Enter all class attendance
Enter all volunteer/match attendance
Update student goal attainments
- Enter "Date Met" for goals met for current students.
- Enter "Contact Information" and "Date Met" in the follow-up section for the five follow-up goals. The follow-up goal status is set to "Due" to give you the list of all students (current or exited) who need to be contacted to see if they have met any of their goals.
Note: Some follow-up goals still require the survey method while others will be updated by data matching when a social security number is provided. We update all dates met for GED goals regardless if a SSN was given since we are able to match on SSN, last name, first name, gender, race, and date of birth. Programs will not be required to contact students and enter dates met for "Obtain GED."
Enter final assessments
- Enter date, test name, test form and scale score for final assessment
- Use the assessment reports under "sites" to make sure that the primary area is set for this fiscal year. Assessment report #2 lists students who have an assessment entered in the primary area, but the primary area still needs to be set for this fiscal year. Assessment report #3 lists students who have assessments entered in only the "other" area. Once all assessment data is entered and updated, no names should appear in report #2 or #3.
- Review the percent of students who were pre and post tested to see if you met the 70% performance standard. If not, review your program policy for assessing students to ensure that 70% get pre and post tested next year.
- Review Cognos Federal Report Table 4: Educational Gains and Attendance by Educational Functioning Level to ensure that all assessment data is reported. You should review the Business Rules for Federal Reports for FY08 posted on the SMATTT system Information section on the ACLS website which describes how students are recorded based on entering education levels.
Exit students from site who have left. Enter the date closest to when the student stopped attending the program which is not necessarily 6/30/08.
Exit staff and volunteers from site who left the program.
Enter Professional Development activities for staff who attended trainings/activities offered by other providers (not provided by SABES). Please enter attendance at conferences such as Network as a total number of hours for the day rather than entering hours for each individual sessions. Do NOT enter activities or conferences that are sponsored by ACLS. General meetings such as staff meetings or the Annual Directors Meeting are not considered professional development so are not entered into the system.
8. Site Rollover --- Located in Site Section
The site rollover report and submission can be found in the "Site Section". Site rollovers should be submitted by August 20th since we need time to review the data before rolling sites to FY09 to start data entry for the next fiscal year. Sites will not actually be rolled over until the end of August since we need at least 2 weeks to verify that all data is accurate.
Unenrolled Classes: lists classes with no enrollments this fiscal year
Unenrolled Students: lists students who have never been enrolled in any classes or matches this fiscal year
Inactive Student Attendance: lists students who have been enrolled in classes or matches and no attendance has been entered
Inactive Student Assessments: lists names in each area where data has not been updated/reviewed since May 1st
Inactive Student Goals: lists names in each goal area where data has not been updated/reviewed since May 1st
Inactive Follow-up Goals: lists names for each follow-up goal where data has not been updated/reviewed since May 1st
Active Staff: lists staff names who were active and had salary records
Professional Development Activities: lists staff names who attended trainings/activities offered by other providers (not provided by SABES)
The report has functionality to track the student goal and assessment data that you have reviewed. When you review the list of student assessments and goals and check off the box next to the student name, you can save that list. Click on the button at the top of the report labeled "Save Current Work". The report will then show the list of names that still need to be reviewed.
The next time you access the report, you will get the "Working" version which is the list of remaining students to review. You should keep reviewing all the student's assessment and goal information until no names appear on this list. If you want to go back to see the original list at anytime, you can click on the "Original" button at the top of the report.
You still have the option to click on the "Working" button to list the students that still need to be reviewed to verify that the information is updated and accurate. This new functionality helps programs go through the list of names without having to record the information on paper.
When you are ready to submit the site rollover request, no names should appear in the assessment or goals section or you will need to check off each box remaining before you can submit the request for site rollover.
The request indicates that all the information contained within this report is true and accurate and does not need to be updated or corrected. This checkbox is equivalent to the Program Coordinator's Signature.
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