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Data Entry Schedule

To:Program Directors,
From:Wyvonne Stevens-Carter
Date:January 23, 2019

First, I would like to acknowledge that converting to a new data system, creating new workflows, and catching up on data entry requires a significant amount of work. Based on the recent survey and status of data entry that we see in LACES, many programs have addressed the backlog and are on top of their work. Thank you for committing the resources to the transition. For those programs that are still behind, it is in your interest to catch up.

Next, I need to reinforce the importance of timely and complete data entry.

  • Legislation requires that states collect and report the measurable skill gains, credentials attained, and employment and wage information of our students.
  • Federal regulations require that states not only collect, aggregate, and report all those student and staff characteristics that are required in LACES, but that we certify their accuracy.
  • State legislators, WIOA partners, Executive Office and DESE senior staff, and media request current information about adult education in Massachusetts. ACLS must be able to provide this information quickly and confidently to justify increased funding.
  • DESE is required to oversee the grants that we award. Because of the large number of programs, ACLS staff must rely on data to carry out our responsibility as stewards of state and federal funds.
  • You require accurate and current information about enrollment, your students, and their progress to manage your programs.
  • To effectively teach and advise, your staff should have easy access to student test and contact information.
  • Up to date enrollment will inform continued funding levels. In order to post Table 1 awards in May, ACLS will be reviewing enrollment data starting in March. Programs that enter accurate data in a timely manner will be assured that grant awards reflect their enrollment.

Third, ACLS has determined that it is time to set some data entry expectations for the remainder of this fiscal year. All data (including intakes, assessment, and attendance) must be entered as indicated by the following schedule. There is no lock-out for FY19. However, programs that routinely miss these deadlines will not have an accurate picture of their current performance. Repeated missed deadlines may trigger a data and/or fiscal audit.

All data through

Must be entered by

December 2018 February 15, 2019
January 2019 March 15, 2019
February 2019 April 1, 2019
March 2019 April 19, 2019 (three-week data entry turnaround)
April 2019 May 17, 2019 (two-week data entry turnaround)
May 2019 June 21, 2019 (three-week data entry turnaround)
June 2019 July 19, 2019 (two-week data entry turnaround

Please note that the schedule above is for FY19 only. ACLS will set FY20 expectations in the coming months.

Lastly, because of the late waitlist migration, there are numerous duplicate records in LACES. ACLS requires that all programs will have removed duplicates and updated their waitlists by July 12, 2019.

Last Updated: January 23, 2019

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Massachusetts Department of Elementary and Secondary Education
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