Beginner LACES NexGen Training Please note that LACES NexGen is currently in a BETA development stage, which means the workflow in the software, and described in the following documentation, may have changes prior to completion of the product. 1. Getting Started Page 1 2. Data Entry Page 3 3. Glossary Page 4 4. Navigation Page 5 5. Views Page 6 6. Criteria Builder Search Page 18 7. Student Toolbar Page 19 8. Student Searches Page 20 9. Student Detail Record Page 21 10. Student Data Panel Page 23 11. Assessments Panel Page 26 12. Student Enrollments Page 32 13. Student Hours Page 36 14. Student Outcomes Page 39 15. Student Demographics Page 44 16. Student Education Page 49 17. Student Services Page 55 18. Student History Page 55 19. Class Grid Page 59 20. Class Detail Page 60 21. Staff Grid & Detail Page 73 22. Data Output: Reports & Dashboard Page 86 1. Getting Started LACES NexGen is compatible with most common internet browsers, including Chrome, Firefox, Safari and Internet Explorer 9+. To get started, you may want to set LACES NexGen up as a trusted site. The NexGen URL is: https://laces.literacypro.com/laces Your username will determine what agency you are logged in to; if you have access to more than one agency, you will need to select your desired agency, otherwise you will be logged directly in to your primary agency.
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Beginner LACES NexGen Training
Please note that LACES NexGen is currently in a BETA development stage, which means the workflow in the software, and described in the following documentation, may have changes prior to completion of the product.
LACES NexGen is compatible with most common internet browsers, including Chrome, Firefox, Safari and Internet Explorer 9+. To get started, you may want to set LACES NexGen up as a trusted site. The NexGen URL is: https://laces.literacypro.com/laces
Your username will determine what agency you are logged in to; if you have access to more than one agency, you will need to select your desired agency, otherwise you will be logged directly in to your primary agency.
Your username and password will typically be the same as what was assigned to you in LACES. In some cases, the username and/or password may have been changed due to another username conflict, so you may need to contact technical support if you cannot access NexGen with your LACES username.
NRS Students and Fiscal Year Information
The Fiscal Year is typically July 1 to June 30. Quarters are as follows:
Quarter 1: July 1-September 30 (7-1 to 9-30)Quarter 2: October 1-December 31 (10-1 to 12-31)Quarter 3: January 1 to March 31 (1-1 to 3-31)Quarter 4: April 1 to June 30 (4-1 to 6-30)
Demographics InformationStudents must have valid Employment Statuses, Genders, Residence Areas, and Race/Ethnicity data, in order to populate the NRS tables. A student must be 16 years of age or older at the time of entry, have a valid assessment resulting in a valid Educational Functioning Level in the fiscal year or moved forward from the prior fiscal year, and have 12 or more hours of instruction in the fiscal year in order to be considered an NRS participant to populate the NRS Tables.
The NRS approved Employment Statuses are as follows: Employed-Full
Employed-Part
Unemployed
Retired
Not Looking for Work
Unavailable for Work
NRS approved Genders are: Male
Female
NRS approved Residence Areas are: Rural
Urban
NRS approved Race/Ethnicity fields are two-part. First the student must identify their ethnicity as Hispanic or Not Hispanic by indicating Yes/No for Hispanic ethnicity.
Then, (regardless of the answer chosen above) the student must select one or more races. The NRS approved races are:
American Indian/Alaskan Native
Asian
Black/African American
Native Hawaiian/Pacific Islander
White
If you have additional questions regarding the Race/Ethnicity issue, or any NRS information, the NRS has a very useful website located at www.nrsweb.org that contains publications, online training modules, documentation, and contact information for questions.
2. Data Entry
When data must meet certain standards for reporting purposes, consistency becomes critical. In order to achieve this consistency, certain measures must be taken prior to doing the initial data entry. This is especially important if participants are continuing from prior years, and more importantly, from prior reporting periods. It cannot be stressed enough how important it is to enter your data chronologically, in a timely fashion, and according to the rules and guidelines based on your reporting system and state guidelines.
Common Mistakes/Issues and Glossary
Obviously, learning any new software application can take some time. Our best recommendation is to use and explore the database often to become familiar with the most common features. Additionally, use the training notes, help files, FAQ’s, and all provided documentation. Contact LiteracyPro Systems, Inc. Technical Support when you have questions.
Listed below are some common mistakes/issues that you should try to avoid.
Ignoring Warnings or Recommendations
Take heed of the recommendations the software gives you, and read the warnings. If they do not make sense, contact Technical Support if you need more information.
Single-clicking vs. double-clicking
Most functions you will perform in LACES require only a single mouse click. One common exception is opening a file from a list, which requires double clicking. A good tip is to single click if you are unsure: if nothing happens, go ahead and double click. Additionally, when using a toolbar with sub-menu items, wait to click until you have moved the mouse pointer to the sub-menu item. Clicking on the main menu line will only refresh the page, costing you time.
It is never recommended that you delete files other than accidental duplications or mistakes. LACES is designed so that you will not have to delete any files. Many times, historical data may be needed, or students may return after two or three years. Records should be left in the database, provided the record is correctly updated to prevent it from being included in current fiscal year searches.
3. Glossary
The following is a short list of some common terms used not only within this guide, but within the software itself.
Student: A person receiving instruction within your organizationNRS participant/NRS fundable: A student who has obtained at least 12 hours of instruction in the Fiscal Year, with a valid Entry Educational Functioning Level due to a valid assessment in the fiscal year or moved forward manually for a preceding fiscal year, and who is at least 16 years of age at the time of entryStaff Member: A paid employee or unpaid volunteer working for your organization
Student Status DefinitionsProspective: Student has made contact with your organization but has not yet completed the entire intake process and been assigned to instruction. Every new student entered into LACES comes in as Prospective.Waiting: Student is waiting to be enrolled in a class or matched with a tutor in a pair or small group.Never attended/never started: Student never received instruction.Active/Enrolled: Student is currently receiving instruction in at least one instructional setting; pair, class, or group. Automatic status for a student enrolled in one or more classes.On Hold: Student was previously active/enrolled, but is not currently assigned to an instructional setting, for temporary reasons.Left: Student is no longer active/enrolled, and has left the program. Automatic status for a student exited from all classes.Completed Program: Student is no longer active/enrolled, and has left the program, and completed requirements set forth by your agency to indicate completion of the program.
Technical Support
Your LACES contract includes basic technical support. This means that you can receive unlimited technical support at no additional charge. Technical support issues should be communicated to LACES via the online technical support form. To access the tech support link, use the drop-down menu to the right of the profile outline in the upper right-hand corner, and click the TECH SUPPORT option.
The technical support form link can also be accessed separately from NexGen. You can access the link at http://info.literacypro.com/solutions/laces/crmlng.htm and also save it as a Favorite or Bookmark.
You can also contact technical support via telephone: 1-888-714-9464, or email at [email protected]. However, priority support is given to tickets generated using the Online Help Desk form. Technical support is available Monday through Friday from 8:00 am to 5:00 pm Mountain Time. You may also request a telephone appointment at a specific time and day within the regularly scheduled hours
Additional SupportFor training and questions related to the use of the products, LiteracyPro Systems, Inc. offers additional support beyond technical support:
Updates: LACES NexGen will continue to grow in features and ease of use. Builds/updates occur on a regular basis, and documentation is provided with each build to highlight new features and changes. Build information is posted on the User News for your convenience. NexGen is currently in a Beta stage and will continue to receive regular updates.
Training: On-site and web-based trainings are offered at additional cost. Most NRS state organizations provide additional quarterly or annual training. Call LiteracyPro Systems, Inc. at 303-440-6909 for additional details and price quotes if you would like to use professional development money for individual agency or consortium training.
4. Navigation
Populations can be accessed by clicking the option for that population (Student, Class, Staff, Etc.) from the toolbar at the top. The “MORE” option on the toolbar contains links to less commonly used populations and tasks.
When you first sign in to LACES NexGen and go to the Student menu tab, the default view at the Student tab is the Student List view. The default filter is Current FY. The Current FY filter displays students:
Who are prospective with the intake date in the current fiscal year.
Whose status is not prospective, and had at least one instructional hour in the current fiscal year or whose date of intake is in the current fiscal year
To display all student records entered in your agency, click the X on the Current FY tile to remove the filter.
5. Views
Views are defined as the columns displayed for the population. Shared views are predefined and are available on a dropdown list that displays at the top left of the student grid. There are currently six shared views. The default view is Student List, which displays columns on the grid that provide at-a-glance information about overall status and assessments. The view may be changed by selecting a different view from the list. This view will be in effect until you change it, even if you leave the student grid temporarily by clicking on a different tab, and then return to the student grid.
To change the view, click the arrow on the drop down list. The first item is Favorites. A favorite view is a view that you use often, whether it is a shared system view, or a view that you created. Views that have been added to Favorites will display at the top of the list. ‘No Favorites Found’ will display if no views have been added to Favorites. Views that you create and save will display under ‘My Views.’ ‘No My Views Found’ will display if you have not created any views. The third item on the list is ‘Shared Views’ with an arrow in front that allows you to expand or collapse the Shared Views list. Shared views are standard system views that are available in all agencies. A shared view can be applied, set as a favorite, or set as the default. Shared system views cannot be modified, but you may copy a shared system view, make modifications to the fields, and then save with a new view name.
Shared Student System Views: Address: Last Name Last Name, required. Type in field.
First Name First Name, required. Type in field.
Middle Name Middle Name, not required. Type in field.Address 1 Primary residence street address information, not
required. Type in field.Address 2 Additional residence street address information if
needed, not required. Type in field.City 5-digit format zip code, not required. Type in field.
City, County, and State will auto-populate based on a valid zip code.
State City of residence, not required. Auto-populates when valid zip code is entered, but can be over-ridden as a type in field.
Zip State of residence, not required. Auto-populates when valid zip code is entered, but can be over-ridden as a type in field.
Birthday List: Last Name Last Name, required. Type in field.
First Name First Name, required. Type in field.
Middle Name Middle Name, not required. Type in field.BirthMonth Student BirthMonth, determined from Birthdate,
not editable.Birthdate Student birthdate. Can be typed in or entered with
the calendar selection tool. Required. Populated from the Intake Form.
Age Auto-generated and updated annually based on the student’s birthdate. Required and un-editable. Populates NRS Tables 2, 3, and 12. Populated from the Intake Form.
Contact Info: Last Name Last Name, required. Type in field.
First Name First Name, required. Type in field.
Middle Name Middle Name, not required. Type in field.Phone at Address 10-digit format telephone number, not required,
typically used to indicate the primary contact phone number. Type in field.
Home Phone 10-digit format home telephone number, not required. Type in field.
Work Phone 10-digit format work telephone number with 5-digit extension, not required. Type in field.
Mobile Phone 10-digit format mobile/cellular telephone number, not required. Type in field.
Other Phone 10-digit format telephone number with 5-digit extension, used to indicate other phone contact options, not required. Type in field
Email Email address, not required. Type in field.
Hours: Last Name Last Name, required. Type in field.
First Name First Name, required. Type in field.
Middle Name Middle Name, not required. Type in field.Last Hours Date Date on which hours were last added to the
student record. Not editable, auto-generated by the database based on the date of last hours, automatically updated with each new hours entry.
Instructional Hours Since Last Assessment in Subject Area
Number of student instructional hours earned since the student’s most current assessment in the tracked subject area. This field is auto-calculated based on the assessment and hours dates and cannot be edited.
Current FY Instructional Hours The number of instructional hours earned within the current fiscal year date range. Cannot be edited.
Instructional Hours The number of student instructional hours earned over the entire history of the student. This field is auto-calculated based on the hours data and cannot be edited.
Lifetime Hours The number of instructional and ancillary hours earned over the entire history of the student. This field is auto-calculated based on the lifetime hours data and cannot be edited.
NRS: Last Name Last Name, required. Type in field.
First Name First Name, required. Type in field.
Middle Name Middle Name, not required. Type in field.Overall Status The Overall Status is primarily auto-generated by
LACES NexGen based on the enrollment status of the student within their assigned classes, groups, and/or pairs. Some statuses may be manually updated using the Overall Status field in the Key Info panel of the Student Data tab, provided the manual update is one that is permitted based on the Overall Status business rules.
Students will always enter the program as Prospective. You can manually change a student from Prospective to Waiting, if desired. Otherwise, enrolling them into a class, group, or pair will automatically update them to Active/Enrolled unless you have reached maximum enrollment within a class or group, in which case they will go to Waiting. From Active/Enrolled, you must complete the student from their class or group or dissolve their pair, and they will go to either Left (ABE) or On Hold (Literacy) if that was the only instructional setting they were in. If they were
enrolled in multiple instructional settings, exiting them from only one class, group, or pair will not update their Overall Status. From On Hold you can manually change them to Left or Waiting as needed. A student who comes in as Prospective but never actually attends instruction should be updated to either Left or Never Attended.
The Overall Status menu cannot be modified in the Choice List, but can be modified by LiteracyPro Systems, Inc. if requested at the state or agency level.
Program Primary Program in which the student is enrolled and being tracked, and is required. Although this field is required, the Primary Program for NRS Table 3 is generated based on their Entry Level from fiscal year assessments. The program displayed in the Student Header is generated based on the Primary Program field located in the student Education panel of the Student Data tab, which is typically populated based on the Primary Program entered on the Intake form, but can be manually updated or edited.
The Primary Program menu cannot be modified in the Choice List, but can be modified by LiteracyPro Systems, Inc. if requested at the state or agency level.
Entry Level Entry Level is automatically populated based on the educational functional level data from the assessment folder. Entry level will display the educational functioning level based on the initial fiscal year assessment in the tracked subject area, whether that initial assessment is generated from a new assessment in the fiscal year, or an assessment from the prior fiscal year that was pushed forward. If no assessment data has been entered for the current fiscal year, or if there are data entry errors that prevent the level from populating correctly, the Entry Level will display “Level Not Defined.”
Current Level Current Level is automatically populated based on the educational functional level data from the assessment folder. Current level will display the educational functioning level based on the most
current assessment in the tracked subject area, unless the EFL for the most current assessment in the tracked subject area is lower than the Entry Level EFL, in which case it will display the Entry Level EFL. If no assessment data has been entered for the current fiscal year, or if there are data entry errors that prevent the level from populating correctly, the Current Level will display “Level Not Defined.”
Assessment Status in Subject Area Indicates one of three assessment statuses for the student within the current fiscal year:
Never Assessed this FY: The student has not had a valid assessment within the current fiscal year date range, or has not had an assessment moved forward from the prior FY to be used for tracking in the current FY
Assessed once this FY: The student has received one valid assessment in their tracked subject area, or has had an assessment moved forward from the prior FY to be used for tracking in the current FY
Assessed 2+ this FY: The student has received two or more valid assessments in their tracked subject area, one of which (the pre-test generating the Entry Level) may have been an assessment moved forward from the prior FY to be used for tracking in the current FY
This field is non-editable and is populated based on the assessment data entered for the current fiscal year.
Current FY Instructional Hours The number of instructional hours earned within the current fiscal year date range. Cannot be edited.
Highest Educational Level Completed on Entry A drop-down menu for indicating the highest education level completed by the student at their time of initial entry into the program. Required, editable. Populates from the intake form at entry. Populates NRS Table 6. Should not be updated if student later completes additional grade levels, as it is intended to track entry grade completion. Drop-down menu can be edited at state or agency director request.
Highest Educational Level Completed on Entry Location
A drop-down menu for indicating the location at which the highest education level completed by
the student at their time of initial entry into the program occurred. Required, editable. Populates from the intake form at entry. Populates NRS Table 6.
Gender Male or Female, required. Drop-down menu. Populates NRS Tables 1, 2, and 12. Populated from the Intake Form.
Ethnicity Displays the student’s race or ethnicity, unless multiple selections are made, in which case “2 or more races” will be displayed. Used to populate NRS Tables 1, 2 and 12. Required.
Birthdate Student birthdate. Can be typed in or entered with the calendar selection tool. Required. Populated from the Intake Form.
Age Auto-generated and updated annually based on the student’s birthdate. Required and un-editable. Populates NRS Tables 2, 3, and 12. Populated from the Intake Form.
Employment Status The Employment Status for the student, required. Populates from a non-editable drop-down menu. The initial work history record will populate from the Employment Status indicated on the intake form. There are six Employment Status approved for use by the NRS:
Employed-Full: Indicates the student is part of the labor force and is engaged in full-time employment.
Employed-Part: Indicates the student is part of the labor force and is engaged in part-time employment.
Unemployed: Indicates the student is part of the labor force but is not currently employed, but it seeking employment.
Not Looking for Work: Indicates the student is not part of the labor force and is not seeking employment.
Unavailable for Work: Indicates the student is not part of the labor force and is unavailable for employment for a verifiable reason, such as disability or incarceration. Correctional Education students should be entered with this status.
Retired: Indicates the student is not part of the labor force and is not seeking employment due to being retired.
The Employment Status at entry/start of
reporting period will determine inclusion in cohorts at exit.
Student List (default): Last Name Last Name, required. Type in field.
First Name First Name, required. Type in field.
Middle Name Middle Name, not required. Type in field.Overall Status The Overall Status is primarily auto-generated by
LACES NexGen based on the enrollment status of the student within their assigned classes, groups, and/or pairs. Some statuses may be manually updated using the Overall Status field in the Key Info panel of the Student Data tab, provided the manual update is one that is permitted based on the Overall Status business rules.
Students will always enter the program as Prospective. You can manually change a student from Prospective to Waiting, if desired. Otherwise, enrolling them into a class, group, or pair will automatically update them to Active/Enrolled unless you have reached maximum enrollment within a class or group, in which case they will go to Waiting. From Active/Enrolled, you must complete the student from their class or group or dissolve their pair, and they will go to either Left (ABE) or On Hold (Literacy) if that was the only instructional setting they were in. If they were enrolled in multiple instructional settings, exiting them from only one class, group, or pair will not update their Overall Status. From On Hold you can manually change them to Left or Waiting as needed. A student who comes in as Prospective but never actually attends instruction should be updated to either Left or Never Attended.
The Overall Status menu cannot be modified in the Choice List, but can be modified by LiteracyPro Systems, Inc. if requested at the state or agency level.
Program Primary Program in which the student is enrolled and being tracked, and is required. Although this field is required, the Primary Program for NRS Table 3 is generated based on their Entry Level
from fiscal year assessments. The program displayed in the Student Header is generated based on the Primary Program field located in the student Education panel of the Student Data tab, which is typically populated based on the Primary Program entered on the Intake form, but can be manually updated or edited.
The Primary Program menu cannot be modified in the Choice List, but can be modified by LiteracyPro Systems, Inc. if requested at the state or agency level.
Entry Level Entry Level is automatically populated based on the educational functional level data from the assessment folder. Entry level will display the educational functioning level based on the initial fiscal year assessment in the tracked subject area, whether that initial assessment is generated from a new assessment in the fiscal year, or an assessment from the prior fiscal year that was pushed forward. If no assessment data has been entered for the current fiscal year, or if there are data entry errors that prevent the level from populating correctly, the Entry Level will display “Level Not Defined.”
Current Level Current Level is automatically populated based on the educational functional level data from the assessment folder. Current level will display the educational functioning level based on the most current assessment in the tracked subject area, unless the EFL for the most current assessment in the tracked subject area is lower than the Entry Level EFL, in which case it will display the Entry Level EFL. If no assessment data has been entered for the current fiscal year, or if there are data entry errors that prevent the level from populating correctly, the Current Level will display “Level Not Defined.”
Subject Area Subject Area is automatically populated based on the lowest entry subject area from the assessment folder. Subject Area is the assessment subject area in which the student will be reported for the fiscal year. Although an agency may track multiple subject areas, reporting of level gains within a subject is only reported for the tracked Subject
Area for NRS purposes. The Subject Area is automatically populated when an initial assessment is entered into the student Assessment folder. The database will select the first subject area assessment entered, unless the sub-tests are entered all on one assessment card, such as with the TABE, in which case it will select the subject area with the lowest corresponding Educational Functioning Level. Note that a subject area can have a lower EFL and a higher scaled score. If the student has 2 or more EFLs that are the same and are both the lowest EFL, the database will then determine the lowest by using the lower Scaled Score. There must be an assessment within the subject area within the current fiscal year or the student will show a subject area of “No Value Entered.”
Assessment Status in Subject Area Indicates one of three assessment statuses for the student within the current fiscal year:
Never Assessed this FY: The student has not had a valid assessment within the current fiscal year date range, or has not had an assessment moved forward from the prior FY to be used for tracking in the current FY
Assessed once this FY: The student has received one valid assessment in their tracked subject area, or has had an assessment moved forward from the prior FY to be used for tracking in the current FY
Assessed 2+ this FY: The student has received two or more valid assessments in their tracked subject area, one of which (the pre-test generating the Entry Level) may have been an assessment moved forward from the prior FY to be used for tracking in the current FY
This field is non-editable and is populated based on the assessment data entered for the current fiscal year.
Student Keyword Keywords are additional fields for users to add student information if an existing field is not available. The keyword field is a drop down list and can be edited by the user by adding/editing items on the Keyword choice list.
Setting a View as a Favorite
1. Click the arrow on the drop down list to display the views.
2. Select the view you wish to add as a Favorite, then click the arrow on the drop down list again.
3. At the bottom is the option Add ‘view name’ To Favorites.
4. Click Add ‘view name’ To Favorites.
5. The view has now been added to the top of the list under ‘Favorites.’
6. To remove the view from Favorites, click Remove ‘view name’ From Favorites.
Setting a View as the Default The default view displays in bold to allow you to quickly see which view is the default. The default view will always be applied to the student grid when you sign in. To change the default view:
1. Click the arrow on the drop down list to display the views.
2. Select the view you wish to set as the default, then click the arrow on the drop down list again.
3. At the bottom is the option Set ‘view name’ as Default.
4. Click Set “view name” as Default.
5. The view name will display in bold.
The default view will be in effect at the next sign in. To change to a different default view, select the view, then select Set “view name” as Default.
View Manager The View Manager allows you to create, copy, delete, modify an existing view, or add sort fields, all from one location.
REMINDER: Shared System Views, by default, are available in all clients and all agencies. These views cannot be modified, which includes moving columns in a shared view, or adding or removing fields in the view. To change the field order in a shared system view, you must first copy the view, make modifications, and then save the view with a new name.
The View Manager displays:
•View: List of available views. The view currently in effect will be highlighted.
•Available Fields for View: A list of fields that are available to be added to a view. Fields already added to the view in effect will not be in the list.
•Add, Remove, Remove All Buttons: Allows you to add or remove fields in the view. Once a
field has been added to a view, it will not show on the list ‘Available Fields for View.’ Multiple fields may be selected and added or removed by holding the shift or control button.
•Show these fields in this order: The current order of the fields in the view. The order of the
fields can be changed by using the Move Up or Move Down buttons. Multiple fields may be selected by holding the shift or control button, then moved up or down.
•Sort Fields: Allows you to specify how you want the fields to sort.
Create a New View (This will have the Selected Fields column start as completely blank, necessitating adding fields such as Last Name and First Name.)
1. Click the down arrow on the View drop down list, or click the ‘View: Change’ link.
2. Click ‘Open View Manager’ at the bottom of the drop down list.
3. Click ‘New View’ and enter a name for the view.
4. Click Apply.
5. The name of the view you just created will display in the view list under View Students.
6. Select the fields you wish to add to the view.
7. Click Save.
8. When you display the drop down list of views, the view you just created will display under My
Views.
Copy a View (This can be a timesaver, as you will start with the fields from the copied view and will not have to add commonly used fields if they are already in the copied view.)
1. Click the down arrow on the View drop down list, or click the View: Change link.
2. Click Open View Manager at the bottom of the drop down list.
3. Select the view name you wish to copy and modify.
4. Click Copy View and enter a name for the view. If you don’t enter a name for the view, the default name will be the name of the view with ‘_copy.’
5. Click Apply.
6. The new view will display in the view list under View Students.
7. Modify the view by adding or removing fields.
8. Sort the fields, if applicable.
9. Click Save.
10. When you display the drop down list of views, the view you just copied and modified will display
under My Views.
Delete a View
1. Click the down arrow on the View drop down list, or click the View: Change link.
2. Click Open View Manager at the bottom of the drop down list.
3. Select the view name you wish to delete.
4. Click Delete View.
5. Click Apply. You may only delete views that you created!
Field Search You don’t have to scroll through the list of views or fields in the View Manager. You may enter the view or field name in the box under ‘View’ or ‘Available Fields for View.’ As you enter more information, the view or fields that contain that information will display. To clear the search field, click the X in the box.
Sort Fields Once you have created a view, you may specify how you want the fields to sort. You may also modify the field sort on a view that you created.
1. Click the ‘Sort Fields’ link.
2. The window to choose field order will display.
3. Click the + at the top to add a new record.
4. A row will populate with the first field name from the ‘Show these fields in this order’ column. To
change the field, click on the field name to get a drop down list of the fields in the view.
5. Choose order defaults to ‘Asc’ (ascending) to sort A-Z. To change the order, click on the sort name to get a drop down list, and click Desc (descending) to sort Z-A.
6. Click Apply to save the changes, or click Cancel.
Sort records may be deleted by clicking the Delete button.
Columns in Views Columns in views that you created and applied can be reordered by dragging and dropping the column. This will change the field order in the view, and the new order will display when you open the View Manager and select that particular view.
6. Criteria Builder
The Criteria Builder allows you to generate selections within the population you are in, based on the criteria you choose to add or remove from the general selection.
In the example above, the Criteria Builder is showing the default option for the Student Grid, which displays the Current Fiscal Year students. In this example, this results in 56 student records being displayed of the 3995 student records available. The Current Fiscal Year tile is displayed to indicate what criteria are currently being used. The Current Fiscal Year tile could be closed by clicking the X at the far right of the tile, removing that criteria selection and resulting in the database displaying all 3995 students.
To add or modify criteria within the Criteria Builder, click on the + Add option to the right of the criteria tiles.
This will expand the Criteria Builder window, allowing the user to select criteria set information or fields, and apply that criteria or close the Criteria Builder window.
Click the down arrow to the left of the Select a field…option to choose fields on which you wish to search. Once selected, you can then choose the search terms and search parameters containing the search option you enter into the blank field. You can then choose to add additional search options and apply those criteria using the Apply button.
7. Student Toolbar The toolbar at the student grid allows you to:
Add new student Select records (Subset and omit) Export a selection of records to PDF or CSV (Excel) Run Reports Select more functions
To add a new student record, click the Add New Student icon to display the student intake form. The * indicates a required field and must be entered before the record may be saved. After entering the record, you may:
· Click Save to save the record and return to the student grid.· Click Save and New to save the record and get a blank intake form so you can add another
student record.· Select a specific tab in the student record from the dropdown list, and then click Save and Go to
save the record and go to that tab within the new record.· Cancel without saving.
TIP: The intake date is the date the student entered your program and should not be updated. All subsequent student activity entered should be on or after this date, regardless of how long the student stays with your agency.
8. Student Searches
Student searches are available at the student grid. Click the ‘Searches’ link above the student grid to open or close the left pane where the list of available searches display by category. Notice that as you move the mouse over a search title in the list, Add and Replace buttons will display. The buttons allow you to add a new search or replace an existing search. All searches display at the top of the grid as a tile, which allow you to edit or remove the search. When you click the Add button next to a search title, the search will be added to the search tiles already in place. Some searches allow you to set ‘parameters’ or indicate from a drop down list exactly what you want to search for. Current Fiscal Year will always be the default search when you sign in and click the Student menu tab. The tile may be deleted, and any other search you apply at the student grid will remain in place as long as you are signed in. For example:
1. Click the ‘Searches’ link to open the left pane.2. Move the mouse over the search ‘Student Quick Select.’ 3. Click the Add button.4. A window will display that allows you to search by status, keyword, level, program, hours since
last assessment in subject area, or last hours date. You may search by all or a combination of fields, but you must enter at least one.
5. Click the Apply button. Notice that the Apply button will not display until at least one search criteria is entered.
6. At the top of the grid you will see a tile for the Student Quick Select. In the screenshot below, the Current Fiscal Year tile was already in place.
1. ‘And’ displays on the ‘Student Quick Select’ tile. This indicates that the students who now display
on the grid are current fiscal year students, and also meet the search criteria entered on the ‘Student Quick Select’ search. You may click this button to change to ‘or,’ ‘and not,’ or ‘or not.’ Changing the operator will change the records returned in the search.
2. If you wish to edit the ‘Student Quick Select’ search, click the edit icon (the pencil) on the tile. This will display your original search. The search criteria may be changed, or you may add to the existing criteria.
3. Click Apply. The list of students will update, depending on the new search criteria. Always edit the existing tile when making changes to a search. When you click the Add button next to a search you have already added, you will get the message:
Using the Replace button
1. Move your mouse over the ‘Student Quick Select’ search title, and click the Replace button.2. A new ‘Student Quick Select’ window will open.3. Enter the search criteria.4. Click Apply.5. Notice that now the ‘Current Fiscal Year’ tile has been removed, and only the ‘Student Quick
Select’ tile displays. When you select replace, you are replacing any search tiles currently in place with a new search.
To remove the existing search and reapply the ‘Current Fiscal Year’ tile, click the X on the search tile, and click the Add button next to ‘Current Fiscal Year.’ Some searches, like ‘Current Fiscal Year,’ do not have parameters or search criteria that can be changed, even though there is an edit icon on the tile. When you click the edit icon, you will get the message: This search contains no parameters. Click Apply to invoke this search. Searches with no parameters are applied by clicking the Add button.
9. Student Detail Record Navigating is done via Panels and Tabs within records. To open a record from a list, double-click the record or click the Edit icon to the right of the record (represented by an eye).
The student header displays key information about the student in the record that is currently open, and shows at the top of each student detail tab. The header itself cannot be edited, but the fields that display in the header may be edited elsewhere in the student detail record, or populate automatically. The student header will update to display any changes. Fields that display in the student header and where the editable fields may be edited: Student Name Student Data tab/ Key Info panel; required at intakeStudent ID System number automatically generated when the student record is createdOverall Status Student Data tab/ Key Info panel; prospective after intakeProgram Student Education tab/ Education panel; required at intake
Intake Date Student Data tab/ Key Info panel and Student Education tab/ Education panel; required at intake
Date Left Automatically populates from last hours date How left date is calculated:
Student's last instruction hours date, including unlinked 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 intake if there are no enrollments or hours. A left date will also calculate and display based on the criteria above after 90 days with no activity after intake, enrollment date, or last hours date, regardless of the student's enrollment status in a class, group, or pair, or the student's overall status. No activity means no enrollments, or enrollments with no instructional hours within 90 days of the enrollment date or last hours date.Hours records with 0 hours entered are not considered in the left date calculation.
The population of a left date does not change the student's enrollment status in a class, group, or pair.
Student Keyword Student Data tab/ Key Info panel; may be entered at intakeCurrent Level Student Assessment tab based on level defining assessment; may be entered at
time of intakeEntry Level Student Assessment tab; based on level defining assessmentSubject Area Student Assessment tab; based on level defining assessment The student detail toolbar allows you to:
Add a new student Delete the student record currently open Drop (exit) a student from their current enrollments
The Record Indicator at the top right of the student header shows what record you in out of a selection of records, and allows you to move forward or back either by record, or to the beginning or end of the students in the list. When you use the arrows to move forward or back, the record will be at the same panel and/or tab you were previously in. TIP: A variety of information may be entered in the student detail record at the individual tabs and panels. Not all of the data you can track will be useful to every agency. The best approach is to look at any required reports, since many reports require specific data that is contained within a small number of fields. You should also decide what additional data you want or need to track for daily program management.
10. Student Data Panel
The Student Data tab contains six individual panels that allow you to track information that may be tracked in your agency for daily program management. These six panels are:
Key Info Comments Pair Comments Custom Fields Personal Data Preferences
Key Info Panel
The Key Info panel contains key data regarding the student record, and is primarily populated based on information entered on the Intake Form. Fields with a red asterisk * are required fields, and edits made at the Key Info panel will not be saved if any required fields are left blank through editing or deletion. Editing within the panel can be done by typing directly into a text field, entering a new date in a date field, or by making a selection from a drop down list. While making changes, the header, record indicator, and other tabs will become inactive until the changes have been saved or cancelled. Overall Status The Overall Status field is primarily auto-populated from a dropdown, non-editable list, and is based on the enrollment status of the student in classes, groups, workshops, or pairs. Certain statuses, however, may be manually changed. IMPORTANT NOTE: Some databases may have a customized list of overall status options. The Overall Status menu cannot be modified by the end user, but can be modified by LiteracyPro Systems if requested at the state or agency level. New students will always have the overall status of Prospective. From Prospective, the overall status may be manually changed to:
•To Be Oriented•Waiting•Left•On hold•Never Attended•Dropped•Dismissed
A student’s overall status will auto-populate to Active or Enrolled ONLY when the student is enrolled in a class, group, or workshop, or matched with a tutor in a pair. If the prospective student is enrolled in a class, group, or workshop where the maximum enrollment has been reached, the student overall status will update to Waiting if that is the student’s only enrollment.
The student must be completed from all enrollments and all pairs must be dissolved in order for the overall status to change from Active or Enrolled to Left (ABE agencies) or On Hold (independent literacy agencies). Completing a student from only one class, group, workshop or pair will not update their Overall Status when the student has multiple enrollments.
•From Left, the student overall status may be manually updated to Completed Program if the student has completed all program requirements and will not receive additional services.
•From On Hold, the student overall status may be manually updated to Left or Waiting as needed.•A student with the overall status of Prospective who never attended or received instruction may be
updated to either Left or Never Attended.
Students with any other status except Active or Enrolled will automatically update to Active or Enrolled when the student is enrolled again in a class, group, or workshop, or matched in a pair.
Comments Panel
The Comments panel allows comments related to the student record to be entered, edited, viewed or deleted. To add a new comment, click the Add New Record button to open a new comments window. Other areas of the database will be inactivated until the record is saved or cancelled. After entering the comment information, click Save to save the record and return to the Comments panel, or Save and New to save the current record and get a new window to add an additional record, until clicking Save on the final record. Click Cancel to return to the Comments panel without saving the record. To edit the record, click the Edit button to the right of the comment record and make edits, then Save. To delete, click the Delete button to the right of the comment record and verify that you wish to delete the record.
Pair Comments Panel
The Pair Comments panel displays comments related to the student’s matched pairs. Pair comments are entered in the pair record and cannot be added or edited from the Student record.
Custom Fields Panel
The Custom Fields panel allows custom fields to be entered, edited, viewed or deleted. Custom Fields are typically used when there are additional fields of data that you wish to track for your students that are not already available elsewhere in the database. Editing within the panel can be done by typing directly into a text field, entering a new date in a date field, or by adding a number in a numeric field. While making changes, the header, record indicator, and other tabs will become inactive until the changes have been saved or cancelled.
TIP: The key component in using Custom Fields is to insure the consistency of data entered. It is a good idea to keep a chart or spreadsheet available for all data entry personnel within your agency so that everyone is using the same data in the same fields. Personal Data Penal
The Personal Data panel allows personal data records to be entered, edited, viewed or deleted. To add a new Personal Data record, click the Add New Record button to open a new personal data record window. Other areas of the database will be inactivated until the personal data record is saved or cancelled. After entering the personal data information, click Save to save the personal data record and return to the Personal Data panel, or Save and New to save the personal data record and add additional personal data records, until clicking Save on the final personal data record. Click Cancel to return to the Personal Data panel without saving the personal data information. To edit personal data, click the Edit button to the right of the personal data record and make edits, then Save. To delete personal data, click the Delete button to the right of the personal data record and verify that you wish to delete the personal data record. TIP: The fields in the personal data record are labeled Type, Property, and Value. Each agency should decide how these fields will be used to insure the consistency of data entered. It is a good idea to make the information available to all data entry personnel within your agency so that everyone is using the same data in the same fields.
Preferences Panel
The Preferences panel allows student preference records to be entered, edited, viewed or deleted. The Tutor tab also contains a Preferences panel for tutor preferences. The intent of having this panel in both locations is to help match a student and tutor in a pair based on preferred days, times, location, etc. To add a new preference, click the Add New Record button to open a new preference window. Other areas of the database will be inactivated until the record is saved or cancelled. After entering the preference information, click Save to save the preference record and return to the Preferences panel, or Save and New to save the preference record and add additional preferences, until clicking Save on the final record. Click Cancel to return to the Preferences panel without saving the record. To edit preferences, click the Edit button to the right of the record and make edits, then Save. To delete comments, click the Delete button to the right of the record and verify that you wish to delete the record.
TIP: Each agency should decide how the Preference and Importance fields in the preferences record will be used to insure the consistency of data entered. It is a good idea to make the information available to all data entry personnel within your agency so that everyone is using the same data in the same fields.
11. Assessments Panel
Student assessments are entered at the Assessments tab. The available assessments in LACES NexGen fall into two categories – NRS Approved and NRS Not Approved. Only NRS approved assessments will populate an educational functioning level (EFL). Assessments that are not approved to populate an EFL may still be selected from the list and scores entered, but the level will be ‘Level Not Defined.’ The scaled score or SPL/GLE ranges in LACES NexGen may produce EFLs that differ slightly from the test manufacturer’s indicated range. LACES NexGen uses the NRS Test Benchmarks for assessment crosswalks, which do not accommodate differences between the various difficulty levels such as TABE 9M versus TABE 9D. The NRS Test Benchmarks can be viewed at: www.nrsweb.org/docs/NRSTestBenchmarks.doc
The Assessments tab in LACES is comprised of two sections - the assessments header and the assessments grid.
Assessment Header
ViewsThere are four available views on the View dropdown list in the assessment header:
Click on the down arrow in the dropdown menu to display and select one of the available views. The selected view will remain in place when using the record indicator at the top right to move forward or back to records within the Assessment tab. Each assessment view contains a combination of the following fields. Fiscal Year A read-only field displaying the fiscal year for which the assessment is being
usedAssessed Date Editable date of the assessmentPre/Post A read-only field used to indicate if the assessment is considered by the
database to be the pre-test (populating Entry Level) or a post-test (potentially populating Current Level)
Instrument/Form/Level Assessment instrument, form, and difficulty level informationSubtest Subtest/subject area of the assessmentScaled Editable scaled scoreScaled Gain +/- A read-only field that calculates the scaled score gain or loss between
assessments within the tracked subject area. Scaled Gain +/- calculations cross fiscal years.
SPL/GLE Student Performance Level/Grade Level ExpectationSPL/GLE Gain +/- A read-only field that calculates the SPL/GLE gain or loss between assessments
within the tracked subject area. SPL/GLE +/- calculations cross fiscal years.Raw Editable raw score (raw score is not used for calculation of Educational
Functioning Levels)Assessed Level A read-only field indicating the Educational Functioning Level (EFL) set based
on the scaled score or SPL/GLE for an assessment. Only NRS-approved assessments will populate a level. All approved subject areas will display an EFL with valid scaled score or SPL/GLE data, but the student can only be tracked for reporting purposes in one subject area (typically the lowest EFL). This subject are will display in the assessment header
Subject Area The subject area/subtestSelect Subject Displays “1” for true is the subject area has been selected to populate the
student’s tracked subject area, and “0” for false if this is not the selected subject area for tracking. This field is generated from a checkbox in the assessment card that can be edited to select an alternate subject area, if necessary
Staff Editable field indicating the staff member who administered the assessment, or the student’s instructor
Creation Date System-generated date indicating the date the assessment record was entered in the database.
Edit Click to open the assessment record for editing.Move Forward Click to move an assessment forward from the preceding fiscal year to the
current fiscal yearDelete Click to delete the assessment record. Header FieldsThe header fields display key information about the assessments in the student record that is currently open, and display above the assessment grid. The header itself cannot be edited, but the fields that display in the header may be edited elsewhere in the student detail record, or populate automatically. The assessment header will update to display any changes. Fields that display in the assessment header: Assessment Status in Subject Area Automatically calculated to indicate one of three
assessment statuses for the student within the current fiscal year:
•Never Assessed this FY: The student has not had a valid assessment within the current fiscal year date range, or has not had an assessment moved forward from the prior FY to be used for tracking in the current FY
•Assessed once this FY: The student has received
one valid assessment in their tracked subject area, or has had an assessment moved forward from the prior FY to be used for tracking in the current FY
•Assessed 2+ this FY: The student has received two or more valid assessments in their tracked subject area, one of which (the pre-test generating the Entry Level) may have been an assessment moved forward from the prior FY to be used for tracking in the current FY
•Exempt this FY: The student is exempt from assessments, as indicated in the student Education tab at the Education panel. Assessments may not be added when a student is exempt, and a student may not be changed to exempt if assessments already exist in the fiscal year.
ESL Student Student Education tab/ Education panel; when ESL Student is Yes, then assessments that can produce ASE, ABE, or ESL Educational Functioning Levels will convert to the appropriate ESL level
Scaled Gain in Subject Area Automatically calculated scaled score numeric point gain; this will be blank if there is no posttest, or will display 0 if the posttest results in no gain
Instructional Hours Since Last Assessment in Subject Area
Automatically calculated from the student’s instructional hours entered on or after the date of the last approved assessment
Instructional Hours Between Pre and Post in Subject Area
Automatically calculated from the student’s instructional hours entered on or after the date of the pre-test, but does not include instructional hours entered on the same date as the last approved assessment
Current FY Instructional Hours Automatically calculated from the student’s total instructional hours entered in the current FY
Fiscal Year FilterThe Fiscal Year Filter allows you to filter the student’s assessments by All Fiscal Years, Current FY, or by a specific fiscal year. TIP: The fiscal year is determined by the date of the assessment. If you have old data that was migrated to LACES with incorrect dates, you will see incorrect fiscal years on the filter. Go to the All Assessments tab and sort by the Fiscal Year column to find the records with the incorrect dates. It is not necessary edit the records, but to be aware of why the incorrect fiscal years display on the filter.
Adding Assessments To add an assessment to the student record:
1. Click the down arrow on the Add Assessment dropdown list. 2. Click the arrows to expand the list. (Assessments are organized in a ‘tree’ display.3. Once you have expanded the list to display the assessment instrument/form/level you wish to
enter, click to display the assessment card. Enter the date, staff (if applicable), and scores.4. Make a subject area selection if appropriate.5. Click Save.
Fields on the assessment cardDate Completed for All Enter the date and check the box if all assessments were administered on
the same date. Checking the box will automatically populate the date in the Date Completed field.
Staff Optional field for the name of the staff member administering the assessment, or the instructor for the student.
Raw The raw score may be entered, but a raw score by itself will not populate and EFL.
Scaled
You can enter either the Scaled Score for the subtests, or theSPL/GLE, or both. If you enter both and there is a conflict in the EFL that would be produced for the two data points, the database will default to using the EFL generated from the Scaled Score. The Level field will automatically populate based on either the Scaled Score or the SPL/GLE.
SPL/GLE
Select Subject Check to manually override the subject area
Subject Area
Assessment instruments with multiple subject areas can show EFLs for each subject area, but only one subject area is tracked for reporting gains in a given fiscal year. The database will automatically track in the subject area with the lowest scaled score within an Educational Functioning Level. If two or more subtests produce the same lowest EFL, the database will track in the one with the lowest scaled score or SPL/GLE. You can manually override the database to track in a specific subject area by clicking the checkbox for Select Subject. For example, on the TABE assessment card below, the subtests Reading, Total Mathematics, and Language each populate a subject area and an EFL. Notice that the Reading and Language scaled scores both populate the EFL Beg Lit ABE, which is a lower EFL than Beginning ABE. In this case, if the assessment is saved without checking a different subject area on the assessment card, the subject area will automatically populate Language. This is because the Language scaled score is lower than the Reading scaled score within the lower EFL. However, in the screenshot, the Select Subject checkbox is checked for Total Mathematics. When the assessment is saved, the selected subject will override Language, and the student’s subject area will be Math.
When you are entering assessment data, you cannot navigate to a different tab or panel in the student detail record until the assessment data is either saved or canceled. After entering the data in the assessment card, click the Save button in the bottom right hand corner to save the assessment information, or the Cancel button to return to the Assessments grid without saving. You should receive a confirmation pop-up in the upper left corner of your screen, indicating you have successfully saved the assessment. If, for any reason, the assessment is not successfully saved, you should receive an error message indicating the reason the database could not complete the request. The process for adding a pre- or post-test is the same. Remember, LACES NexGen will consider the assessment with the earliest date within the fiscal year, and the lowest educational functioning level in the subject area to be the establishing pre-test for reporting purposes, unless indicated otherwise through a manual override. Any assessments conducted after that date within the fiscal year and within the same subject area will be considered a post-test. The Subject Area, Entry and Current Levels, and Assessment Status in Subject Area fields will be updated accordingly. TIP: Assessments cannot be entered with future dates!
Editing and Deleting Assessments
Click the Edit button to open an assessment record for viewing or editing. This will open the assessment card and allow you to make and save changes to the Staff, Scaled, SPL/GLE, Select Subject, or Date Completed fields. When you are editing assessment data, you cannot navigate to a different tab or panel in the student detail record until the edits to the assessment data are either saved or canceled. The Delete button will delete the assessment record in that row, after verifying that you wish the delete that record.
Deleting an assessment can affect the Subject Area, Entry and Current Level, and Assessment Status in Subject Area fields. Please review the following scenarios: Student Assessment Status of “Assessed Once this FY”
•If the assessment deleted is the only level-defining assessment in the current FY, the Subject Area will revert to “No Value Entered,” the Entry and Current Levels will revert to “Level Not Defined,” and the Assessment Status in Subject Area will revert to “Never Assessed this FY.”
•If there are additional level defining assessments available (in other subject areas), the database will automatically select the assessment with the subject area in the lowest educational functioning level from the remaining assessments and convert the Subject Area, Entry and Current Levels, and Assessment Status in Subject Area to this subject area’s information.
Student Assessment Status of “Assessed 2+ this FY”
•If the assessment deleted is the pre-test, the data from the earliest post-test in the FY year will be used to populate the Entry and Current Levels
•If there was only one post-test, the Assessment Status in Subject Area will convert to “Assessed Once this FY.”
•If the assessment deleted is a post-test, any level gains made from that post-test will be lost.•If there were multiple post-tests, deletion of one post-test will result in the database using the next
newest post-test for tracking, and the Subject Area, Entry and Current Levels, and Assessment Status in Subject Area fields will be adjusted according to the data from that post-test.
Moving Assessments Forward
The Move Forward button allows you to move an assessment forward from the preceding fiscal year to the current fiscal year, provided it falls within the allowable time range for moving forward. (See your state assessment policy for this information.) There are business rules in place that prevent an assessment from being moved forward if the assessment date is outside of the allowable time range. The allowable time period is typically determined by the state for state-funded ABE agencies or the agency director for literacy or independent agencies. For most agencies, the allowable time period is between 90-180 days. This means that an assessment entered within 90-180 days prior to the end date of the preceding fiscal year may be moved forward to count as the pre-test for the current fiscal year. To move an assessment forward, click on the arrow within the circle icon to the right of the assessment you intend to move forward. You should not push forward all subject areas from a preceding year’s assessment. ONLY move forward one assessment in the subject area you will be tracking the student in during the current fiscal year. Remember, the database only tracks and reports in one subject area. Also keep in mind that if you’ve already entered an assessment for a student in the current fiscal year, there may be no reason to move forward an assessment from the preceding fiscal year. If an assessment is moved forward from the preceding fiscal year, any hours earned after that assessment and prior to the end of the preceding fiscal year are still eligible to be counted as hours
between assessments for re-assessment purposes in the current fiscal year. You can verify the hours between assessments by viewing the field in the assessment header. When an assessment is moved forward, a duplicate assessment record will be created with all data exactly the same except the Fiscal Year indicator, which will display the current fiscal year. The Assessment Status, Subject Area, and Levels fields will populate based on the moved-forward assessment data and the assessment will count as a pre-test for the current fiscal year. Example of an assessment that has been moved forward.
The following rules apply to moved forward assessments: 1. All moved forward assessments are considered to be in effect the first day of the fiscal year, which in most databases is 7/1, even though the date of the assessment itself does not change. 2. All moved forward assessments will populate the student entry level in the current fiscal year. 3. If an assessment has already been entered that is dated the first day of the current fiscal year that populates the student entry level, but then an assessment with a higher or lower level in the same or different subject area is moved forward, the moved forward assessment will override the entered assessment. 4. If an assessment has been entered in the current fiscal dated AFTER the first day of the fiscal year, then an assessment is moved forward with a lower EFL, a level gain will be shown. Example: (using a fiscal year dates 7/1 to 6/30) an assessment is entered on 7/2 that populates the EFL of High Intermediate ABE. Then an assessment from the preceding fiscal year with the EFL of Low Intermediate ABE is moved forward. The student will show a level gain. 5. If your database has customized assessment rules, the behavior of a moved forward assessment may be different.
12. Student Enrollments Tab
There are four instructional settings for students – class, group, workshop, or pair. Classes, groups, and workshops must be created at their respective tabs prior to enrolling the student. Pairs may be created from the student enrollments tab by matching the student with a tutor. The Enrollments tab comprised of two sections - the enrollments header and the enrollments grid. Enrollments HeaderViewsThere are four available views on the View dropdown list in the enrollment header:
•Enrollments (default)•Enrollment Fees•Enrollment Grades•Meeting Info
Click on the down arrow in the dropdown menu to display and select one of the available views. The selected view will remain in place when using the record indicator at the top right to move forward or back to records within the Enrollments tab. Each enrollment view contains a combination of the following fields:Enrollment Type Displays the type of the instructional setting; Class, Group, Workshop, or Pair.*Match/Enroll Date
The date the student was enrolled into the class/group/workshop or matched in the pair.
*Start Date The date the student began in the class/group/pair/workshop. This field will default to the class/group/workshop start date when student’s enrollment date is earlier than the class/group/workshop start date. The start date will default to the enrollment date when the date is after the class/group/workshop start date. In pairs, this field is auto-generated by the first pair hours date.
*End Date The date the student exited the class/group/workshop or the date the student is scheduled to exit the instructional environment, generated from the class/group/workshop record end date. The end date must be between the class/group/workshop start and end dates. An end date does not display for Pairs until the pair is dissolved.
Enrollment ID Auto-generated class/group/workshop/pair ID number found in the instructional setting record.
Enroll Status The enrollment status specific to the class, group, pair or workshop. This enrollment status is not the student overall status.
Term The term entered in the class/group/workshop record.Course Number The course number entered in the class record.Title/Name The title or name entered in the class/group/workshop record.Program The program entered in the class/group/workshop/pair record. (This is not the
program assigned to the student.)Instructor Type Auto-generated based on the role (staff or tutor) of the instructor assigned to teach
the class/group/workshop/pair.Instructor Name Name of the assigned instructor (if any.) Auto-generated from the
class/group/workshop/pair record.Fees Paid Yes/No display indicating if fees are paid in association with the class. Date Paid Date on which applicable class fees were paid or are due.Fee Amount Amount of class fees paid or due.Min Required Days
Indicates the workshop Minimum Number of Required Days that must be attended before completing the workshop. Auto-generated from the workshop record.
Min Required Hours
Indicates the workshop Minimum Number of Required Hours that must be attended before completing the workshop. Auto-generated from the workshop record.
Variable Credit Class
Allows indication of the class being a variable credit class. Variable credit typically indicates a class in which various elements are studied and a range of credit may be
earned.Possible Credits Number of credits possible for the class.Earned Credits Number of credits earned in the class.Letter Grade Type-in field to indicate the letter grade earned by the student in the class.Grade Points Number of grade points earned by the student in the class.Quality Points Number of quality points earned by the student in the class.Units Number of units earned by the student in the class.Class Meets Requirement
Allows indication of the subject area or requirements met by completion of the class.
Elective Allows indication of a class being an elective.Honors Allows indication of a class being an honors classWork Credit Allows indication of a class meeting work credit requirementRemedial Allows indication of a class being a remedial classStandardized Test
Allows indication of a class requiring a standardized test for placement.
Advanced Placement
Allows indication of a class qualifying for advanced placement
Bldg/Room Indicates the building and room where the class, group, or workshop meets. Auto-generated from the class/group/workshop record.
Days Indicates the days that the class, group, or workshop meets. Auto-generated from the class/group/workshop record.
Times Indicates the time that the class, group, or workshop meets. Auto-generated from the class/group/workshop record.
Weekly Time Indicates the time that the pair meets. Auto-generated from the Weekly Time type-in field in the pair record.
Location Indicates the location where the pair meets. Auto-generated from the Location dropdown field in the pair record.
Creation Date System-generated date indicating the date the enrollment record was entered in the database.
Edit Click to open the enrollment record for editing.Delete Click to delete the enrollment record. All student hours associated with the
enrollment must be deleted before the enrollment record can be deleted. Fiscal Year FilterThe Fiscal Year Filter allows you to filter the student’s enrollments by All Fiscal Years, Current FY, or by a specific fiscal year. TIP: The fiscal year is determined by the start date of the enrollment.
Enroll a Student or Match in a Pair
Select action: Enroll or Match To enroll a student into a class, group, or workshop:
1. Click the arrow on the dropdown list, and select the instructional setting.
2. On the data chooser, select one or more enrollments by checking the box on the row. Only active classes, groups, or workshops that the student is not currently enrolled in will display on the data chooser.
3. Enter an Enroll Date at the bottom left of the window, or click Show Selected to display the selected instructional settings.
a. Show Selected allows you to enter a separate enrollment date in the field on the grid if multiple instructional settings have been selected.
4. Click Enroll. To match a student in a pair with a tutor:
1. Click the arrow on the dropdown list, and select Match with Pair.2. On the data chooser, select one or more tutors by checking the box on the row.3. Enter the match date and Program at the bottom left of the window, or click Show Selected to
display the selected tutors. Match date and Program are required fields. Pair Keyword, Weekly Time, and Location are optional fields.
a. Show Selected allows you to enter a separate Match Date, Program, Pair Keyword, Weekly Time, and Location in the fields on the grid if multiple tutors have been selected.
4. Click Match to create the pair(s). IMPORTANT NOTE: Students may not be enrolled in a class, group, or workshop, or matched in a pair on a date that is prior to the student intake date.
Enrollments Grid
The enrollments grid displays enrollment data. The default selection is All Fiscal Years, which will display all enrollments in the student’s enrollment history in chronological order beginning with most current, but can be changed using the Fiscal Year filter. The enrollment grid contains Rows and Columns, which work the same as all grids in LACES NexGen. Column headings on the enrollments grid can be dragged to the top row heading to group by column.
Editing and Deleting Enrollments Click the Edit button to open an enrollment record for viewing or editing. This will open the enrollment record and allow you to make and save changes. The fields that you are allowed to edit vary with the type of enrollment. When you are editing enrollment data, you cannot navigate to a different tab or panel in the student detail record until the edits to the record are either saved or canceled. The Delete button allows you to delete existing enrollments. Before an enrollment record can be deleted, all associated hours must be deleted first. Pairs must also be dissolved before deleting.
Exiting or Completing a Student from an Enrollment
Exiting or completing a student from an enrollment is done by editing the enrollment record. Typically students are exited from an enrollment when they have met all the requirements, or left without completing all requirements. There are various enrollment statuses that may be selected when exiting a student. These are available solely for the tracking purposes of your agency and have no effect on the student in terms of reporting, other than to indicate that the student is no longer enrolled or matched in a pair. Enrollment Status May be used to indicate:Completed Class Completed all requirementsIncomplete Did not complete all requirementsStopout Left the class, but will return in a later semester or
fiscal yearLeft Left without attempting to complete requirementsNever Attended Enrolled, but never attendedDropout Dropped out of the enrollment with no plans to
returnDismissed Dismissed from the enrollmentTransferred Transferred from the enrollment into anotherOn Hold A temporary hiatus from the class, group,
workshop, or pair To exit or complete a student from a class, group, or workshop:
1. Click the Edit button.2. Select the status from the dropdown list. 3. Update the End Date to reflect when the student exited or completed the enrollment.4. Click Save.
If the exact date of exit is unknown and the student is being exited due to non-attendance, the student’s last hours date should be used, since this is the student’s last known date of attendance. For classes, groups, and workshops, the End Date must be within the Start and End Date of the class, group, or workshop, and must be after the Enrollment and Start Dates. For pairs, the End Date must be after the Match and Start Dates. To exit or complete a student from a pair:
1. Click the Edit button.2. Enter the End Date. If this field is left blank, the date will default to today’s date.3. Select the status ‘Dissolved.’4. Click Save.
Reminder: The student’s overall status will automatically update to Left (ABE) or On hold (literacy) when the student is no longer enrolled in any setting.
13. Student Hours Tab
The Hours tab is comprised of two sections - the Hours header and the Hours grid.
Hours Header Views There is one available view on the View dropdown list in the hours header:
•Hours/Attendance Click on the down arrow in the dropdown menu to display and select one of the available views. The selected view will remain in place when using the record indicator at the top right to move forward or back to records within the Enrollments tab. The hours view contains the following fields: Enrollment Type
Displays the type of instructional setting.
*Date Date of the hours record.Instructional Setting
Displays the title of the class, group, or workshop, tutor name, or Unlinked Hours
Hours Type Type of hours. Hours will only count for NRS table inclusion if the hours type contains the word “Instruction.”
Hours Present Number of hours present for the date entered. This may also represent a time period, if hours are entered weekly, monthly, or quarterly.
Hours Absent Number of hours absent for the date or time period being recorded. This may also represent a time period, if hours are entered weekly, monthly, or quarterly.
Late Indicates whether a student was late.Creation Date System-generated date indicating the date the hours record was entered in the
database.Edit Click to open the hours record for editing.Delete Click to delete the hours record, after verification.
Expand All/Collapse All Expanding and collapsing may be used after a column heading has been dragged to the top row header to group. Once a column is grouped, the information can be collapsed to display only the information for that column. To see how this works:
1. Drag the column Hours Present to the top row header. This will group together the records with the same number of hours present.
2. Now click Collapse All. This will reduce the number of records that display so only one record displays for each grouping.
3. Each row has an arrow at the beginning of the row. Click one of the arrows to expand that particular group.
4. Click Expand All to expand the grouping. Date Range Hours in the student record may be searched by a specific fiscal year, or fiscal year and quarter by clicking the down arrow on the Date Range dropdown list. Once a selection has been made, the dates will display in the date fields. For example, selecting the fiscal year 2014-2015 will automatically display the date range 7/1/2014 – 6/30/2015 (start and end dates of the 2014-2015 fiscal year). Click Apply to search the hours records. Even after a selection has been made from the list, a custom date range may be entered and applied. The date range will overwrite the previous selection. The last selection will remain in effect until Cancel is selected on the dropdown list. The Hours header contains the following fields: Current FY Instructional Hours
Automatically calculated from the student’s total instructional hours entered in the current FY.
Days Since Last Hours Date
Automatically calculated from the number of days since hours were last added to the student record.
Instructional Hours Automatically calculated from the number of student instructional hours earned in the current fiscal year, based on the fiscal year setting in the agency or state database.
Lifetime Hours Automatically calculated from the number of all hours earned over the entire history of the student, including instructional and other hours types.
Add Hours
To add hours to the student record:
1. Click the Add button.2. The Add Hours data chooser will display. Click the dates for which you are adding hours.3. You may make multiple date selections by clicking the dates on the calendar for which you would
like to add hours. 4. When the start and end date of an enrollment is within the selected dates, the enrollment type
will display. 5. Check the enrollment you wish to add hours for.6. Select the hours type and enter the number of hours and click Add.7. A row will display for each date selected for the enrollment type.8. The Hours Type, Hours Present, Hours Absent, and Late may be edited on each individual row. (If
you don’t want to add a particular hours record, uncheck the record on the data chooser grid.)10. To add additional hours types, click Add Hours Type and select from the dropdown list. 11. Click Save, or Save and New.
Unlinked Hours Unlinked Hours are not associated with an instructional setting, and should be entered only when there is a valid reason to do so, such as tracking the amount of time a student spends taking an assessment or in orientation, if your agency allows such tracking. Typically all instructional hours are associated with a class, group, workshop, or pair.
Hours Grid
The hours grid displays hours data. The default selection is all hours records, which display in chronological order beginning with most current. The hours grid contains Rows and Columns, which work the same as all grids in LACES NexGen. Column headings on the enrollments grid can be dragged to the top row heading to group by column. Editing and Deleting Hours Records Click the Edit icon to open an hours record for viewing or editing. This will open the hours record and allow you to make and save changes. Date, Hours Present, Hours Absent, and Late may be edited. When you are editing an hours record, you cannot navigate to a different tab or panel in the student detail record until the edits to the record are either saved or canceled. The Delete icon allows you to delete hours records. Deleting hours records will update the hours fields in the header.
14. Student Outcomes Tab
The Outcomes tab contains two panels:
• Cohorts• Goals and Achievements
Cohorts Panel
Cohorts are the only outcomes that populate Table 5. There are 4 cohorts that count on Tables 5, 5a, 8, 9, and 10. Students will be included in the cohort for follow-up if they meet the criteria for inclusion at the time of entry or the first day of the fiscal year for continuing students.
• Entered Employment• Retained Employment• Obtained a GED or Secondary School Diploma• Entered Postsecondary Education or Training (current and prior program year)
LACES will automatically assign students to a cohort1. IF they meet the cohort criteria described below2. AND have met all NRS requirements to be fundable
3. AND have exited the program
Entered Employment cohort (Follow-up quarters are unchanged) ANY student whose employment status was unemployed at the time of entry. For students continuing from the previous fiscal year, LACES will determine if the student’s earliest work history record upon entry in the new fiscal year indicates unemployed. The outcome will be automatically updated to Met if an Employment Status of Employed-Full or Employed-Part is entered into the Work History folder (or in the Demographics folder.) The outcome can be manually changed to Met by selecting Yes in the cohort record, after accessing the student’s record and double-clicking the Entered Employment cohort. If selecting Yes, the Start Date and Employment Status must be entered and the Responded to Survey box checked prior to saving the record. If selecting No, the Responded to Survey box should be checked prior to saving the record. If the student was unable to be reached for survey, no data is required but you may choose to enter the Follow-Up Date and/or Included in Survey data.
Retained Employment cohort (Follow-up quarters are unchanged) ANY student whose employment status was employed at the time of entry. ANY students who were unemployed at the time of entry but were employed during the first quarter after leaving the program. For students continuing from the previous fiscal year, LACES will determine if the student’s earliest work history record upon entry in the new fiscal year indicates employed, employed-part, or employed-full. The outcome is automatically updated to Met at the time of cohort generation, due to the Employment Status indicating Employed-Full or Employed-Part in the Work History folder (or in the Demographics folder.) The outcome can be manually changed to Met by selecting Yes in the cohort record, after accessing the student’s record and double-clicking the Retained Employment cohort. If selecting Yes, the Start Date and Employment Status must be entered and the Responded to Survey box checked prior to saving the record. If selecting No, the Responded to Survey box should be checked prior to saving the record. If the student was unable to be reached for survey, no data is required but you may choose to enter the Follow-Up Date and/or Included in Survey data.
Obtained a GED or Secondary School Diploma cohort (Students may achieve the outcome before the end of the reporting period for the program year in which they exit)
ANY student who took all GED, TASC, or HiSet subject area tests (based on state assessment policies), as indicated in the Assessment folder or the Diploma folder in the student record.OR
ANY students who were enrolled in Adult High School at the High Adult Secondary level, with the Primary Program type called Secondary Education. OR
ANY students who were enrolled in Adult High School who enters the program at an entry level of 11th or 12th grade regardless of NRS test score, with the Primary Program type called Secondary Education. OR
ANY students who were in the assessment phase of the EDP (External Diploma Program). The outcome will be automatically updated to Met at the time of cohort generation if passing
scores are entered into the Assessment folder, or the Diploma types GED, High School Diploma, or Secondary School Diploma are entered into the Diploma folder with a Date Earned.
The outcome can be manually updated to Met by selecting Yes in the cohort record, after accessing the student’s record and double-clicking the Obtain GED/Secondary School Diploma cohort. If selecting Yes, the Type of diploma and Date Earned must be entered and the Responded to Survey box checked prior to saving the record. If selecting No, the Responded to Survey box should be checked prior to saving the record. If the student was unable to be reached for survey, no data is required but you may choose to enter the Follow-Up Date and/or Included in Survey data.
Entered Postsecondary Education or Training cohort (Students may achieve the outcome anytime from exit through the end of the following fiscal year)
ANY student who earned a secondary credential or diploma while enrolled.OR
ANY student who already had a secondary credential/diploma at the time of entry.OR
ANY students who were enrolled in a class with the Primary Program type called Transition. The outcome can ONLY be manually updated to Met by selecting Yes in the cohort record, after
accessing the student’s record and double-clicking the Entered Postsecondary Education or Training cohort. If selecting Yes, the Responded to Survey box must be checked prior to saving the record. If selecting No, the Responded to Survey box should be checked prior to saving the record. If the student was unable to be reached for survey, no data is required but you may choose to enter the Follow-Up Date and/or Included in Survey data.
The Postsecondary Education or Training cohort can be tracked for 2 fiscal years, and displays in two rows on Table 5: Current Program Year and Prior Program Year. Students for whom the outcome is not known or not obtained in the current program year will populate the prior program year row in the next fiscal year, and should be followed up on again in the current program year.
The NRS tracks the following cohorts on Tables 5 (Mandatory Outcome Table) Enter Employment Retain Employment Obtain GED/Obtain Secondary School Diploma Place in Post-Secondary Education/Place in Post-Secondary Training
The non-employment related outcomes (Obtain GED/Secondary School Diploma, Place in Post-Secondary Education/Training-current year) are tracked for students who are NRS participants and exit
with those outcomes in the FY for which you are reporting Table 5. Place in Post-Secondary Education/Training-prior program year tracks students who were in the Place in Post-Secondary Education/Training-current year outcome in the preceding fiscal year and did not obtain the outcome in the preceding fiscal year. They should be surveyed or data matched in both program years, unless the meet the outcome in the initial program year.
The employment outcomes are tracked for preceding date ranges that cross fiscal years. For the 2015-2016 reporting period, the employment outcomes exit ranges tracked are:
Enter Employment: 10-1-14 to 9-30-15Retain Employment: 4-1-14 to 3-31-15
So for employment outcomes, the student must have been an NRS participant in the period in which they exited to show on Table 5. As an example, if student Joe Smith exits the program on 9-15-15, he would need to have earned his 12 hours and valid assessment sometime between 7-1-15 to 9-15-15 to have an employment cohort and populate to Table 5. If Donald Jones leaves with a retain employment goal on 5-12-14, he must have earned 12 hours and a valid assessment between 7-1-13 to 5-12-14.
Additionally, employment outcomes must be followed up on or surveyed in specific quarters. Other Table 5 outcomes can be followed up on anytime in the FY or at exit, but the employment outcomes must be followed up on as follows:
Enter Employment: Must be surveyed (or data matched) one quarter after exitRetain Employment: Must be surveyed (or data matched) three quarters after exit
Please review the additional documentation on the NRS website that shows quarterly data follow-up information.
Personal goals and secondary outcome measures should still continue to be entered manually into the goals folder.
Goals and Achievement panel
The Goals and Achievements panel allows you to track goals made by your students during or after their time at your agency. Outcome measures – Entered Employment, Retained Employment, Obtained a GED or Secondary School Diploma, and Entered Postsecondary Education or Training – are not tracked as goals for purposes of Table 5. These are tracked as cohorts. If you wish to enter these measures as goals for state or other reporting, you may do so, but these measures as goals only do not populate NRS Table 5. Other goals populate NRS Tables 8, 9, 10, and 11. Table 8 (optional report) tracks the following additional goals for Family Literacy Programs:
1. Completed an Educational Functioning Level2. Increased Involvement in Children’s Education3. Help more frequently with school
4. Increased contact with children’s teachers5. More involved in children’s school activities6. Increased Involvement in Children’s Literacy Activities7. Reading to Children8. Visiting Library9. Purchasing books or magazines
Table 9 (optional report) tracks the following additional goal for Workplace Literacy Programs:
1. Completed an Educational Functioning Level
Table 10 (optional report) tracks the following additional goal for Correctional Education Programs:
1. Completed an Education Functioning Level
Table 11 (optional report) tracks the following additional, secondary goals:
1. Achieved work-based project learner goal2. Left public assistance3. Achieved citizenship skills4. Increased involvement in children’s education (regardless of whether the participant was in a
family literacy program)5. Increased involvement in children’s literacy activities6. Voted or registered to vote7. Increased involvement in community activities
To add a new goal, click the Add New Record button to open a new goal window. Other areas of the database will be inactivated until the record is saved or cancelled. After entering the goal information, click Save to save the goal record and return to the Goals and Achievements panel, or Save and New to save the goal record and add additional goals, until clicking Save on the final record. Click Cancel to return to the Goals and Achievements panel without saving the record. To edit goals, click the Edit button to the right of the record and make edits, then Save. To delete goals, click the Delete button to the right of the record and verify that you wish to delete the record. Goal StatusesActive Used for all new goals set by the student in the current fiscal year that are not yet
met. Unmet Used to indicate if the student did not meet an active goal within the fiscal year. If
the student continues in your program in the following fiscal year, the goal should be entered again as a new, active goal in the new fiscal year, after changing the old goal to Unmet. A met date cannot be entered for goals with the status Unmet. The goal status
will automatically update to Met when a met date is added to a goal with an Unmet status.
Met Used to indicate that the student met the goal. The status of the goal will automatically update to Met when a met date is entered.
Achievement This should be used if the student obtained an unintended outcome, or met a prior fiscal year goal. Unintended outcomes are goals that the student met without initially setting it as a goal. Goals are also considered achievements if the student set the goal in a prior fiscal year and met it in a later fiscal year.
Included in Survey: It is not necessary to check this box for NRS reporting in the Goals panel. The box may be checked to indicate that the student was included in survey for your individual agency needs. Responded to Survey: It is not necessary to check this box for NRS reporting in the Goals panel. The box may be checked to indicate that the student responded to survey for your individual agency needs.
15. Student Demographics Tab
The Demographics tab contains six panels where student demographic information may be entered. Most information will be on the Demographics panel, with optional information entered at the other panels if your agency tracks that information for reporting or funding purposes.
Demographics Panel Disability Panel Family Members Panel Health Data Panel Identification Panel Corrections Panel
Demographics Panel
The Demographics panel contains the student’s demographic data, and is partially populated from information entered on the Intake Form. Fields with a red asterisk * are required fields, and edits to the Demographics panel will not be saved if any required fields are left blank through editing or deletion. Editing within the panel can be done by typing directly into the field(s) you wish to edit. While making changes, the header and other tabs will become inactive until the changes have been saved or cancelled within the panel you are currently accessing. The Demographics panel contains the following fields (some databases may be customized with additional fields, but the following fields are available in all databases). *Gender Male or Female, entered on the Intake form. Populates NRS Tables 1, 2, and 12*Is this student Hispanic/Latino (Ethnicity)
Indication of student’s ethnic origin as Hispanic/Latino, entered on the intake form. Required, in addition to a Race selection. Populates NRS Tables 1, 2, and 12. For additional information, see the NRS Tips for Race and Ethnicity: http://www.nrsweb.org/docs/tips/RaceandEthnicity.pdf
AsianBlack or African AmericanNative Hawaiian or Other Pacific IslanderWhite Indication of student’s race, entered on the Intake form. Student may self-identify. At least one race must be selected. If multiple selections are made, the student will count as Two or More Races unless Hispanic/Latino has been selected as the student’s ethnicity. Populates NRS Tables 1, 2, and 12.
*Birthdate Student’s birthdate, entered on the Intake form.Age Auto-generated and updated annually based on the student’s birthdate. Populates
NRS Tables 2, 3, and 12.Birthdate Verification
Optional field to indicate that the birthdate has been verified.
Birthplace Optional field indicating the birthplace of the student.City of Birth Optional field indicating the birth city of the student.Born outside US Optional field to indicate if the student was born outside of the US.Country of Birth Optional field for student’s Country of Birth.Registered Voter Optional field to indicate if the student is a registered voter.Immigrant Optional field to indicate if the student is an immigrant.US Citizen Optional field to indicate if the student is a US Citizen.Stay in USA Optional field to indicate if the student intends to stay in the US.Country of Citizenship
Optional field to indicate student’s Country of Citizenship.
Homeless Optional field to indicate if student is homeless, entered on the intake form. Populates NRS Table 6, In Program for the Homeless, if checked.
*Residence Area Student’s residence area – either rural or urban – entered on the intake form. Residence area is defined by the NRS as:Rural - a population of less than 2,500 that is not near any metropolitan area.Urban- a population greater than 50,000, or in a city with adjacent areas of high density.
Public Assistance Optional field to indicate if student is on public assistance.Economic Disadvantage
Optional field to indicate if student is economically disadvantaged, entered on the intake form. Populates NRS Table 6, Low Income, if checked.
Dislocated Worker
Optional field to indicate if student is a dislocated worker, entered on the intake form. Populates NRS Table 6, Dislocated Worker, if checked.
Displaced Homemaker
Optional field to indicate if student is a displaced homemaker, entered on the intake form. Populates NRS Table 6, Displaced Homemaker, if checked.
Migrant Worker Optional field to indicate if student is a migrant worker. Marital Status Optional field.Parents’ Highest Education Completed
Optional field.
Military Service Experience
Optional field.
Family Income Range
Optional field.
Number of Dependents
Optional field.
Minor with Adult Status
Optional field.
Single Parent or Guardian
Optional field to indicate if student is a single parent or guardian, entered on the intake form. Populates NRS Table 6, Single Parent, if checked.
At Risk Optional field to indicate if student is at risk.Abuse Optional field to indicate if student has substance abuse issues.Correctional Optional field to indicate if student is in a correction institution or program.
If Yes, Yes-County, Yes-State, or Yes-Federal are selected, the student will populate NRS Table 6 as In Correctional Facilities. If Yes-Community is selected, the student will populate NRS Table 6 as In Community Correctional Programs.
Institutional Optional field to indicate if student is a resident in an Institutional Setting. Populates NRS Table 6, In Other Institutional Setting.
Disability Panel
The Disability panel contains the student’s disability information. Editing within the panel can be done by opening the panel and typing directly into the field(s) you wish to edit. While making changes, the header and other tabs will become inactive until the changes have been saved or cancelled within the panel you are currently accessing.The Disability panel contains the following fields (some databases may have customizations that result in slight variance): Informed Disclosure Not Required
Optional field to indicate Informed Disclosure requirements.
Apparent or Disclosed Disability Optional field to indicate Apparent or Disclosed Disability, entered at intake.
Vision Impaired Optional field to indicate visual impairment.Legally Blind Optional field to indicate legally blind status.Hearing Impaired Optional field to indicate hearing impairment.Deaf Optional field to indicate deafness.Speech Impaired Optional field to indicate speech impaired.Mute Optional field to indicate muteness.Paralysis Optional field to indicate paralysis disability.Nonparalytic Orthopedic Optional field to indicate non-paralytic orthopedic disability.
Missing Extremities Optional field to indicate missing extremities
Specific Learning Disability Optional field to indicate a specific learning disability, entered at intake.
Family Members Panel
Displays family member data entered at the Family tab.
Health Data Panel
The Health Data panel contains the student’s health information. Editing within the panel can be done by opening the panel and typing directly into the field(s) you wish to edit. While making changes, the header and other tabs will become inactive until the changes have been saved or cancelled within the panel you are currently accessing. The Health Data panel contains the following fields (some databases may have customizations that result in slight variance): Medical Condition Optional text field to indicate any medical condition which the agency
chooses to track.Medical Treatment Optional text field to indicate any medical treatment options which the
agency chooses to track.Health Care Required at School
Optional text field to indicate any health care required at the agency which the agency chooses to track..
Allergies Optional text field to indicate any allergies which the agency chooses to track.
Vision Evaluation Optional text field to indicate vision evaluation results or notes which the agency chooses to track.
Hearing Evaluation Optional text field to indicate hearing evaluation results or notes which the agency chooses to track.
Speech and Language Evaluation
Optional text field to indicate speech and language evaluation results or notes which the agency chooses to track.
Special Diet Considerations
Optional text field to indicate any special diet considerations which the agency chooses to track.
Non-Medical Therapy Optional text field to indicate any non-medical therapy which the agency chooses to track.
Handedness Optional dropdown menu to track student handedness.
Identification Panel
The Identification panel allows identification records related to the student to be entered, edited, viewed or deleted.
An identification record for social security number will populate in the Identification panel after the student is entered into the database, whether a social security number has been entered or not. This record may be edited, but cannot be deleted. If your agency does not track student social security numbers, then this record may be ignored. To add a new identification record, click the Add New Record button to open a new identification window. Other areas of the database will be inactivated until the identification record is saved or cancelled. After entering the identification information, click Save to save the identification record and return to the Identification panel, or Save and New to save the identification record and add additional records, until clicking Save on the final record. Click Cancel to return to the Identification panel without saving. To edit identification records, click the Edit button to the right of the record and make edits, then Save. To delete identification records, click the Delete button to the right of the record, and verify that you wish to delete the record. The Identification panel displays the following fields: Start Date The student’s intake date, unless edited in the record.Identification Type The type of identification.Document or ID Number
Text field to enter the document name and/or document number.
Creation Date System-generated date indicating the date the identification record was entered in the database.
Edit Click to open the identification record for editing.Delete Click to delete the identification record, after verification.
Corrections Panel
The Corrections panel allows corrections records related to the student to be entered, edited, viewed or deleted. Editing within the panel can be done by opening the panel and typing directly into the field(s) you wish to edit. While making changes, the header and other tabs will become inactive until the changes have been saved or cancelled within the panel you are currently accessing. The Corrections panel contains the following fields (some databases may have customizations that result in slight variance):
Booking/Inmate Number Type in field indicating the student’s booking, inmate, or correctional ID number.
Start Date Start date of the student’s correctional education.End Date End date of the student’s correctional education.Location Location of the correctional education, indicated by a dropdown menu.
Housing Type in field indicating the student’s housing.Date of Offense Date of offense.Sentence Completion Date
Date of sentence completion.
Release Date Release date.
16. Student Education Tab The Education tab contains six panels where student education information may be entered. Most information will be on the Education and Diploma and Credential Information panels, with optional information entered at the other panels if your agency tracks that information for reporting or funding purposes.
The six education panels are: Education Diplomas/Credentials Language Materials Term Grades Transcripts
Education Panel
The Education panel contains education information for the student. Some data will be populated based on information entered on the Intake Form. Other data may be added, if desired. Fields can be edited, viewed, modified, and deleted from the Education panel. Fields with a red asterisk * are required fields, and edits to Education panel will not be saved if any required fields are left blank through editing or deletion. Editing within the panel can be done by opening the panel and typing directly into the field(s) you wish to edit. While making changes, the header and other tabs will become inactive until the changes have been saved or cancelled within the panel you are currently accessing. The Education panel contains the following fields (some databases may have customizations that result in slight variance): *Intake Date Student’s initial Intake Date into the program, populated from the Intake Form
at entry. Should not be edited or updated each fiscal year with new enrollments; should always remain the initial date of enrollment into the program.
Last Enroll Date Date of last enrollment into an instructional setting, automatically populated based on class, pair, group, or workshop enrollment.
Last Hours Date Date on which hours were last entered for the student record.Last Assessment Date
Date on which an assessment was last entered for the student record.
*Program Student’s main Program type, populated from the Intake Form at entry. The Program menu can be modified based on state or agency director request.
ESL Student A checkbox or Yes/No dropdown menu indicating if the student is considered an ESL student. ESL indication is related to assessment levels for some assessments.
Enrolled in Other Reading Program
A checkbox indicating if the student is enrolled in another reading program.
Enrolled in Other GED Program
A checkbox indicating if the student is enrolled in another GED program.
Exempt from Assessment
A checkbox for indicating if a student is Exempt from Assessment. If a student is exempt from assessment they will not be considered for inclusion on the NRS tables.
Fee Waiver A type in text field for indicating fee waiver information for the student record.*Highest Education Level Completed on Entry
A dropdown menu for indicating the highest education level completed by the student at their time of initial entry into the program. Required, editable. Populates from the intake form at entry. Populates NRS Table 6. Should not be updated if student later completes additional grade levels, as it is intended to track entry grade completion. Dropdown menu can be edited at state or agency director request.
*Highest Education Level Completed on Entry Location
A dropdown menu for indicating the location at which the highest education level completed by the student at their time of initial entry into the program occurred. Required, editable. Populates from the intake form at entry. Populates NRS Table 6.
Highest Education Completed
A dropdown menu for indicating the highest education level completed by the student at any point in their enrollment within the program. This field does not populate Table 6 and is not the required field for Table 6 education information.
Admission Status A dropdown menu for indicating admission status within the program.Mandated Student Type
A dropdown menu for indicating mandated student type within the program.
File Location A type in text field for indicating file location information for the student record.File Security A dropdown menu for indicating file security information for the student record.Current School Attending
A type in text field for indicating information for the current school being attended.
Current School Contact Info
A type in text field for indicating contact information for the current school being attended.
Last School Attended
A type in text field for indicating information for the last school attended.
Last School Attended Location
A type in text field for indicating contact information for the last school attended.
Source Type A dropdown menu for indicating the source type (referral) information for the student record.
Source Name A dropdown menu for indicating additional source name (referral) information for the student record.
Why Enroll A dropdown menu for indicating the reason for the student enrollment.Other Why Enroll A type in text field for indicating additional enrollment reason details.Post School Recognition-Graduation
A dropdown menu for indicating a post-school recognition or graduation exercises in which the student participates.
ExercisesReason Left A dropdown menu for indicating the reason the student exited the program.Reason Left Detail A type in text field for indicating additional detail for the reason the student
exited the program.TABE Identifier A type in text field for indicating the TABE Identifier, if applicable.
Diplomas/Credentials Panel
The Diplomas/Credentials panel allows diploma information related to the student record to be entered, edited, viewed or deleted. Information entered into the Diploma Info panel may affect cohort population and updates, and NRS table population. To add a new diploma info record, click the Add New Record button to open a new diploma info window. After entering the diploma info record, click Save to save the record and return to the Diploma Info panel, or Save and New to save the record and add additional records, until clicking Save on the record. Click Cancel to return to the Diploma Info panel without saving the record. To edit diploma info records, click the Edit button to the right of the diploma info record and make edits, then Save. Other areas of the database will be inactivated until the record is saved or cancelled. To delete diploma info records, click the Delete button to the right of diploma record and verify that you wish to delete the diploma record. The Diplomas/Credentials panel contains the following fields:*Type The Type of Diploma/Credential earned or attempted. May be dependent
on specific types of enrollment.Expected Award Date Date on which the student is expected to complete the requirements to
earn the diploma or on which they will be awarded the diploma.Date HSE or Certification Exam Last Taken but Not Passed
Date on which the student took the last subject area assessment of the exam but did not successfully complete all components in order to pass the exam. If indicating failure to obtain a secondary school credential or diploma for inclusion in the Obtain GED or secondary school credential cohort, this date must be entered.
Date Earned Date on which the student successfully completed all requirements for attainment of the GED or secondary school credential. If indicating completion of requirements to obtain a secondary school credential or diploma for inclusion in the Obtain GED or secondary school credential cohort, this date must be entered.
Actual Award Date Date on which the student actually was or will be awarded the diploma.Diploma/Credential Name Name of the diploma/credential.Description/Number Description and/or number of the diploma/credential.Person’s Name Displayed on Diploma/Credential
Name of the student, to be displayed on the diploma/credential.
Completed Requirements Checkbox indicating if the student completed requirements for the diploma/credential.
By Exam Only Checkbox indicating if the student completed the requirements for the diploma/credential through exam only.
Creation Date System-generated date indicating the date the diploma info record was entered in the database.
Edit Click to open the diploma info record for editing.Delete Click to delete the diploma info record, after verification. If a GED, TASC, HiSet, High School Diploma, Secondary Diploma/Credential, NEDP High School Diploma, or State High School Equivalency Diploma is indicated as being earned OR taken and not passed, with a date within the fiscal year reporting period, and the student is an NRS reportable student, they will be automatically placed in the Obtain GED or Secondary School Credential cohort and the achievement of Yes/No updated appropriately. Successfully obtaining an “Obtain GED or Secondary School Credential” outcome within the reporting period will additionally result in the student automatically being placed in the Entered Post-Secondary Education or Training cohort. Some Diploma Types can only be entered into the student diploma folder if indicators elsewhere in the student record indicate that it is an appropriate diploma type based on business rules: High School Diploma: Student must be enrolled in Adult High School (must be indicated through the Agency Settings) and have an Entry Level of High Adult Secondary for this type of diploma/credential.Secondary Diploma/Credential: Student must be enrolled in Adult High School (must be indicated through the Agency Settings) and have an Entry Level of High Adult Secondary for this type of diploma/credential. NEDP High School Diploma: ONLY STATES WHO ARE APPROVED NEDP STATES ARE ALLOWED TO ENTER THIS TYPE OF DIPLOMA.
Language Panel
The Language panel allows languages records to be entered, edited, viewed or deleted. To add a new language, click the Add New Record button to open a new language window. Other areas of the database will be inactivated until the record is saved or cancelled. After entering the language information, click Save to save the language record and return to the Language panel, or Save and New to save the language record and add additional records, until clicking Save on the final record. Click Cancel to return to the Language panel without saving the record. To edit the language record, click the Edit button to the right of the record and make edits, then Save. To delete a language record, click the Delete button to the right of the record and verify that you wish to delete the record. The Language panel displays the following fields: Date The date indicated for the language entry.Language The language for which you are entering the language record.
Language Type
An indicated of the language type (correspondence, dominant, home) for the language record.
Native A checkbox for indicating if this is the native language of the student.Read A checkbox for indicating if the student reads this language.Write A checkbox for indicating if the student writes this language.Speak A checkbox for indicating if the student speaks this language.Creation Date System-generated date indicating the date the language record was entered in the
database.Edit Click to open the language record for editing.Delete Click to delete the language record, after verification. Materials Panel The Material panel allows material records checked out to the student to be viewed. Material information populates automatically from the Materials tab and cannot be edited or deleted from the student record. New materials cannot be added from the student record or checked out/given away from the student record; these actions must occur in the Materials record itself.Any additions or edits to materials data must be made from the Materials tab record.
Term Grades Panel
The Term Grades panel allows grades related to the student enrollment records to be entered, edited, viewed or deleted. To add a new term grades record, click the Add New Record button to open a new term grades window. Other areas of the database will be inactivated until the record is saved or cancelled. After entering the term grades information, click Save to save the term grades record and return to the Term Grades panel, or Save and New to save the term grades record and add additional records, until clicking Save on the final record. Click Cancel to return to the Term Grades panel without saving the record. To edit the term grade record, click the Edit button to the right of the record and make edits, then Save. To delete a term grade record, click the Delete button to the right of the record and verify that you wish to delete the record. The Term Grades panel displays the following fields: Term Term for which the term grade record is associated.Credits Attained Numeric field for indicating credits attained.Credits Received Numeric field for indicating credits received.Grade Points Received Numeric field for indicating grade points.Term Grade Point Average Numeric field for indicating term grade point average.Year to Date Grade Point Average
Numeric field for indicating year-to-date grade point average.
Cumulative Grade Point Average
Numeric field for indicating cumulative grade point average.
Creation Date System-generated date indicating the date the term grades record was entered in the database.
Edit Click to open the term grades record for editing.Delete Click to delete the term grades record, after verification.
Transcripts Panel
The Transcripts panel allows transcript information related to the student to be entered, edited, viewed or deleted. To add a new transcript record, click the Add New Record button to open a new transcript window. Other areas of the database will be inactivated until the record is saved or cancelled. After entering the transcript information, click Save to save the transcript record and return to the Transcripts panel, or Save and New to save the transcript record and add additional records, until clicking Save on the final record. Click Cancel to return to the Transcript panel without saving the record. To edit the transcript record, click the Edit button to the right of the record and make edits, then Save. To delete a transcript record, click the Delete button to the right of the record and verify that you wish to delete the record. Registration Status The status associated with the transcript record.Status Detail The status detail associated with the registration status.Term The term associated with the transcript record.Institution Institution associated with the transcript record.Course Name Course Name associated with the transcript record.Course Number Course Number associated with the transcript record.Instructor Instructor name associated with the transcript record.Grade Grade associated with the transcript record.Variable Credit Class Variable credit class information associated with the transcript record.Earned Credits Numeric field for indicating earned credits.Possible Credits Numeric field for indicating possible credits.Class Meets Requirement
What requirement is met by this transcript record.
Enrollment Type The type of enrollment associated with this transcript record.Registration Date Registration date of this transcript record, populated by calendar selection tool
or type in field. Not required, editable.Start Date Start date of this transcript record.End Date End date of this transcript record.Elective Checkbox indicating if the class is an elective.Remedial Checkbox indicating if the class is a remedial class.Honors Checkbox indicating if the class is an honors course.
Standardized Test Checkbox indicating if the class requires or uses for placement a standardized test.
Work Credit Checkbox indicating if the class is eligible for work credit.Advanced Placement Checkbox indicating if the class is an advanced placement class.Creation Date System-generated date indicating the date the transcript record was entered in
the database.Edit Click to open the transcript record for editing.Delete Click to delete the transcript record, after verification.
17. Student Services Tab
There are three panels at the Student Services tab. All information entered at this tab is optional, and has no bearing on NRS reports, but may be entered if your agency tracks that information for reporting or funding purposes.
Student Services tracks the following: Accommodations Referrals Social Services
18. Student History Tab
The History tab contains six panels where student history information may be entered. Student employment cohort information is populated from the Work History panel, and other student history records populate automatically and cannot be edited or deleted.
Student History tracks the following: Work History Fiscal Year Overall Status History Address History Level History Enrollment Program History
Work History
The Work History panel allows the student Work History to be entered, edited, viewed or deleted. The initial work history record is populated at the time of the student intake, and the start date of the work history record will be the same as the student intake date. The student's employment status at entry determines which employment cohort the student is placed in at exit, if the student has met all requirements to be NRS fundable. To add a new work history record , click the Add New Record button to open a new work history window. After entering the work history record, click Save to save the record and return to the Work
History panel, or Save and New to save the record and add additional records, until clicking Save on the final record. Click Cancel to return to the Work History panel without saving the record. To edit work history records, click the Edit button to the right of the record and make edits, then Save. Other areas of the database will be inactivated until the record is saved or cancelled. To delete work history records, click the Delete button to the right of the record and verify that you wish to delete the record. IMPORTANT NOTE: While student work history records may be deleted, it is not advisable to do so. Work history is required, and a student will not populate the NRS Tables if they have a missing or invalid work history record. The work history record should be continuous; old work history records should not be deleted when a new record is entered. The initial work history record Start Date should match the Intake Date of the student, and any changes in the employment status should be recorded with the Start Date on which the new status began. The work history panel contains the following fields: *Start Date The start date for the work history record. Populates based on the Intake Date
for the initial work history. Additional work history records will require the Start Date at the time the record is entered.
*Employment Status The Employment Status for the student. The initial work history record will populate from the Employment Status indicated on the intake form. There are six Employment Status approved for use by the NRS:Employed-Full: Indicates the student is part of the labor force and is engaged in full-time employment.Employed-Part: Indicates the student is part of the labor force and is engaged in part-time employment.Unemployed: Indicates the student is part of the labor force but is not currently employed, but it seeking employment.Not Looking for Work: Indicates the student is not part of the labor force and is not seeking employment.Unavailable for Work: Indicates the student is not part of the labor force and is unavailable for employment for a verifiable reason, such as disability or incarceration. Correctional Education students should be entered with this status.Retired: Indicates the student is not part of the labor force and is not seeking employment due to being retired.The Employment Status at entry or the start of the reporting period will determine inclusion in cohorts at exit.
Occupation Occupation of student.Employer Name Name of student’s employer.Type of Employer Type of student’s employer. Employer Address Address of student’s employer.Employer Contact Employer contact, name and/or telephone number.Salary Student’s salary.
Creation Date System-generated date indicating the date the work history record was entered in the database.
Edit Click to open the work history record for editing.Delete Click to delete the work history record, after verification. Fiscal Year Panel The student Fiscal Year panel allows you to track summary fiscal year information regarding the student for current and past fiscal years. Fiscal year summaries for students began in the 2007-2008 fiscal year. The Fiscal Year summary contains a summary of all fields in the student record that populate the NRS Tables. A student will not populate the NRS Tables, or NRS or Fiscal Year Based searches without a fiscal summary. The NRS reports and searches, and all Fiscal Year Based searches run based on the summary data, not the “raw” data in a student record. This can result in variations between reports and searches if the FY summaries are not updated. LiteracyPro automatically creates fiscal year summaries once a month or more often, depending on your state’s agreement with LiteracyPro, but summaries may be created or updated manually at any time for a single record or group of records 200 or less.
Overall Status History Panel
The Overall Status History panel is a view-only area allowing you to track the student’s status within programs over the history of their enrollment.
The following fields are contained in the Overall Status History panel: Start Date The start date for the Overall Status History record. Program Program for the Overall Status History record.Status Student status for the Overall Status History record.Subject Area Subject area from the assessment information current at the time.Area Panel or tab from which the Overall Status History record was generated.Notes Database notes regarding the record.Creation Date System-generated date indicating the date the overall status history record
was entered in the database.
Address History
The Address History panel allows the student’s address history to be entered, edited, viewed or deleted. An address record will populate in the Address History panel after the student is entered into the database, whether an address has been entered or not, and will be designated the primary address. This record may be edited, but cannot be deleted. Address information added at the Student Data tab in the Key Info panel will automatically populate or update the primary address record. Address information entered in the primary Address History record will also automatically populate or update the address information in the Key Info panel.
To add a new address history record , click the Add New Record button to open a new address history window. After entering the address history record, click Save to save the record and return to the Address History panel, or Save and New to save the record and add additional records, until clicking Save on the final record. Click Cancel to return to the Address History panel without saving the record. To edit address history records, click the Edit button to the right of the record and make edits, then Save. Other areas of the database will be inactivated until the record is saved or cancelled. To delete address history records, click the Delete button to the right of the record and verify that you wish to delete the record. IMPORTANT INFO: There must always be at least one address history record designated as the primary address. The primary address record cannot be deleted. The address history panel contains the following fields: Primary Address Indicates the address as the primary if the box is checked in the record. When only
one address history record exists, then the box will be checked automatically.Start Date Start date of the address history. This date will be blank unless the user adds the
dates, including on the initial record.End Date End date of the address history record. Address 1 Populates from intake form or the student Key Info panel.Address 2 Populates from intake form or the student Key Info panel.Zip Populates from intake form or the student Key Info panel.City Populates from intake form or the student Key Info panel.County Populates from intake form or the student Key Info panel.State Populates from intake form or the student Key Info panel.*Residence Area Populates from intake form or the student Key Info panel.Phone at Address Populates from the student Key Info panel.Creation Date System-generated date indicating the date the address record was entered in the
database, non-editable.Edit Click to open the address history record for editing.Delete Click to delete the address history, after verification.
Level History
The Level History panel allows level history related to the student record to be entered, edited, viewed or deleted. Level history records populate automatically when a level defining assessment is entered at the Assessment tab. To add a new level history record , click the Add New Record button to open a new level history window. After entering the level history record, click Save to save the record and return to the Level History panel, or Save and New to save the record and add additional records, until clicking Save on the final record. Click Cancel to return to the Address History panel without saving the record. Adding a new level history record will not affect the entry and current level or subject area populated by an assessment entered at the assessment tab.
When an assessment record is edited at the assessment tab that changes the level, a new level history record will be added. The initial record from the assessment will not be affected. To edit level history records, click the Edit button to the right of the record and make edits, then Save. Other areas of the database will be inactivated until the record is saved or cancelled. Edits made in a level history record do not affect the entry and current level or subject area populated by an assessment entered at the assessment tab, however, it is not advisable to edit level history records populated by assessments. To delete address history records, click the Delete button to the right of the record and verify that you wish to delete the record. When an assessment record that populated a level history record is deleted, the level history record is also deleted. Enrollment Program History
The Enrollment Program History panel allows program history related to the student enrollments to be entered, edited, viewed or deleted. Initial enrollment program history records automatically populate from the class, group, workshop, or pair program when the student is enrolled or matched in a pair. The enrollment program history record will reflect the student’s start date or match date. If the student is enrolled in multiple instructional settings that have the same program, only one enrollment program history record will populate, with the first enrollment start date. To add a new enrollment program history record , click the Add New Record button to open a new enrollment program history window. After entering the record, click Save to save the record and return to the Enrollment Program History panel, or Save and New to save the record and add additional records, until clicking Save on the final record. Click Cancel to return to the Enrollment Program History panel without saving the record. To edit enrollment program history records, click the Edit button to the right of the record and make edits, then Save. Other areas of the database will be inactivated until the record is saved or cancelled. To delete enrollment program history records, click the Delete button to the right of the record and verify that you wish to delete the record. When the student’s enrollment in a particular program ends, an end date is automatically entered in the original record and a new record is created with the new status (such as left or completed class). The start date in the new record is the date the student’s enrollment ended.
19. Class Grid Classes are typically enrollment settings for a designated number of students and are taught by staff members. Agencies typically provide classes as part of a state ABE and/or state literacy database, and student instructional hours earned in a class are reportable to the NRS. Independent literacy agencies may also report class instructional hours taught by a staff member or earned by a student as part of their state or literacy reporting. When you first sign in to LACES NexGen, the default view at the Class tab is the Class List view. The default filter is Active and classes with the status of Active will display in the list.
To display all class records entered in your agency, click the X on the Active tile to remove the filter. Shared views are predefined and are available on a dropdown list that displays at the top left of the group grid. There are three shared views. The default view is Class List, which displays columns on the grid that provide at-a-glance information about the class dates and details. The view may be changed by selecting a different view from the list. This view will be in effect until you change it, even if you leave the class grid temporarily by clicking on a different tab, and then return to the class grid. For more information about views, go to View Manager.
Class Toolbar The toolbar at the group grid allows you to:
Add new class Select records Export a selection of records to PDF or CSV (Excel) Run Reports Select more functions
To add a new class record, click the Add New Class icon to display the class intake form. The * indicates a required field and must be entered before the record may be saved. After entering the record, you may:
• Click Save to save the record and return to the class grid.• Click Save and New to save the record and get a blank intake form so you can add another class
record.• Select a specific tab in the class record from the dropdown list, and then click Save and Go to save
the record and go to that tab within the new record.• Cancel without saving.
Opening a Class detail record Class records may be opened by double-clicking on the record, or by clicking the details icon on the row.
20. Class Detail Record Please note that classes, groups, and workshops work in essentially the same manner, so only class data is discussed within this documentation, but the Group and Workshop information should be conducted in a similar manner.
The class header displays key information about the class record that is currently open, and shows at the top of each class detail tab. The header itself cannot be edited, but the fields that display in the header may be edited elsewhere in the class detail record, or populate automatically. The class header will update to display any changes.
Fields that display in the class header and where the editable fields may be edited: Class Name Class Details tab; required at intakeClass ID System number automatically generated when the class record is created
Term Class Details tabCourse Number Class Details tabTitle Class Details tab; required at intakeStatus Class Details tab; required at intakeStart Date Class Details tab; required at intakeEnd Date Class Details tab; required at intakeProgram Class Details tabClass Keyword Class Detail tabDays Class Details tabTimes Class Details tabBldg/Room Class Details tabMax Enroll Class Details tabEnrolled Auto-generated from class enrollmentWaiting Auto-generated from class enrollmentCompleted Auto-generated from class enrollment The class detail toolbar allows you to:
• Add a new class• Delete the class record currently open
The Record Indicator at the top right of the class header shows what record you in out of a selection of records, and allows you to move forward or back either by record, or to the beginning or end of the classes in the list. When you use the arrows to move forward or back, the record will be at the same panel and/or tab you were previously in. The Class Detail page contains the following tabs:
Class Data Class Enrollment Class Attendance Class Instructor Class Instructor Hours Class Comments
Class Data
The Class Data tab contains key information regarding the class record, and is primarily populated based on information when creating the class record. Fields with a red asterisk * are required fields, and edits to the Class Data will not be saved if any required fields are left blank through editing or deletion. Editing can be done by opening the tab and typing directly into the field(s) you wish to edit. While making changes, the header and other tabs will become inactive until the changes have been saved or cancelled within the tab you are currently accessing. The Class Data tab contains the following fields (some databases may have customizations that result in slight variance):
Term The term in which the class is occurring.Course Number
The course number of class.
*Title The title of the class.*Status The status of the Class. (Students may only be enrolled into an Active class.)*Start Date The date on which the class started or is scheduled to start.*End Date The date on which the class ended or is scheduled to end.*Program The type of Program for which this class is associated. The class Program does not
have to correspond to the enrolled students’ Programs. Editable, required.
The following class Program types may result in population to specific tables or population of specific records.
CorrectionsFamily LiteracyTransition: Students enrolled into an instructional setting with the Transition Program type will automatically receive a “Entered Postsecondary Education or Training” cohort in their Cohorts folder upon exiting the overall program, provided they were an NRS reportable student with at least 12 hours of instruction and a valid Entry and Current Educational Functioning Level in the fiscal year in which they exited. Work-Based Project LearnerWorkplace
Class Keyword Class KeywordLevel The level for the class.Department The department for the class.Days Indicates the days the class meetsTimes Indicates the times the class meets. Bldg/Room Indicates the building and room where the class meets.*Max Enroll Indicates the maximum enrollment allowed in the class.
If this number is edited to increase after the number has been surpassed, Waiting students will not automatically go to an Enrolled status but must be manually updated from Waiting to Enrolled.
Min Enroll Indicates the minimum enrollment for the class to proceed.Weeks of Class Indicates the number of weeks the class will meet.Hours per Week
Indicates the number of hour per week the class will meet.
Hours per Term
Indicates the number of hours per term the class will meet.
Organization Organizational structure of the class.Location of Instruction
Type in field to indicate the location where the class meets.
Location Type The type of location type where the class meets.Variable Credit Indicates if the class allows variable credit. Variable credit typically indicates a class in
Class which various elements are studied and a range of credit may be earned.Credits Number of credits for the class.Maximum Credits
Number of maximum credits available to be earned in the class.
Instructional Area
Instructional area of the class.
Class Meets Requirement
Indicates if the class meets the requirements for a particulate subject.
Language of Instruction
The primary language in which instruction is being given in the class
Cost Cost of the class per student, if any.Total Paid Total fees paid for the class.Last Date Hours Added
Auto-populated, non-editable field indicating the data on which hours were most recently added to the class record.
Class Enrollment Tab
The following four views are available at the class Enrollment tab grid:
•Enrollment Info (default)•Student Contact Info•Student Fees•Student Grades
Click on the down arrow in the dropdown menu to display and select one of the available views. The selected view will remain in place when using the record indicator at the top right to move forward or back to records within the Enrollment tab. Each enrollment view contains a combination of the following fields. Last Name Last name of each student with an enrollment record within the class. Editable
within the student record but not from the class record.First Name First name of each student with an enrollment record within the class. Editable
within the student record but not from the class record.Middle Name Middle name of each student with an enrollment record within the class. Editable
within the student record but not from the class record.Enroll Status The student enrollment status specific to the class.*Start Date The date the student began in the class. This field will default to the class start date
when student’s enrollment date is earlier than the class date. The start date will default to the enrollment date when the date is after the class start date.
*End Date The date the student exited the class or the date the student is scheduled to exit the class, generated from the class end date. The end date must be between the class start and end dates.
Hours Earned Number of hours the student earned in the class; automatically adjusted if hours are added or removed from the Attendance tab.
Last Hours Date The last date hours date for the student in the class.
in ClassAddress 1 Student’s address.Address 2 Student’s address.City Student’s city.State Student’s state.Zip Student’s zip code.Home Phone Student’s home phoneMobile Phone Student’s mobile phoneWork Phone Student’s work phone.Email Student’s email addressFees Paid Indicates if fees associated with the class have been paid. Date Paid Date the fees were paid. Fee Amount Amount of fees paid or due.Variable Credit Class
Indicates if the class allows variable credit. Variable credit typically indicates a class in which various elements are studied and a range of credit may be earned.
Possible Credits Number of credits possible for the class.Earned Credits Number of credits earned in the class.Grade Points Number of grade points earned in the class.Quality Points Number of quality points earned in the class.Units Number of units earned in the class.Class Meets Requirement
Indicates if the class meets the requirements for a particulate subject.
Elective Indicates if the class is allowed to be counted as an elective class.Honors Indicates if the class is allowed to be counted as an honors class.Work Credit Indicates if the class is allowed to be counted as work creditRemedial Indicates if the class is allowed to be counted as a remedial class.Standardized Test
Indicates if the class requires a standardized test for placement.
Advanced Placement
Indicates if the class is allowed to be counted as advanced placement.
Creation Date System-generated date indicating the date the enrollment record was entered in the database.
Edit Click to open the enrollment record for editing.Delete Click to delete the enrollment record. All student hours associated with the
enrollment must be deleted before the enrollment record can be deleted. Enroll Button The class status must be active for students to be enrolled in the class. To enroll a student:
1. Click the Enroll button.2. On the data chooser, select one or more students by checking the box on the row. All students
will display. You may select students on different pages.
3. Enter an Enroll Date at the bottom left of the window, or click Show Selected to display the selected students.
a. Show Selected allows you to enter a separate enroll date in the field on the grid if multiple students have been selected.
4. Click Enroll Students. Data Chooser Filters Each column at the enroll data chooser has a filter that allows you to search for the students you want to enroll by Last Name, First Name, Middle Name, Intake Date, Program, Status, Current Level, Last Assessment Date, or Keyword. Click the filter icon on the column name and enter the search criteria, then click Filter. Multiple columns may be filtered. TIP: Students may also be enrolled into classes from the Student tab. Editing and Deleting Enrollments Click the Edit button to open an enrollment record for viewing or editing. This will open the enrollment record and allow you to make and save changes. When you are editing enrollment data, you cannot navigate to a different tab or panel in the class detail record until the edits to the record are either saved or canceled. The Delete button allows you to delete existing student enrollments. Before an enrollment record can be deleted, all associated hours must be deleted first. Hours may be deleted at the student record or the class attendance tab.
Exiting or Completing Students from a Class
Exiting or completing one student from the class is done by editing the enrollment record. Typically students are exited from an enrollment when they have met all the requirements, or left without completing all requirements. There are various enrollment statuses that may be selected when exiting a student. These are available solely for the tracking purposes of your agency and have no effect on the student in terms of reporting, other than to indicate that the student is no longer enrolled. Enrollment Status May be used to indicate:Completed Class Completed all requirementsIncomplete Did not complete all requirementsStopout Left the class, but will return in a later semester or
fiscal yearLeft Left without attempting to complete requirementsNever Attended Enrolled, but never attended
Dropout Dropped out of the enrollment with no plans to return
Dismissed Dismissed from the enrollmentTransferred Transferred from the enrollment into anotherOn Hold A temporary hiatus from the class. To exit or complete one student from the class:
1. Click the Edit button on the row.2. Select the status from the dropdown list. 3. Update the End Date to reflect when the student exited or completed the enrollment.4. Click Save.
If the exact date of exit is unknown and the student is being exited due to non-attendance, the student’s last hours date should be used, since this is the student’s last known date of attendance. The End Date must be within the Start and End Date of the class and must be after the Enrollment and Start Dates.
Complete Students Button The Complete Students button may be used to exit or complete all students from the class who have met all the class requirements but are still enrolled in the class. Typically this is used when a class has ended and is ready to be closed.
1. Click the Complete Students button.2. The students whose class enrollment status is still enrolled will display on the data chooser.3. On the data chooser, select all students by checking the box on the top header row. If there are
multiple pages, you must select the top row checkbox on all pages.4. Enter a Completed/End Date at the bottom left of the window, or click Show Selected to display
the students.a. Show Selected allows you to edit fields on the grid for each student and add grade and
fee information. (Editable fields are highlighted.)5. The Status field at the bottom of the window may also be changed to reflect a different
enrollment status for all students, if applicable. Otherwise, the status for all students should be Completed Class.
6. To close the class by changing the class status to Completed, check the box ‘Change Class Status to Completed’ at the bottom of the window.
7. Click Complete.An error message will display if there are waiting or on hold students left in the class if you checked the box to change the class status. Re-enroll Students Button
The Re-Enroll button allows you to re-enroll students whose class enrollment status was changed from Enrolled but have not completed the class.
1. Click the Re-Enroll Students button.2. Only students who may be re-enrolled will display on the data chooser.3. On the data chooser, select the students to re-enroll.4. Enter a Re-Enroll Date at the bottom left of the window, or click Show Selected to display the
students.a. Show Selected allows you to edit the re-enroll date if multiple students have been
selected.5. Click Re-Enroll Students.
The student status will update to Enroll. The enroll date will update in the student enrollment record and the end date will update to the end date of the class. Duplicate Class It is recommended that at the end of the fiscal year, classes are closed and recreated in the new fiscal. Classes that are being offered again in the same fiscal year, or will be offered in the new fiscal year may be duplicated when:
•A class that is ending will be offered again with the same title and requirements, including the max enroll.
•Students still enrolled in a class that is ending are planning to continue enrollment in the new class.
To duplicate a class:
1. Open the class record to be duplicated.2. Complete or mark left all students who are NOT continuing in the duplicated class.3. Click the Duplicate Class button.4. At the top right of the window, select the term for the duplicated class.5. Enter the new start and end date.6. Select the staff options for including assigned staff members in the duplicated class.7. All students who are currently enrolled will display on the data chooser and will be checked by
default.a. Uncheck any students you do not want to have enrolled in the duplicated class. These
students will need to be exited or complete individually.8. Click Save.9. The duplicated class will have the status of active and will display on the class list.10. After duplicating the class, open the original class record and complete all students and mark the
class status to Completed at the Class Details tab.
Class Attendance Tab The Class Attendance tab is for entering hours earned by the students while enrolled in the class, and is comprised of two sections - the class attendance header and the class attendance grid.
Attendance HeaderThere is one available view on the view dropdown list in the class attendance header:
• Attendance The Attendance view contains the following fields: *Date Date of attendance record.Last Name Last name of student.First Name First name of student.Middle Name
Middle name of student.
Hours Type Type of hours.Hours Present
Number of hours present for the date entered.
Hours Absent
Number of hours absent for the date entered.
Late Number of hours late for the date entered.Creation Date
System-generated date indicating the date the hours record was entered in the database.
Edit Click to open the hours record for editing.Delete Click to delete the hours record. All student hours associated with the enrollment must
be deleted before the enrollment record can be deleted. Add Hours Hours may be added for both assigned instructors and enrolled students. To add class attendance records:
1. Click the Add button.2. The Add Hours data chooser will display.3. You may make multiple date selections by clicking the dates on the calendar for which you would
like to add hours. a. The start and end date of the class must be within the selected dates.
4. Check the ‘Include Instructor’ checkbox if you want to add hours for the instructor.a. Select the hours type and enter the number of hours.
5. Select the hours type for the students and enter the number of hours and click Add.6. A row will display on the date chooser for the instructor and the students.7. The Hours Type, Hours Present, Hours Absent, and Late may be edited on each individual row. (If
you don’t want to add a particular hours record, uncheck the record on the data chooser grid.)8. To add additional hours types, click Add Hours Type and select from the dropdown list. 9. Click Save, or Save and New.
Editing and Deleting Hours Records
Click the Edit icon to open an hours record for viewing or editing. This will open the hours record and allow you to make and save changes. Date, Hours Present, Hours Absent, and Late may be edited. When you are editing an hours record, you cannot navigate to a different tab or panel in the class detail record until the edits to the record are either saved or canceled. The Delete icon allows you to delete hours records. Expand All/Collapse All Expanding and collapsing may be used after a column heading has been dragged to the top row header to group. Once a column is grouped, the information can be collapsed to display only the information for that column. To see how this works:
1. Drag the column Hours Present to the top row header. This will group together the records with the same number of hours present.
2. Now click Collapse All. This will reduce the number of records that display so only one record displays for each grouping.
3. Each row has an arrow at the beginning of the row. Click one of the arrows to expand that particular group.
4. Click Expand All to expand the grouping.
Date Range Hours records may be searched by a specific fiscal year, or fiscal year and quarter by clicking the down arrow on the Date Range dropdown list. Once a selection has been made, the dates will display in the date fields. For example, selecting the fiscal year 2013-2014 will automatically display the date range 7/1/2013 – 6/30/2014 (start and end dates of the 2013-2014 fiscal year). Click Apply to search the hours records. Even after a selection has been made from the list, a custom date range may be entered and applied. The date range will overwrite the previous selection. The last selection will remain in effect until Cancel is selected on the dropdown list. Class Instructor Tab The Instructor tab in the class tab is comprised of two sections; the instructor header and the instructor grid. There are two views available on the view dropdown list in the instructor header:
• Instructor Info (default)• Instructor Contact
Click on the down arrow in the dropdown menu to display and select one of the available views. The selected view will remain in place when using the record indicator at the top right to move forward or back to records within the Instructor tab.
The views contain the following fields: Last Name Last name of each instructor with an assignment record in the class.First Name First name of each instructor with an assignment record in the class.Middle Name Middle name of each instructor with an assignment record in the class.Assign Status The instructor assignment status specific to the class.Assign Date The date each instructor was assigned to the class.Start Date The date the instructor began providing instruction in the class. This field will
default to the class start date when the instructor assignment date is earlier than the class start date. The start date will default to the assignment date when the date is after the class start date.
*End Date The date on which the instructor became inactive in the class or the date the instructor is scheduled to end the assignment, generated from the class record. The end date must be between the class start and end dates.
Primary Indicates if the instructor is the primary instructor assigned to the class. If only one instructor is assigned, that instructor is the primary Instructor by default.
Address 1 Instructor’s address.Address 2 Instructor’s address.City Instructor’s city.State Instructor’s state.Zip Instructor’s zip code.Home Phone Instructor’s home phoneMobile Phone Instructor’s mobile phoneWork Phone Instructor’s work phone.Email Instructor’s email addressCreation Date System-generated date indicating the date the instructor assignment record was
entered in the database, non-editable.Edit Button (functionality)
Click to open the instructor assignment record for editing.
Delete Button (functionality)
Click to delete the instructor assignment record. Instructor assignment record deletion may require deletion of hours or other associated records before successful deletion can occur.
Assign an Instructor to the Class Only staff members may be assigned to teach a class. Staff may also be assigned to classes from the staff record.
1. Click the Assign button.2. On the data chooser, select one or instructor records by checking the box on the row. 3. Enter an Assign Date at the bottom left of the window, or click Show Selected to display the
selected instructors.a. Show Selected allows you to enter a separate assignment date in the field on the grid if
multiple instructors have been selected.4. Click Assign Instructor.
Class Instructor Hours Tab
The Hours tab is for entering hours that the instructor provided in the class. Instructor hours may also be entered at the Attendance tab. The Instructor Hours tab is comprised of two sections; the hours header and the hours grid. Hours Header There is one available view on the View dropdown in the instructor hours header:
• Instructor/Hours The instructor/ hours view contains the following fields: *Date The date of the hours record.Last Name Last name of the instructor.First Name First name of the instructor.Middle Name Middle name of the instructor.Hours Type The type of hours added.Hours Present Number of hours present for the date entered. This may also represent a time period,
if hours are entered weekly, monthly, or quarterly.Hours Absent Number of hours absent for the date or time period being recorded. This may also
represent a time period, if hours are entered weekly, monthly, or quarterly.Late Indicates whether a staff was late to the class.Creation Date System-generated date indicating the date the hours record was entered in the
database, non-editable.Edit Click to open the hours record for editing.Delete Click to delete the hours record, after verification. Expand All/Collapse All Expanding and collapsing may be used after a column heading has been dragged to the top row header to group. Once a column is grouped, the information can be collapsed to display only the information for that column. To see how this works:
1. Drag the column Hours Present to the top row header. This will group together the records with the same number of hours present.
2. Now click Collapse All. This will reduce the number of records that display so only one record displays for each grouping.
3. Each row has an arrow at the beginning of the row. Click one of the arrows to expand that particular group.
4. Click Expand All to expand the grouping. Add Hours
1. Click the Add button.2. The Add Hours data chooser will display.
3. You may make multiple date selections by clicking the dates on the calendar for which you would like to add hours.
a. The start and end date of the class must be within the selected dates. 4. Select the hours type and enter the number of hours then click Add.5. A row will display on the date chooser for the instructors assigned to the class.6. The Hours Type, Hours Present, Hours Absent, and Late may be edited on each individual row. (If
you don’t want to add a particular hours record, uncheck the record on the data chooser grid.)7. To add additional hours types, click Add Hours Type and select from the dropdown list. 8. Click Save, or Save and New.
Instructor Hours Grid The hours grid displays instructor hours data. The default selection is all hours records, which display in chronological order beginning with most current. The hours grid contains Rows and Columns, which work the same as all grids in LACES NexGen. Column headings on the enrollments grid can be dragged to the top row heading to group by column. Editing and Deleting Hours Records Click the Edit icon to open an hours record for viewing or editing. This will open the hours record and allow you to make and save changes. Date, Hours Present, Hours Absent, and Late may be edited. When you are editing hours data, you cannot navigate to a different tab or panel in the staff detail record until the edits to the hours data are either saved or canceled. The Delete icon allows you to delete hours records.
Class Comments Tab
The Comments panel allows comments related to the class record to be entered, edited, viewed or deleted. To add a new comment, click the Add New Record button to open a new comments window. Other areas of the database will be inactivated until the record is saved or cancelled. After entering the comment information, click Save to save the record and return to the Comments panel, or Save and New to save the current record and get a new window to add an additional record, until clicking Save on the final record. Click Cancel to return to the Comments panel without saving the record. To edit the record, click the Edit button to the right of the comment record and make edits, then Save. To delete, click the Delete button to the right of the comment record and verify that you wish to delete the record.
21. Staff Grid Staff members are typically paid instructors who provide instruction to adult students in classes or workshops, and teach workshops designed for professional development. Staff members count on NRS Table 7 for those agencies who report to the NRS. When you first sign in to LACES NexGen, the default view at the Staff tab is the Staff List view. The default filter is Current FY. The Current FY filter displays staff members:
• With the overall status of active.• Who have any status except active and had at least one hour in the fiscal year.
To display all staff records entered in your agency, click the X on the Current FY tile to remove the filter. Shared views are predefined and are available on a dropdown list that displays at the top left of the staff grid. There are three shared views. The default view is Staff List, which displays columns on the grid that provide at-a-glance information about overall status, program and department. The view may be changed by selecting a different view from the list. This view will be in effect until you change it, even if you leave the staff grid temporarily by clicking on a different tab, and then return to the staff grid. For more information about views, go to View Manager. Staff Toolbar The toolbar at the staff grid allows you to:
• Add new staff• Select records• Export a selection of records to PDF or CSV (Excel)• Run Reports• Select more functions
To add a new staff record, click the Add New Staff icon to display the staff intake form. The * indicates a required field and must be entered before the record may be saved. After entering the record, you may:
• Click Save to save the record and return to the staff grid.• Click Save and New to save the record and get a blank intake form so you can add another staff
record.• Select a specific tab in the staff record from the dropdown list, and then click Save and Go to save
the record and go to that tab within the new record.• Cancel without saving.
Staff required fields In addition to basic required fields, such as last name and first name, certain staff fields are required at intake because they must be entered for the staff to count correctly on NRS Table 7, or because the field values affect data in other fields.
Overall Status The overall status field must be set at intake, typically set to Active. This field must be manually updated when there are changes in the staff overall status.
Classification Indicates the classification or function of the staff member. For agencies who report to the NRS, staff members must have a classification represented in Column B of NRS Table 7 in order to populate Table 7. The following Classifications will populate NRS Table 7:
The following Classifications will not populate NRS Table 7, and should be used only for staff members whose funding does not come from state/federal dollars:
•Clerical/Support•Other
Employment status Indicates the staff employment status; regular staff, contractor, volunteer,
or volunteer tutor.
• Volunteer or Volunteer Tutor will populate NRS Table 7 as Unpaid Volunteers.
• Contractor will not populate NRS Table 7.Full-Time Indicates that the staff member is a full-time or part-time employee of your
agency. Start Date The date the staff member began employment at the agency. Class or
workshop assignment dates must be on or after this date.Years of Teaching Experience in Adult Education
Required number of years of teaching experience in adult education. Required for all staff members, including those not designated as a local teacher. 0 is an acceptable option; the field cannot be left blank. This field should include only years of teaching experience in adult education; it should not include teaching experience in other types of education or administrative experience in adult education. This field should be manually updated every fiscal year if the teacher has increased their years of experience in adult education.
Staff Detail Record
The staff header displays key information about the staff in the record that is currently open, and shows at the top of each staff detail tab. The header itself cannot be edited, but the fields that display in the header may be edited elsewhere in the staff detail record, or populate automatically. The staff header will update to display any changes. Fields that display in the staff header and where the fields may be edited: Staff Name Staff Data tab/ Key Info panel; required at intakeStaff ID System number automatically generated when the staff record is createdOverall Status Staff Data tab/ Key Info panel; required at intakeProgram Staff Data tab/ Key Info panel; may be entered at intakePosition Title Staff Data tab/ Key Info panel; may be entered at intakeStart Date Staff Data tab/ Key Info panel; required at intakeStaff Keyword Staff Data tab/ Key Info panel; may be entered at intakeClassification Staff Data tab/ Key Info panel; required at intakeEmployment Status Staff Data tab/ Key Info panel; required at intakeFull-time Staff Data tab/ Key Info panel; required at intake The staff detail toolbar allows you to:
• Add a new staff record• Delete the staff record currently open
The Record Indicator at the top right of the staff header shows what record you in out of a selection of records, and allows you to move forward or back either by record, or to the beginning or end of the staff in the list. When you use the arrows to move forward or back, the record will be at the same panel and/or tab you were previously in. TIP: A variety of information may be entered in the staff detail record at the individual tabs and panels. Not all of the data you can track will be useful to every agency. The best approach is to look at any required reports, since many reports require specific data that is contained within a small number of fields. You should also decide what additional data you want or need to track for daily program management.
The Staff record contains the following tabs:
Staff Data Assignments Hours Workshop Enrollments Workshop Attendance Professional Development Demographics History
Staff Data Tab
The Staff Data tab contains four individual panels that allow you to track staff assignments, workshop enrollments and attendance, and other information that may be tracked in your agency for daily program management. The Staff Data panels are:
Key Info Credentials Materials Comments
Key Info Panel
The Key Info panel contains key data regarding the staff record, and is primarily populated based on information entered on the Intake Form. Fields with a red asterisk * are required fields, and edits to the Key Info panel will not be saved if any required fields are left blank through editing or deletion.
Editing within the panel can be done by opening the panel and typing directly into the field(s) you wish to edit. While making changes, the header and other tabs will become inactive until the changes have been saved or cancelled within the panel you are currently accessing.
The Key Info panel contains the following fields (some databases may have customizations that result in slight variance):
Title/Prefix Title of Prefix of the staff member, not required. Populated via drop down menu which can be modified in the Choice List using the “Prefix” option.
*Last Name Last Name, required.
*First Name First Name, required.
Middle Name Middle Name, not required.
SSN Social security number of the staff member, not required.Hire Date The date on which the staff member was hired at the agency, required.
*Start Date The date on which the staff member began employment at the agency, required.
Staff Keyword Keywords are additional fields for users to add staff information if an existing field is not available. The keyword field is a drop down list and can be edited by the user by adding/editing items on the Staff Keyword choice list.
Program Primary Program to which the staff member is assigned. Not required for staff members.
The Primary Program menu cannot be modified in the Choice List, but can be modified by LiteracyPro Systems, Inc. if requested at the state or agency level.
Address 1 Staff member’s primary address field, not required.Address 2 Staff member’s additional address field, not required.Zip Staff member’s zip code, not required. If entered, zip code will auto-
populate city, county, and state.City Staff member’s city, not required. Will be auto-populated is zip code is
entered, can be manually edited.State Staff member’s state, not required. Will be auto-populated is zip code is
entered, can be manually edited.County Staff member’s county, not required. Will be auto-populated is zip code is
entered, can be manually edited.Mail Preference Preference for what kind of mailings the staff member receives from the
agency, not required. Populated via drop down menu which can be modified in the Choice List using the “MailPreference” option.
Email Staff member’s email address, not required.Home Phone 10-digit format telephone number type-in field used to indicate staff
member’s home phone number, not required.Work Phone 10-digit format telephone number type-in field used to indicate staff
member’s work phone number, not required.Mobile Phone 10-digit format telephone number type-in field used to indicate staff
member’s mobile/cell phone number, not required.Fax 10-digit format telephone number with 5-digit extension, used to indicate
staff member’s facsimile number, not required. Type in field.Other Phone 10-digit format telephone number with 5-digit extension, used to indicate
other phone contact options, not required. Type in field.Other Phone Type Drop-down, editable menu option allowing indication of what type of
other phone is being indicated in the Other Phone field.*Classification Required field indicating the classification or function of the staff member.
For agencies who produce NRS reports, staff members must have a classification represented in Column B of NRS Table 7 in order to populate Table 7.
The following Classifications will populate NRS Table 7: Local Aide/Paraprofessional Local Counselor Local Teacher Local Administrator Local Ancillary Services Local Tutor Local Supervisor State Administrator State Ancillary Services State Supervisor
The following Classifications will not populate NRS Table 7, and should be
used only for staff members whose funding does not come from state/federal dollars:
Clerical/Support Other Any other Classification added manually through the Choice List
*Employment Status Required field indicating the status of the staff member’s employment as a regular staff member, contractor, volunteer, or volunteer tutor.
*Full-Time Required Yes/No indicator of full- or part-time employment status with the agency.
Position Title Type-in field for indicating the position title of the staff member, not required.
Department Department to which the staff member is primarily assigned, not required. Populated via drop down menu which can be modified in the Choice List using the “Department” option.
FTE-Percent Numeric indicator field for percent of Full Time Employment, not required. Although the indicator arrows only increase or decrease by one, you can use fractional increments by typing the number directly into the field rather than using the incremental arrows.
Highest Education Completed
Highest educational level completed by the staff member, not required.
*Years of Teaching Experience in Adult Education
Required number of years of teaching experience in adult education. Required for all staff members, including those not designated as a teacher. 0 is an acceptable option; the field cannot be left blank. This field should include only years of teaching experience in adult education; it should not include teaching experience in other types of education or administrative experience in adult education. This field should be manually updated every fiscal year if the teacher has increased their years of experience in adult education.
Prior Related Exp-Years Number of years of related prior experience, not required.Prior Teaching Exp-Years Number of years of prior teaching experience, not required.*Overall Status Required field to indicate the staff member’s overall status within the
program. Unlike student and tutor, the Staff Overall Status is set by the data entry personnel at Intake, and must be manually edited when changes occur.
The overall status can be different from the status within a class: a staff member may be Inactive within a class but still Active within the program.
The Overall Status menu cannot be modified in the Choice List, but can be modified by LiteracyPro Systems, Inc. if requested at the state or agency level.
Credentials
The Credentials panel allows credential or certification information related to the staff record to be entered, edited, viewed or deleted. Information entered into the Credentials panel will affect NRS Table 7. Tracking staff credentials for NRS Table 7 became required effective 7-1-2012. This data must be entered for all staff members who were active in your fiscal year, even if they were not teachers. The following credential/certification types are tracked on NRS Table 7:
• Adult Education• K-12• Special Education• TESOL
A staff member may have more than one credential type, and a record for each type should be entered. Both the Type and Date Earned are required for the information to correctly populate Table 7, which is a mandatory table if you do NRS reporting. If the staff member has additional certifications or credentials outside of the four tracked on Table 7, you should enter those based on your state or agency policy. Reportable staff that do not have a credential entered in the staff Credentials panel will count on Table 7 as having No Certification. Staff with a Non-NRS credential type will also count on Table 7 as having No Certification. A staff credential record for new staff must be entered with an earned date on a date on or prior to the staff start date in order for the staff to count on Table 7 in the correct columns in the current fiscal year. If not, and the staff continues into the next fiscal year and is still active, the credential will count on Table 7 in the next fiscal year. This is because a continuing staff that ‘crosses’ the fiscal year boundary will be counted as having a credential on the first day of the next fiscal year if a credential was entered in the previous fiscal year. When a credential has been entered with an expiration date, this may affect the staff member's certification status at the beginning of subsequent fiscal years. The expiration date should be removed or updated, otherwise the staff will not count on Table 7 as being certified. To add a new credential, click the Add New Record button to open a new credential window. Other areas of the database will be inactivated until the record is saved or cancelled. After entering the credential information, click Save to save the record and return to the Credential panel, or Save and New to save the current record and get a new window to add an additional record, until clicking Save on the final record. Click Cancel to return to the credential panel without saving the record. To edit, click the Edit icon to the right of the credential record and make edits, then Save. To delete, click the Delete icon to the right of the credential record and verify that you wish to delete the record.
Materials Panel
The Material panel allows material records checked out to the staff to be viewed. Material information populates automatically from the Materials tab and cannot be edited or deleted from the staff record. New materials cannot be added from the staff record or checked out/given away from the staff record; these actions must occur in the Materials record itself. Any additions or edits to materials data must be made from the Materials tab record.
Comments Panel
The Comments panel allows comments related to the staff record to be entered, edited, viewed or deleted. To add a new comment, click the Add New Record button to open a new comments window. Other areas of the database will be inactivated until the record is saved or cancelled. After entering the comment information, click Save to save the record and return to the Comments panel, or Save and New to save the current record and get a new window to add an additional record, until clicking Save on the final record. Click Cancel to return to the Comments panel without saving the record. To edit the record, click the Edit button to the right of the comment record and make edits, then Save. To delete, click the Delete button to the right of the comment record and verify that you wish to delete the record.
Staff Assignments Tab
There are two assignment settings for staff – class and workshop. Classes and workshops must be created at their respective tabs prior to assigning the staff. The Assignments tab is comprised of two sections - the assignments header and the assignments grid. Assignments Header
Views There are two available views on the View dropdown list in the assignment header:
• Assignments (default) •Meeting Info
Click on the down arrow in the dropdown menu to display and select one of the available views. The selected view will remain in place when using the record indicator at the top right to move forward or back to records within the Enrollments tab. Each assignment view contains a combination of the following fields:
Assignment Type
Displays the type of assignment setting; Class or Workshop.
*Assign Date The date on which the staff member was assigned to the class or workshop.*Start Date The date the staff member began providing instruction in the class or workshop. This
field will default to the class or workshop start date when the staff assignment date is earlier than the class or workshop start date. The start date will default to the assignment date when the date is after the class or workshop start date.
*End Date The date on which the staff member became inactive in the class or workshop or the date the staff is scheduled to end the assignment, generated from the class or workshop record. The end date must be between the class or workshop start and end dates.
Enrollment ID
Auto-generated class or workshop ID number found in the class or workshop record.
Assign Status The assignment status specific to the class or workshop. This assignment status is not the staff overall status.
Term The term entered in the class or workshop record.Course Number
The course number entered in the class record.
*Title The title of the class or workshop.Workshop Type
The type of Workshop, generated from the Workshop record.
Program The program entered in the class or workshop record. (This is not the program assigned to the staff.)
Primary Assignment
Indicates if the staff is the primary staff member assigned to the class or workshop. If only one staff member is assigned, that staff member is the primary Instructor by default.
Bldg/Room Indicates the building and room in which the class or workshop meets. Auto-generated from the class or workshop record.
Days Indicates the days on which the class or workshop meets. Auto-generated from the class or workshop record.
Times Indicates the time that the class or workshop meets. Auto-generated from the class or workshop record.
Creation Date
System-generated date indicating the date the assignment record was entered in the database.
Edit Click to open the assignment record for editing.Delete Click to delete the assignment record. All staff hours associated with the assignment
record must be deleted before the assignment record can be deleted. Assign a Staff to a Class or Workshop Select Action: Assign… To assign a staff to a class or workshop:
1. Click the arrow on the dropdown list, and select either Assign to Class or Assign to Workshop.
2. On the data chooser, select one or more class or workshop records by checking the box on the row. Only active classes or workshops that the staff is not currently assigned to will display on the data chooser.
3. Enter an Assign Date at the bottom left of the window, or click Show Selected to display the selected classes or workshops.
a. Show Selected allows you to enter a separate assignment date in the field on the grid if multiple classes or workshops have been selected.
4. Click Assign. Assignments Grid The assignments grid displays the staff assignment data. The assignment grid contains Rows and Columns, which work the same as all grids in LACES NexGen. Column headings on the assignments grid can be dragged to the top row heading to group by column. Editing and Deleting Assignments Click the Edit icon to open an assignment record for viewing or editing. This will open the assignment record and allow you to make and save changes. The fields that you are allowed to edit vary with the type of assignment. When you are editing assignment data, you cannot navigate to a different tab or panel in the staff detail record until the edits to the assignment data are either saved or canceled. To show that the staff member is inactive in a class, edit the assignment record and select Inactive from the Status dropdown list. Inactive indicates that the staff completed the assignment, or left the assignment. The assign status in a class or workshop does not automatically affect the overall status of the staff. This must be changed manually. The Delete icon allows you to delete existing assignments. Before an assignment record can be deleted, all associated hours must be deleted first. TIP: Be sure to review and update the overall status of your staff members at the end of each fiscal year, especially if the staff member is leaving your program. The overall status of staff members who are not continuing should be changed to ‘Left.’
Staff Hours Tab
The Hours tab is for entering hours that the staff member provided in a class or workshop assignment, typically instructional hours. The Hours tab is comprised of two sections; the hours header and the hours grid. Hours Header There is one available view on the View dropdown in the hours header:
• Staff Hours The staff hours view contains the following fields:
Assignment Type
Displays the type of assignment setting; Class or Workshop.
Term The term entered in the class or workshop record.*Date The date of the hours record.Title The title of the class or workshop for which the hours were added.Hours Type The type of hours added.Hours Present Number of hours present for the date entered. This may also represent a time period,
if hours are entered weekly, monthly, or quarterly.Hours Absent Number of hours absent for the date or time period being recorded. This may also
represent a time period, if hours are entered weekly, monthly, or quarterly.Late Indicates whether a staff was late to the class or workshop meeting.Creation Date System-generated date indicating the date the hours record was entered in the
database, non-editable.Edit Click to open the hours record for editing.Delete Click to delete the hours record, after verification. Add Hours To add hours to the staff record:
1. Click the Add button.2. The Add Hours data chooser will display.3. You may make multiple date selections by clicking the dates on the calendar for which you would
like to add hours. 4. When the start and end date of an assignment is within the selected dates, the assignment type
will display. 5. Check the assignment you wish to add hours for.6. Select the hours type and enter the number of hours then click Add.7. A row will display for each date selected for the assignment type.8. The Hours Type, Hours Present, Hours Absent, and Late may be edited on each individual row. (If
you don’t want to add a particular hours record, uncheck the record on the data chooser grid.)9. To add additional hours types, click Add Hours Type and select from the dropdown list. 10. Click Save, or Save and New.
Unlinked Hours Unlinked Hours are not associated with an instructional setting, and should be entered only when there is a valid reason to do so in the staff record. Hours Grid The hours grid displays hours data. The default selection is all hours records, which display in chronological order beginning with most current. The hours grid contains Rows and Columns, which work the same as all grids in LACES NexGen. Column headings on the enrollments grid can be dragged to the top row heading to group by column. Editing and Deleting Hours Records
Click the Edit icon to open an hours record for viewing or editing. This will open the hours record and allow you to make and save changes. Date, Hours Present, Hours Absent, and Late may be edited. When you are editing hours data, you cannot navigate to a different tab or panel in the staff detail record until the edits to the hours data are either saved or canceled. The Delete icon allows you to delete hours records.
Staff Workshop Enrollments Tab
The Workshop Enrollments tab in the staff record allows you to track a staff member’s enrollments in workshops. Workshops are created at the Workshop tab, and may be created for professional development or workshops that relate to staff continuing education. Workshops Enrollments Header Views There are two available views on the View dropdown list in the workshop enrollment header:
• Enrollments (default)• Meeting Info
Click on the down arrow in the dropdown menu to display and select one of the available views. The selected view will remain in place when using the record indicator at the top right to move forward or back to records within the Enrollments tab. Each enrollment view contains a combination of the following fields: *Enroll Date The date on which the staff member was enrolled into the workshop.*Start Date The date the staff began in the workshop. This field will default to the workshop start
date when the staff enrollment date is earlier than the workshop start date. The start date will default to the enrollment date when the date is after the workshop start date.
*End Date The date in which the staff exited the workshop or the date the staff is scheduled to exit the workshop. The end date must be between the workshop start and end dates.
Enrollment ID Auto-generated workshop ID number found in the workshop record. Enroll Status The enrollment status specific to the workshop. This enrollment status is not the
staff overall status. Term The term entered in the workshop record.Title The title or name entered in the workshop record.Workshop Type The type of workshop into which the staff member is being enrolled. Staff can be
enrolled in workshops with the following Workshop Type:•Staff Workshop•Staff Continuing Education
•In-Service•Volunteer Workshop
Staff cannot be enrolled in the Workshop Type of New Tutor Training.Days Present Number of days the staff member was present in the workshop, based on hours
dates.Hours Earned Number of hours earned by the staff member in the workshop.Minimum Required Days
Indicates the workshop minimum number of required days that must be attended before completing the workshop. Auto-generated from the workshop record.
Minimum Required Hours
Indicates the workshop minimum number of required hours that must be attended before completing the workshop. Auto-generated from the workshop record.
Met Requirement
Indicates that the staff has met the minimum days and hours requirements to be eligible to complete the workshop.
Bldg/Room Indicates the building and room where the workshop meets. Auto-generated from the workshop record.
Days Indicates the days that the workshop meets. Auto-generated from the workshop record.
Times Indicates the time that the workshop meets. Auto-generated from the workshop record.
Creation Date System-generated date indicating the date the enrollment record was entered in the database.
Edit Click to open the enrollment record for editing.Delete Click to delete the enrollment record. All student hours associated with the
enrollment must be deleted before the enrollment record can be deleted. Enroll a Staff in a Workshop To enroll a staff in a workshop:
1. Click the Enroll button.2. On the data chooser, select one or more workshops by checking the box on the row.
Only active workshops that the staff is not currently enrolled in will display on the data chooser.3. Enter an Enroll Date at the bottom left of the window, or click Show Selected to display the
selected workshops.a. Show Selected allows you to enter a separate enrollment date in the field on the grid if
multiple workshops have been selected.4. Click Enroll.
TIP: Staff may not be enrolled in a New Tutor Training Workshop.
Workshop Enrollments Grid
The workshop enrollments grid displays the staff workshop enrollment data. The workshop enrollments grid contains Rows and Columns, which work the same as all grids in LACES NexGen. Column headings on the assignments grid can be dragged to the top row heading to group by column. Editing and Deleting Workshop Enrollments
Click the Edit icon to open a workshop enrollment record for viewing or editing. This will open the workshop enrollment record and allow you to make and save changes. When you are editing workshop enrollment data, you cannot navigate to a different tab or panel in the staff detail record until the edits to the record are either saved or canceled. The Delete icon allows you to delete existing workshop enrollments. Before a workshop enrollment record can be deleted, all associated hours must be deleted first. Staff Professional Development Tab
The Professional Development tab is for tracking staff attendance at seminars, conferences, or other training or professional development not associated with a workshop in LACES NexGen.
Click Add New Record and enter any professional development earned by the staff member by name, date, and number of hours, and Save.
Reports
LACES contains a wealth of reports to assist you with federal and state reporting, as well as for your own tracking and data analysis purposes. To access reports, go to the grid for which you wish to generate a report. Student reports, class reports, staff reports, etc. all contain information specific to those grids and populations, and are accessed from their specific grid. Staff reports cannot be run from the student grid, for example. From the population grid, verify that the selection of data is correct, as most reports run based on your starting selection. Next, go to the Reports option in the upper right-hand corner of the screen, and click Reports. This will open the Report Manager.
NRS reports will be indicated by the title Fiscal Year Data NRS Table and the number. NRS Tables with the years in parenthesis behind the title indicate that that is an older version of the report and should not be used unless you are looking for historical tables.
To open a report, click once in the checkbox to the left of the report name. In the right hand panel, information will display for that report. If necessary, enter the Fiscal Year or date range information desired for the report. Click Print PDF or Print Excel to view the report. When the report is open in a PDF or Excel format, you can choose to print or save it, as desired.
Always remember that reports run based on your starting selection. Some reports, such as NRS Table 5, should usually be run on All Students, since the data used for the report is based on multiple fiscal years and not just the current fiscal year population.
Dashboard
The Dashboard allows you to visually display data in the forms of ‘widgets’ that are used to help you evaluate the success of your agency in reaching state targets and NRS negotiated targets for enrollment
and post testing. The dashboard widgets also allow you to ‘drill down’ to the list of students who need post tested or are not receiving instructional hours. Information for the widgets is pulled from raw data – not FY summaries – using a base set of queries.
To display the Dashboard and select the widgets you wish to display, click the Dashboard menu tab.
When you click the Dashboard menu tab but no widgets have been selected, you will see the Widget Library list on the left side of the window, and a ‘welcome’ screen that gives you instructions for setting a widget. Once a widget has been selected the ‘welcome’ screen will no longer display.
To select a widget, click a title from the widget library. Widgets that require a parameter will display with the setting side first. Once you have entered the parameter, click Save to display the widget. You may add the widget multiple times with different parameters. To edit the parameter, click the gear icon on the widget. To remove a widget, simply click the X.
IMPORTANT NOTE: Currently, only the first series may be clicked to drill down to the list of students who meet the criteria on the dashboard widget. Multi-series drill down will be available in a future beta.
A series on a graph may be temporarily removed by clicking the legend on the dashboard widget graph. Clicking the legend again will add the series back to the graph.
Enrollment Dashboard Widgets
Enrolled Students With No Instructional Hours in [X] Days – by Current EFL
Displays students, by current EFL, with the overall status of enrolled but no instructional hours in the past [x] days, starting from yesterday’s date.
Important Note: Students who meet the criteria of the widget will display by their current EFL – not the entry EFL.
Students Enrolled – Actual vs. Target
Target Displays the state enrollment target. If no target has been set, this will be 0.
Enrolled to Date Students who have at least one instructional hour in the current FY, regardless of overall status. Includes instructional hours from classes, groups, pairs, and unlinked hours.
NRS fundable to date Students who are 16+ years of age at intake, and Have 12+ instructional hours from class, group, pair, or unlinked hours, regardless of overall
status, and Assessed at least once in the current FY.
Non-NRS fundable students
At least one instructional hour in the current FY. No assessment OR less than 12 hours in the current FY, regardless of overall status.
The total number of students on the second and third bars will equal the number of students on the first bar.
Assessment Dashboard Widgets
Level Completion by EFL
% - Negotiated Target The level completion target negotiated between the state and the NRS. (Please refer to your
state assessment policy.)
% Level Gain – My Agency The percentage of current FY NRS fundable students who made a level gain by EFL based on the
state negotiated target for each level. Drill down to the list of students.
Example:
The state’s negotiated level gain target for entry EFL Low Adult Secondary is 37%. The number of students whose entry level was Low Adult Secondary is 112. Forty-three of those students made a level gain. The percentage of students making a level gain is 39% (rounded to the nearest percent). The negotiated target for entry level Low Adult Secondary has been exceeded. Important Note: The target will be 0 when a negotiated target has not been set.
% Level Gain - State Average The average percentage gain for a particular level for the entire state. This allows you to see
how your agency compares with the state average. No drill down.
Post Test Eligible by EFL
Eligible for post test Students who have been pre-tested, and have earned enough instructional hours by assessment
instrument to be post tested, and Students who have been post tested with no level gain, and have earned enough instructional
hours by assessment instrument to be post tested again. Drill down to the list of students.
Eligible for post test/no level gain in current FY Students who have been post tested with no level gain, and have earned enough instructional
hours by assessment instrument to be post tested again. This bar is a subset of the first bar; students who are included on this bar are also included on
the first bar. Drill down on this bar will be available in a future beta.
# students required to be post tested to meet state target The number of students with a particular entry level who need to be post tested to meet the
state target. o For example, 13 students have the entry level of ABE Beginning. If your state post test
target is 60%, then a total of 8 students out of the 13 will need to be post tested to meet the target. Since 4 students have already been post tested, your agency currently needs an additional 4 students to be post tested.
No drill down.
Note that the number may change throughout the current FY as new students enter your program and are pre-tested.
Important Note: The state post test target is set by the state, and is typically an overall post test target – not a post test target for each individual EFL.
Post Test Eligible by EFL Within [X] Instructional Hours
Eligible for post test within X hours Students who have been pre-tested, and are within a specific number of hours by assessment
instrument to be post tested. o For example, 40 hours are typically required between TABE assessments. Students who
have 30 – 39 instructional hours will display when the parameter is set for ‘within 10 instructional hours.’ (Note that at 40 hours the student will display on the widget ‘Post Test Eligible by EFL.’)
Drill down to the list of students.
Eligible for post test within X hours/no level gain in current FY Students who have been post tested with no level gain, and are within a specific number of
hours by assessment instrument to be post tested again. This bar is a subset of the first bar; students who are included on this bar are also included on
the first bar. Drill down on this bar will be available in a future beta.
Note that the number may change throughout the current FY as new students enter your program and are pre-tested.
Post Test Percentage Rate by EFL Current FY
Overall Post Test Rate – My Agency [X] % The average percentage of students who have been post tested across all EFLs. The percentage
is based on the number of students with 12+ instructional hours who have been pre-tested, divided by the number of students with at least 12 instructional hours who have been post tested at least once in the current FY.
Entry levels High Adult Secondary and Completed Advanced ESL are not included in the calculation.
State Post Test Rate The post test target set by your state.
% Students Post Tested – My Agency The percentage of students post tested by EFL. Only students with at least 12 instructional
hours in the current FY are included. Drill down to the list of students.
% Students Post Tested – State Average Displays the average post test percentage for a particular level for the entire state. This allows
you to see how your agency compares with the state average. No drill down.
Post Test Percentage Rate Over the Past Two Fiscal Years
State Post Test Rate The post test target set by your state.
Overall percentage of post tested students this FY – My Agency First bar: percentage of students post tested in the current FY in your agency. Note that this
percentage will be the same as the ‘Overall Post Test Rate – My Agency’ in the widget ‘Post Test Percentage Rate by EFL Current FY.’ Drill down to the list of students.
Second Bar: percentage of students post tested in the previous FY. This percentage is based on the number of instructional hours and the entry level in the student’s previous FY summary. Drill down on this bar will be available in a future beta.
Overall percentage of post tested students this FY: State Third bar: average post test percentage of students post tested in the current FY for the entire
state. No drill down. Fourth bar: average post test percentage of students post tested for the previous FY for the
entire state. No drill down.
Post Test Percentage Rate by EFL Past Two Fiscal Years
Average Post Test Rate – Current FY: [X]% Average percentage of students who have been post tested across all EFLs. The percentage is
based on the number of students with 12+ instructional hours who have been pre-tested, divided by the number of students with at least 12 instructional hours who have been post tested at least once in the current FY.
Entry levels High Adult Secondary and Completed Advanced ESL are not included in the calculation.
This percentage will match the ‘Overall Post Test Rate – My Agency’ percentage on the widget ‘Post Test Percentage Rate by EFL Current FY.’
Average Post Test Rate – Previous FY: [X]% Percentage of students post tested in the previous FY. This percentage is based on the number
of instructional hours and the entry level in the student’s previous FY summary. This percentage will match the ‘Overall percentage of post tested students last FY’ on the widget
‘Post Test Percentage Rate Over the Past Two Fiscal Years.’
% Students Post Tested Current FY Percentage of students post tested by EFL in the current FY in your agency. These percentages by EFL will be the same as ‘% Students Post Tested – My Agency’ in the
widget ‘Post Test Percentage Rate by EFL Current FY.’
% Students Post Tested Previous FY Percentage of students post tested by EFL in the previous FY. This percentage is based on the
number of instructional hours and the entry level in the student’s previous FY summary.
The percentages by EFL will be the same as the ‘% Students Post Tested – My Agency’ in the widget ‘Post Test Percentage Rate by EFL Current FY.’
Minimum Recommended Hours between Assessments
(For more information: http://www.nrsweb.org/docs/pubs/AssessmentPolicyGuidance.pdf)
TABE 40 hours with the following EFLs:Beginning Lit ABEBeginning ABELow Intermediate ABEHigh Intermediate ABE
30 hours with the following EFLs:Low Adult SecondaryHigh Adult Secondary
Wonderlic GAIN 60 hours
BEST Literacy 60 hours
BEST Plus 60 hours
Important Note: Your state may have different minimum recommended hours set in the database, which will affect the dashboard widgets. Please refer to your state assessment policy.
