PoP Data Collection in LACES
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IMPORTANT NOTES:
Students will not count on the NRS Tables until FY summaries are updated.
FY Summaries are updated automatically for all students and staff every night. It is only necessary to manually update FY Summaries if you make updates to the data and want to verify your NRS tables the same day.
FY summaries may be run manually on selections of 3000 or fewer student records.
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Exit Date Rules
The student's exit date populates after 90 days with no assessment, enrollment, or hours activity, and is calculated from:
Student's intake date if there are no enrollments or instruction hours.
Student's last class or group start date, or pair match date if the student was enrolled or matched in a pair, but no instruction hours were entered.
Student's last instruction hours date, including unlinked instruction hours. (Records with 0 hours present are not included in the calculation.)
The Exit date displays in the student record header.
When a student has a Period of Participation (PoP), the exit date populates in the PoP record as well as the student record header AFTER:
90+ days with no instructional hours, regardless of overall status.
Q: How can I determine what a student's exit date will be when their overall status is Left or On hold and the exit date doesn't display until 90 or more days have passed?
A: Even though the exit date is based on either the student's last instruction hours date or intake date (depending on the student's activities), it is most likely that the student's exit date will be based on the last instruction hours date. The Last Instr Hours Date field has been added to the default Student List view to allow you to see the student's last instruction hours date, if hours exist. You can also create a student view that includes the Overall Status, Last Instr Hours Date and Exit Date fields. This will help you determine a student's potential exit date in the fiscal year.
TIP: The Last Instr Hours Date field is also at the student Education tab/Education panel.
Period of Participation (PoP)
Under the WIOA rules, students must have at least one PoP in the FY to count on the NRS tables, with the exception of Table 2A. This represents a significant change in how student activity is reported but only minor changes in your data entry processes. If your data is entered in a consistent and accurate manner, the LACES business rules will ensure that the data is reported accurately on the NRS tables for each period of participation.
A Period of Participation (PoP) begins when a student enters your program and has activity, and ends when the student leaves, or does not have additional activity 90+ days after the last activity date. In order for a PoP to populate in LACES, the student must have:
At least one level-defining assessment
At least 12 instruction hours without a 90+ day gap
A student is not required to be enrolled, although most students will have an enrollment in the current FY and earn instruction hours in the enrollment. A PoP will populate if a student is assessed and earns at least 12 unlinked instruction hours, but is not enrolled.
A student who is assessed, enrolled, earns 6 instruction hours, leaves, comes back after 90 days, and earns 6 more instruction hours in the FY will not be in a PoP because there is a 90+ day gap in activity. Because the student did not have at least one PoP, the student will count on NRS Table 2A, but not any of the other NRS tables.
TIP: Run the NRS->Student Diagnostic Search. The row "Students with 12+ instruction hours but not in a PoP" returns students who have 12+ hours in the entire fiscal year, but do not have 12+ hours without a 90+ day gap. Most rows on the search run from FY summaries, so make sure FY summaries are up-to-date prior to running the Student Diagnostic Search.
It is considered a new entry if the student returns in the current fiscal year or returns from a previous FY after a gap of 90+ days since the last activity. This does NOT mean that you must enter a new student record or update the student's original intake date. Once a student record is entered, you will continue to add data to that record regardless of when the student entered your program. Initial Intake Date should not be changed. If the student returns after a 90+day gap in activity, you will simply begin entering the new data (assessments, enrollments, and hours). At that time a new PoP will begin. While it is possible for a student to have up to four PoPs within a FY, most students will have one or two.
PoPs can also cross the fiscal year boundary. For example, a student who is in a PoP that continues into the next FY without a 90+ day gap is considered to be in one PoP that happens to cross FYs.
A read only PoP summary record will populate at the student Outcomes tab/PoP Summary/Measurable Outcomes panel once a level defining assessment AND 12 instruction hours have been entered in the student record without a 90+ day gap in activity.
Each PoP summary record has columns that display PoP information that align with the Measurable Skill Gain rows on Table 4, and the Outcome Measure rows on Table 5. This allows you to look at the PoP Summary/Measurable Outcomes record on the grid and get an idea of how a student will count on those tables.
The All PoPs Summary area may be selected from the More area drop-down menu. All PoP records will display at this area. Follow-up data may be entered at the All PoPs Summary record.
How PoP Data is Calculated
Open the student record.
Click the Outcomes tab.
Click the PoP Summary/Measurable Outcomes panel to open.
A PoP record will display when the student has at least one level-defining assessment and at least 12 instruction hours without a gap.
Outcome Indicators
Scheduled Services
Students who meet the assessment and hours requirements are placed in a PoP. Once the student completes all enrollments and leaves the program, or stops attending and is gone for 90+ days, the student begins a new PoP when they return.
However, a scheduled service by enrollment date or scheduled service start date overrides the 90+ day exit date rule.
From the NRS:
Program exit occurs when the participant has not received services for the past 90 days and has no additional services scheduled. The date of exit is the last date on which the participant receives services.
How this works in LACES:
TIP: When a student has a Scheduled Services, an Exit Date may display in the student header field, but the PoP summary record will NOT display an exit date. The student header Exit Date field displays the FY Exit date, NOT the PoP exit date.
It is important to utilize Scheduled Services only as directed by your state policy. When a student has a scheduled service, they are not left unless the scheduled services requirements have not been met. This is important for employment, attain secondary credential, and postsecondary follow up. Make sure you are following your state policy in regards to scheduled services.
Correctional Students
Correctional students are indicated by:
The Corrections program selected in the student record, or
Any selection in the Correctional field that contains Yes at the Demographics tab/Demographics panel (Yes, Yes-Community, Yes-County, Yes-State, Yes-Federal).
IMPORTANT NOTE: Some clients have opted to hide the Corrections program and/or hide the Correctional field. Check the user news page for your state customizations.
Correctional students who are in ABE programs while incarcerated fall into one of two scenarios:
Students attend ABE classes while incarcerated. They complete all ABE classes, and their overall status is updated to Left. They are still in a correctional facility.
Students attend ABE classes while incarcerated. They complete all ABE classes, and their overall status is updated to Left. They are released from the correctional facility.
Correction students who are still incarcerated at the time of exit are excluded from all outcomes measures, and only report on Table 10 on the first row for Measurable Skill Gains if they are a current fiscal year student. However, students who are no longer incarcerated may be followed up and potentially count on Tables 5 and 10 for outcome measures. (See Attachment 2 - Table C on page 46)
To show that a student was not incarcerated at the time of exit, a release date must be entered in the Corrections Release Date field. The release date must be on or after the PoP Start Date and on or before the PoP End Date. For example:
A corrections student's PoP Start Date is 3/29/2022 and the PoP End Date is 6/15/2022. The release date must be on or after 3/29/2022 and on or before 6/15/2022 in order for the student to be included in the follow up outcome measures on Tables 5 and 10.
To enter a release date:
1. Open the student record.
2. Click the Demographics tab/ Corrections panel.
3. Enter a release date. The release date must be between the PoP Start Date and PoP End Date in order for the student to be included in the outcome measures for Tables 5 and 10 and to be eligible for follow up.
From the NRS Technical Assistance Guide, page 14:
Participants in correctional education programs (WIOA Section 225), who remain incarcerated at program exit, are excluded from all performance indicators except the Measurable Skill Gains indicator.
IETP (Integrated Education and Training Program)
The IETP field on the class enrollment data chooser and student enrollment record has two options: IETP and IETP/Credential. (Some clients have additional choices. Check the user news page for your state customizations.)
Students who are enrolled in a class with IETP/Credential selected on the enrollment record, or enrolled in postsecondary education or training with an enroll date between the PoP start date and PoP exit date, are considered to be dual-enrolled.
Enrolling students with IETP/Credential:
1. Open the class record and click the Enrollment tab.
2. Click Enroll.
3. Select the students to be enrolled.
4. Select IETP/Credential from the IETP drop-down field. This will set the selected students to IETP/Credential.
5. Enter the enroll date.
6. Click Show Selected.
7. The IETP field and Enroll Date may be edited on the grid for each student before saving, if necessary.
8. Click Enroll Students.
IETP and Table 4
Students who are enrolled in a class with IETP or IETP/Credential OR have the Workplace program selected in their student record are eligible to count on Table 4, column G.
Gains in this column are counted if the student has an MSG record entered at the Outcomes tab/IETP and Workplace Literacy Measurable Skill Gains panel as the most recent MSG.
The IETP MSG must be attained while enrolled, or on or before the current fiscal year end.
Students only receive credit for the most recent measurable skill gain (from either Column E, F, or G) in a period of participation and do not receive additional credit for more than one gain in a PoP.
When an EFL gain, SSD Date Earned, or Postsecondary Education or Training Enroll date are all on the same date as the IETP MSG record, the student will count in column G.
IETP and Table 5
Students who were enrolled in a class with IETP/Credential selected in the enrollment record will count in the denominator for Table 5, column B, on the row "Attained a Postsecondary Credential while enrolled or within one year or exit."
Class enrollment status is irrelevant. Note that completing the class does not mean the student achieved the outcome. Students must still meet the requirements to be included in the numerator.
The numerator for Table 5, column C, for this row is the number of students from the denominator who earned a postsecondary credential while enrolled or within one year of exit IF the postsecondary enroll date is prior to the PoP exit date. This pulls from the postsecondary record where Date Earned has been entered.
Students must be left to be on Table 5.
To count in the education fields on Table 5, the student exit date must be within a calendar year.
TIP: Postsecondary records are entered in the student record at the Education tab/Postsecondary Education or Training panel.
Reporting Exclusions
Students may be excluded from NRS reporting when an exclusion reason has been entered in the student record.
To enter an exclusion reason:
Open the student record.
Click the Demographics tab/Demographics panel.
Select from the list at the Report Exclusion Reasons field.
Save.
Exclusion reasons are:
Call to Active Duty
Deceased
Entered hospital or treatment center
Became incarcerated
If a student is deceased, the date of death may be entered in the Date of Death field, located above the Report Exclusion Reason field. Entering this date alone will not exclude the student from reporting; Deceased must also be selected at the Report Exclusion Reason field.
Excluded students will populate tables that do not report Performance Indicators (Tables 1, 2, 2a, 3, and 6).
Excluded students will populate ONLY columns B, C and D on Table 4.
Excluded students will not populate Tables 4a, 4b, 4c, 5, 8, 9, 11.
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Last update: 4/1/2024