2022.5.0

4/15/2022

Fixes/Changes

Assessments

1. Assessments could be saved without an EFL if the Enter key was used before the EFL populated on the assessment card.  This has been corrected, and assessments that were saved with a blank EFL have been updated.

2. Custom messages that display on the assessment card will now display under the appropriate subtest row instead of at the top of the assessment card.  Custom messages only display in clients with assessment customizations. 

Choice Lists

The following Choice Lists are now hidden in all state ABE clients.  These fields are important for NRS reporting and changes made to the choice lists can cause students to count incorrectly or not at all.   Please contact Tech Support if one of these choice lists need to be updated in your state. 

1. • This change does not affect Independent Literacy clients since they do not report to the NRS. 

• AssessmentStatus

• Correctional

• CredentialCertificationType

• DiplomaCredentialType

• FundingStream

• Gender

• HighestLevelofEducationCompleted

• HighestLevelofEducationCompletedLocation

• IETPMeasurableSkillGain

• IETPMeasurableSkillGainType

• PostsecondaryInstructionType

• PrePost

• ProgramStatus

• ProgramType

• StaffEmploymentStatus

• StaffStatus

• WIOACoreProgram

Fields

1. The Gender field has been renamed to Sex on the person (student, staff, tutor, contact, donor, and volunteer) intake pages, the Demographics panels, view manager, and searches for all populations, including Graphic Reports.  

1. • For clients who have opted in, the Sex choice list contains Male, Female, and Other.  

   • Based on guidance from the NRS, an algorithm will alternately designate persons as Male or Female when Other is selected in the Sex field. This affects students who are eligible to count on NRS reports 1, 2, and 2a, where demographics are reported.  For example:

     1. 1. 1.  A new student enters the program.  On the intake page, Other is selected from the Sex choice list.  This displays in the Sex field at the Demographics panel. 

           2. Create the student's FY summary. 

           3. Open the FY summary record.  You will see the rows: AssignedSexCode  and SexCode.

           4. AssignedSexCode displays either 101 (male) or 102 (female).  This was alternately assigned based on the Sex selection from a previously entered person record in the client.     

           5. SexCode displays 103, which indicates that Other was selected in the Sex field. 

           6. This only affects students and only displays in the student FY summary.   

Important Notes:

• Previous FY summaries reflect and report the gender selection at the time the previous FY summary was run, but the field row in the summary now displays AssignedSexCode instead of Gender. 

• The field SexCode will not display in existing current FY summaries until the FY summaries are updated. This does not affect NRS reporting, since this is an informational field that tells you which selection was made in the Sex field.  Only 103 will alternately designate Male or Female for reporting purposes. 

• The person import templates have a column for Gender.  This has not been renamed to Sex, but Male, Female, or Other entered in the Gender column will import to the Sex field.  This only affects clients with import capabilities. 

• The DRC integrated import contains a column for Gender, and now recognizes O in addition to M or F when matching students by Gender.  

 2. "Gender Identity" and "Pronouns" have been added as optional fields on the student intake page, the Demographics panel, view manager, and searches.   

1. • The fields do not show in clients who have opted out. 

   • The choice lists for the fields may be updated by going to Agency Settings->Choice Lists tab, and selecting either GenderIdentity or Pronouns from the choice list. 

3.  A panel called "WIOA Core Program Enrollment" has been added to the student record at the Services tab.  This allows agencies to track students in core WIOA programs in addition to Title II.  

Specific state clients requested that a field called "WIOA Core Program" be added to the student  intake page.  When a selection is made on the student intake page, a record is added at the "WIOA Core Program Enrollment" panel.  The initial record has the same start date as the student intake date.  Additional records may be added if a student is in multiple WIOA Core Program. 

A corresponding report is available at the student area called "WIOA Core Program Enrollments."  The report parameters run on the start date of the WIOA Core Program records. 

4. The field "Source Name" has been converted from a drop down field to a text box in the student, tutor, and volunteer records.  Selections made in the field prior to the change will display in the field.  

5. The field “Secondary Email” has been added to the following views:

• Student area → shared views→ Contact Info

• Class → Enrollment tab → Student Contact Info 

• Pair → Pair Data tab→ Students and Tutor panel

• Group → Enrollment tab → Student Contact Info

• Workshop → Enrollment tab→ Contact Info

Imports 

1. The email received upon importing a file has been updated to show if the import was successful (Completed), failed (Failed), or partially successful (Completed with Errors). This information is also visible in the import record in “All System Tasks” under “Error Status.”  A message displays in red on the import record and in the import email that  indicates why the import failed or partially failed.

Roles 

The roles Adviser I and Adviser II are now available to those who have permissions to assign roles. 

Searches

A new search called “Potential Duplicate Students” has been added at the student area.  The search is located at the student searches at the“General” category. This search is a replaceable search and cannot be added to current searches selected.  This search only looks at students in an agency, and is not intended to be run at the SEA.

This search returns duplicate students according to three separate match types. 

• The match types are as follows:

  • • Duplicate SSN

OR

• First Name, Last Name, DOB and Sex

OR

• First and Last Name

Views

1. There is a new shared view called “Review Potential Duplicate Student Data” that shows the relevant fields for determining whether student is a duplicate, such as: 

• StudentID

• Last Name

• First Name

• Middle Name

• Overall Status

• Program

• Birthdate

• Sex

• SSN

• Last Instr Hours Date

• Creation Date

Last update: 4/13/2022