Family & Community Adult Education Adult & Community Learning Services
Adult and Community Learning Services

Steps to End the Fiscal Year

1. Enter all class attendance

2. Enter all volunteer/match attendance

3. Update student goal attainments

   • Enter "Date Met" for goals other than follow-up goals for current students in the goals section of each student record.

   • Enter "Contact Information" and "Date Met" in the follow-up section for the 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 and release of information form is signed. 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".

4. Enter final assessments

   • Enter date, test name, test form and scale score for final assessments in the student assessment screen.

   • 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 posted on the SMARTT section on the ACLS website which describes how students are recorded based on entering educational functioning levels.

5. Exit students from site who have left.

   • Enter the date closest to when the student stopped attending the program which is not necessarily June 30th.

6. Exit staff and volunteers from site who left the program.

7. Enter Professional Development activities for staff who attended trainings/activities offered by other providers (not provided by SABES).

   • 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 since those are entered by ACLS staff. 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 mid-August since we need time to review the data before rolling sites to 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.

   Remember that the report always lists only current students at the site. When you exit a student from the site, you verify that all the information has been updated. Programs should review the data in this order:

   1. Unenrolled Classes: lists classes with no enrollments this fiscal year

   2. Unenrolled Students: lists students who have never been enrolled in any classes or matches this fiscal year

   3. Inactive Student Attendance: lists students who have been enrolled in classes or matches and no attendance has been entered

   4. Inactive Student Assessments: lists names in each area where data has not been updated/reviewed since May 1st

   5. Inactive Student Goals: lists names in each goal area where data has not been updated/reviewed since May 1st

   6. Inactive Follow-up Goals: lists names for each follow-up goal where data has not been updated/reviewed since May 1st

   7. Active Staff: lists staff names who were active and had salary records

   8. Professional Development Activities: lists staff names who attended trainings/activities offered by other providers (not provided by SABES)