Table of Contents Upcoming reporting deadlines Clean up & - - PowerPoint PPT Presentation

Table of Contents

Click on a link to hit the webinar high points

• Upcoming reporting deadlines
• Clean up & collect student info
• Clean up & collect staff info
• Turn in Tables A, B, 7 & 13
• SiD software changes

SiD 17-18 End-of-Year Data Cleanup

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17-18 End-of-Year Data Cleanup

support@mnabe.org May 1, 2 & 4, 2014

Jenny Schlukebier Mary Zimmerli

Upcoming reporting deadlines

• Contact Hours year

(May 1 - Apr 30)

• Program year

(July 1 - June 30)

Upcoming Reporting Deadlines

Contact Hour Reporting year (May 1 - April 30)

• Table A : dates 5/1/17 - 4/30/18
• Table B: a new table, not in SiD.

Questions? Contact MDE staff.

• Table 7: dates 7/1/17 - 6/30/18
• Table 13: not in SiD

Due Date: June 1 Submit via SERVS system at MDE

Program Year (July 1 - June 30)

• Have federally required data

up-to-date in SiD

►Student Info (demographics, intake info) ►Attendance/hours ►Test scores ►Student goals

• Level Gain report
• Student History: Goals report

Due Date: Aug 1 Up-to-date SiD data; Level Gains, Goals reports emailed to MDE

Clean up & collect student info

• Desk Audit report
• Table A

Clean up & Collect Student info

Desk Audit report

Reports > Data Cleanup Report section Items to look for:

• Report date ranges: 5/1/2017-4/30/2018 and 7/1/2017-6/30/2018
• No EFL (for more detail see Reports> Data Cleanup Reports section, No EFL report)
• Missing info (for more detail see Reports> Demographic Reports section, Program Summary Data Export)
• Students under age 17
• Integrated Education & Training (IET) classes

Run Desk Audit report monthly for best results.

Desk Audit report - page 1 of the report

Run for contact hour and program year date ranges

Desk Audit report - page 2 of the report

Desk Audit report - page 3 of the report

Clean up & Collect Student info

Table A

Reports > Attendance Reports section Items to look for:

• Report date range: 5/1/2017-4/30/2018
• Students with no EFL
• CWR for students with 30+ hours

► Are they really CWR? See this CWR help article. ► MDE’s CWR Policy.

Run Table A report monthly for best results.

Tip! See this help article: How Entry EFLs are set for NRS reporting

The MDE’s CWR policy excerpt: The Conditional Work Referral Adult Category is for students participating in work-focused curricula only. If a program is offering instruction that includes Conditional Work Referral content and ABE core content (math, reading, writing, ESL, GED, listening or speaking), the learner is not a Conditional Work Referral Adult but is a “regular” ABE student. This means that the program can collect state and federal funding for the learner and must follow standard ABE accountability measures, such as pre- and post-testing.

One more chance to check your “None” (no EFL) and CWR

Table A

Clean up & collect staff info

• Table 7
• Staff information report
• Supersites

Clean up & Collect Staff info

Table 7

Reports > NRS Tables section Items to look for:

• Report date range: 7/1/2017-6/30/2018
• Non-teacher Positions: Oct 1, 2017, snapshot date
• Teachers: shows staff active anytime in the report year

Need to deactivate staff? See this help article: Deactivate or reactivate staff, volunteers

Table 7

History item for: ABE Staff Experience & ABE Staff Certification

Clean up & Collect Staff info

Staff Information report

Reports > Staff & Volunteer Reports section Items to look for:

• Report date range: 7/1/2017-6/30/2018
• Multiple pages in the report
• Former staff have been deactivated

Need to deactivate staff? See this help article: Deactivate or reactivate staff, volunteers

• State staff type and hourly staff type
• Teacher experience and certification

Staff Information report

Table 7 - where does the info come from?

Staff or Volunteers Summary tab

► Edit State Staff and Staff Hourly Type fields

History tab

► Entry and Exit dates determine if people are “active” ► Edit ABE Staff Experience and Certification

Tip! Give former staff an exit date before 7/1/17 and

they will not appear as “active” on Table 7.

Table 7 - SuperSites

Special notes for SuperSites:

►AEOA ►Central MN ►Metro East ►Minneapolis ►Robbinsdale ►Southwest ABE ►SPCLC ►Tri-Point

• Staff shared among sites within your consortium will be counted as 1 person.
• Set Staff Hourly Type the same at each site, or set as “Unreported” at all but 1 site.
• SuperSite consortia: contact SiD staff directly with questions.

Turn in Tables A, B, 7 & 13

1. Download forms from MDE 2. Complete forms & spreadsheets 3. Upload documents to SERVS by 6/1/18

For issues or questions about the submission process or spreadsheets, contact Cherie Eichinger at the MDE: cherie.eichinger@state.mn.us or 651-582-8378

Turn in Tables A, B, 7 & 13

STEP 1: Download forms from the MDE website

• Go to the website education.mn.gov

Follow the menus: Districts, Schools and Educators > Business and Finance > Grants

• Shortcut link to open grants:

https://w1.education.state.mn.us/EGMS/searchAllActiveGrants.do

• Use the links at the bottom of the SERVS screen to download all 3 documents

Turn in Tables A, B, 7 & 13

STEP 2: Complete forms & spreadsheets

Table A

• Use report dates of 5/1/17 and 4/30/18.
• Use default “All Subsites”
• Print report from SiD.
• Enter info onto MDE spreadsheets.
• If your program does not have an

agreement to reimburse a nonprofit GED testing center, do not report GED Testing hours.

Turn in Tables A, B, 7 & 13

STEP 2: Complete forms & spreadsheets, cont.

Table B

• New for 17-18 reporting.
• Table B does not print from SiD.
• Questions? Contact the MDE.

Turn in Tables A, B, 7 & 13

STEP 2: Complete forms & spreadsheets, cont.

Table 7

• Print the report from SiD.

Or, complete the spreadsheet from info you have on file.

• For admins, counselors, and paras,

count number of positions, not number of staff.

• For teachers, count number of

teachers, not number of positions.

Turn in Tables A, B, 7 & 13

STEP 2: Complete forms & spreadsheets, cont.

Table 13

• This table does not print from SiD.
• Complete using financial info

you have on file.

Turn in Tables A, B, 7 & 13

STEP 3: Upload documents to SERVS by 6/1/18 Note! The person who electronically signs your application

must do so before the June 1, 2018, deadline!

Reminder! Reporting Deadlines

Contact Hour Reporting year (May 1 - April 30)

• Table A
• Table B
• Table 7
• Table 13

Due Date: June 1 Submit via SERVS

Program Year (July 1 - June 30)

• Have federally required data up-to-date in SiD

►Student Info (demographics, intake info) ►Attendance/hours ►Test scores ►Student goals

• Level Gain report
• Student History: Goals report

Due Date: Aug 1 Up-to-date SiD data; Level Gains, Goals reports emailed to MDE No webinars are planned before the end of the Program year. Watch your email for end-of-year reminders.

SiD software changes

1.

July 1: Programs can enter

12 hrs max for No EFL students 2.

July 1: Programs can enter

30 hrs max for CWR students 3.

May 6: Test lookback date for

contact hour year

• to determine EFL for the year -

shifts to July 1, 2017. Applies to FUTURE Table A 18-19.

SiD software changes

Change 1 July 1: Programs can enter 12 hrs max for No EFL students*

• An error message will appear in SiD during data entry when

attempting to add more than 12 hours.

• Test student ASAP.
• If student has previous test on the SiD record, use an alternate form

from the last test. *“No EFL students” do not have a valid test to set the entry level

SiD software changes

Change 2 July 1: CWR students: enter 30 hrs max

• An error message will during data entry when adding

more than 30 hours for students with an active CWR history item.

• Consider moving student into academic instruction.

► Test to get EFL ► Backdate or remove CWR history item. See this CWR help article.

• Another option: assign a Non-NRS student history item

(no student hours will be counted for the entire NRS year)

SiD software changes

Change 3 May 6: 12 month test lookback date - used to determine EFL for

the contact hour (state) year - shifts to July 1, 2017.

• Applies to FUTURE Table A (18-19)
• Beginning in mid-May, start running

next year’s Table A to look for students with no EFL (before they disappear for summer).

Q & A

If you have questions, we have answers.