8/5/2022

Fixes/Changes

Auto-Complete Classes and Groups

Classes and groups with the Cancelled status were being updated to Auto-Completed in agencies who opted in to the auto-complete feature.  Based on client feedback, this has been changed so only classes and groups with the statuses Active, Prospective, or Scheduled will be auto-completed on the configured number of days past the end date. 

Reminder: This only affects agencies that are configured for auto-complete. 

Assessments

1. Assessments at the Completed ESL L6 level can no longer be moved forward.  

   • Reminder:  PoPs will not populate when the student's entry level is Completed ESL L6.)

2. A column has been added to the GED, HiSET, and TASC assessment cards to allow user to manually enter the Essay score.   

   • The essay score is included on the ETS/HiSET integration file.  When an essay score is included on the integrated file, it will be added to the student's HiSET Language Arts-Writing subtest.   This only affects clients who are currently integrated with ETS.

   • A column for the essay score has NOT been added to the GED, HiSET, and TASC imports that are available at the SEA. 

   • The TASC was discontinued on 12/31/2021, however, the essay column was added to the TASC assessment card to allow essay scores to be entered for existing assessments if necessary. 

Dashboards

The following Student Alert rows have been updated to omit students whose only assessment is at ABE L6 or Completed ESL L6, or ESL L6 with a BEST Literacy assessment.  Students cannot test any higher than those levels and are no longer returned on the Student Alerts.

•  Students eligible for posttesting

• Students eligible for posttesting with no MSG in current PoP should not include ABE L6 or Completed ESL L6 when the only assessment is level ABE L6

Student

1. The correctional Release Date at the student Demographics tab/Corrections panel will now be cleared when a student enrolls on a date after the release date.  Note that the release date will not be automatically cleared as part of the 2022.9.0 LACES release for students who are already enrolled.  The release date can be manually deleted if desired, or it will be automatically cleared if the student is enrolled in another class. 

   • The Release Date field is labeled "Parole Date" in specific clients.

Search Updates

All Search Criteria fields

A change has been made to allow drop-down fields to be searched by text or by the drop-down items. For example, at the student area, click Add Search and select Student Keyword. You'll see "Enter text or select a value" in the search field indicating that you may begin entering text to search, or click the down arrow to select a value from the Student Keyword drop-down choice list. 

Assessment Diagnostic Search

Two new rows have been added to the Assessment Diagnostic Search.

Note:  The field "Select Reporting System" will display selections based on the agency FY setting.   For example, agencies still set for 2023-2024 will not have the NRS FY 24-25 selection in the list.  Students with 2023-2024 assessments moved forward to 2024-2025 will not be returned on the search until the agency rolls over to the 2024-2025 FY.  At that time, a selection for NRS FY 24-25 will be available for searching. 

1. Students with moved forward assessments

2. Students with moved forward assessments but a higher EFL in subject area was available 

   • This row will return students who have a moved forward assessment with a lower EFL when another assessment in the same subject with a higher EFL was available.   For example, a student was pretested in language at ABE L3 and posttested in language at ABE L4, and the assessment at ABE L3 was moved forward.  This student will be returned on the search.  Only the assessment with the highest EFL in the subject area should be moved forward if the date assessed is within the number of days to move assessments forward. 

Employment Outcomes for Followup 

Corrections students with a Release Date after the PoP End Date were being incorrectly returned on the search.  This has been corrected so that corrections students are only returned for the follow up quarter when the Release Date is on or before the PoP End Date.

NRS Table Searches

1. Table 4B has been updated so that students with multiple PoPs only count once in either columns D, E, or F.

2. Table 2A was omitting students who had fewer than 12 hours and no assessment in the current FY, but had the potential to be in a continuing PoP from the previous FY. This has been corrected. 

State and Local Performance (SPR)

The following row on the Measurable Skill Gains search was incorrectly reporting current FY students who attained an SSD in the previous fiscal year.  This has been corrected.

•  Attainment of a secondary school diploma or its equivalent 

Report Updates

Student Reports

1. The Level Gains report was not counting students who advanced from ESL L6 to Completed ESL L6 as making a gain. This has been corrected. 

Class Reports

1. A new report "Pre and Post Assessments by Class" has been added to the class area.  The report can be run on a selection of classes by fiscal year assessments.  All students in the class, regardless of enrollment or assessment status, will be returned on the report with a separate row for each subject area. 

New Functionality

Staff Batch Edit

The field "Years Teaching Exp in Adult Ed" is required at staff intake but does not automatically increase each year for staff who continue to provide teaching services in your program.  New functionality has been added to batch edit this field for a selection of staff.  You may still manually update the field in the individual staff records, but this new functionality allows you to update multiple records with one process.  

At staff area:

1. Add the field "Years Teaching Exp in Adult Ed" to a view.  This allows you to see the current field  value.

2. Select and subset the staff whose field needs updated to reflect their current number of adult ed teaching years.  Make sure you have the correct selection of staff.  Remember that a selection refers to the records on the grid, whether there is a checkbox on the row or not.  

3. Click the arrow on the More toolbar, and select Batch Edit from the menu. 

4. On the batch update window, check the box to activate the numeric field, and enter the number of hours you wish to add (increment) to the existing value.  You can enter 1, 2, or 3.  You may also decrement by adding the minus sign.  You may decrement by -1, -2, or -3.  This will decrease the existing value in the field for every staff in the selection. 

5. Click Save. 

6. Click Yes on the Confirm Save window if you wish to proceed. 

7. The field value will be changed for each staff in the selection. 

Move Assessments Forward 

Users may now batch move assessments forward for a selection of students.  You may still manually move assessments forward in the individual student records, but the new "Move Assessments Forward" functionality allows you to move forward multiple assessment records with one process.  A search has also been added at the Student Searches Assessments category called "Eligible to Move Forward."  This search returns a selection of students who have assessments that are eligible to be moved forward.  While you may also perform your own searches to display a selection of students, the search will return students with assessments that are eligible to be moved forward. 

Eligible assessments are:

• Assessment records with the date assessed within the allowable move forward window.  

Select Agency Settings from the person profile menu and then click to open the Detail panel.  The Data Value for the row MaxDaysToMoveAssessmentsForward shows the max number of days for moving assessments forward in your agency.  For example, if the data value is 90, then assessment records with the assessed date 4/1 to 6/30 of the previous FY may be moved forward, depending on the CurrentFY setting in your agency.  For example, if the MaxDaystoMoveAssessmentsForward data value is 180, and your agency is set for the 2022-2023 or 2023-2024 FY, the assessment records with the assessed date 1/1/2023 to 6/30/2023 may be moved forward to the 2023-2024 FY. 

• Assessment records with the highest assessed level in the subject area, and Date Assessed is within the allowable move forward window.

While you may manually move forward any assessment in the subject area, only the assessment with highest EFL in the subject area should be moved forward, with the exception of Completed ESL L6.  The Move Forward Assessments process will only move forward the assessment in the subject area with the highest EFL. 

Assessments NOT eligible to be moved forward:

• HSE assessment records, such as GED and HiSET

• Assessments at level ABE L6, Completed ESL L6, and Level Not Defined

• BEST Literacy Assessments at ESL L6

Run the search before batch moving assessments forward. 

1. Display all students.  

2. Click the >Searches link and expand the Assessments category. 

3. Select "Eligible to Move Forward."  

4. Students who have eligible assessments will be returned on the student grid. 

5. If you do not want to move forward the assessments for all eligible students, you can do additional searches such as Status = Enrolled to further limit the selection of students.

Before proceeding:

Remember that every student in the selection will be affected by the Move Assessments Forward process. Students who do not return in the next FY will still count on Table 2a because they have an assessment moved forward from the previous FY, so make sure you are updating the correct selection of students. 

Assessments are typically moved forward during specific times of the year, such as right before or right after the rollover to the next FY when you are enrolling continuing students in upcoming classes.  The agency FY settings and the date on which you run the Move Assessments Forward process - today's date - will determine which FY the assessments are moved to.

Agency current FY is 2022-2023 or 2023-2024 and today's date is 7/1/2023 to 12/31/2023

• 2022-2023 assessments will be moved forward to the 2023-2024 FY

Agency current FY is 2023-2024 and today's date is 1/1/2024 to 6/30/2024

• 2023-2024 assessments will be moved forward to the 2024-2025 FY 

Once you have the correct selection of students:

1. Click the arrow on the More toolbar, and select Move Assessments Forward from the menu. 

2. Read the warning message on the window.  If you want to proceed, click Yes. 

3. Read the warning message on the Confirm Save window.  There is no automatic undo once you proceed.  You will have to manually delete the moved forward assessment records individually if you did not have a correct selection of students. If you want to proceed, click Yes.

4. You will get a message indicating the number of assessments moved forward, the number of failed moved forward assessments, and the number of students. 

Note that the number of assessments may be larger than the number of students, since students may have eligible assessments in multiple subject areas.  

Last update: 11/1/2023