled and passes the tests taken.
2. GED scores are entered in the Student->Assessment folder.
3. Student meets all NRS requirements to be fundable, and is left.
4. The Obtained GED or Secondary School Diploma cohort does NOT populate since the student did not take all 5 tests.
5. Student completes the remaining GED tests after leaving but prior to the end of the reporting period.
6. Remaining scores are entered in the Student->Assessment folder.
7. If student's entry level was High Adult Secondary, the current level will update to Completed High Adult Secondary.
8. The cohort record populates with the Achieved Outcome as Yes since there is evidence in the student record that supports this outcome.

Follow-up

1. Open the Obtained GED or Secondary School Diploma cohort record.
2. Check Included and Responded to Survey.
3. Save.

Agencies that DO NOT enter GED scores will add the GED information in the student Diploma Info folder. The following scenarios apply:

Scenario 1

1. Student takes the GED while enrolled but does not pass.
2. User enters a record in the student Diploma Info folder to indicate this information. This allows the student to be included in the cohort when the student is left.
   • Go to student Diploma Info folder.
   • Click Add New.
   • Select GED from the Type drop down list.
   • Enter the date the last GED test was taken but not passed in the field 'Date GED Exam Taken But Not Passed.' (The 5 GED tests may be taken on different dates or on the same date. Enter the date that the GED was completed.)
   • Save.
3. Student meets all NRS requirements to be fundable, and is left.
4. The Obtained GED or Secondary School Diploma cohort populates with the Achieved Outcome as No since there is no evidence in the student record that supports this outcome as achieved.

Follow-up

If the student passed the GED:

1. Open the cohort record.
2. Click Yes.
3. Check Included and Responded to Survey.
4. Select GED from the Type drop down list. This will display the date entered in the field 'Date GED Exam Taken But Not Passed' as read-only.
5. Enter the date the GED was passed in the Date Earned field.
6. Save.

Follow-up may also be done by editing the Diploma Info record and entering the date earned. The date earned will populate to the cohort record and Achieved Outcome will update to Yes, however, the cohort record must still be edited and the Included and Responded to Survey boxes checked.

If the student did not pass the GED:

1. Open the cohort record.
2. Leave No as the selection.
3. Check Included and Responded to Survey.
4. Save.

IMPORTANT NOTE: The Diploma Info types are used to populate cohort records. To enter diploma records for students who do not meet the criteria for inclusion in the cohorts, use the type 'Other' and enter any additional information in the diploma record, such as Name of Diploma.

Scenario 2

1. Student takes the GED while enrolled but does not pass.
2. User enters a record in the Student->Diploma Info folder to indicate this information.
   • Go to Student->Diploma Info folder.
   • Click Add New.
   • Select GED from the Type drop down list.
   • Enter the date the last GED test was taken but not passed in the field 'Date GED Exam Taken But Not Passed.'
   • Save.
3. Student retakes the GED and passes prior to leaving.
4. Edit the Diploma Info record and enter the date earned.
5. Save.
6. If student's entry level was High Adult Secondary, the current level will update to Completed High Adult Secondary.
7. Student meets all NRS requirements to be fundable, and is left.
8. The Obtained GED or Secondary School Diploma cohort populates with the Achieved Outcome as Yes since there is evidence in the student record that supports this outcome.
9. The Entered Postsecondary Education or Training cohort populates because the student achieved the GED while enrolled.

Follow-up

1. Open the Obtained GED or Secondary School Diploma cohort record.
2. Check Included and Responded to Survey.
3. Save.

IMPORTANT NOTE: Students who pass the GED after their last hours date but prior to being marked left in their last class, and meet all the NRS requirements to be included in the Obtained GED or Secondary School Diploma cohort, will also be included in the Entered Postsecondary Education or Training cohort. For example, a student enrolls on 7/10/2012, earns hours on 8/1/2012, takes and passes the GED on 9/1/2012, and is marked left in the class with the student end date of 10/1/2012. In this case, the cohort is determined by the student's class enrollment dates. The student was actually still enrolled when the GED was achieved, even though the student did not earn additional instruction hours after 8/1/2012. The student meets the requirements to be included in both cohorts when the student is marked left.

SECOND COMPONENT - Students enrolled in Adult High School at the High Adult Secondary level

Adult High School

The NRS defines Adult High School as "a credit bearing secondary education program sanctioned by state law, code, or regulation that leads to a secondary school diploma or equivalent" (NRS Implementation Guidelines, page 31). Adult High Schools award diplomas, secondary credentials, or state-recognized equivalent (not GEDs) based on credits earned.

If you are not sure if your agency is an adult high school, contact your principal or state director.

Some states allow students to be dual-enrolled in an adult education school and an adult high school at the same time. In these cases, the students must still complete at least 12 hours at the adult education school.

If you are not sure if your state allows dual enrollment in adult education and adult high school, contact your principal or state director.

If your agency is NOT an adult high school and dual enrollment is not allowed, this component of the cohort will not apply.

Students who meet the criteria for this component, including meeting the NRS requirements to be fundable, will automatically be placed in the cohort upon leaving.

Offers Adult High School Checkbox

If your agency is an adult high school or allows dual enrollment in adult education and adult high school, you must indicate this at the agency key info page.

1. Login to your agency.
2. Click the 'View Other Tabs' button to go to the second set of tabs.
3. Click the Agency tab.
4. At the Agency Key Information screen, click the Edit button in the bottom right corner.
5. Check the box 'Offers Adult High School.'
6. Save and Return

The checkbox will now display 'True.'

Why do I need to check the box?

Checking the 'Offers Adult High School' checkbox will activate:

• Adult High School Program - this program will display on the drop down list of programs in the class, group, pair, and student records.
• Adult HS (Use for AHS cohort) - this will display on the list of assessments in the student assessment folder.

Who can check the box?

Any user who has access to your agency data is allowed to edit the Agency Key Information screen. Before checking this at the agency tab, first verify that your agency offers Adult High School. Once the box is checked, there is no need to uncheck it. If you are unsure whether or not the box has already been checked by another user, go to the Agency Key Information screen and see if the box displays True.

Who counts as an Adult High School student?

• Students whose highest education level completed on entry is grade 11 or 12 based on credits to place them at that grade level, or
• Students who take an NRS approved assessment that places them at the High Adult Secondary level, and
• Are enrolled in at least one class, group, or pair that has the program Adult High School.

The program 'Adult High School' displays on the student program list. Do I need to select the program in the student record?

No. You do not select the program in the student record. The program is selected when you create a class or group, or create a pair. Students with the level High Adult Secondary must be enrolled in at least one class, group, or pair with this program, although the student is not required to achieve hours in the class, group, or pair.

What is 'Adult HS (use for AHS cohort)' on the assessment drop down list?

Students who enter at grade levels 11 or 12 based on credits earned are automatically considered to be at the High Adult Secondary level, even if the student has an approved assessment that places them at a lower level. Additionally, the NRS does not require that students who enter at grade levels 11 or 12 based on credits earned be assessed with an NRS approved assessment in order to count on the tables. However, because assessments and NRS tables are closely tied in LACES, the only way to show that lower level or non-assessed students entering at grades 11 or 12 are High Adult Secondary is through the level fields. In order to populate those fields with High Adult Secondary, a special assessment record must be created.

The Adult HS (use for AHS cohort) assessment is used to populate an assessment record. It is not an actual assessment and is only entered for this particular group of students. Students with this assessment record who are enrolled in at least one class, group, or pair with the program Adult High school, and who meet the NRS requirements to be fundable, will be placed in the Obtained GED or Secondary School Diploma cohort upon leaving. They will also count on the NRS tables with the entry level of High Adult Secondary, and will show 'Completed Level' if the student earns a GED, High School Diploma or Credential.

The scaled score range for this assessment record is 1-999, and the subject area is AHS. The subtest in the record will display Reading.

Students entering at grades 11 or 12 who have taken an NRS approved assessment that places them at a level lower than High Adult Secondary will still be included in the cohort without the Adult HS (use for AHS cohort) assessment record, but will count on Table 4 with their actual assessed level. For example, a student enters at grade 11 or 12, is assessed at Low Intermediate ABE, is enrolled in Adult High School, and is eligible to count on Table 4. This student will count on Column A on the row for ABE Intermediate Low. If the student earns a high school diploma or credential, the student will not show a gain except with a post-test.

The Adult HS (use for AHS cohort) assessment may be entered in the assessment folder for students who have assessed at a level lower than High ASE. To populate High Adult Secondary in the level fields, edit the record and check the box 'Select Subject' and save. It is best to enter this assessment or select subject for this assessment prior to adding a diploma record for the student.

IMPORTANT NOTES:

• Do not enter a record using Adult HS (use for AHS cohort) for Adult High School students (regardless of entry education grade level) who have taken an NRS approved assessment that already places them at High Adult Secondary.
• The student must also be enrolled in at least one class, group, or pair with the Adult High School program. The level of High Adult Secondary alone will not place a student in the cohort.

Scenario 1

1. The checkbox for 'Offers Adult High School' has been selected at the Agency Key Information screen.
2. Student enters at grade level 11 or 12.
3. A record is created in the student assessment folder using Adult HS (use for AHS cohort). Scaled score can be 1-999.
4. Levels populate High Adult Secondary and the subject area is AHS.
5. Student is enrolled in at least one class, group, or pair with the program Adult High School.
6. Student achieves a high school diploma or secondary credential while enrolled.
7. User enters a record in the student Diploma Info folder to indicate this information.
   • Go to student Diploma Info folder.
   • Click Add New.
   • Select High School Diploma or Secondary Diploma/Credential from the Type drop down list. If the student is not at level High Adult Secondary and enrolled in at least one class, group, or pair with the program Adult High School, the record cannot be created.
   • Enter the date earned.
   • Save.
8. The current level will update to Completed High Adult Secondary.
   1. Student meets all NRS requirements to be fundable, and is left.
9. The Obtained GED or Secondary School Diploma cohort populates with the Achieved Outcome as Yes since there is evidence in the student record that supports this outcome.
10. The Entered Postsecondary Education or Training cohort populates because the student achieved the diploma or secondary credential while enrolled.

Follow-up

1. Open the Obtained GED or Secondary School Diploma cohort record.
2. Check Included and Responded to Survey.
3. Save.

Scenario 2

1. The checkbox for 'Offers Adult High School' has been selected at the Agency Key Information screen.
2. Student enters at any grade level.
3. The student takes an assessment that places them at the High Adult Secondary level.
4. Student is enrolled in at least one class, group, or pair with the program Adult High School.
5. Student does not earn a high school diploma or secondary credential while enrolled.
6. Student meets all NRS requirements to be fundable, and is left.
7. The Obtained GED or Secondary School Diploma cohort populates with the Achieved Outcome as No since there is no evidence in the student record that supports this outcome as achieved.

Follow-up

If student did not achieve a high school diploma or secondary credential after leaving:

1. Open the Obtained GED or Secondary School Diploma cohort record.
2. Leave the selection as No.
3. Check Included and Responded to Survey.
4. Save.

If student did achieve a high school diploma or secondary credential after leaving but prior to 12/31:

1. Open the Obtained GED or Secondary School Diploma cohort record.
2. Click Yes.
3. Check Included and Responded to Survey.
4. Select High School Diploma or Secondary from the Type drop down list.
5. Enter the date earned.
6. Save.
7. Student's current level will update to Completed High Adult Secondary.

Follow-up may also be done by entering a Diploma Info record. The information entered in the diploma record will populate to the cohort record, however, the cohort record must still be edited and the Included and Responded to Survey boxes checked.

IMPORTANT NOTE: In the case where - prior to the rollover to the new FY but after the last day of the current FY - a student enters the program in the new FY at the High ASE level and is enrolled in at least one class with the program Adult High School, be aware that you cannot enter a High School Diploma or Secondary Diploma/Credential record in the Diploma Info folder until AFTER the database has rolled over. This is because the level fields do not populate until after the rollover if assessments have been entered on or after the first day of the new FY. In order to enter a diploma record, LACES needs to 'see' that the student's level is High Adult Secondary.

THIRD COMPONENT - Students in the assessment phase of the EDP (External Diploma Program)

The National EDP must be approved by the state before this program can be offered. If you are not sure if your state has approval to use this program, contact your principal or state director.

Students who are in the assessment phase of the EDP and have met all NRS requirements to be fundable will be included in the Obtained GED or Secondary School Diploma cohort upon leaving.

To indicate that a student is in the assessment phase of the EDP:

1. Open the student Education folder.
2. Click Edit in the bottom right corner of the screen.
3. Check the box 'In the Assessment Phase of the EDP.'
4. Save and Return.

Scenario 1

1. Student is in the assessment phase of the EDP.
2. Student earns an EDP high school diploma while enrolled.
3. User enters a record in the student Diploma Info folder to indicate this information.
4. Go to student Diploma Info folder.
   • Click Add New.
   • Select EDP High School Diploma from the Type drop down list. If 'In the Assessment Phase of the EDP' is not checked in the student education folder, the record cannot be created.
   • Enter the date earned.
   • Save.
5. If student's entry level was High Adult Secondary, the current level will update to Completed High Adult Secondary.
6. Student meets all NRS requirements to be fundable, and is left.
7. The Obtained GED or Secondary School Diploma cohort populates with the Achieved Outcome as Yes since there is evidence in the student record that supports this outcome.
8. The Entered Postsecondary Education or Training cohort populates because the student achieved the diploma or secondary credential while enrolled.

Follow-up

1. Open the cohort record.
2. Check Included and Responded to Survey.
3. Save.

Scenario 2

1. Student is in the assessment phase of the EDP.
   1. Student does not earn an EDP high school diploma while enrolled.
   2. Student meets all NRS requirements to be fundable, and is left.
   3. The Obtained GED or Secondary School Diploma cohort populates with the Achieved Outcome as No since there is no evidence in the student record that supports the outcome as achieved.

Follow-up

If student did not achieve an EDP high school diploma or secondary credential after leaving:

1. Open the Obtained GED or Secondary School Diploma cohort record.
2. Leave the selection as No.
3. Check Included and Responded to Survey.
4. Save.

If student did achieve a high school diploma or secondary credential after leaving but prior to 12/31:

1. Open the Obtained GED or Secondary School Diploma cohort record.
2. Click Yes.
3. Check Included and Responded to Survey.
4. Select EDP High School Diploma Type drop down list.
5. Enter the date earned.
6. Save.
7. If student's entry level was High Adult Secondary, the current level will update to Completed High Adult Secondary.

Follow-up may also be done by entering a Diploma Info record. The information entered in the diploma record will populate to the cohort record, however, the cohort record must still be edited and the Included and Responded to Survey boxes checked.

While Enrolled

Students who take the GED or earn a High School Diploma, Secondary Diploma/Credential, or EDP High School Diploma School while enrolled, meet all NRS requirements to be fundable, and are left on a date prior to their end date in a class or group, or pair, will be placed in the Obtained GED or Secondary School Diploma and the Entered Postsecondary Education or Training cohorts.

For example, a student enrolls in a class on July 5, gets instructional hours on August 20, and earns a GED or High School Diploma on September 23. The student does not earn additional hours, and is marked 'Completed Class' on September 25. Because the student earned the GED or High School Diploma while enrolled - prior to the end date in the class - the student will be in both cohorts. The student's left date, however, will be August 20 since that is the date of the student's last instructional hours. (See Left Date above.)

IMPORTANT NOTE:

• The date fields are not required when entering a record in the Diploma Info folder. However, a cohort record will not populate when the student is left unless there is a date in the 'Earned Date' or 'Date GED Exam Last Taken But Not Passed' fields.

Entered Postsecondary Education or Training cohort records

There are 3 components to the Entered Postsecondary Education or Training cohort.

FIRST COMPONENT - Students who earn a secondary credential while enrolled.

Students who earn a GED, high school diploma or secondary diploma/credential, or EDP high school diploma will be included in the cohort automatically when the student is left. (See scenarios for Obtained GED or Secondary Diploma cohort).

SECOND COMPONENT - Students who have a secondary credential/diploma at the time of entry.

Students whose Highest Level of Education Completed at Entry selection is one of the following will be automatically included in the cohort when the student is left if the student meets the NRS requirements to be fundable.

• High School Diploma
• Secondary Credential
• GED
• Foreign Secondary Credential/Diploma
• Some college - no degree
• College or Professional Degree

THIRD COMPONENT - Students who are enrolled in at least one class, group, or pair with the program Transition. Transition classes are for students who are transitioning to postsecondary education.

The following scenarios apply.

Scenario 1

1. At the time of intake, the student's Highest Level of Education Completed at Entry is: High School Diploma, Secondary Credential, GED, Foreign Secondary Credential/Diploma, Some College - no degree, or College or Professional Degree.
2. Student meets all NRS requirements to be fundable, and is left.
3. The Entered Postsecondary Education or Training cohort populates with the Achieved Outcome as No since there is no evidence in the student record that supports the outcome as achieved.

Follow-up

If the student entered postsecondary training or education:

1. Open the Entered Postsecondary Training or Education cohort record.
2. Click Yes.
3. Check Included and Responded to Survey.
4. Save.

If the student did not enter postsecondary training or education:

1. Open the Entered Postsecondary Training or Education cohort record.
2. Leave the selection as No.
3. Check Included and Responded to Survey.
4. Save.

Scenario 2

1. At the time of intake, the student's Highest Level of Education Completed at Entry is NOT High School Diploma, Secondary Credential, GED, Foreign Secondary Credential/Diploma, Some College - no degree, or College or Professional Degree.
2. The student is enrolled in at least one class, group, or pair with the program Transition.
3. The student meets all NRS requirements to be fundable, and is left.
4. The Entered Postsecondary Education or Training cohort populates with the Achieved Outcome as No since there is no evidence in the student record that supports the outcome as achieved.

Follow-up

If the student entered postsecondary training or education:

1. Open the Entered Postsecondary Training or Education cohort record.
2. Click Yes.
3. Check Included and Responded to Survey.
4. Save.

If the student did not enter postsecondary training or education:

1. Open the Entered Postsecondary Training or Education cohort record.
2. Leave the selection as No.
3. Check Included and Responded to Survey.
4. Save.

IMPORTANT NOTE ABOUT FOLLOW-UP: Students in the Entered Postsecondary Training or Education cohort are followed and reported for two years. Follow-up for the Entered Postsecondary Training or Education cohort is conducted anytime between the date the student left through the end of the FY following the FY of exit. For example, a student whose left date is 8/1/2012 may be contacted for follow-up anytime between 8/2/2012 and 6/30/2014. A student whose left date is 6/20/2013 may be contacted for follow-up anytime between 6/21/2013 and 6/30/2014.

The additional time allows states to include students who may not enter postsecondary education immediately after leaving Adult Education. Student are not contacted twice, but students who were not successfully reached and followed-up the first time can be contacted again. Table 5 has two rows for multi-year reporting for this particular cohort.

Additional Editing and Data Entry Information

1. Students who are not enrolled in a class, group, or pair will have the overall status of prospective. These students may still have an assessment, and have instructional hours entered in the Unlinked folder. If the student meets all the NRS requirements to be fundable, cohort records will not populate until the student is considered left - after 90 days of inactivity, or when the student overall status is manually changed from Prospective to Left. The left date for students who have instructional hours but were never enrolled will be the student's intake date.

IMPORTANT NOTE ABOUT ROLLOVER: Independent literacy agencies who do not update to 2012-2013 will not see cohort records for students who enter the program,

Staff Measures

Two One new required field has been added to the staff intake screen and are available for editing on the staff->key info screen. Additionally, staff credentials must be entered in the staff->credentials folder for Local Teachers to count correctly on Table 7 for 2012-2013 reporting. These This field must also be entered in existing staff records in order for continuing staff to count correctly on Table 7 in the 2012-2013 FY. Staff credential information and years of experience in Adult Education are reported based on the staff start date or the first day of the FY.

• Teacher Certification - indicate whether the teacher is certified by selecting Yes or No from the drop down list. Selecting No will cause the staff to count on Table 7 in the row No Certification. If Yes is selected, a certification record must be added in the staff credential folder.
• Years of Teaching Experience in Adult Education - enter number of years of experience in Adult Education only. This field must be manually updated at the beginning of each year for continuing staff.

Only staff whose job classification is Local Teacher, employment status is Regular Staff either full time or part-time, will count on Table 7 in the section Teachers' Years of Experience in Adult Education and Teacher Certificate.

Both fields can be added to a view and are searchable through General Search.

• View: Certification
• View: Years of Experience in Adult Education
• General Search: ViewStaffMembers.Certification
• General Search: ViewStaffMembers.YearsofExperienceinAdultEducation

IMPORTANT NOTE: There is a difference between NOT having teaching certification and information missing from the staff record. If a credential record has not been entered for a staff member when Yes has been selected in the Teacher Certification field, the staff will not count on Table 7 in the Teacher Certification Section. Selecting No in this field means that the teacher does not have teaching credentials and will count on Table 7 in the Teacher Certification section as No Certification. The Teacher Certification field must be edited in the staff record for continuing staff and Yes or No selected. If this field has not been edited and updated but a credential record has been entered, the staff will not count on Table 7 in the Teacher Certification section.

IMPORTANT NOTE REGARDING NRS TEACHER REQUIREMENTS FOR TABLE 7: If you have teachers who are not included in the teacher certification section of Table 7 because 'yes' was checked in the Teacher Certification field, but the supporting documentation was not added to the Credentials folder, you will need to correct your data. ALL teachers should be included in this section of Table 7.

IMPORTANT NOTE REGARDING TEACHER CERTIFICATION FOR TABLE 7: Reportable staff who do not have a credential entered in the staff Credentials folder will count on Table 7 as having No Certification. Staff with a Non-NRS credential type will also count on Table 7 as having No Certification.

IMPORTANT NOTE REGARDING TEACHER ACTIVE STATUS: It is important to keep staff status accurate and up-to-date to prevent staff from counting on Table 7 incorrectly. Staff whose overall status is left may still have an active line of history in the staff history folder that cause them to continue counting on Table 7.

FY Summary Records for Staff

Prior to the 2012-2013 FY, staff records did not get FY summaries in order to count on Table 7. Beginning 7/1/2012, staff FY summaries must be created in order for staff to count on Table 7. FY summaries are created the same way student FY summaries are created, and a Fiscal Year folder has been added to the staff record. FY summaries are only created in state ABE and state literacy databases. Independent literacy agencies do not create FY summaries.

New and continuing staff:

Rule: A staff credential record for new and continuing staff who have credentials must be earned on a date on or prior to the staff start date in order for the staff to count on Table 7 in the correct columns.

For example, a new staff member is entered with a start date of 7/20/2012. Yes is selected in the Teacher Certification field. A credential record is then entered in the Staff->Credentials folder with 8/30/2012 as the date earned. When the staff fiscal year summary record is created, the FY record will show that the staff did not have certification and the staff will not count on Table 7 in the Teacher Certification section. This is because the staff start date is prior to the credential record date earned, and Yes was selected in the staff record in the field 'Teacher Certification.' From the staff start date of 7/20/2012 until 8/30/2012 the staff is considered to be NOT certified.

Using the example above, if the staff member's credential record was entered with the date earned as 7/1/2012, the FY summary record would show that the staff had a credential and the staff will count on Table 7 in the Teacher Certification section. This is because the earned date of the credential is prior to the staff start date.

In both examples above, on the first date of the following FY, the staff will be considered to be certified. This is because the latest credential record is in affect on the first date of the next FY.

The following scenarios apply.

Scenario 1

1. Enter a new staff record.
2. On the staff intake screen, enter all the required fields, including Active in the status field.
3. Select Yes in the Teacher certification field if the staff member is certified.
4. Enter the number of years of Adult Education teaching experience.
   1. Since Yes was selected on the staff intake screen, a credential record must be entered for the staff.
   2. Go to the Staff->Credentials folder.
   • Click Add New.
   • From the Type drop down list, select one of the following types: Adult Education, K-12, Special Education, or TESOL.
   • Enter the date earned, keeping in mind the date rule stated above.
   • Save.
5. Create a FY summary record for the staff.

If the dates are correct, the staff is active, and the appropriate information has been entered in the staff record for the staff to count on Table 7, then the staff will count on Table 7.

Scenario 2

1. Enter a new staff record.
2. On the staff intake screen, enter all the required fields, including Active in the status field.
3. Select No in the Teacher certification field if the staff member is certified.
4. Enter the number of years of Adult Education teaching experience.
   1. Since No was selected on the staff intake screen, a credential record does not need to be entered for the staff.
   2. Create a FY summary record for the staff

If the appropriate information has been entered in the staff record for the staff to count on Table 7, then the staff will count on Table 7 as No Certification.

Scenario 3

1. Enter a new staff record.
2. On the staff intake screen, enter all the required fields, including Active in the status field.
3. Select Yes in the Teacher certification field if the staff member is certified.
4. Enter the number of years of Adult Education teaching experience.
   1. Since Yes was selected on the staff intake screen, a credential record must be entered for the staff.
   2. Go to the Staff->Credentials folder.
   • Click Add New.
   • From the Type drop down list, select one of the following types: Adult Education, K-12, Special Education, or TESOL.
   • Enter the date earned, keeping in mind the date rule stated above.
   • At the bottom of the window is a new field to enter the Credential or Certificate Expiration Date. If applicable, enter a date.
   • Save.
5. Create a FY summary record for the staff.

If the dates are correct, the staff is active, and the appropriate information has been entered in the staff record for the staff to count on Table 7, then the staff will count on Table 7.

If an expiration date has been entered, this may affect the staff member's certification status at the beginning of the next FY. For example, a staff member has a credential entered with a date on or prior to the staff start date, and a Credential or Certificate Expiration date of 5/1/2013. If the expiration date is not updated or removed, on the first date of the 2013-2014 FY the staff will be considered to not be certified.

Running Staff FY Summaries

Staff FY summary records are new for staff who begin in the 2012-2013 FY or for staff who continue into the 2012-2013 FY. FY summaries are NOT run for prior years. The FY drop down list on the Create Staff Fiscal Year Data window will be blank until the database is rolled forward to 2012-2013.

FY summary records may be manually created for a single staff record or group of staff records 200 or less. Staff FY summary records will also be included in the automatic FY summary update that is done once a month fo states.

1. Select a single staff record or group of staff records
2. Move the mouse to New.
3. Click Create FY Summary
4. After the rollover to the 2012-2013 FY, NRS FY 12-13 will be available.
5. Select NRS FY 12-13.
6. Click Create FY Data Now.
7. When the message 'Fiscal Year Data created successfully' displays, click OK or click the X at the top right of the window.

What is in the staff FY summary record?

Table 7 for 2012-2013 will run from the staff FY summaries. After the summary records have been created, open a staff record, then click the Fiscal Year folder and double-click the record.

The record contains: