2022.3.0

3/18/2022


Fixes/Changes


Assessments

Expired assessments and assessments no longer approved to populate a level have been hidden on the assessment list. See Assessment Cleanup for the original notification and additional information posted in LACES on March 4, 2022.



Dashboards

Updates have been made the Student Alert Dashboard.


  1. New rows have been added:

    • Students requiring Earnings entry for 2nd quarter employment - ALL

    • Students requiring Earnings entry for 2nd quarter employment - No SSN


  1. The date ranges coded to return students on the alerts were too restrictive, and have been expanded based on the outcome.

    • Updated date range for employment outcome requiring survey:

Today’s date is between the first day of the followup quarter after the student's PoP exit date, and the current FY is <= NRS reporting year for this outcome.

(Once the database rolls over to FY 22/23, any outcomes reportable on FY 21/22 Table 5 would no longer be returned on the dashboard.

    • Updated date range for all other rows requiring survey:

Pop exit date >= Jan 1 of the previous FY through the end of the current FY.




Diploma/Credential Records

  1. A Diploma/Credential record is now automatically created when all TASC or HiSET subtests with passing scores are manually added at the assessment tab or imported. The Date Earned on the Diploma/Credential record is the date of the Total Score assessment record.

    • The Diploma/Credential record is not removed if the TASC or HiSET assessment records are deleted. The Diploma/Credential record must be manually deleted.

    • The Diploma/Credential record Earned Date is not updated if the date is edited on any of the TASC or HiSET assessment subtest records, or if a retake assessment record is entered that results in a new date on the Total Score record. The Date Earned field at the Diploma/Credential record must be manually updated.


(Functionality for the automatic Diploma/Credential record for the GED was added in Release 2022.2.0.)



Grid Grouping

Grid grouping that spans multiple pages was causing issues. To address these issues, changes were made at the following grids:


  • Student Assessments

  • Student Enrollments

  • Student Hours

  • Class Attendance

  • Class Enrollment

  • Class Instructor

  • Class Instructor Hours

  • Staff Assignments

  • Staff Hours

  • Staff Professional Development

  • Staff Workshop Attendance

  • Staff Workshop Enrollments

  • Tutor Assignments

  • Tutor Hours

  • Tutor Workshop Attendance

  • Tutor Workshop Enrollments

  • Pair Attendance

  • Group Attendance

  • Group Enrollment

  • Group Instructor

  • Group Instructor Hours

  • Workshop Attendance

  • Workshop Enrollment

  • Workshop Instructor

  • Workshop Instructor Hours

  • Contact Workshop Attendance

  • Contact Workshop Enrollments

  • Material Checkout

  • Volunteer Hours

  • Volunteer Workshop Attendance

  • Volunteer Workshop Enrollments

  • Family Members



Changes include:

  1. The columns on the grids above may now be sorted by clicking the column name.

  2. Student last, first, and middle names have been grouped into a single column called Student Name at the Class and Group Attendance tabs.

  3. Participant last, first, and middle names have been grouped into a single column called Person Name at the Workshop Attendance tab.

  4. Instructor last, first, and middle names have been grouped into a single column called Instructor Name at the Class, Group, and Workshop Instructor Hours tab.

  5. When grouping more than the set number of items on a page, a warning will display: CAUTION


Grouping by a column when there is more than one page of items may result in incomplete groups and totals. Try increasing the items per page or exporting the data to Excel.


Example grouping at the class attendance grid:

  • Look at the bottom of the page. The default number of items per page is 200. This may be changed to 500 or 1000.

  • Drag the column name Student Name and drop on the row that displays: Drag a column header and drop it here to group by that column.

  • If there are more than the set number of items per page, you will get the warning message.


Records are not exported by the grouping in the grid. Sorting and grouping is done in the exported file.



History - Students and Tutors

  1. An error was displayed when the user attempted to add a record at the Student History tab/Enrollment Program History panel or at the Tutor History tab/Tutor History panel. This has been corrected.



Reports

The reports "Student Points for Next EFL" and "Class Points for Next EFL" have been updated:

  1. The reports now include the number of points needed to progress to Completed ESL L6 for assessments that include that level:

  • BEST Plus 2.0

  • CASAS Life and Work Listening

  • CASAS Life and Work Reading

  • TABE CLAS-E


Note that students with Completed ESL L6 or ESL L6 with an assessment that does not progress to Completed ESL L6 will not be on the report since there is no higher level.


  1. The report has been updated to include assessments with the same instrument and subtest. For example, a TABE Reading assessment and a CASAS Life and Work Reading assessment both have the "Reading" subtest. Previously, only the most recent assessment with the same subtest was included on the report. This has been corrected



Searches

  1. The Assessment Diagnostic search has been updated.

  • The search row "Students pretested in multiple subject areas in any PoP" was not counting moved forward assessments. This has been corrected.

  • The search row label has been updated to ""Students pretested in multiple subject areas with a PoP." The logic has also been updated to include students who have at least one PoP and have pretested in multiple subject areas, but the pretests do not have to be within the start and end dates of the same PoP. For example, a student was pretested in Reading and is in PoP 1. The same student was pretested in Math in PoP 2. The student meets the criteria to be returned on the row since the student has a PoP, and was pretested in multiple subject areas.

  1. The following searches displayed an error when run in conjunction. This has been corrected.

      • Student area - Group Title:History Began Active/Enrolled

      • Tutor area - Workshop Title:History Began Active


Tutors

Assign Status must be changed to Inactive before the group instructor can be deleted. An error message will display if you attempt to delete an active group instructor:


ERROR

*Group Instructor assignment status must be changed to Inactive before it can be deleted.

(Note that this affects the "Batch Delete" change explained below.)


New Functionality


PoP Survey


Employment, secondary, and post secondary follow up may now be done in the student's All PoPs Summary record. Go to PoP Survey for additional information.


Batch Delete

Functionality has been added to allow enrollments and hours to be batch deleted at the person records (student, staff, tutor, contact, donor, volunteer), the enrollment setting records (class, group, workshop, pair), and family members at the family record.

To batch delete, select the records to be deleted by clicking the checkbox at the beginning of the row. Once you have selected the rows you wish to delete, click the Delete button.

The ability to batch delete is not intended to be a replacement for the delete icon at the end of the grid rows. Depending on what you are attempting to do, the error message that displays when the delete icon is used gives you additional information. For example, pair records cannot be deleted unless the pair has been dissolved. If you select an active pair enrollment record to batch delete, the error message will simply display:


ERROR

Batch delete operation had one or more failures. Out of a total of 1 records selected: 0 records were deleted and 1 records failed to delete. Failed records have been left checked.

When you select the delete icon at the end of the active pair enrollment row, the error message gives you additional information:


ERROR

*Pair must be dissolved before it can be deleted.


Batch Deleting Enrollment and Assignment Records

Enrollment and instructor assignment records cannot be deleted unless the associated hours are deleted first. An error message will be returned if selected enrollment or assignment records cannot be deleted because hours exist. The records that were not deleted will remain checked.

For example, in a class record, 8 enrollment records are selected at the enrollment tab to be batch deleted. One student did not have any hours in the class, so the enrollment record may be deleted. The other 7 students have hours so their enrollment records may not be deleted. The batch delete error message will indicate that of the 8 records selected, 1 was deleted but 7 failed to delete. The 7 records that were not deleted remain checked on the enrollment grid. The following error message will display:

E

ERROR

Batch delete operation had one or more failures. Out of a total of 8 records selected: 1 records were deleted and 7 records failed to delete. Failed records have been left checked.



Deleting Instructors

When individually deleting assigned staff instructors in a class or workshop, or assigned tutors in a group, the following rules apply:

  1. All hours must first be deleted before an instructor assignment can be deleted.

  2. A tutor assigned to a group must be changed to "Inactive" before the assignment record can be deleted.

  3. When only one instructor is assigned to a class or group as the primary, the record may be deleted. (Remember that tutors assigned to a group must first be changed to "Inactive" to delete the assignment.)

  4. When there are multiple assigned instructors, the primary cannot be deleted unless you first assign "primary" to another instructor.

The same rules apply when batch deleting multiple instructors, and the order of the records on the class or group Instructor grid affects how the instructors are deleted.

Batch Deleting Multiple Instructors

    • When the last instructor record on the Instructor grid is the primary, and ALL instructors are selected to batch delete, the records will be deleted successfully. This is because the last record encountered was the last remaining record to delete, so it may be deleted even though it is the primary instructor.

    • When any instructor record except the last one on the grid is the primary, and ALL instructors are selected to batch delete, all of the records will be deleted successfully except the primary. That record may be deleted individually.

    • Tutor assignments in a group must be changed to "Inactive" prior to deleting, then the delete rules of order apply.



Cancelling Batch Delete


Before selected records may be batch deleted, the user is presented with multiple screens asking if they are sure they want the records deleted. Deleted records cannot be restored, so be sure you really want to delete. If the user clicks "Yes" on both warning windows, the delete operation will begin. The delete progress window has a Cancel button to allow the user to cancel, however, be aware that records may have already been deleted before the batch delete operation was cancelled. For example, 200 group attendance records were selected to batch delete. After the delete operation was underway, the user clicks the Cancel button. Five records were already deleted by the time the operation was cancelled. The following error message will display:


ERROR

Batch delete operation cancelled. Out of a total of 200 records selected: 5 records were deleted, 0 records failed to delete, and 195 record deletes were cancelled.






Last update: 3/18/2022