Data and Information System Illinois: Daisi Online Help

DAISI Online Help

  • General Help

  • Funding

  • Instructors

  • Courses

  • Classes

  • Students

  • Administration

  • Reports

  • Appendix - Required Reports

  • Appendix - Static Reports


General Help - Technical Requirements

iccbDaisi Login Screen

 

The following list of minimum technical requirements is highly recommended for the users of the DAISI system:

Hardware/Software

- Computer:

* 1 Ghz speed computer with a minimum of 1Gb of RAM

- Operating System:

* Windows 7, Windows Vista, Windows XP
* Macintosh OS X

- Internet Browser

* Mozilla Firefox 10+
* Internet Explorer 8+
* Safari
* All browsers will need to have JavaScript enabled

- High Speed Internet

- Pop-ups must be allowed for DAISI in order for the system to work properly.

 

Screen Resolution

Screen resolution should be set at a minimum of 1024 x 768 - since lower resolution requires scrolling left to right. 


General Help - Help/Support

 

The DAISI system is supported by both the Illinois Community College Board (ICCB) and the Center for the Application of Information Technologies (CAIT) Helpdesk.

 

Policy-related questions about the system should be referred to:

 

Jay Brooks
Associate Director for Adult Education & Family Literacy Program and Data System Support Specialist
Illinois Community College Board
Phone: (618) 942-7460
Email: Jay.Brooks@illinois.gov

 

 General and technical questions or difficulties with the system should be referred to:

 

CAIT Helpdesk
Phone: (866) 250-5494
Email: daisisupport@cait.org


Hours of Operation:
Monday-Friday 8am-5pm
Closed Saturday and Sunday

 

CAIT Helpdesk is also closed on: New Years Day, Easter Sunday, Memorial Day, July 4th, Labor Day, Thanksgiving, Christmas Eve, and Christmas Day. 

 

NOTE: The CAIT Helpdesk maintains a ticket-based system of all contact with end users.  As a result, when initiating contact with the Helpdesk via email, you will receive an auto-generated email response with a ticket number for tracking purposes.  It is not necessary to reply to this initial email.  Please note the ticket number and include it in any additional communication with the CAIT Helpdesk to better streamline the response process.  An individual from the Helpdesk will contact you directly via email or phone with a solution or to request additional information after the issue is reviewed.  Once resolved, the ticketing system will send a resolution email confirmation.  Again, it is not necessary to reply to this message. 


General Help - Logging In

 

Access the site by typing the URL into the address block of your browser.  The URL for the site is: https://www.iccbdaisi.org

 

DAISI URL https://www.iccbdaisi.org

 

The login page will be displayed.

 

Type the login name and the password that have been provided and press the SUBMIT button to enter the site.

 

NOTE: The first password issued is a temporary one.  Passwords are case sensitive so be sure to enter it exactly as provided, using capital letters and numeric digits when needed. Temporary passwords can contain both letters and numbers so pay close attention to whether you should be typing a 1 (number one) or an l (lower case letter L). 

 

DAISI Login Page

 

If something was entered incorrectly, an error message will appear above the login area.  Check the login and password and re-enter them.

 

DAISI Login Error

 

If both are entered correctly, you will be logged into the DAISI system and the Home page will be displayed.

 

DAISI Home Page


General Help - Forgotten Password

 

If you forget your password, click on the link provided on the login page.

 

Forget Password Link

 

The forgotten password page will be displayed.

 

Forget Password Page

 

Enter the email address that is registered in the DAISI system for you in the space provided and press the SUBMIT button.  If the email is found within the system, a new password will be sent to you via email.  Once sent, you will receive a confirmation page on-screen.

 

Forget Password Confirmation

 

NOTE: The login and password information is system-generated and sent to your email account from daisisupport@cait.org. Watch for this address in your Bulk or Junk mail folders.

 

Forget Password Email


General Help - Change Password

 

The first time a password is used you will be prompted to change it.  After logging in, the change password screen will be displayed.

 

Additionally, you can change your password at any time by accessing the Change Password link from the Home Page.

 

Change Password Page

 

First, enter your assigned password.  Then, enter your new password.  This is one that you make up, and it should be one that you can easily remember. Re-type the same made up password to confirm it, and press the SUBMIT button.

 

NOTE: Passwords must be between 6 and 32 characters long.  They can be all alpha (A-Z) or all numeric (0-9) or a combination of both.  Just remember, if you use a capital letter when you set the password, you must also use one when you enter the system.


General Help - Home Page/Navigation

 

Successful entry of the login and password will display the user's Home Page.  The Home Page is divided into two sections - the navigation bar (located along the top of the screen) and the welcome/information area.

 

DAISI Home Page

 

WELCOME/INFORMATION

This display are is divided into four sections: Welcome, FAQ's, Profile, and Announcements.

 

Welcome


This section displays a general welcome message for users.

 

Additionally, the user can change fiscal years of the system from this area.  To change the fiscal year, select the desired year from the dropdown box and click the SUBMIT button.

 

Home Page Welcome Section

 

FAQ's


Links to different types of frequently asked questions and discussion boards.

 

Home Page FAQs Section

 

Profile


Information about the user is displayed here.  Click the Change Password  link to display the change password screen.

 

Home Page Profile Section

 

Announcements


Information will be posted here by the ICCB for users as needed.   Click on the link to display the full text of each announcement.  Each announcement screen includes a link to the previous announcement and the next one.  This provides the ability to scroll from message to message.   To return to the Home Page, click the Home button on the top navigation bar.

 

Home Page Announcements Section

 

NAVIGATION

Each of the individual tabs listed at the top of the screen has menu options.  This is the navigation bar and will be displayed on each screen throughout the system.

 

Navigation

 

The label on the tab identifies the area of the system this is controlled by the options listed under the tab.  A drop-down menu to the functions available is provided when you hover over a tab.

 

For example, the Funding tab is used to access Instructional Categories and Fiscal Year Funding.

 

Dropdown Menu

 

Move the mouse over the option to be selected (such as Instructional Categories) and click on it.   The desired screen will be displayed.

 

The order of the tabs on the navigation bar is: Home, Students, Classes, Courses, Instructors, Funding, Administration, and Reporting.

 

Return to the Home Page at any time by hovering over the Home tab and clicking on it.

 

Home Link


Funding: General Information

 

Instructional Categories and Fiscal Year Funding must be set up at the start of each fiscal year before any other entry can be done for a program.  Funding is entered and modified under the Funding tab.  This records grant funds that are tied to instruction for each funding source.

 

Navigation Funding Dropdown


Funding: Instructional Categories

To access the Instructional Categories page, select the Instructional Categories menu option under the Funding tab in the navigation at the top of the page.

A list of all categories is displayed for the fiscal year.  Click on the corresponding check boxes to select all instructional categories offered by your program during the specified fiscal year, and click on SUBMIT to save the changes.

Instructional Categories Page

 

NOTE: If an instructional category is tied to a course, classes, and students there is no option available to remove it from the area.  The checkbox will be grayed out signifying that it cannot be removed.

If allowed, categories can be removed by clearing the corresponding checkbox and clicking SUBMIT.

NOTE: Please see the Appendix for Instructional Category definitions.


Funding: Fiscal Year Funding

Fiscal year funding is setup by fiscal year and source.  This is done under the Funding tab by selecting Fiscal Year Funding from the menu.

 

Fiscal Year Funding Page

 

Funding Multipliers

The funding multipliers are displayed near the top of the screen.  Once the multipliers are entered by the ICCB for the fiscal year, they cannot be changed.  Multiplier values are used in the calculation of student generation amounts and vary each fiscal year.

 

Funding Multipliers

 

Funding Sources

Funding sources are listed on this page as well.  Funding sources can be added or changed throughout the year.  By the July 30 reporting deadline each year, the Budget Line 1 Instruction Totals within DAISI must exactly match the Budget Line 1 expenditures appearing on the final Expenditure Reports.

The funding source and instructional category(ies) are displayed to the left. 

The columns of information displayed for each source are:

* Total Instruction (Line 1 - Budget Line 1)
* Amount Gen-to-date (Generated to-date)
* % Gen-to-date (Percent Generated to-date)
* View Generation (link to View Generation information)

 

Fund Source

 

Generation

Click on the View Generation  link to display funds generated by instructional type.

This displays the units of instruction and the foundation level reimbursement for each instructional category.  The foundation level reimbursement is calculated based on the number of units multiplied by the funding multiplier.

 

Generation Details

 

Generation is a formula by which a unit of instruction is converted to real dollars, based on established rates in state statute.  It is calculated based on units of instruction times the established rates, which are hard-coded into DAISI each fiscal year.  The Instructional line (Budget Line 1) of each budget for State Basic, State Public Assistance, Federal Basic, and Federal EL/Civics must be generated, and records must support the claims.  Funds must be returned if generation requirements are not met.  Therefore, it is important to review Generation Status periodically.  40% of each funding source must be generated by the mid-year mark, and 100% of each funding source must be generated by the end of the year.

The Instructional line of the State Performance budget does not have to be generated; however, if 51% of the instructional costs for a student are funded with ICCB AEFL State Performance funds, the student must be assigned to State Performance when entered into DAISI.  Please see Section 3.3 of the AEFL Provider Manual for further information.

 

Add Fund Source

Click on the ADD FUND SOURCE button to add a new fund source to the list.

 

Add Fund Source Button

 

Select a fund source from the drop down list provided or type the first number of the fund source.  Only the sources that have not already been set up will be available.  This is a required entry.

Enter the dollar amount of the funding.  This comes from the total Instructional Budget (line 1 on your budget forms) for the selected fund source.

Select at least one instructional category.  If an instructional category is not available for a fund source, it will be grayed out and not selectable from the list.

Click on ADD to add the funding source and return to the Fiscal Year Funding screen.

 

Add Fund Source Page

 

NOTE: Federal Basic and Federal EL/Civics funds cannot be used to support Vocational or Foreign Language GED instruction.

 

Edit Fund Source

Information about each funding source is listed on the Fiscal Year Funding screen.  To edit the funding source information, click on the link for the appropriate code and name.

 

Edit Fund Source Link

 

The edit screen will be displayed.

 

Edit Fund Source Page

 

Edit the funding amount by typing in the new dollar amount.  The amount can be modified at any time but must always match with financial records related to the cost of instruction.

Instructional categories can be added at any time and can be removed from the list as long as they have not been used.

Click on UPDATE to save the changes and return to the Fiscal Year Funding screen.

Click on CANCEL to exit this screen without saving the changes.

A fund source can be deleted until it is used for classes by clicking the DELETE button.



Instructors: General Information

 

Instructors are added to the system under the Instructors tab.  This area is also where lists of instructors can be viewed and instructor information can be edited.

 

Instructors Navigation Tab


Instructors - Add Instructor

 

To add an instructor to the system, select Add Instructor from the Instructors tab. 

 

Add Instructors Page

 

The instructor information screen is divided into the following five sections:

 

* Biographic/Demographic
* Contact Information
* Education/Employment
* Custom Fields
* Status/Site Access

 

Enter as much information as is available about the instructor.  The fields preceded by a red asterisk (*) are required fields.  The fields preceded by a blue asterisk (*) are required if applicable.  Some fields require text entry and some (such as gender) provide a drop-down list to select from.  Other fields will have check boxes and you should check all options which apply.

 

When all information for the instructor has been completed, click SUBMIT to save the instructor information.

 

NOTE: If the information entered for an instructor is not valid or is incomplete, an error message will be displayed in red type near the top of the screen.  Any error messages displayed must be resolved before the instructor's information can be saved successfully.

 

Add Instructor Error Messages

 

Biographic/Demographic

Enter the biographic/demographic information about the instructor.  The system will automatically check for duplicates and prompt the user at the top of the page if any are identified.  Once an instructor has been added to the system, the sub-menu will be available.  Refer to Instructors - List/Search for more information.

 

Biographic/Demographic Section

 

NOTE: When a drop-down list is present, you can either select the item with your mouse from the drop-down list or type the first letter of the item into the box, and the appropriate item will be inserted.

 

NOTE: If an instructor is working for multiple programs, the instructor must have a separate record for each program.  Within one program, the system compares SSN, Last Name, and Birth Date for possible duplicate accounts.  If any suspected duplicates are found a message is displayed.

 

Duplicate Instructor Prompt

 

NOTE: Fields that have formatted data such as Social Security Number (000-00-0000) do not require you to enter the separators (-).  Key in only the numbers.  To erase the data and make a change to an entry, highlight the existing data and then press the delete key.

 

Contact Information

Enter the address and other contact information for the instructor as available.   The default value for the state is Illinois.  Other fields can have default values set for your individual program (see Instructors - Set Defaults).

 

Contact Info Section

 

Education/Employment

Enter the appropriate information paying close attention to the required fields.

 

Education/Employment Section

 

Custom Fields

If custom fields have been defined for your individual program, they will appear on the screen just below the education/employment section.  An explanation of how to set up the custom fields is located in the Administration - Custom Fields section of the Help information.

 

Custom Fields Section

 

Status/Site Access

Select the appropriate instructor status and issue site access as needed.  The level of site access granted will control how much the instructor can edit/change information within the site for his/her classes and students.

 

Status/Site Access Section

 

Status

* Active: instructor is currently active within the program
* Inactive: instructor is currently inactive within the program

 

Site Access

* No Access: prevents instructors from having an account within the DAISI system for the program.
* Instructor Enter Attendance: allows the instructor to view student data for his/her classes, instructor reports, and to enter student attendance information.  If this option is selected, a unique email address will be required before the instructor's information can be saved.   DAISI login information is communicated via email directly to the instructor.
* Instructor View Only:
grants the instructor an account with view-only access to his/her class data and instructor reports, including roster and attendance views.  If this option is selected, a unique email address will be required before the instructor's information can be saved.

 

Check Send Email to send the instructor an email with login and password information.   An email will only be sent if an email address is available and valid.  If no email address is provided or if the Send Email box is not checked, the login and password information will be displayed on the screen once the instructor's information is successfully saved.  You will need to print this information and give it to the instructor.

 

Program Account Credentials



Instructors: List/Search

 

Instructor information can be edited and reviewed under the Instructors tab by selecting the List/Search option from the menu.

 

Instructor List/Search Page

 

NOTE: There is a sub-menu available on this screen under the heading.  Hover over the option to display the link.

 

* List All - displays all instructors without regard for search criteria.
* List Current FY - displays instructors who are assigned to classes in the selected fiscal year without regard for additional search criteria.
* Add New -  brings up a new instructor entry screen.  This is the same screen displayed under the Add New function previously discussed.
* Other Links - other links provided on the sub-menu area are for instructor-specific reports.  Please see the Instructors - Reports section for further details.

 

Instructor Sub-menu

Instructor Search

The instructor list/search page allows users to search for specific instructors using a variety of criteria.  Click on the box in front of the search criteria to include the field in the search and enter the data to use in the text field, or select a value from a drop down menu or radio button option. 

 

A partial search can be done on last name or first name by entering the first letter(s) of the name.  For example, checking the last name box and typing the letter 'B' then clicking on SEARCH will display all instructors with a last name beginning with the letter 'B'.

 

Search Last Name Letter B

 

It is important to note that searches are inclusive.  Selecting last name and a birth date range requires the instructor to match on both last name AND on the birth date range in order to be listed in the search results.

 

Search results will be listed with links to additional instructor detail provided.  By default, only ten (10) courses are listed per search results page.   Users can move to the next or previous pages by using the Prev | Next links above or below the list of results.  If more than ten instructors per page is desired, select the desired value on the Records per page drop down located in the upper right of the search results page.

 

Instructor Search Results

 

Search Results Links

The Instructor search results provide direct links to functionality within the system.  Each instructor has the following direct links from the search results page:

 

 View/Edit Instructor

Click the name of the instructor from the search results page to view or edit individual instructor information.

 

Professional Development

To view or edit professional development information for an instructor, click the briefcase icon under the Prof Devel column of the search results for a specific instructor.

 

 View Classes

To view the classes an instructor is assigned to, click the folder icon under the View Classes column of the search results for a specific instructor.

 

 Delete

An instructor can be deleted from the DAISI system by clicking the Delete link for a specific instructor.  Note: The delete function within DAISI is permanent and non-reversible.  Also note, an instructor can only be deleted if he/she has not been associated with any classes.


Instructors - Edit Instructor

 

Click the link on the instructor's name from the List/Search Instructor - Search Results page to display the Add/Edit Details screen.

 

Edit Instructor Link

 

Please note the instructor sub-menu is available from the Add/Edit Details page.

 

Edit Instructor Page

 

The information displayed for the instructor is the same information that was entered for the Add New instructor screen.  It allows editing of each section entered for the new instructor -- Biographic/Demographic, Contact Information, Education/Employment, Custom Fields, and Status/Site Access.

 

Changes can be made to any of these areas.  Required fields must still be completed.  Duplicates are not allowed and will be checked automatically by the system.

 

NOTE: Once changes are entered, be sure to click SUBMIT to save them.  Changes will not be saved unless the SUBMIT button is used.  

 

If there are errors in the entry of the data, a red message will be displayed at the top of the screen.  If the data has been updated successfully a green confirmation message will display at the top of the screen.

 

Edit Instructor Confirmation Message

 

Click on the Search Results button to return to the results list on the List/Search screen.   To view additional information about the selected instructor, select one of the options from the sub-menu.


Instructors - Professional Development

 

The professional development screen, accessed by clicking the Prof. Development link from the instructors sub-menu, displays hours by activity that an instructor has spent on professional development for the specified fiscal year.  note that this link is displayed after an instructor is selected from the list of instructors that matched your search.

 

Professional Development Link

 

Each of the professional development activities available are listed for review.  The total hours for each activity are listed along with an overall total.  If the instructor is a teacher who has met the professional development requirement, the YES radio button near the bottom of the screen will be automatically marked by the system. 

 

Policy at the ICCB now requires (effective FY13):

 

* All instructional staff must receive at least 8 hours of professional development training each fiscal year.
* All New Adult Education Instructors must complete a New Teacher Orientation within six months of his or her hire date.
* Note: the new teacher orientation does not count towards the 8 hour requirement. Please see section 9.2 of the AEFL Provider Manual for additional professional development requirements.

 

To add additional hours for an instructor, click on the ADD HOURS button and the entry screen will be displayed.

 

Professional Development Page

 

Add Hours

Activity date, activity type, brief description, and hours attended are required pieces of information.  Activities can be selected by highlighting a section on the drop-down list or by entering the first letter of the text description.

 

For example, if you type the letter 'S' the first activity type that begins with the letter with be highlighted.  Type it again and the second activity that begins with the letter will be highlighted.

 

Up to five activities can be entered from this screen.  If you need to enter more than five, click on the SUBMIT button to save the changes and then select the ADD HOURS button to add, enter, and submit additional entries.

 

Add Professional Development Hours Page

 

After the data has been submitted and updated you will be returned to the Professional Development screen where you can review the changes.

 

View/Edit Detail

Detailed information about each professional development category can be displayed by clicking on the link provided in the Total Hours-to-date column.  

 

Click the Update link to modify the professional development hours shown.

 

Click the Delete link to delete the professional development hours shown. 

 

To return to the Prof. Development summary, click the Prof. Development link in the upper right.

 

Professional Development View Detailed Hours

 


Instructors - View Classes

 

You can view the classes that an instructor is assigned to from either of two places:

 

1) Click on the folder icon in the View Classes column next to the instructor's name on the search results of the List/Search screen.


View Classes Folder Link


2) Once an instructor has been selected from the search list, the list of classes assigned to him/her can be reviewed by clicking on the View Classes link in the sub-menu.

 

View Classes Sub-menu Link

 

Clicking either of these links will display the View Classes page for the selected instructor.  By default, only active classes the instructor is assigned to in the current fiscal year will be listed (i.e. List Active option).  If the 'List All' option is selected, classes in previous fiscal years will be listed below the current fiscal year class list.

 

View Classes Page

 

While the default is to display only active classes, other options are also available using the links on the right-hand side of the screen:

 

* List Active - this is the default option and lists only classes which are currently active
* List Stacked - lists only classes which are in a class stack group
* List Current FY -
lists all classes in the currently specified fiscal year
* List All - lists all classes assigned to this instructor regardless of fiscal year

 

If you click the link on the class/section no., the details of the class/section will be displayed and can be edited.  See Classes - View/Edit section of the help for more information on this topic.  Additionally, if you click the roster or attendance icons the system will go directly to those pages for the selected class.

 

View Classes - Reports

Two reports are available from the Instructors - View Classes sub-menu: Student Hours and Generation Report.   To run a report, click box located to the left of the Class(es) you want to include in the report and then click either the Student Hours or the Generation Report link.   An intermediate page may appear prompting you for additional information.  If so, complete the information as desired and click SUBMIT. A page with a progress bar will appear indicating the report is generating and the report will automatically appear when completed.

 

View Classes Reports Links

 

For more information on Instructor reports, please refer to the Instructor - Reports section of the help.


Instructors - Reports

 

Reports specific to the Instructors area of the system can be generated from the List/Search Instructors page.  To access available reports; select the List/Search option under the Instructors tab in the navigation at the top of the page.

 

Next, use the list/search features to isolate the group of instructor results you wish to report on.   Once the search results match the results you desire in the report, click the corresponding report link from the Instructor sub-menu.

 

Instructor Sub-menu Report Links

 

NOTE: The report will generate with the number of search results listed.  The default records per page is 10.  If you wish to include more than ten (10) records on the selected report, increase the 'Records per page value prior to clicking the instructor report link.

 

The following Instructor reports are currently available within the DAISI system:

 

1) Professional Development Report

2) Mailing Labels

3) Summary Outcomes Report

4) Individual Outcomes Report

 

After a report has been selected, most reports will present an intermediate page prompting for additional information or options for the selected report.  Complete all information and click SUBMIT to begin generating the report.  

 

Report Prompt

 

NOTE: Some reports may take several minutes to complete the generation process.  These reports will present a progress bar indicating the status of the generation process.

 

Report Generation Progress Bar

 

When generation is complete, the report will appear in a new window.  The report can be printed or saved.  Close the window to return to the DAISI Instructors screen.  Listed below is an example Outcomes Summary Report.

 

Example Outcomes Report


Instructors - Program Professional Development

 

Programs have the option to bulk enter professional development activities for multiple instructors attending the same events.   To access the program professional development screen select Program Prof Devel from the Instructors tab.

 

Program Professional Development Link

 

Add instructors to the list by typing the first few letters of the instructor last name in the space provided.  As you type, any instructors who match the letters, will appear below the text entry area.   To select an instructor, hover your mouse pointer over the instructor name and click the instructor.  Once selected, he/she will move to a list directly below the input area.  Continue adding instructors to the list by repeating the process above until all instructors are listed.

 

Next, enter the professional development activity information for the shared activities. 

 

Click SUBMIT to save the changes.  

 

Program Professional Development Page

 

NOTE: it is possible to add up to 5 professional development activities at a time using this method.  To add additional entries, please repeat the steps above.


Instructors - Set Defaults

 

Default values can be set for any of the instructor entry fields by selecting Set Defaults from the Instructors tab.

 

Set Defaults Link

 

Default values are data values that will display in the fields each time a new instructor is added.  They are designed to aid in data entry so that values used most often are completed without having to enter them each time.

 

Once the default values are entered, click on SUBMIT to save them.  The default values will display when a new instructor is entered.  To change values during data entry, just highlight and delete the default value and enter the appropriate information.

 

Set Defaults Page


Courses - General

 

Courses are instructional offerings beneath which there may be several classes.  For example, one course may be taught to two separate classes, one meeting Monday and Wednesday and another meeting at a different location on Tuesday and Thursday.  All new courses and all course changes must be approved by the ICCB prior to data entry.  Please see Sections 1.3 and 5.2 of the AEFL Provider Manual for further information.

 

Courses can be set up after funding and instructional categories have been entered into the system.  The Courses tab is selected when new courses are to be added, existing courses viewed, or changes need to be made to existing courses.

 

Courses Navigation



Courses - Add New

 

To access the Add Course page, select the Add Course menu option under the Courses tab in the navigation at the top of the page.

 

Add Course Navigation

 

When adding a new course, the required pieces of information must be entered and should be identical to the information approved by the ICCB.   You will need to enter the course code, name, description, select an instructional category, enter the PCS, CIP Code, and enter the approved range of units of instruction for the course. 

 

The instructional categories available to select will be the instructional categories provided when funding was set up for the program.  If the course is a Bridge Course, please select Yes and you will be prompted to select the bridge course type and the specific career cluster for the course.   Last, please check any Misc. items that might apply to the course.

 

Add Course Page

 

NOTE:  As Misc. items are selected, instructional categories may become unavailable for selection.   For example, selecting Job Skills will not allow VOC instructional type to be selected.

 

The system defaults the minimum units of instruction to .5 (7.5 hours), but the maximum must be entered and updated each fiscal year.  The maximum should equal the largest number of instructional units one student might receive in one fiscal year through any combination of classes assigned to this course code.  Please see the Attendance section for additional information on units of instruction.

 

Click on the SUBMIT button to save.

The system will validate the data that is entered and will display error messages as necessary for correction.

 

Add Course Validation Errors

 

These errors will need to be corrected before a course can be saved successfully.   Once the errors have been corrected, click SUBMIT to save changes.   

 

A page will appear with a prompt to certify ICCB approval for the new course.  If written approval has been obtained from the ICCB, click Continue to save the new course.  If written approval has not been obtained, click Cancel.

 

Add Course ICCB Approval

 

Once a course has been saved, a green success message will display at the top of the screen. 

 

Add Course Confirmation

 

To add another course to the system, please select the ADD COURSE  option from the navigation menu and repeat the steps listed previously.


Courses - List/Search

 

The List/Search feature under the Courses tab is used to look up a course and select it for editing or to add a new course.

 

To view the List/Search Courses page, select the List/Search option under the Courses tab in the navigation at the top of the page.  

 

Courses List/Search Navigation

 

To display all of the courses available for review and edit, select List All from the sub-menu.  Additionally, a course can be added by selecting Add New from the sub-menu.

 

Courses List All Link

 

Searches can also be limited by selecting the specific fields to search and match on.  Check the boxes for the fields you wish to use as search criteria and specify any qualifying information using the fields provided to build your search. 

 

Course Search Fields

 

For example, to search for a list of courses that Course Name begins with ‘ABC’ and are classified under the Instructional Category of ‘ESL’.   Check the box appearing before Course Name and then enter the text ABC into the field provided next to Course Name.   Next, select the box appearing before Instructional Categories and then check the box in front of ESL.

 

Course Search Criteria

 

Click the SEARCH button to submit the search and view the results.

 

Search results will be listed with links to additional course detail provided.  By default, only ten (10) courses are listed per search results page.   Users can move to the next or previous pages by using the Prev | Next links above or below the list of results.  If more than ten courses per page is desired, select the desired value on the Records per page dropdown located in the lower right of the search results page.

 

Course Search Results Navigation

 

Clicking on either link, the course code or the course name, will forward you to the Add/Edit Details screen to view course details and allow changes to be made.  See the COURSES – EDIT COURSES page for more information on editing courses.

 

Click on the folder icon in the View Classes column to view all classes connected to the selected course.  See the COURSES – VIEW CLASSES page for more information on viewing classes associated with courses.

 

Click the Delete link to delete the selected class.  NOTE: Courses can only be deleted if they have not yet been associated with any classes.  If classes have been connected to a course, it is not possible to delete the course from the system.

 

Course Search Results List

 


Courses – Edit Courses

 

When the course search has been completed and the results list is shown, clicking on the link provided for an existing course code or course name will display the information that has been entered for the selected course. 

 

 Edit Course Link

 

Once the Add/Edit Details screen is displayed, the course details information can be changed.

 

Edit Course Page

 

Update course details and click the SUBMIT button to save changes.   Similar to the Add Course page, you will be prompted to confirm you have obtained written approval from the ICCB to make changes to the course.  Click CONTINUE if approval has been obtained or CANCEL to return to the Course Edit page.

 

NOTE: Prior to classes being associated with the course, the course detail information can be changed as needed.  However, once a class is associated with the course, the information available to be updated is limited.  For example, Course Instructional Categories cannot be changed due to classes being associated with the course.

 

To return to the Course Search Results page, click the Search Results link in the upper right corner of the page.

 

To navigate through the course details for each course listed in the search results page, please use the course selector in the upper right.  It will appear similar to ‘<< 1 of 3 >>’ where ‘1’ increments depending on the course you are currently viewing.

 

Edit Course Options

 


 Courses - View Classes

 

There are two ways to view classes associated with a course. 

 

1)     When the course search has been completed and the results list is shown, clicking on the folder icon in the View Classes column for a selected course will provide a list of classes associated with the selected course.

 

 View Classes Folder Link

 

2)     Click the View Classes link on the Add/Edit Details screen to view the classes that have been assigned to the course.

 

Courses View Classes Link

 

Classes that are assigned to the course during the current fiscal year will be displayed first and classes that were from previous years will be displayed below.  You can use the List Current or List All links that are provided to refine the list of classes that are displayed on the screen.

 

View Classes Page

 

Once the list of classes is displayed, clicking the link on the class/section number will display general information about the class and transfer you to the Classes section of the system.  Please refer to the CLASSES section of the help to learn more about Classes.


Courses - Reports

 

Reports specific to the Courses area of the system can be generated from the List/Search Courses page.  To access available reports; select the List/Search option under the Courses tab in the navigation at the top of the page.

 

Course Catalog Report

A Course Catalog Report can be generated from the List/Search Courses page.  To generate this report, click the Course Catalog Report link from the sub-menu.  

 

Course Catalog Link

 

A progress bar will appear confirming the report is being generated and updating you on the status of report generation.  

 

Report Progress Bar

 

When the report has fully generated, a PDF will appear in a new window.  It is possible to either print or save this report to your local computer.

 

Course Catalog Report


Classes - General Information

 

All classes are assigned to an approved course within the system.  One course can have several classes, but each class is attached to only one course.

 

All class functionality is accessed via the Classes tab on the navigation menu.

 

Classes Dropdown Menu


Classes - Add Classes

 

Classes are added by entering the appropriate data after selecting Add Class from the menu under the Classes tab.

 

Required information is identified with a red asterisk (*).

 

Add Class Page

 

General Information

Start/End Dates


Enter the start and end dates for the class.   If the start and end dates cross a fiscal year, (such as a summer class) you will be prompted to select the fiscal year the class should be assigned to.

Note: While the option remains to end fiscal year classes after June 30  within DAISI, it is important to note that all grant funded classes  must end on or before June 30th. If a program elects to end a class after that June 30th date, the class must be funded with either Unrestricted or Other Restricted funds. However, this is not a recommended practice as testing conducted on or after July 1 (regardless of the FY in which the class is claimed) is only a test for that FY and can't be claimed in the previous FY. 

 

Class/Section No


The class/section number may include alpha characters, numbers, and/or punctuation.  The class/section number must be a name unique to your program data.

 

Add Class - General Information Section

 

Course Code


Each class must be assigned to an existing course.  Either type the course code into the area provided (the system will verify that it is an existing course) or use the search option to select it.  To search for a course, click on the SEARCH button next to the Course Code field.   A pop-up window will display the available courses with a radio button next to each one.  Click on the appropriate radio button and then click on ASSIGN TO CLASS. The pop-up window will close and the value selected will populate the course code field.

 

Add Class - Search Course

 

Once a class has been assigned a course code, the Instruction Type section will list the instructional category that was assigned to the course when it was set up.  This is displayed for informational purposes only - it cannot be changed.

 

Building


Once the course code has been selected, enter the building name by typing it into the area provided or select the building from the list provided using the SEARCH feature.  If a default building was selected when setting up the building list, then it will auto-fill in the building field when adding a new class.  Users have the ability to override the default building by selecting an alternative.

 

To search for a building, click on the SEARCH button next to the Building field.  A pop-up window will display the available buildings with a radio button next to each one.  Click on the appropriate radio button and then click on ASSIGN TO CLASS.  The pop-up window will close and the value selected will populate the building field.

 

Add Course - Building Search

 

Default Funding


Default funding can be established to simplify the process of assigning students to funding sources during class placement.  For example, selecting 4800 - Federal Basic funds here will allow only that funding source to be presented as an option when assigning students to this class.  More than one funding source can be set up as a default for a class, if multiple funding sources are used to support instruction.  Selecting 'Assign at Student Placement' here will cause all allowable funding sources to be presented as options when assigning students to the class, and you must choose the appropriate funding source from the list for every student.

 

The default funding sources available for a class are determined by:

 

* The type of funding received by the program.  For example, if your program does not receive 4805 - Federal EL/Civics funds, it will not be available for selection.
* The type of instruction provided within the course to which the class is assigned. For example, if a class is assigned to a course approved only for VOC, then 4800 - Federal Basic and 4805 - Federal EL/Civics funds will not be available for selection because federal funds cannot be used to support vocational instruction.

 

 If the funding sources are grayed out, they cannot be selected.

 

Add Class - Funding Section

 

NOTE: If a student receives public assistance, that funding source will automatically be added as a funding option for that particular student when enrolling in a class.  3410 - Public Assistance funds do not need to be set up as a default funding source for the class in order to have that funding source made available for students receiving public assistance.

 

NOTE:  It is important to carefully follow your program's Cost Allocation Plan when establishing default funding and when assigning students to funding sources during class placement.  Funding assignments made within DAISI should be reflective of financial and other claims within your institution.

 

NOTE FOR COMMUNITY COLLEGE PROVIDERS: One class section may be claimed in either institutional/unrestricted or restricted funds but not both.  The 51% or greater rule will determine where it is claimed.  Please see the FAQ for Community College System and Adult Education Funding Issues on the ICCB website for further information.

 

For further information on class funding, please see Section 5.5 of the AEFL Provider Manual and the Cost Allocation Presentation currently available through the ICCB website.

 

iPathways


Select yes/no in response to the iPathways question - this information is used for tracking purposes when a class uses the iPathways online program.  Classes may use iPathways either 100% of the time or as a component within an existing class.  Attendance hours must be tracked differently depending on the type of iPathways class.  If you click No on this option, no other entries are required.

 

Add Class - i-Pathways Selection

 

For the iPathways selection, clicking Yes displays other selection boxes that must be completed.  There are three choices for type - at a distance, supplemental, and hybrid.

 

* At a distance: class time using iPathways must be 100%. The enrollment type for this class should be Individualized Enrollment.  When entering attendance, 1 hour should be entered for each lesson completed with 70% or greater accuracy.

* Supplemental: class time using iPathways may be less than 100% as it is simply a piece of an existing GED class.  The enrollment type can be either open or fixed entry.  Attendance will be entered exactly as a regularly scheduled class.

* Hybrid: class time using iPathways may be less than 100%.  The enrollment type can be either open or fixed entry. Two options for attendance will be present if a hybrid class is selected.  Since the class meets on a regular schedule, attendance will be required for each meeting day.  In addition, an area will be available to enter at a distance hours spent outside of regular class meeting schedules.

 

Enrollment

There are three types of enrollment to select from: open entry, fixed entry, and individualized enrollment.  Select the enrollment type from the drop-down list provided.  Both fixed and open entry enrollments require a class schedule or meeting times.

 

Add Class - Enrollment Type

 

Open Entry

For open entry classes students can enroll, drop, and re-enroll any time during a semester or fiscal year.  All of the attendance hours, enrollment hours, contact, and units roll up into one total for the class.  Students must be dropped after five consecutive absences.

 

Fixed Entry

In fixed entry classes students must enroll in the class by the 3rd scheduled day of the class.  A mid-term date is established for a fixed entry class during class set-up based on the start and end dates of the class.  If a student drops prior to the mid-term he/she will not be considered enrolled and no enrollment hours will be calculated or reported.  If a student is still enrolled at mid-term the enrollment hours for the entire term or semester will be credited when attendance for the mid-term date is entered.  As with open entry, five consecutive absences require a student be dropped from the class.  If a student remains enrolled at mid-term and drops the class after the mid-term date, he/she may re-enroll later in the term.  However, if a student accumulates 5 consecutive absences and drops from the class prior to the mid-term date, he/she is not permitted to re-enroll into that same class.


Individualized Enrollment

As within open entry classes, students can enroll at any time.  However, there is no established meeting schedule.  Each time a student completes a lesson with 70% or greater accuracy, the actual date and number of lessons/hours is entered.  Attendance and enrollment hours will be identical to one another, and absences, Unscheduled, and Given Days do not apply.  Students can be dropped at any point in time.

 

Class Schedule/Meeting Times


If either fixed or open entry enrollment is selected, a class schedule is required.

 

Add Class - Class Schedule

 

Both hours and minutes for the start and end times must be entered as double digits. For example, use a 0 (zero) in front of numbers 1-9 when entering hours - and enter two numbers for the minutes.  The colon will be inserted by the system.

 

Use the drop-down list to select AM/PM.

 

The hours of instruction will be calculated for you when you tab off the end time field.

 

Also, for fixed entry classes, the system will calculate the mid-term date and display it on the view/edit class display screen.

 

NOTE: If a class meeting time exceeds eight (8) hours, a pop-up window will appear confirming the class should meet for that period of time.   This prompt is to prevent a accidental long meeting times.

 

Sometimes it is necessary to add additional days to a schedule.  Click on ADD OTHER DATE and a pop-up window will open to allow additional days to be added to the class schedule.

 

Add Class - Add Other Date Button

 

Enter the information for Additional Schedule Dates.

 

* Scheduled Day = a date class plans to meet but is not currently included in the normal weekly class schedule.

* Unscheduled Day = a date included in the normal class schedule but class will not meet (ex. campus closure, spring break, etc).

 

Selecting a scheduled date requires the entry of start and end times.  Click on SUBMIT to save the changes.  The newly scheduled date will be displayed on the class screen.

 

Add Other Date Page

 

 If an unscheduled day needs to be added, it is also added through the same process.   Users should enter the date and select Schedule Type = Unscheduled.  Once submitted and saved, the unscheduled date will be displayed on the class detail screen.

 

Class Schedule

 

When attendance is entered, the scheduled days will display as dates that require data entry.  The unscheduled days will be indicated with an alternative color in the cell header.  Please enter a 'U' attendance code in this cell.  If attendance has been generated, the 'U' code will be inserted automatically for the student.

 

When individualized enrollment is selected as the enrollment type, no calendar or scheduled class times are entered.

 

Assign Instructor

An instructor must be assigned to a class in order to have the attendance and enrollment hours from it included in reporting.  However, the system will allow you to establish the class without an instructor initially, so long as you return and assign an instructor prior to running reports.

 

There are two methods for assigning instructors.

 

You can type the name of the instructor into the space provided.  Typing the first letter of the last name will provide a list you can select from.  The other option is to click on ASSIGN INSTRUCTOR and a pop-up window will be presented to allow you to search for an instructor.

 

Add Class - Assign Instructor

 

If you click ASSIGN INSTRUCTOR, you can select List All to display all instructors, type characters into the name fields and click on SEARCH to display matches, or click on one of the links provided on the letters of the alphabet.  The results of the search will be displayed.

 

Click on the check box next to the instructor to be selected.  If the instructor is assigned start and end dates other than those listed, please modify the dates.  Click ASSIGN TEACHER to assign the instructor to the class.   Repeat the process to add additional instructors to a class.

 

Assign Instructor - Search Instructor

 

If multiple instructors are added throughout the duration of the class, users can track the instructor dates by entering/modifying the start and end date of each instructor on the Class Edit page. 

 

Saving the Class

Click SUBMIT to save the new class to the system.  Any errors will appear in red at the top of the screen and must be resolved for the class to be saved.  If the class is saved to the system, a green confirmation message will appear at the top of the class screen.

 

Add Class Confirmation Message

 

 


Classes: List/Search

 

Class information can be edited and reviewed under the Classes tab by selecting the List/Search option from the menu.

 

Classes List Search Link

 

NOTE: There is a sub-menu available on this screen under the heading.  Hover over the option to display the link.

 

* List All - displays all classes without regard for search criteria.

* List Current FY - displays classes active in the selected fiscal year without regard for additional search criteria.

* Add New -  brings up the add class entry screen.  This is the same screen displayed under the Add New function previously discussed.

* Other Links - other links provided on the sub-menu area are for class-specific reports.  Please see the Classes - Reports section for further details.

 

Classes List Search Sub-menu

 

Class Search

The class list/search page allows users to search for specific classes using a variety of criteria.  Click on the box in front of the search criteria to include the field in the search and enter the data to use in the text field, select the check boxes, or select a value from a drop down menu or radio button option.

 

Remember that searching is an inclusive process.  Each item checked must be found in the class data in order for it to be listed in the search results.

 

Classes List Search Criteria

 

Select the search criteria and enter the search values.   When finished, click the SEARCH button to view the list of classes matching the search criteria.  Each class is listed with summary information and quick links to areas of the existing class.

 

Search results will be listed with links to additional instructor detail provided.  By default, only ten (10) courses are listed per search results page.   Users can move to the next or previous pages by using the Prev | Next links above or below the list of results.  If more than ten courses per page is desired, select the desired value on the Records per page drop down located in the lower right of the search results page.

 

Classes List Search Results

 

Class/Section No

Click the class/section no from the search results page to view or edit individual class information.

 

Roster

To view the class roster and/or edit the enrolled student information, click the roster icon for a selected class.

 

Attendance

To view or edit the attendance information for a class, click the attendance icon for a selected class.

 

Delete

A class can be deleted from the DAISI system by clicking the Delete link for a specific class.  Note: The delete function within DAISI is permanent and non-reversible.  Also note, a class can only be deleted if students have not yet been enrolled in the class.


Classes - Edit Classes

 

Clicking on a link to a class from the List/Search page will take you to the Add/Edit Details screen.  Classes can be edited after originally entered, with several exceptions.

 

Edit Class Link

 

In addition to the class details being available, links are provided in the sub-menu to other class administration features such as roster and attendance.  These sections will be covered in CLASSES - ROSTER and CLASSES - ATTENDANCE sections of the help.

 

Edit Class Page

 

Default Funding


After default funding has been established, additional funding sources may still be added, if they are available for use by the class (given limitations described earlier in this section).  However, default funding sources cannot be removed if students have been enrolled and funding has been assigned to these students.

 

Default Funding Section

 

If additional funding sources are desired, check the default funding source on the Edit Class screen and submit changes.  The newly selected funding source will appear in the available fund source options for the student enrollment.  To update an enrolled student fund source, go to the individual student enrollment record and update the funding source for the selected student.

 

Class Schedule


Class schedule changes are allowed on a limited basis.  Start and end date modifications are allowed for open entry classes only.  Fixed entry classes are not allowed to modify start and end dates for classes.  Class meeting day and meeting time adjustments are allowed for either enrollment type.

 

NOTE: Any changes to the class schedule will result in attendance record recalculation for all students.  This may result in different hours calculations or invalidate existing attendance records.

 

Class Schedule Section

 

To change the class schedule, click on UPDATE in the Class Schedule section of the screen.  The Update Class Schedule screen will be displayed.  Class Dates can be changed here as needed.

 

NOTE: Attendance should be checked for invalid flags if schedules are changed.

 

Assign Instructors


Additional instructors for the class can be assigned by clicking the ASSIGN INSTRUCTOR button.  The process to assign an additional instructor is the same as assigning an instructor when adding a new class.

 

Assign Instructor Section

 

In some cases, instructors may not be instructing for the duration of the class schedule.  It is possible to update the start and end dates from the Class Add/Edit Details screen by clicking the Update link next to the selected instructor.  Enter the revised start and/or end date and click SUBMIT to return to the Class Details page.

 

To remove an instructor from the class, click the Delete link next to the selected instructor. 

 

NOTE: The delete function is permanent and non-recoverable so use this feature with caution.

 

 


Classes - Roster

 

Once students are enrolled in a class, a roster can be displayed.  Additionally, students can be enrolled in the class from the roster page.  There are multiple methods to access a selected Class Roster page:

 

1) From the Class List/Search Results page by clicking the Roster icon for the selected class.

 

Search Results Roster Icon

 

2) From the Edit Class page by clicking the Roster link in the sub-menu.

 

Class Roster Submenu Link

 

The Class Roster provides a list of all students enrolled in the class as well as the ability to enroll additional students in the selected class.

 

Class Roster Page

 

Student List

Students actively enrolled in the class will be displayed first.  The list of students can be changed by selecting a different list option.  There are three lists available:

 

* Active - lists only students actively enrolled in the class
* Exits - lists students exited from the class
* All - lists all students, both active and exited

 

Class Roster Student List

 

Clicking the link provided on the student name will leave the Class Roster and show the detailed bio/demo information for the student.  This information is located under the Students tab and is discussed in more detail in that section of the manual.

 

Clicking the Update link for a specific student presents the option to update the funding for the student, enter mid-term or final scores, and/or view the class exit date and modify the exit reason.  The update enrollment page is shown below.  Update or enter any new information and click UPDATE to save changes.

 

Class Roster - Update Student Page

 

The last option on the roster list is to delete a student from a class.  Clicking on the Delete link will delete all student activity within this class, including any attendance entered.  This delete is not recoverable, and requires acceptance of a confirmation message prior to deleting.  At the confirmation page, to continue with deleting the student, click DELETE.  To cancel and return to the roster page, click CANCEL.


Enrolling Students

Students can also be enrolled in the selected class from this screen.  Click on the ENROLL STUDENT button to add a student to the class.

 

Enroll Student Button

 

The enroll student screen will appear and there are three methods to select the student to enroll

1) By SSN

2) By student name

3) By searching for student

 

Enroll Student Page

 

To enroll a student by SSN, enter the SSN for the student.  The system will ensure the data matches a valid student within the system.   To add a student by name, type the first few letters of the last name and then highlighting and selecting the appropriate name from the list that is displayed.

 

Additionally, students can be added by clicking on the SEARCH link and then using the pop-up window to search for the student by social security number, student ID, last name, first name, date of birth, or by clicking on one of the links provided on the letters.  To search with criteria, select a criteria type by checking the box next to the criteria you wish to use. Next, enter the criteria value in the area provided.  When finished, click SEARCH to view results.  Once the list of students is displayed, click on ENROLL for the selected student to enter the remainder of the enrollment information for the student.

 

Student Search Page

 

The system will automatically complete the instructional category field for the student based on the type of class and which course the class is assigned to.  The funding source will be the default funding source that was set up for the class (if one was selected).  If other funding options are available, they will be listed in the drop-down list for selection.  Select the funding source for the student by clicking the appropriate option from the drop-down list.

 

The student start date field will default to the start date of the class.  The student start date can be changed manually or the system will automatically update it to the enrollment date when attendance is entered for the student.

 

Enroll Student Completed

 

Click on ENROLL to save the information that has been entered to complete enrollment for the student.

 

Once the student has been enrolled, you will see 'Student enrolled successfully!' in green text at the top of the page.  To enroll another student, repeat the process.  To return to the class roster, click the link at the top of the display.

 

Enroll Student Confirmation

 

Bulk Student Funding Changes

The roster page provides the ability to change student funding sources for multiple students within the class, or the entire class from a single screen.   To access the bulk funding change screen, click the CHANGE FUNDING button on the Class Roster page.

 

Change Funding Button

 

To modify the funding source for a student or multiple students, place a check in the box located before the selected student(s) last, first name column.  To select all students in the class, place a check in the box located before the column last, first name label.  

 

Once the desired students have been selected, choose the desired funding source from the Available Funding drop-down list. 

 

Change Funding Page

 

Click the SUBMIT button to save changes.   If the changes are saved successfully, a confirmation page will appear at the top of the screen.   

 

Change Funding Confirmation

 

Click the Roster link in the sub-menu to return to the class roster page.

 

Bulk EL/Civics Entry

The roster page also provides the ability to enter EL/Civics competencies for multiple students within the class, or the entire class from a single screen.   To access the bulk EL/Civics entry screen, click the EL/CIVICS button on the Class Roster page.

 

NOTE: For details on EL/Civics policy or individual entry, refer to the Students - EL/Civics section of the online help.

 

EL/Civics Button

 

To enter the EL/Civics Competency for multiple students, first enter the date the competency was achieved in the Date Achieved field.   The Date Entered field will be auto-populated by the system.  Next, place a check in front of the student name(s) for the student(s) who achieved this competency.  To select all students in the class, place a check in the box in front of the column header Last, First Name.

 

EL/Civics Page

 

Next, select the competency or competencies achieved.   To expand the categories, click the '+' symbol in front of each category.   To select a competency, click to highlight it.  Multiple competencies can be selected by clicking each desired competencies.  To remove a competency from selection, click it again and it will no longer be highlighted (or selected in this case).

 

EL/Civics Competency Selection

 

When finished, click the SUBMIT button to save changes.


Classes - Attendance

 

Attendance can be entered from two points in the system.  One is the Attendance link on the Classes - Add/Edit Details sub-menu.  The other is on the Student - Class Info screen.  The following example is of a fixed entry enrollment class type (an open entry enrollment display the same attendance entry format, although enrollment hours calculate differently).

 

Attendance Link

 

The attendance page is divided into several sections which will be outlined in detail below:

* Help/Legend

* Miscellaneous Options

* Display/Entry Modes

* Generate Attendance

* Attendance Navigation

* Attendance Entry Grid


Help/Legend

To the right of the page is a help link for displaying the legend for entering attendance.  Rolling over the HELP icon will display the codes used to enter attendance.

 

NOTE: This is referred to as context-sensitive help.  Moving the mouse pointer over the icon will display the help and moving off of the icon will close the help window.

 

Attendance Help/Legend

 

The following are the attendance code definitions:

 

(A) Absent: Scheduled class meeting that student does not attend.  Student does not receive attendance hours but does receive enrollment hours.

 

(C) Complete: Scheduled class day on which student completed all the requirements for the class whether absent or present. Student receives both attendance and enrollment hours.

 

(D) Drop: Day that student is dropped from class.  Students must be dropped after five consecutive absences.  Student receives neither attendance nor enrollment hours.

 

(E) Enroll: First day of attendance for a student who enrolls in a class.  In fixed-entry classes, students must be enrolled by the third scheduled class day.  Student receives both attendance and enrollment hours.

 

(R) Re-enrolled: Day student returns to class after a Drop has been registered.  Student receives both attendance and enrollment hours.  In open-entry and individualized instruction classes, students may drop and re-enroll at any time.  In fixed-entry classes, students who drop prior to the mid-term date may not re-enroll into that same class/section.  If the drop occurs after the mid-term date, students may re-enroll into that same class/section.

 

(P) Present:  Scheduled class that student attends.  Student receives both attendance and enrollment hours.

 

(T) Test: Scheduled class used for pre/post-testing.  Student receives both attendance and enrollment hours.  If testing is conducted outside of class time, report testing hours in the appropriate field when entering the actual test.

 

(U) Unscheduled: Scheduled class day that is eliminated; class does not meet (canceled class, school vacations, breaks). Student receives neither attendance nor enrollment hours.

 

(G) Given Day: Student receives enrollment hours but no attendance hours.
        E: Emergency - class is canceled due to a weather closing or other emergency
        H: Holiday - 13 holidays per year are permitted for entire program
        S: Staff Development - class is canceled to allow instructional staff to participate in professional development opportunities.

 

(ET) Enrollment/Transfer:  Transfers into a class are allowed during the first two weeks (14 calendar days) of the class start date for fixed entry classes only.  Student must have met the enrollment requirements for the class from which they are transferring.  Student cannot earn units in both classes, if student has reached midterm point of original class, ET cannot be used.   When ET is used, system will prompt user for original Class/Section No and Transfer Reason.   Student receives both attendance and enrollment hours.

 

(AW) Administrative Withdrawal: Student is enrolled in the class but never attended.  Use of the AW code exits the student from the class immediately.  Student receives neither attendance nor enrollment hours.

 

Miscellaneous Options

There are a few miscellaneous options or shortcut links found in the top center of the Attendance page for a course.   The miscellaneous options are:

 

* Update Class Schedule (clock icon)

* Print Attendance Template (pdf icon)

* Save Display/Entry Preferences (star icon)

 

Miscellaneous Attendance Options

 

The Update Class Schedule link provides a quick option to alter the selected class schedule.  Enter/modify data and click UPDATE ALL to save changes.

 

Update Class Schedule Page

 

The Print Attendance Template link provides the ability to print an attendance template to assist with manual collection of daily attendance for the class.  Click the pdf icon and complete the information on the next page to format the attendance template as desired.  Click the SUBMIT button to generate a pdf version of the attendance template which can be saved or printed.  Note: The attendance template will open in a new window.

 

Print Attendance Template

 

The Save Display/Entry Preferences page will permanently save your preferences for display/entry mode of attendance (covered in detail below).  Saving these preferences will keep the settings for the next time you log on to enter attendance.  Select your preferences and click SUBMIT to save your changes.

 

Save Display/Entry Preferences

 

Display/Entry Modes

There are several display options available which allow the attendance data to be viewed and entered in different formats.  

 

Display/Entry Modes

 

Attendance can be viewed by the month or by the semester.  Select the view by clicking on the radio button next to Month View or All Semester.


Additionally, the display mode when you leave and return to the attendance entry screen can be modified.  Select either This Month or First Empty Slot to alter.   This month will always set the attendance entry screen to the current month.   Selecting First Empty Slot will return you to the month in which you last left off entering attendance.


Select the entry mode by clicking on the radio button next to either Meeting Days or Calendar Days.  Meeting days mode will display only the days on which the class actually meets, whereas, Calendar Days mode will display all of the days of the month with the days when the class does not meet greyed out.

 

Last, select the list of students to work with.  To view/enter attendance for all students, select All Students.  To view/enter attendance for only active students (not exited), select Active Students.

 

Use the Refresh button to update the screen displayed based on the options selected.

 

The Entry vs. Correct selection for data entry determines whether validation is done during entry.  Select Entry Mode when entering attendance normally.  Validation is performed in this mode and it should be the default method chosen.  Select Correct Mode to turn off attendance validation.  This will allow you to go back and correct invalid attendance entries.  Toggle back to Entry Mode when the corrections are completed and click the Recalculate button to validate attendance adjustments.

 

Generating Attendance

Users have the option to generate attendance for selected student(s) or the entire class at one time.  Generating attendance allows the user to select a range of dates and generate Present (P) codes for all meeting days for the selected students. This method of attendance entry is an option in addition to regular attendance entry which is illustrated later in this section.

 

NOTE: When using attendance generation, you must update attendance for all days in which the student should not have a Present code (ex. absences, etc).

 

Generate Attendance

 

Entering a start date and end date and clicking on GENERATE will populate each of the scheduled meeting dates between those listed.  If All Students is selected, then attendance will be generated for all students enrolled in the class.  If Checked Only is selected, then attendance will be generated for the students that have been selected with checks in the selection boxes next to their names.

Attendance is generated using the following rules:

* If students are not yet enrolled, an E will be inserted on the Start Date specified.

* If the End Date specified is equal to the end date of the class, the final attendance code will be a C for Complete.

* Given or Unscheduled day codes will be inserted as defined in the administration area.

* All other dates will be P for present.

 

To clear previously generated attendance from a student record, select the student(s) using the check box next to his/her name.   Next, enter the Start Date and End Date of the attendance you would like to clear.   Then click the CLEAR button to clear all previously generated attendance codes.

 

Attendance Navigation

The first time attendance is entered for a class, the dates displayed begin with the start date of the class.  After attendance has been entered, the first date displayed is the last date of attendance that was entered.

 

A dropdown menu allows quick access to select a different month view for the class.

 

Links are provided (Previous Month / Next Month) on the far right of the page above the attendance grid to allow you to move from month to month to review attendance information.  

 

Attendance Navigation

 

Attendance Grid Overview

The attendance grid displays columns of information for each student in the class.

 

Attendance Grid Info

 

The information-based columns are:

 

Select box: allows students to be selected by placing a check in the box.  This is used with the generate attendance feature.

 

Student: the name of the enrolled student.  Last name and first name are displayed.  Students are sorted alphabetically by last name.  NOTE: If the student name turns red, this indicates the units of instruction accrued by the student exceeds the maximum units of instruction for the course to which the selected class is connected.

 

SSN: the last four digits of the social security number of the student (if available).

 

Valid: status of the attendance area for the student - it will display one of three icons.

- Valid indicates that the entries for the student pass the test for attendance validity.

- Valid no calculation means that attendance has been updated but the SUBMIT button has not yet been clicked to validate the entries and update the totals.

- Invalid means that the changes made to the student attendance did not pass validation rules and must be corrected.  Rolling the mouse pointer over the icon will display a pop-up window detailing the reason why attendance is marked as invalid.  It may be necessary to switch to Correct Mode to update attendance and correct the invalid entry.

 

AH - Attendance Hours: number of calculated attendance hours in the selected class.

 

EH - Enrollment Hours: number of calculated enrollment hours for the class.  For fixed entry classes, if before midterm, enrollment hours = zero.  For fixed entry classes, if after midterm, enrollment hours = total scheduled hours for the class.

 

UI - Units of Instruction: the number of calculated enrollment hours divided by 15.

 

Attendance Entry

Directly to the right of the student's attendance information columns is where the daily attendance for a student should be entered.

 

Attendance Grid Entry

 

To begin entering attendance for a student, users must use the 'E' (enroll) code.  Enter an 'E' in the cell representing the students first attendance date.  Next, continue to enter appropriate attendance codes for each student listed.  When finished, click on the SUBMIT button to validate attendance and calculate attendance hours, enrollment hours, and units of instruction for each student.

 

If attendance is Invalid, it will require correction otherwise the student will not be included on required reports submitted to the ICCB.  To correct attendance, please change to Correct Mode and click Recalculate.  Adjust the attendance codes and toggle back to Entry Mode and click Recalculate again to re-validate the attendance information.  Positioning the mouse pointer directly over the Invalid icon will reveal the reason for the Invalid attendance.

 

Individualized Enrollment Attendance Entry

For individualized enrollment classes, attendance is tracked by hours attended rather than by class meeting schedule.

 

Individualized Enrollment Attendance Grid

 

Enter the hours attended each day by the student and click the SUBMIT button at the bottom of the screen to calculate totals fro the student.

 

iPathways Hybrid Courses

This is a special note for iPathways courses which are Hybrid.  In this situation, the attendance entry must be completed for the regular class meeting schedule as well as the individualized enrollment portion.

 

Refer to the attendance page sub-menu for options to access both types of attendance entry grids.  The regular class schedule attendance grid is available by clicking the Attendance: Regular link and the individualized portion of the attendance grid is available by clicking the Attendance: Individualized link.

 

Once an attendance grid has been selected, the data entry process is the same as described in sections above.

 

iPathways Hybrid Attendance Options


Classes - Reports

 

 

Reports specific to the Classes area of the system can be generated from the List/Search Classes page.  To access available reports; select the List/Search option under the Classes tab in the navigation at the top of the page.

 

Next, use the list/search features to isolate the group of class results you wish to report on.   Once the search results match the results you desire in the report, click the corresponding report link from the Classes sub-menu.

 

Classes Sub-menu Report Links

 

NOTE: The report will generate with the number of search results listed.  The default records per page is 10.  If you wish to include more than ten (10) records on the selected report, increase the 'Records per page value prior to clicking the classes report link.

 

The following Classes reports are currently available within the DAISI system:

 

1) Student Hours

2) Generation Report - Summary

3) Generation Report - Detail

4) Class Details Report

5) Testing Report - Class

 

After a report has been selected, most reports will present an intermediate page prompting for additional information or options for the selected report.  Complete all information and click SUBMIT to begin generating the report.  Listed below is an example Testing Report - Class prompt, which is one of the more complex prompt pages.

 

Testing Report - Class Prompt

 

NOTE: Some reports may take several minutes to complete the generation process.  These reports will present a progress bar indicating the status of the generation process.

 

Report Generation Progress Bar

 

When generation is complete, the report will appear in a new window.  The report can be printed or saved.  Close the window to return to the DAISI Classes screen.  Listed below is an example Testing Report - Class.

 

Example Testing Report - Class


Classes - Stack Classes

 

DAISI provides an optional feature to allow programs to stack specific classes.  To access the Stack Classes page, select the Stack Classes menu option under the Classes tab in the navigation at the top of the page.

 

Stack Classes Navigation

 

Stacked classes are organized into Stack Class Groups.  Multiple classes can be associated to a single Stacked Class Group.  Additionally, programs can have multiple Stacked Class Groups.

 

To add a new Stacked Class Group, click the Add New link from the sub-menu.  The page will prompt to enter a name and brief description of the Stacked Class Group.  Enter this information and click SUBMIT to save the Stacked Class Group.  

 

Stack Class Group

 

The page will redirect the list the Stacked Class Groups and additional links to manipulate stacked classes.

 

Stack Class List


Associate Classes

The next step is to associate classes to the Stacked Class Group recently created.   Click the Associate Classes link on the screen provided.  

 

Associate Classes Link

 

The Add Class to Stack page will appear. 

 

Associate Class Page

 

If you know the name of the Class/Section No to associate, type it into the space provided. 

 

Otherwise, click the SEARCH button to isolate the Class/Section No to associate with the class stack group.   Once the class is found, click the check box in front of the Class/Section No and click the SUBMIT button to select the class and return to the previous screen.  

 

To complete the associate class process, click SUBMIT on the Add Class to Stack page.

 

Repeat the above process to continue associating classes to the class stack group.

 

NOTE:  In order for classes to be stacked, they must share the same building and room number.  In addition, the stacked class should also have the same start time.

 

To remove a class from a Class Stack Group, click on the Associate Classes link.  A list of classes associated with the selected Class Stack Group will appear with remove links next to each class.  Click the remove link and then click SUBMIT to save the changes.

 

List Classes

Once classes have been associated with the Stacked Class Group, the List link will appear. 

 

List Classes Link

 

Click on the List link to view a list of classes associated to the selected stacked class group.  When viewing a list of classes associated to the stacked class group, it allows direct manipulation of the individual class (i.e. Roster, Attendance, etc).  To return to the Class Stack Group list, click the Class Stack link in the upper right of the display.

 

List Classes Page

 

Roster

Click the Roster icon on the Class Stack Groups page to view a combined list of students enrolled in all classes associated with the selected Class Stack Group. 

 

Roster Link

 

This roster can be manipulated in the same way that an individual class roster is manipulated.  For an explanation of features, refer to Classes - Roster section of the help.

 

Roster Page

 

Attendance

Click the Attendance icon on the Class Stack Groups page to view an attendance grid listing all students enrolled in classes associated with the selected Class Stack Group. 

 

Attendance Link

 

The attendance grid can be manipulated in the same way that an individual class attendance grid is manipulated.  For an explanation of features, refer to Classes - Attendance section of the help.

 

NOTE: Programs with classes stacked together that have different starting and ending dates should be sure that they select "Show Header" and click Refresh when viewing the attendance grid for a Stacked Class. If not, the page will not display correctly. If the starting and ending dates are the same for the classes stacked together, this is not an issue.

 

NOTE: It is possible to navigate directly to the individual classes from the stacked class attendance grid.  Located above the attendance grid and display selection options, a list of links is available after the sub-header: Stack Classes.   The class names are links directly to the individual class information.  Click to view individual class information.

 

Attendance Page

 

Delete

It is possible to delete a stacked class group by clicking the Delete link for the selected class stack group.  

 

Delete Link

 

The delete function will not delete any individual class data, but rather remove the association which classes have with one another.   All individual class data will remain in-tact.


Students - General Information

 

There are three functions provided under the Students tab - Add Students, List/Search, and Set Defaults.

 

Student Navigation


Students - Add Students

 

Students are added by entering the appropriate required biographic/demographic data after selecting the Add Students link from the menu under the Students tab.

 

Add Students Navigation

 

Student information is divided into sections to help streamline the data entry process.  Default values can be set for fields to avoid repetitive data entry for your program.  Refer to Students - Set Defaults section of the online help for details on setting student defaults.

 

Required fields are marked with a red asterisk (*) and are in red text.   Fields marked with a blue asterisk (*) are required if they are applicable to the individual student.

 

To add a student to the system, you need to complete the Bio/Demo Add Student page.  Upon completion of Bio/Demo, the student will be added to the system, but the student's record is not complete for a given fiscal year until the other pages of student information is complete.   Student data is comprised of multiple pages: Bio/Demo, Status, Test Info, Class Info, Goals/Achievements, Notes, Custom Fields, and EL/Civics.  Some areas may not be applicable to certain students. 

 

Add Students Submenu

 

This section of the online help will cover adding the student to the system for Bio/Demo information.  Other pages of student data are referenced later in other Student help sections.

 

Bio/Demo

The Bio/Demo student page is categorized into several small categories for sorting and organization of information.

 

Biographic/Demographic


All available information should be added for each student.  Required fields are denoted with a red asterisk (*).

 

Biographic/Demographic Section

 

If the student has a valid social security number, it is important to enter it here, to allow the student's achievements to be captured via statewide data matching.  If none is available then one can be generated by clicking on the generate link next to the input box.  This generated number will be a combination of alpha and numeric characters and will be unique for each student.

 

Generate SSN Link

 

Student ID can be entered for programs who assign Student ID numbers.

 

Last name and first name are text fields.  Changed last name can be used in cases where the last name of the student is changed.  Keep the original last name as it is an enter the changed last name with a date to identify when the change was made.  Enter the date that the change was made.

 

Enter the date of birth - no separators are needed since they will be entered for you by the system.  The date format is mm/dd/yyyy.

 

The system will check for duplicate student records as you tab through social security number, last name and birth date fields.  A warning message will be displayed if a potential duplicate is found.  Click on the link provided below the duplicate message to review the details of the duplicate student record. 

 

Duplicate Student Prompt

 

NOTE:  The system will not allow two records with identical SSN fields.

 

Select the student's gender, english as a second language, and complete the ethnicity information using the options provided.   Additionally, other fields can be completed when applicable and if desired.

 

Biographic/Demographic Section Completed

 

Contact Information


Address information is required for each students, while phone numbers, email addresses, and emergency contact information are optional.

 

Contact Information Section

 

Education/Employment

 

Supply the answers to the questions, paying careful attention to the required ones.  Complete the School Type, Number of School Years Completed, US GED upon entry to the program, and US diploma upon entry to the program fields as they are required information for all students. 

 

Education/Employment Section

 

Last school attended and Occupation are optional fields.  To find an Occupation in the list, click the SEARCH button to the right of the Occupation field.  A new window will appear with a search box and an option to list all occupations starting with a specific letter.

 

Occupation Search Button

 

Type in the keyword and click the SEARCH button.  A list of occupations containing the keyword will be displayed.  To assign an occupation to the student, select the radio button to the left of the occupation title and click Assign at the bottom of the screen.  The window will close and return to the Add Student screen where the occupation is entered.

 

Occupation Search Page

 

When all of the student data has been entered, click on the SUBMIT button to save.

 

If the information is saved successfully, a green success message will be displayed.  NOTE: Once the Bio/Demo section is completed, the other pages of student data can be accessed and completed.  Access the other pages of student data via the sub-menu and refer to the corresponding Student sections of the online help for assistance.

 

Add Student Confirmation

 

If there are errors or issues with the data entered, an error message will be displayed so that information can be corrected.

 

Add Student Errors

 


Students - List/Search

 

To access the Student List/Search screen, select the List/Search option from the menu under the Students tab.

 

Student List/Search Navigation

 

The List/Search feature for students operates similar to the other list/search features within the system.  A variety of links are available via the List/Search sub-menu:

 

* List All - displays all students without regard for search criteria or fiscal year.
* List Current FY - displays students who are enrolled in classes in the selected fiscal year without regard for additional search criteria.
* Add New -  brings up a new student entry screen.  This is the same screen displayed under the Add Student function previously discussed.
* Other Links - other links provided on the sub-menu area are for student-specific reports.  Please see the Students- Reports section for further details.

 

List/Search Sub-menu

 

Search Criteria

The search option in the List/Search feature for students is much more extensive than in other areas of DAISI.  Basic search fields are available on the screen by default.  In addition, an Advanced Search button is provided to enable more fine-grained search possibilities.  Click the Advanced Search arrow to expand and collapse the advanced search options.

 

Search Criteria

 

NOTE: Most search options can be used in combination with one another to maximize search result possibilities.  Basic search options can also be combined with advanced search options when executing a search.

 

To search on a specific field, such as last name, click on the box in front of last name and type the first letter(s) of the name to search for and click SEARCH.

 

Basic Search

 

To search using multiple fields, click on the box in front of each field you wish to include in the search.  Expand the advanced search options if necessary and click any additional boxes for search criteria.  Next, enter or select the search criteria details for each box checked and click the SUBMIT button to view search results.

 

Search With Multiple Criteria

 

Search Results Navigation

The students matching the selected criteria will appear in list form on the page.  The students are listed in alphabetical order by last name and the results are broken up into lists of ten students each by default.

 

Search Results

 

To increase the number of students displayed in the list, select the desired value from the 'Records per page' drop-down list.  The search results will automatically refresh and the selected number of records will be displayed.

 

Records per Page

 

Information is displayed above the search results to indicate the current and total pages of results (ex. Page 1 of 3) and the current set and total number of students in the results list (ex. 1 to 10 of 24).  In addition, links to navigate the next and previous sets of students in the list are provided.  To view the next set of students in the list, click the next link at the top of the search results.

 

Search Results Navigation

 

To jump between pages of the search results, find the 'Jump to page' drop-down list found below the search results.  Select the page you want to jump to and the display will refresh automatically to the selected page.

 

Jump to Page

 

The search criteria are listed at the bottom of the screen and the list can be refined by altering search criteria and clicking the SEARCH button again.

 

Search Results

The students matching the selected criteria will appear in list form on the page.

 

Search Results Page

 

Clicking on the name link of the student will bring up the student's record for view and editing.  Refer to the Students - View/Edit section of online help for details.   Each of the icons to the right of the student's name are quick links directly to the indicated page of the student record.  For more detailed information, refer to the corresponding section of the Student online help. 

 

Students may be deleted directly from the search list by selecting the Delete link.  NOTE: Deleting a student from the system is permanent and should be used with caution.

 

If the student is not located when searching, a new student can be added to the system by selecting Add New from the Students sub-menu.

 

 

 


 


Students - View/Edit Students

 

Clicking on a student name from the Student List/Search page provides the ability to view and/or edit an existing student.  The edit student display provides additional navigation options as well.

 

Search Results View/Edit Link

 

Student Sub-menu

The student records are split into multiple screens for ease of data entry.  Each section is accessible via sub-navigation links located directly below the 'Students: Add/Edit Details' graphic.  Click on a link to view the selected selection of student data.

 

View/Edit Student Sub-menu

 

Return to Search Results

To the right of the "Students: Add/Edit Details" graphic is an option to return directly to the search results display.  This option is accessible from all student data screens.

 

 

Return to Search Results Link

 

Record Indicator

The record indicator navigation is a counter displayed on the student screens in a format such as: << 2 of 10 >>.  The record indicator provides an ability to move directly to the next student in the search results without leaving the current screen.  

 

In this example, the << 2 of 10 >> indicator on the screen indicates there are 10 students in the search results with information to be reviewed and the user is currently reviewing the second student in that list of ten.  Clicking on the arrows to the right (>>) will move to the next student in the list.  Clicking on the arrows to the left (<<) will move to the previous student in the list.   This allows review or entry for more than one student without having to return to the search list.  This feature is available from any student screen with the record indicator display.

 

Student Record Selector

 

The results are listed in sets of 10 by default.  Therefore, after reviewing the 10th student in the list, return to the Search Results and click to go to the next page.   Select a student to edit and the record selector will be reset to the next 10 students in the search results list.  NOTE: If you increased the 'Records per page' value on the search results page, the record indicator will reflect the total number of records per page selected and allow you to navigate the larger list of students.

 

Edit Student

Use the student sub-menu to navigate to the page of student data you wish to view and/or edit.   For further information on each page of student data, please refer to the corresponding Student sections of the online help (i.e. Students - Status). 

 

Enter or update the student information and click the SUBMIT button to save your changes.   Upon submit, a green confirmation message should appear at the top of the screen indicating the system saved the changes.   If there are any errors, they will appear in a red outlined box at the top of the page and must be corrected before the updated student information will be saved to the system.


Students - Status

 

The second screen of student data concerns the status of the student at the time of entry into the program each fiscal year.  It is a snapshot of status at the time of entry each year and should not be modified should the student's status change during the year.  Fill in all of the required information using the drop-down lists provided.

 

NOTE: Fields are required only when they apply.  For example, if the student is unemployed, hours worked per week can be left empty.

 

Student Status Page

 

Fiscal Year

Displays the year currently set within the system.

 

Disabled

Default value is set to Not Disclosed.  Please select disability status from the drop-down list when available.  Learner has a record of, or is regarded as having any type of physical or mental impairment or disability that substantially limits or restricts one or more major life activities, including walking, seeing, hearing, speaking, learning, and working.  Referring agency can tell the program, learner can tell the program, or program can assess the disability.

 

Status - Disabled

 

Resides In

Default is set to Neither.  Please select the appropriate status based upon the student's are of residence.

 

Status - Resides In

 

Rural Area is defined as an area that has less than 2,500 inhabitants and is outside an urbanized area.

 

Urbanized Area with High Unemployment is defined as an urbanized area that has a population of 50,000 or more in a city and adjacent areas of high density.

 

Neither is used when neither of the above definitions apply.

 

How did you hear about the program

Default is set to Not Disclosed.   Please select how the student heard about the program from the drop-down list provided.

 

Dependents

If available, enter the number of dependents for the student.   Dependents identified as minor children should be entered in the 'Number of Dependents - minor children' area and other dependents should be entered into the 'Number of Dependents - other' area.  The value should be a numeric integer.

 

Yearly Household Income

If available, enter the students yearly household income into the area provided.

 

Employment

 Status - Employment

 

Full and Part-time

Full-time people work 37.5 or more hours per week, while part-time people work less than 37.5 hours per week.  This includes learners who work as paid employees, work in their own business or farm, or who work 15 or more hours per week as unpaid workers on a firm or in a business operated by a member of the family.  Also included are learners who are not currently working, but who have jobs or businesses from which they are temporarily absent.  Hours worked per week must be entered for all employed students. 

 

Select either Full-time or Part-time from the Employment drop-down and enter the number of hours worked per week in the space provided.

 

Unemployed

Learners who are not working but are actively seeking employment.  The individual has made specific efforts to find a job and is available for work.

 

Not in Labor Force

Learners who are not employed and are not actively seeking employment.

 

Public Assistance

Select whether or not the student is considered Public Assistance using the yes/no radio button option. 

 

Status - Public Assistance

 

If the student receives public assistance, a 13-digit ID number is required.  The "approved" ID's are highlighted in the grid to the right of the input area.

 

Enter the PA ID number, even if it is not categorized as "approved".  The ID number will be validated and the student will automatically be classified as "approved" or "other".  Both classifications are eligible for public aid funding when enrolling in a class, but the units of instruction for students with "other" non-approved ID's will be placed in the 10% category on the Public Aid Master List.  Only students with "accepted" ID's will have their units of instruction included in the 90% category.  90% of the units of instruction generated and claimed for public assistance funding must be used to serve students in the eligible categories.

 

To assign students to public aid funding in the 10% category when they do not receive public assistance, select "Yes" and "PA ID Not Available".

 

Additional Student Information

Select the additional student information by checking all boxes which apply to the student.   Options include: Low Income, Dislocated Worker, Displaced Homemaker, Veteran, and Single Parent.

 

Low Income

The learner receives or is a member of a family who receives a total family income in the 6 months prior to enrollment of 70 percent of the income level standard for a family of that size, or the learner is receiving or is a member of a family who is receiving cash assistance payments from Federal or State agencies or food stamps, or the learner can be designated as homeless under the McKinney Act.

 

Dislocated Worker

An individual who receives an individual notice of pending or actual layoff from a job, or an individual who receives a publicly announced notice of pending or actual layoff.


Displaced Homemaker

Learner has been providing unpaid services to family members in the home, has been dependent on the income of another family member but is no longer supported by that income, and is unemployed or underemployed and experiencing difficulty obtaining or upgrading employment.

 

Enrolled In

Place checkmarks in any/all applicable boxes.

 

Status - Enrolled In

 

Enrolled in ICCB Family Literacy: A program with a literacy component for parents and children or other intergenerational literacy components.  Student is enrolled in an approved parenting education class and another AEFL class (such as ESL or GED) where at least 51% of the direct instructional costs are funded by ICCB AEFL dollars.  Student must also be participating in PACT activities funded by the ICCB.

 

Enrolled in ICCB Workplace Literacy: A program designed to improve the productivity of the workforce through improvement of literacy skills.  Student is enrolled in an approved AEFL class located in a place of business where instruction focuses on Workplace Literacy skills.  At least 51% of the direct instructional costs are funded by ICCB AEFL dollars.

 

In ICCB Volunteer Literacy Program: Student is enrolled in an approved AEFL class and is also receiving supplementary tutoring from a volunteer.  Provider should have ICCB funds supporting the Volunteer Literacy Program appearing on the Literacy Services line.

 

Enrolled in Work-Based Learner Project: Learner acquires the skills in a short-term learning course designed to teach specific work-based skills.  A short-term course is an instructional program of at least 12 hours but no more than 30 hours duration.  The final assessment of skill achievement must be a standardized test or performance-based assessment with standardized scoring rubrics.  At least 51% of the direct instructional costs are funded by ICCB AEFL dollars.

 

Enrolled in a Program for the Homeless: A program designed for homeless adults.  Homeless adults are adults lacking a fixed, regular nighttime residence or have a residence which is: (1) a publicly supervised or privately operated shelter designed to provide temporary living accommodations (including welfare hotels, congregate shelters and transitional housing for the mentally ill); (2) an institution that provides temporary residence for individuals intended to be institutionalized; or (3) a public or private place not designed for, or "homeless adult" does not apply to any individual imprisoned or otherwise detained pursuant to an Act of the Congress or a State Law.  At least 51% of the direct instructional costs are funded by ICCB AEFL dollars.

 

Enrolled in a Correctional Facility:  Student is enrolled in an ICCB AEFL funded class offered within a correctional facility.  A correctional facility is defined as any prison, jail reformatory, work farm, detention center, or any other similar Federal, State, or local institution designed for the confinement or rehabilitation of criminal offenders.  At least 51% of the direct instruction costs are funded by ICCB AEFL dollars.

 

Enrolled in a Community Correctional Program: Student is enrolled in an ICCB AEFL funded class offered within a community-based rehabilitation facility or halfway house.  At least 51% of the direct instructional costs are funded by ICCB AEFL dollars.

 

Enrolled in Other Institutional Setting: Student is enrolled in an ICCB AEFL funded class offered within any other medical or special institution program besides homeless, community corrections, or corrections program.  At least 51% of the direct instructional costs are funded by ICCB AEFL dollars.

 

STAR Student

Indicate if the student is classified as a STAR Student using the yes/no option provided. 

 

Students can be marked as a STAR student if they meet the following criteria:

 

(1) The STAR student has been diagnostically assessed in all four reading components.

(2) A Learner Profile has been developed for the STAR student.

(3) The STAR student is receiving evidence-based reading instruction taught by a teacher who has received STAR training.

 

* Evidence-based reading instruction includes reading being taught through direct and explicit instruction in the components indicated as areas of need with materials at the appropriate instructional levels.

 

Transportation

These are optional fields that can be used to track the need for and use of transportation assistance.  Place checkmarks in any/all applicable boxes.

 

Accommodation

Check the box if the student has received an accommodation.

 

Activity

The system automatically identifies the activity status for each student.  No data entry is required.

 

Separation

A separation should be entered when a student leaves the program for any reason.  This differs from a class exit, as a student my exit one or more classes but remain enrolled in the program.  Only a separation signifies that the student has left the program.   Enter the date the student separated and select a separation reason from the drop-down menu provided.

 

Status - Separation

 

Separations are very important to enter when students become inactive because (per NRS guidelines) follow-up outcomes are only measured for students who are separated from the program.  If a separation is entered and the student then returns, the separation does not need to be manually deleted.  Entering any activity for the student (i.e. testing, attendance) will automatically re-instate the student's Active status.

 

Students should be coded as separating when:

 

(1) Instruction ends and the student indicates he or she will not be returning,

(2) The learner terminates, or

(3) A student has not received instruction for 90 calendar days and is not scheduled to receive further instruction.

 

A sample Separation Form can be found in Section 17 of the AE & FL Provider Manual to assist providers with the separation process.

 

NOTE: The "Met Personal Objective" separation reaon should only be selected when the student has met one of the following:

 

* Post-tested into a higher NRS level and left the program

* Passed the GED Test or obtained a high school diploma and left the program

* Entered postsecondary education and left the program

* Obtained Vocational Completion and left the program

* Obtained U.S. Citizenship and left the program

 

Appropriate documentation supporting the selection of the "Met Personal Objective" separation reason must be maintained in student folders (i.e. post-tests, GED scores, etc).

 

Submitting Changes

When each of the required areas is completed, click on UPDATE to save the changes.

 

If the save is successful, a green confirmation message will appear at the top of the page.   If a red outline box appears with a series of errors, you will need to correct all errors and click UPDATE again to save the changes.   Data is not saved until you receive the green confirmation message.

 

View History

The VIEW HISTORY button is located just above the Public Aid Identifiers box.  Clicking on the button will open a pop-up window that will display a history comparison of status information for the student across fiscal years.  Close the window to return to the data entry area of the system.


Students - Test Info

 

The third screen of student data contains test information.  All pre, post, and progress tests should be entered here.  The system will automatically identify the pre/post test status. 

 

With the exception of Foreign Language GED and Vocational instruction, students must be pre and post-tested.  The system will generate errors and exclude students from reporting who do not meet policy requirements for inclusion. 

 

Please see Section 4.0 of the AE & FL Provider manual for a complete description of intake and assessment requirements.

 

There are two main sections of the Test Info page:

 

1) Progress Tests

2) GED and Constitution Tests

 

Student Test Info Page

 

Progress Tests

120-day Test

The 120-day Test link located on the far right allows you to use last fiscal year's test as the student's pre-test if it falls within 120 days of the student's class enrollment date.  This exception can be set by test and by student.  Click the 120-day Test link to modify test settings.

 

120-day Test Link

 

Clicking Yes will set the system to use a 120-day eligible test as a pre-test.  Clicking No will set the system to use the first test of the current fiscal year as the pre-test.  Check the appropriate radio buttons and click SUBMIT to save the changes.

 

120-day Test Page

 

Add Progress Test

Test results are added for student by selecting the Add New link on the far right. 

 

Add New Progress Test Link

 

Each of the tests will prompt you to enter the information appropriate for that test.  All required tests include auto-calculating features that will generate results and levels automatically as you enter test data.

 

Add Progress Test Page

 

First, you must enter the Test Date.  The date format is mm/dd/yyyy and the separators will be inserted for you.  Next, select the Test Type from the drop-down list provided.  Once the Test Type has been selected, the input options will change accordingly for the selected test type.  Then enter the information relevant to the selected Test Type.  Each test type is discussed in detail below. 

 

BEST Literacy


Enter the appropriate test date and select BEST Literacy as the test type.  Select the form from the drop-down list.  Enter the raw score for the Reading and Writing sections.  The system will automatically calculate the remaining fields. 

 

Best Literacy Test

 

If additional hours outside of class were used for the assessment, enter them in the space provided.  The additional testing hours will be counted as Contact Hours and will be displayed in the Contact Hours area on the Class Info screen for the student.

 

Click on SUBMIT to save the changes.

 

BEST Plus


Enter the appropriate test date and select BEST Plus as the test type.   Enter the Scale Score and the system will automatically calculate the S.P.L. field and the NRS Level.  The allowable scale score is 88-999.

 

BEST Plus Test

 

Enter the number of hours assessed outside of class, if applicable.

 

Click on SUBMIT to save the changes.

 

CASAS

 

Enter the appropriate test date and select CASAS as the test type.   Select the level and form from the provided drop-down lists.  Next, enter the Scale Score and the system will automatically calculate the NRS Level. 

 

CASAS Test

 

Enter the number of hours assessed outside of class, if applicable.

 

Click on SUBMIT to save the changes.

 

TABE-Math

 

Enter the test date and select TABE-Math as the test type.  Select the form and level from the provided drop-down lists.  Enter the raw score for the Computation and Applied Math sections.  The system will automatically calculate the remaining fields. 

 

TABE-Math Test

 

Enter the number of hours assessed outside of class, if applicable.

 

Click on SUBMIT to save the changes.

 

TABE-Reading

 

Enter the test date and select TABE-R as the test type.  Select the form and level from the drop-down lists.  Enter the raw score for the Reading section and the system will automatically calculate the remaining fields.

 

TABE-Reading Test

 

Enter the number of hours assessed outside of class, if applicable.

 

Click on SUBMIT to save the changes.


List All

On the far right is a List All link which is used to view all progress tests  across multiple fiscal years in the system for a selected student.   The default is to display only the current fiscal year progress tests. 

 

List All Tests Link

 

Click the List All link to display the List All Progress Tests page.

 

List All Tests Page

 

To return to the current fiscal year display, click the List Current FY link.

 

Progress Test Display

Errors and Warnings


If the student has any test-related errors or warnings, they will appear at the top of the progress test display area of the Test Info page.   Errors are outlined with a red box whereas warnings are outlined with a blue box.  Students with errors in the testing area are not eligible to claimed on Required Reports.  Warnings are okay, but indicate additional or revised information should be provided if available.

 

Test Errors and Warnings

 

Order of Tests


Once test results are entered, they are listed on the main test screen.  Click the link on the test date to display the test details.

 

Progress Test List

 

Notice the tests that are required or optional for the classes the student is enrolled in are listed first on the screen.  Other tests that have been taken by the student are listed below as tests that do not match registered classes.

 

Date


The date column provides the test date for each test, grouped by test type.   Click the test date to view or edit individual test information.


Pre/Post Test Status


Note that the pre/post test designation is determined by the system for any test(s) the student is required to take.  It is calculated based on the test date that is entered and the enrollment date of the student.  The pre-test will automatically be the first test of the fiscal year aligning with the appropriate instructional category for student enrollment.  If the student is dually-enrolled, more than one pretest will be selected and displayed by the system.

 

The exception is the ability to carry over a test from the previous year if within 120 days of a student's enroll date.  To carry over a previous test, please see the 120-day Test section above.

 

The 120-day Test section allows the user to manually override the first test of the year and use any valid 120-day test as the pretest.  The post-test is the last test taken in the fiscal year.

 

 NOTE: Students dually enrolled in more than one instructional type will have more than one pre and post-test series counted in connection with each type of instruction.  For example, a student attending both an ESL and ABE class within one fiscal year will be required to have an ESL test and a TABE-Reading test.  The system will automatically identify the pre/post-test status for each test based upon the type of instruction received.   Please see section 4.0 of the AE & FL Provider Manual for further information on dual testing policies and requirements.

 

NOTE: Students receiving ESL instruction may have more than one ESL test type counted as a pre and post-test series.  For example, a student may receive a BEST-Literacy pre and post-test and then receive a new pre-test on CASAS.  The system will automatically identify the pre/post-test status for each of the ESL tests.  Please see section 4.0 of the AE & FL Provider Manual for further information on multiple ESL tests.

 

Pre and Post Status

 

The pre/post test status also has several indicators related to the attendance hour filter of the NRS Performance Report.

 

Post Link Color Indicator (green & red):

Green = the student has met the minimum attendance hours for his/her post-test

 

Red = the student has not met the minimum attendance hours for the post-test

 

Post [##.#] = The number located within '[' brackets ']' provide the number of attendance hours accrued by the student between pre and post test.

 

Icon indicators (circle & star):

Circle icon - pre/post test is the test used for placement on the NRS Performance Report withAttendance Hour (AH) Filter

 

Star icon - pre/post test is the test used for placement on the NRS Performance Report

 

Raw Score

 

Raw: the raw score as entered

 

Raw +/-: reflects the change between the pre and post test

 

Raw Score Display

 

Scale Score

 

Scale: the scale score for the test

 

Scale +/-: reflects the change between the pre and post test

 

Scale Score Display

 

Grade Level Equivalency (GLE)

 

GLE: the calculated grade level equivalent

 

GLE +/-: reflects the change between the pre and post test

 

Grade Level Equivalency Display

 

NRS Level


NRS Level: displays the NRS level for each test listed for the student

 

NRS +/-: reflects the change in NRS level and indicates a level gain or drop

 

NRS Level Display

 

Delete


Allows you to delete a progress test from the system

 

Delete Test Link

 

GED and Constitution Tests

GED and Constitution Tests can be added to a student's profile.  To enter a GED test, click on the Add GED link on the lower right part of the screen.

 

Add GED Test Link

 

Enter the GED test date, the Foreign Language GED status, and the Passed status.  If optional scores are entered, the system will calculate a GED pass and will mark the Passed status for the test.  Click on SUBMIT to save the information.

 

Add GED Test Page

 

NOTE: GED Pass data is collected by the ICCB via statewide data-matching.  However, self-reporting GED's can be entered into the system, when available.

 

To enter the Constitution test information, click on the Add Const link on the lower right part of the screen.

 

Add Constitution Test Link

 

Enter the test date and the passed status.  Click on SUBMIT to save the information.

 

 

Add Constitution Test Page

 

NOTE: A student cannot pass the GED test without also passing the Constitution test.

 

The results will be displayed on the Test Info screen.

 

GED and Constitution Test List

 

Click the Update link to edit GED or Constitution test information.  Click the Delete link to remove the selected GED or Constitution test from the system.


Students - Class Info

 

The fourth screen of student data displays student class information.  As students attend classes and generate units of instruction, this section of their file will present a summary of their participation.  It presents a snapshot of classes attended during the current fiscal year, as well as exited classes.

 

Students Class Info Page

 

Hours Information

The top half of the display shows the aggregate hours for the selected student.  On the left, hours are broken out into instructional categories and totaled at the bottom.  These figures include hours for all classes in which the student is enrolled for the selected fiscal year.  On the right, a display of contact hours for the selected fiscal year is displayed.

 

Class Info - Hours Section

 

The Contact Hours total includes Assessment hours, Attendance hours, and Miscellaneous hours.  Assessment hours are aggregated from the 'Number of hours (if assessed outside of class)' field in connection with each progress test entered for the student.

 

Miscellaneous contact hours can also be added from the contact hours area of the screen.  Enter the date, select a type from the drop-down list, and enter the number of hours.   Click the ADD button to save.

 

Class Innfo - Misc Hours Sectio

 

The new totals will reflect the changes.  Click on the link for Miscellaneous Hours to display a detailed list of all Miscellaneous Contact Hours entered to-date for the student.

 

Following are definitions for various types of hours found on this page.

 

Attendance Hours: Actual hours attended (seat time)

Enrollment Hours: Hours enrolled in class (includes seat time, allowable absences, and Given Days).

Units of Instruction: Enrollment hours divided by 15.

Contact Hours: Includes attendance hours, time spent testing outside of class, and miscellaneous contact hours (i.e. open lab, tutoring).

 

Class Information

The bottom half of the Class Info screen displays classes the student is enrolled in for the current fiscal year as well as the exited classes.   Users can view previous fiscal year class information for the selected student by clicking the PREV FY ENROLLMENTS button on the far right.  Additionally, the student can be enrolled in a new class directly from this screen by clicking the ENROLL IN NEW CLASS button. 

 

Class Info - Classes Section

 

Each class the student is enrolled in is listed on the display.  Clicking on the class/section no from this screen allows the user to update the student start date, fund source, midterm & final grades, as well as class exit information.  Modify any information and click the UPDATE button to save changes.

 

Update Enrollment Page

 

To view the course information for the selected class, click the Course Name link.

 

Attendance information for the student can be entered for each class by clicking the Attendance icon on the right.  Only attendance for this student in the selected class can be entered from this display.  To enter attendance for all students in a selected class, please refer to the Classes - Attendance section of the online help.

 

To view, save, or print a student Itinerary for the selected class, click the Itinerary link on the far right of the class list.  You will be prompted to select some additional information before the report appears.

 

Enroll in New Class

Students can be enrolled in a new class directly from this screen, very similar to enrolling students from a selected class.   To enroll the selected student in a new class, click the ENROLL IN NEW CLASS button.

 

Enroll New Class

 

Enroll a student by typing the first few letters of the Class/Section No and then highlighting and selecting the appropriate class from the drop-down list displayed.

 

If the Class/Section No is unknown, click the SEARCH button and use the pop-up window to search for a class using the search parameters available.  Find an appropriate class in the list and select the radio button next to the name to select it.  Then click SUBMIT to select it and return to the enrollment screen.

 

If the class involves only one instructional category, the category will be automatically filled in.  if the class serves more than one instructional category, such as ABE/ASE, the system will automatically insert the instructional category if the student has a valid pre-test entered at the time of enrollment.  Otherwise, you will need to manually select ABE or ASE from the drop-down menu.  In addition, the funding source will be the default funding source that was set up for the class.  If other options are available, they will be listed in the drop-down list for selection.

 

The Student Start Date will default to the start date of the class.  The student start date can be changed manually or the system will automatically update it to the enrollment date when attendance is entered for the student.

 

Click on ENROLL to save the information that has been entered to complete enrollment for the student.

 

Previous FY Enrollments

To view classes the selected student was enrolled in during previous fiscal years.  Click the PREV FY ENROLLMENTS button.  A new window will appear with a historical list of classes the student was previously enrolled in.

 

Previous FY Enrollments


Students - Goals/Achievements

 

The fifth screen of student data displays student goals and achievements.

 

Goals and Achievements Page

 

Goals

Entering Goals


Students are required to have at least one primary goal each fiscal year.  Select a primary goal for the student and enter the date the goal was set.  When the goal is achieved, please return and enter it in the Date Achieved field.  The Date Entered and Date Modified fields will be updated by the system automatically.

 

Goals Section

 

If the student indicates a Secondary Goal, select the secondary goal from the drop-down list and enter the date the secondary goal was set.   When the secondary goal is achieved, please return and enter it in the Date Achieved field.

 

Click the UPDATE button to save changes to the Goals area.

 

Goals Legend

Roll your mouse pointer over the LEGEND button to open a pop-up display with goal definitions.   The first five definitions relate to goals that are data-matched, where the ICCB conducts statewide data-matching on all students selecting the goal in order to track outcomes.  The remaining goals are self-reported by your program.  However, whenever you have goal achievement data (even for data-matched goals), please enter it into the system.

 

Goals Legend

 

Please see Sections 4 and 7 of the AE & FL Provider Manual for additional information on the NRS and Goal-Setting.  The service center network in IL provides mandatory NRS training throughout the state on an on-going basis, as well.

 

View History

Click on the VIEW HISTORY button to display the history of goals for a student over multiple fiscal years in a pop-up window.  Close the window to return to the Goals/Achievements page.

 

Goals History

 

Achievements

Additional achievements are recorded in the lower half of the goals/achievements screen.

 

Achievements Section

 

Items with a blue asterisk (obtained a high school diploma, completed vocational program, received US citizenship) are required to be checked if applicable to the student.  These achievements are self-reported and are not identified via statewide data-matching.

 

Select all achievements which apply to the student and click the UPDATE button to save changes.

 

Click the VIEW HISTORY button to display the student's achievements over multiple fiscal years in a pop-up window.  Close the window to return to the Goals/Achievements page.

 

Achievements History


Students - Notes

 

The sixth screen of student data is provided to allow space for notes to be entered concerning the student.  

 

Enter a date and any comments and click on the SUBMIT button to save the changes.

 

Student Notes Page

 

The historical notes will be displayed in the lower section of the screen.

 

To delete an existing note, click the Delete link to the right of the note date.    The delete function is permanent so please use with caution.


Students - Custom Fields

 

The seventh screen of student data is provided for recording custom field data.  Setting up custom fields allows you to create areas in which to collect data otherwise not collected within they system.

 

Custom Fields Page

 

The data for the student custom fields you have established will be entered on this screen.  Enter the information in the space provided and click on SUBMIT to save the changes.

 

NOTE: The custom fields are defined in the Administration tab under the Utilities menu option. Instructions for setting up custom fields are included in the Administration - Utilities section of the online help. 


Students - EL/Civics

 

The eighth and final screen of student data is provided to record EL/Civics competencies for students that receive funding in that area.  If a student is not funded by EL/Civics, the screen will state the selected student is not funded by EL/Civics and in this case no data entry is required.

 

EL/Civics Not Funded Page

 

If a student is funded by EL/Civics, he/she should accomplish a specific number of competencies per unit of instruction.  An alert is displayed for any student who is in non-compliance.  Please see Section 5 of the AE & FL Provider Manual for further information regarding competency requirements.

 

EL/Civics Funded Page

 

Add Competency

Competencies are recorded by entering the date they are completed, selecting the category from the drop-down list provided, and then selecting the competency.

 

Click ADD to save the changes.

 

Add Competency

 

View Competencies

Competencies achieved to-date are listed on the bottom half of the EL/Civics screen.  To remove a competency, click the delete link to the right of the selected competency.   The delete function is permanent so please use with caution.

 

List Competencies


Students - Reports

 

Reports specific to the Students area of the system can be generated from the List/Search Students page.  To access available reports; select the List/Search option under the Students tab in the navigation at the top of the page.

 

Next, use the list/search features to isolate the group of student results you wish to report on.   Once the search results match the results you desire in the report, click the corresponding report link from the Students sub-menu.

 

Students Sub-menu Report Links

 

NOTE: The report will generate with the number of search results listed.  The default records per page is 10.  If you wish to include more than ten (10) records on the selected report, increase the 'Records per page value prior to clicking the student report link.

 

The following Student reports are currently available within the DAISI system:

 

1) Student Itinerary

2) Student Testing

3) Mailing Label

4) EL Civics Report

5) Profile Summary

6) Phone/Email

7) Hours by FY

 

After a report has been selected, most reports will present an intermediate page prompting for additional information or options for the selected report.  Complete all information and click SUBMIT to begin generating the report.  Listed below is an example Student Itinerary prompt.

 

Student Itinerary Report Prompt

 

NOTE: Some reports may take several minutes to complete the generation process.  These reports will present a progress bar indicating the status of the generation process.

 

Report Generation Progress Bar

 

When generation is complete, the report will appear in a new window.  The report can be printed or saved.  Close the window to return to the DAISI Students screen.  Listed below is an example Student Itinerary Report.

 

Example Student Itinerary Report


Students - Set Defaults

 

Default values can be set for data entry of student information. The default values set will be displayed each time a new student is entered.

 

To set up student defaults, select the Set Defaults link from the Student navigation tab.

 

Students Set Defaults Page

 

Each field of student information can have a default value.

 

The default values set will be displayed each time a new student is entered.

 

For example, setting the Gender field to "Female" will result in "Female" being selected in the Gender field for all new students.  You are able to adjust the selection to "Male" when needed.

 

When all the defaults have been entered, click on SUBMIT to save the changes.


Administration - General Information

 

The Administration tab includes menu items that are program-level settings.   A variety of features and functions are available in this area.  To access Administration features, click items under the Administration tab on the main navigation bar.

 

Administration Dropdown


Administration - Program Details

 

The program details can be viewed by selecting the menu option Program Details under the Administration  tab.  This area presents general information about your program.  This information is view-only for users of the system.  If errors exist, please contact the ICCB for correction.

 

Administration - Program Details Page


Administration - Program Accounts

 

The program accounts can be viewed by selecting the menu option Program Accounts under the Administration tab.

 

Program Accounts Dropdown

 

Account List

Each of the program accounts is listed for viewing under Program Accounts and can be displayed for editing by clicking on the link provided on the name that is listed.

 

Program Accounts List

 

Instructor accounts can also be selected for editing, however, the edits are done through the Instructor screens.  Instructor accounts are added in the instructor area whereas all other program access is defined here.

 

Accounts can be deleted by Program Administrators by clicking on the delete link.   It is important to note that once someone is deleted from the system the delete cannot be reversed.

 

Add Account

Only users assigned as Program Administrators have the ability to establish and modify program accounts.  Program accounts can be added by clicking the Add New link from the sub-menu of the Program Accounts page.

 

Add New Program Account Link

 

Enter the first and last name of the user as well as a valid email address.  Account information will be sent via email if the "send account information via email" box is selected.  The email will be a system-generated message and is sent to the user to deliver account login information from daisisupport@cait.org.  Users should watch for this address in their Bulk or Junk mail folders.

 

Program Accounts Add New Page

 

NOTE: If the "send account information via email" option is not checked, the login information is displayed on screen and must be printed and hand-delivered to the recipient of the account. 

 

The appropriate roles and access privileges must also be assigned.

 

* Administrator: allows access to all the functionality of the system.

 

* Data Entry: allows access to all data entry and reporting areas except the program accounts area.

 

* Read Only: allows view-only access to all areas of the system.

 

* Instructor (view only): allows view-only access to class information and related class reports for the instructor.

 

* Instructor (enter attendance): allows view access to class information and related class reports as well as the ability to enter student attendance for the classes assigned to the instructor.

 

NOTE: Instructor accounts display on this screen, but are not set up or removed from this display.  Instructor accounts must be set up or removed in the "Add New" or "Edit Details" page of the specified instructor.

 

Enter the appropriate information for the new program account and click SUBMIT to save it.

 

NOTE: New accounts are assigned a temporary password and are forced to change the password upon initial sign-in to the system.

 

Program Account Credentials


Administration - Building List

 

The building list can be viewed by selecting the menu option Building List under the Administration tab.

 

Building Dropdown and Building List

 

Every class must be assigned to a building.  Buildings must first be established in the building list before being available for selection when setting up classes.

 

A list of all buildings that are entered into the system is displayed.

 

Delete building is only available if the building has not been used for a class within the system.  To delete a building, place a check in the box next to location type and click DELETE.

 

Edit Building

Click the link on the building name to edit information about the building.

 

Edit Building Page

 

One building may be selected as the Default Building.  In this case, when adding a new class, the default building will automatically be entered.  Users have the ability to override the default building when entering a new class manually.

 

If the building is a subcontracting agency, select yes in the subcontract field.  Subcontracting agencies are entities receiving funds from a grantee as part of a consortium.

 

If the building is no longer active, select the Inactive radio button and enter the effective date of inactivity in the space provided.  Once a building is marked as Inactive, it is no longer an option to assign to a class.

 

Click on the SUBMIT button to save the changes.

 

Add Building

Select the Add New link from the sub-menu to add a new building to the list.

 

Add Building Link

 

Enter the appropriate information in the fields provided and click the SUBMIT button to save the information once its been entered.

 

Add Building Page


Administration - Given/Unscheduled Days

 

The Given and Unscheduled Days default area can be viewed by selecting the menu option Given/Unscheduled Days under the Administration tab.  This area provides the ability to set up given and/or unscheduled days in advance for the program. 

 

Users also have the ability to enter given and unscheduled days during the attendance entry process, with the exception of Given Days that are designated as Holidays. 

 

Holidays are limited and program-wide; as a result they must be established here.

 

Given/Unscheduled Days Page

 

Given days are:

   1) 13 holidays per year
   2) staff development days
   3) emergency closings

 

Holidays allow each program to determine its own closure days based on the holidays it observes.  A maximum of 13 holidays are allowed for use by a program each fiscal year.  Holidays are program-specific and are not allowed to be used with single buildings only.

 

In addition to given days, unscheduled days are also recorded here.

 

The first screen displayed lists the days that have been assigned. Click on the check box next to a date and click on the DELETE button to delete a date.

 

Add Given/Unscheduled Day

To add a new date, click the Add New link.

 

Add New Given Day

 

Enter the correct date and select a reason from the drop-down list.  Holidays apply to all buildings, but each of the other choices can be building specific.  If the option is displayed to select a building, select 'All' to choose all of the buildings or select the individual buildings by checking the box that corresponds to the building location.  

 

Given Unscheduled Day Reasons

 

Click on the SUBMIT button to save changes.


Administration - Class Exit Codes

 

The class exit codes list can be viewed by selecting the menu option Class Exit Codes under the Administration tab.

 

Class Exit Dropdown

 

Class exit codes are assigned when students leave an individual class.  Reasons 1-12 are pre-defined class exit codes and cannot be modified by users.  However, custom class exit codes specific to each program can be defined by users.

 

Class Exit Page

 

To add a custom class exit code, enter a code number in the area provided and a reason in the text input area.  Next, click SUBMIT to add the custom class exit to the system.  The new reasons will be available when exiting a student from a class.

 

Custom Exit Reason

 

As custom exit reasons are entered, they are displayed in the column on the right side of the screen.  Clicking on the box next to the reason and then clicking on DELETE will remove the reason from the list.

 

NOTE: A custom class exit can only be deleted if it has not been used for a student.  If it has been used, the checkbox will be grayed out and delete will not be allowed.


Administration - NRS Table 7 Input

 

The NRS Table 7 Input screen is used to feed data into the NRS Performance Report - Table 7.   It is critical that programs complete this data to ensure the NRS Performance Report is complete and accurate.

 

NRS Table 7 Input Page

 

Enter the numbers for Adult Education Personnel in the appropriate spaces provided.   When finished, click the SUBMIT button to save changes.

 

Now when the NRS Performance Report is generated, the numbers that were stored when you clicked SUBMIT will be displayed in Table 7 of the report.

 

NOTE: Please keep in mind this table reflects all personnel, regardless of funding source used to pay salary/benefits, etc.  Also, this table should be updated if new hires occur to reflect the total number of adult education personnel in the program during the fiscal year.


Administration - Utilities

 

The Utilities provided under the Administration tab are used to control system-wide settings.  To access the utilities area, select the menu option Utilities under the Administration tab.

 

Utilities Dropdown

 

A variety of utility options are available by clicking the links on the Utilities page sub-menu.  Each option is outlined below.

 

Set Fiscal Year

The system contains information for multiple fiscal years.  The system will automatically operate in the current fiscal year.  However, if there is ever a need to modify or enter data from a previous fiscal year, users will need to set the system back to the prior fiscal year in order to make the change.  To set the system fiscal year, select the appropriate fiscal year from the drop-down area provided and click GO to save the change.

 

Set Fiscal Year Page

 

NOTE: The fiscal year modification is only set for the current login session.  When the user logs out or the session times out, the fiscal year will reset to the current fiscal year upon next login.

 

Instructor Custom Fields Setup

Up to twenty (20) custom fields can be defined to store instructor data unique to your program.  The text that is typed into the fields is what will display as the field name on the Instructor screen for data entry.   Click the SUBMIT button to save the changes.

 

Instructor Custom Fields Page

 

NOTE: The text labels appear on the bottom of the screen as they will appear on the Instructor page of the system.

 

Student Custom Fields Setup

Up to twenty (20) custom fields can be defined to store student data unique to your program.  The text that is typed into the fields is what will display as the field name on the Student Custom Fields screen for data entry.  Click the SUBMIT button to save the changes.

 

NOTE: The ICCB has reserved ten (10) additional custom fields for their use.  Fields 21-30 will be completed by ICCB staff and should not be altered by program staff.

 

Student Custom Fields Page

 

NOTE: The text labels appear on the bottom of the screen as they will look in the system.

 

Student Import

Programs have the import a sub-set of student data from an external file into the DAISI system.  For a step-by-step guide to importing student data, click the STEP-BY-STEP GUIDE button on the Student Import page and follow the instructions provided in the guide.

 

Student Import Page

 

NOTE: At this time, only Student Bio/Demo information is allowed to be imported into the DAISI system using this feature.


Reporting - Error Check

 

The Error Check allows you to check the validity of program data and search for errors or warnings during the selected fiscal year.  To access the Error Check, select the Error Check option under the Reporting tab on the main navigation.

 

Error Check Page

 

Select the funding source (All, Restricted/ICCB Funds Onnly, or Unrestricted/Other restricted) and the activity level (All or 7.5 hours of attendance).  Next, select whether you want to display all errors and warnings, just errors, or just warnings.   Last, select if you want to sort the results by Student Name or by Class No.  Click on SUBMIT to process the error check.

 

A progress bar screen may appear while the system processes the error check on your program data.   Larger programs will see the progress bar more often than smaller programs due the volume of data to process.

 

Error Check Progress Bar

 

Any errors or warnings will be displayed for review and correction.  Errors must be corrected in order for the students (and associated units of instruction) to be included in the required reports.  Warnings should be corrected also, whenever possible, but do not necessarily exclude students from the required reports.

 

Error Check Results

 

There is an update link provided on the right for each error message.  Clicking the update link will take you to the appropriate area to correct the error. NOTE:  The update link opens a new browser window.  Once you complete the update, close the window to return to the error check results and resume correcting the next errors in the list.

 

When you are finished correcting errors, it is suggested that you re-run the error check to confirm the errors have been corrected.


Reports - Required Reports

 

To access the ICCB Required Reports area, click the Required Reports option from the main menu under the Reporting tab.

 

Required Reports Page

 

The required reports center is divided into four sections, one for each of the reports required by the ICCB.  Each type of report must be run separately and will generate a .pdf file format.  Adobe Acrobat Reader (or other PDF viewer software) will be required to view the files.  You can save the files to a local computer to view, print, or email.

 

NOTE: Detailed report information may be found in the Appendix - Required Report section of the online help.

 

Generating a Report

To generate a report, select the fun source(s) by clicking on the selection box or radio button next to the fund listed.  Some reports offer fund options in addition to the required report format.   Funds marked with a red asterisk (*) represent the ICCB required version of the selected report.  When allowed, multiple funds can be selected.  Next, select the appropriate quarter for reporting based on the dates in the legend displayed on the bottom of the screen.

 

Reports are generated by clicking the GENERATE REPORT button.  To display a list of students included in the report for verification purposes, click GET STUDENT LIST.

 

Once the Generate Report button is clicked, a new window will open with a progress bar to indicate the report is in the process of generating.  Please do not close this window until the report is fully generated.   As soon as the report is complete, the PDF version will appear.

 

NOTE: Generating a report is process intensive and may require some time to complete.  Please be patient.  The report will display on the screen when it has been completely generated.

 

Report Submission Schedule

The schedule for submitting signed reports to the ICCB is as follows:

 

Program Status Report

(Required Funds: Restricted Funds - 3405, 3410, 4800, 4805, 4815)

Quarter 1: October 30th
Quarter 2: January 30th
Quarter 3: April 30th
Quarter 4: July 30th

 

Enrollment Report

(Required Funds: 3405, 3410, 4800, 4805)

Quarter 2: January 30th
Quarter 4: July 30th

 

NRS Performance Report

(Required Funds: All Funds - 3405, 3410, 4800, 4805, 4815, 4900, 4910)

Quarter 1: October 30th
Quarter 2: January 30th
Quarter 3: April 30th
Quarter 4: July 30th

 

Public Assistance Master List Report (Quarterly)

(Required Funds: 3410 only)

Quarter 1: October 30th
Quarter 2: January 30th
Quarter 3: April 30th
Quarter 4: July 30th

 

Public Assistance Master List Report (Full Year)

(Required Funds: 3410 only)

Quarter 4 - Cumulative: July 30th

 

 

 

 


Reporting - Export Data

 

Programs are required to export their data to the ICCB each quarter.    To access the export data function, first select the Required Reports option from the menu under the Reporting tab.  Next, click Export Data from the sub-menu on the Required Reports page.

 

Export Data Page

Select which Quarter you wish to mark for submission to the ICCB.  NOTE: Once you click submit, the data will be submitted, please be certain the data for the selected Quarter is final.

 

Certify the data for the selected Quarter by clicking the SUBMIT button.   If the submission is successful, a submission certificate will be generated and displayed.  Please print this certificate for your records.  An email will be sent to ICCB staff notifying them your quarterly data is ready for download.

 

NOTE: If you submit the data by accident and want to revoke your submission, please contact the ICCB or CAIT HelpDesk for assistance.   Data submissions cannot be removed or revoked by individual programs.

 


Reports - Static Reports

 

To access a comprehensive list of the reports available within the DAISI system, click the Static Reports option from the main menu under the Reporting tab.

 

Static Reports Navigation

 

The static reports center is divided into two columns.  The first column lists available reports in alphabetical order by report title.  The second column provides additional information to execute the corresponding report or provides the ability to enter additional information and generate the report.

 

Static reports generally fall into two categories:

 

1) Reports which provide an overview of program data.  This type of report can be generated directly from the Static Reports display by clicking the report title link, or selecting additional information and clicking the GENERATE REPORT button.

 

2) Reports that can be customized to view specific information by using the various search engines available in DAISI.  The process to generate this type of report is detailed in each area of the DAISI help, for example Classes - Reports.

 

NOTE: Detailed report information may be found in the Appendix - Required Report section of the online help.

 

Static Reports Page

 

NOTE: As with other reporting areas within the system, some reports may present a page prompting for additional information.   Select the desired information and click SUBMIT to generate the selected report. 

 

Some reports which require more complex calculation will present a progress bar indicating the status of the report generation progress.  When the report has completed generating, it will automatically pop-up in the new window for viewing, saving, or printing.


Reports - Custom Reports

 

To access the Custom Reports area, click the Custom Reports option from the main menu under the Reporting tab.

 

Custom Reports Link

 

The Custom Reports page has two available links:

 

Custom Reports: A list of previous Ad Hoc reports created and saved by your program

 

Ad Hoc Reports: A link to the Ad Hoc reporting tool to create custom reports for your program

 

A custom reporting definition for extracting DAISI data can be downloaded at the following link:

 

Custom Reporting Definition v1.1 (pdf)

 


 

ENROLLMENT REPORTS

Explanatory Document

Illinois Community College Board

Adult Education and Family Literacy

 

Overview

All programs are required to submit Enrollment Reports twice per year. The Enrollment Reports provide information about the number of students served and units generated in each instructional category by a specific funding source. These reports provide the overall total percentage generated by the funding source.

 

Programs are required to generate 40% of each restricted grant funding source (with the exception of State Performance) by midyear. Programs that do not generate at 40% in a funding source by midyear will have 3rd quarter payment of the non-generating funding source held. Once 40% is reached, the program must resubmit the appropriate report for funds from that funding source to be released.

 

At year-end, if 100% of a fund has not been generated, some funds must be returned to the ICCB.

 

The types of Enrollment Reports that can be generated include the following:

* 3405 – State Basic

* 3410 – State Public Assistance

* 4800 Federal Basic

* 4805 – Federal EL/Civics

4815 – State Performance

4900 – Unrestricted

4910 – Other Restricted

 

* Programs must submit Enrollment Reports for State Basic, State Public Assistance, Federal Basic and Federal EL/Civics (if applicable). DAISI allows for Enrollment Reports to be generated on other funding sources, but there is no submission requirement for these reports.


Submission Requirements

A signed original must be sent by mail to the ICCB on a quarterly basis (see the Reporting section of the DAISI Manual and the AEFL Provider Manual for further information). Due dates are as follows:

 

* January 30:       Quarter 2 - Includes July-December data

 

* July 30:             Quarter 4 - Includes July-June data

 

Students Included in the Enrollment Report

Students are included in an Enrollment Report based on the following:

 

* In Open-Entry Classes, have accrued at least 7.5 attendance hours in a class, prior to dropping.

 

* In Fixed-Entry classes, have been successfully retained through the mid-term date and have accrued at least 7.5 attendance hours in that class, prior to dropping.

 

* Must be free from all Errors identified via the DAISI Error Check.

 

All information included in the Enrollment Report is specific to the funding source selected to generate the Enrollment Report. For example, if 3405 - State Basic is generated, only the students and units of instruction associated with that funding source are included in that Enrollment Report. However, since students can be funded with different funding sources in different classes, the Enrollment Reports offers a duplicated student headcount. In other words, if a student is in ESL funded by 3405 – State Basic and in ESL funded by 4800 – Federal Basic, he counts once in each report, and the units from each class are divided between the reports accordingly.

 

In each Enrollment Report, a student is counted as follows:

 

* The student is counted only once if all types of instruction are of one instructional type. In other words, in a student takes 3 ESL classes, all funded by 4800, the student will be counted once in the 4800 report and the units from all 3 classes will be included under ESL.

 

* However, if the student is enrolled in more than one type of instruction (i.e. ESL and ABE), both funded by 4800, the student counts once in each column – ESL Instruction and Adult Basic Education. The units are then divided between the categories accordingly.

 

ICCB hard-codes the generation amounts into the system each year. The amounts calculated for the Enrollment Reports are based upon these generation rates (The generation amounts can be found in the DAISI system under the Funding Tab and in Fiscal Year Funding). The rates listed in that area determine the amount of money to be ‘generated’ for each unit of instruction by each instructional type. All ESL instruction generates at the ABE rate and all High School Credit Instruction generates at the ASE rate.

 

The funding requirement amount for the program is entered by the program and recorded in the Fiscal Year Funding area. It is extremely important to make sure these numbers are accurate. State Basic, State Public Assistance, Federal Basic and Federal EL/Civics require that a minimum of 45% of the budget be expended on instruction. In short, a minimum of 45% of the total amount received for each of these funding sources should be recorded in the Fiscal Year Funding area to ensure the Enrollment Reports calculate correctly.

 

Authorized Signature and Date

The Program Administrator must sign and date the required reports prior to submission.


 

 MASTER LIST REPORT

Explanatory Document

Illinois Community College Board

Adult Education and Family Literacy

 

Overview

The Master List Report generates a list by funding source of students by student name and social security number (the Public Assistance Master List also includes TANF number). The Public Aid Master List is required every quarter from programs who receive ICCB Public Aid funds. The Master List Reports also provide a breakdown of the enrollment hours generated by students in the specific funding source by instructional category. The types of Master List Reports that can be generated include the following:

 

3405 – State Basic

* 3410 – State Public Assistance

4800 Federal Basic

4805 – Federal EL/Civics

4815 – State Performance

4900 – Unrestricted

4910 – Other Restricted

 

* 3410 – State Public Assistance is the report required for submission. This is also the report outlined below. Programs must be in compliance with the 90/10 rule at midyear and at the end of the fiscal year. Programs that exceed the 90/10 rule at midterm will have the 3rd Quarter payment of this fund held until the State Public Assistance Master List 2nd Quarter Cumulative Report reflects compliance with this rule.

 

Submission Requirements

A signed original must be sent by mail to the ICCB on a quarterly basis (see the Reporting section of the DAISI Manual and the AEFL Provider Manual for further information). Due dates are as follows:

 

* October 30:                Quarter 1 - Includes July-September data

* January 30:                Quarter 2 - Includes October-December data

                        *   A cumulative report is also required

* April 30:                      Quarter 3 - Includes January-March data

                                      *   A cumulative report is also required

* July 30:                       Quarter 4 - Includes April-June data

                                      *   A cumulative report is also required

 

Students Included in the Public Aid Master List Report

Students in this report include the following:

 

* In Open-Entry Classes, have accrued at least 7.5 attendance hours in a class, prior to dropping.

 

* In Fixed-Entry classes, have been successfully retained through the mid-term date and have accrued at least 7.5 attendance hours in that class, prior to dropping.

 

* The enrollment hours indicated in the instructional category were generated by a student attached to Public Aid Funding Source. If a student was enrolled in multiple classes and funded with different funding sources, only the enrollment hours generated by the Public Assistance Funding Source would show on this report.

- For example, if a student was funded with Public Assistance in one ABE class and that student had 48 enrollment hours, those hours would be included in the 3410 – State Public Assistance Report. If this same student was in another ABE class and had 36 enrollment hours, but was funded with State Basic in that class, those 36 hours would be included in the 3405 – State Basic Master List Report.

 

* Must be free from all Errors identified via the DAISI Error Check.

 

Report Breakdown

This report list each student funded with Public Assistance. It includes the student’s SS# and TANF #. It is important to note that any student who does not have a valid TANF # recorded in the system will be indicated with the following symbol (*). The units generated by these individuals count in the 10% of the 90/10 rule.

 

The report delineates the enrollment hours earned by a student into various instructional categories. The report aggregates enrollment hours for each student by the following:

 

* ABE

* ABE Job Skills

* ASE

* ASE Job Skills

* ESL

* ESL Job Skills

* HSCR

* HSCR Job Skills

* VOC

 

In addition, the report also provides overall totals by instructional category and overall totals for the program.

 

At the bottom of the report, information is provided about the “Percentage of instructional units generated using non-allowable public aid identifiers.” This indicates the percent of units generated by non-allowable numbers. The 90/10 rule currently allows programs to have 10% of the units generated by this funding source connected to students with non-allowable (Other) identifiers.

 

Authorized Signature and Date

The Program Administrator must sign and date the required reports prior to submission

 


PROGRAM STATUS REPORT

Explanatory Document

Illinois Community College Board

Adult Education and Family Literacy

 

Overview

The Program Status Report is a six page report due from programs on a quarterly basis. Because the report includes all students eligible to be served through AEFL funds, it is the most inclusive of the required ICCB reports and provides demographic and testing data that can be used to foster continuous program improvement.

 

There are three options available to users when producing the report. ICCB-Restricted refers to the required ICCB report, which is described within this document. Unrestricted/Other Restricted produces a report including only those students funded by Unrestricted/Other Restricted dollars, and All Funds produces a report including thosestudents funded by any source (Restricted or Unrestricted/Other Restricted).

 

Submission Requirements

A signed original must be sent by mail to the ICCB on a quarterly basis (see the Reporting section of the DAISi Manual for further instructions). Due dates are as follows:

    • October 30: Includes July-September data
    • January 30: Includes July-December data
    • April 30: Includes July-March data
    • July 30: Includes July-June data
 

Students Included

  • In Open-Entry Classes, have accrued at least 7.5 attendance hours in a class, prior to dropping.

  • In Fixed-Entry classes, have been successfully retained through the mid-term date and have accrued at least 7.5 attendance hours in that class, prior to dropping.

  • The hours described above must have taken place within a class funded by Restricted AEFL dollars in order for the student to be included in the required ICCB report. An aggregate report will be produced including students funded by:

    • 3405 - State Basic
    • 3410 - State Public Assistance
    • 4800 - Federal Basic
    • 4805 - Federal EL/Civics
    • 4815 - State Performance 
  •  For those attending multiple classes, some funded by Restricted and others by Unrestricted/Other Restricted funds, only the attendance hours, enrollment hours, and units of instruction connected to Restricted funds will be included here.

  • Those enrolled in Foreign Language GED and Vocational classes (where testing is not required) are included here.

  • Must be free from all Errors identified via the DAISi Error Check. 

 

Report Breakdown

Student counts by Instructional Category (Unduplicated):

This table produces an unduplicated student count. Each student is counted only once, even if they attended more than one class during the fiscal year or received different types of instruction in different classes (i.e. ABE and ESL).

 

The Instructional Category into which each student is placed is determined by the Instructional Category selected when assigning each student to a class. If a student attends more than one class, with differing types of instruction (i.e. ABE and ESL), he/she is placed into the category containing the greater number of attendance hours. In this situation, all of the hours (attendance hours, enrollment hours, and units of instruction) connected to a student move along with them to the one category in which they are classified. Example: Student attends both an ABE and ESL class during the fiscal year. Because more attendance hours took place in the ESL class, they are assigned to the ESL category. The hours from both classes are included within the ESL category, even though a portion of those hours took place in an ABE class. The hours move along with the student.

 

# of Students
Total unduplicated number of students served

 

# Pre-tested
Total number of these students who received a pre-test

 

# Post-tested
Total number of these students who received a post-test

 

Post-Test Rate
# Post-tested divided by # Pre-tested X 100. Please note that this is not the overall PostTest Rate used in determining the program’s performance toward meeting the state established post-test rate target. For that purpose, the post-test rate is calculated using the bank of students included in the NRS Performance Report.

 

Attendance Hours
Total hours attended by the total number of students.

 

Enrollment Hours
Total enrollment hours generated by the total number of students.

 

Units of Instruction
Total units of instruction generated by the total number of students.

 

Student counts by Instructional Category (Duplicated):

This table produces a duplicated student count. Each student is counted once in each Instructional Category attended. If the student attended more than one class during the fiscal year, but all classes were of one Instructional Category (i.e. ESL), the student would be counted only once (not once for each ESL class attended) in the ESL category. However, if the student attended more than one class, and the classes were of different Instructional Categories (i.e. ESL and ABE), the student would be counted once in each category.

 

In this table, attendance hours, enrollment hours, and units of instruction again follow the student. Example: Student attends both an ABE and ESL class during the fiscal year. Student is counted once on the ABE line and once on the ESL line. Hours taking place within ABE classes appear on the ABE line, and hours spent in ESL classes appear on the ESL line.

 

The column definitions are otherwise identical to those in the Unduplicated table.

 

Note: The total number of students served will be higher in the Duplicated table for those programs who serve students dually enrolled in multiple Instructional Categories within one fiscal year. However, the total hours will remain identical between the two tables. It is only the distribution of these hours within the tables that will differ.

 

Student counts by Instructional Category:

This table presents data for students enrolled in Foreign Language GED, Math Only, and Citizenship courses. The counts are a sub-set of the numbers used in the previous tables. Foreign Language GED students may have been included in the ASE category, Math Only in ABE or ASE, and Citizenship in ABE, ASE, or ESL.

 

To be included here, the student must have attended 7.5 hours in an open-entry class or have been enrolled through the mid-term date and have attended 7.5 hours in a fixed entry class under one of these course types. The counts are unduplicated within each type. Example: One student attends two different Foreign Language GED classes. Student is counted once on the Foreign GED line, although the hours from both classes are included here.

 

# of Students
Total unduplicated number of students served in each type of course.

 

Attendance Hours
Total hours attended by the total number of students.

 

Enrollment Hours
Total enrollment hours generated by the total number of students.

 

Units of Instruction
Total units of instruction generated by the total number of students.

 

Demographic Breakdown by Instructional Category:

This table produces an unduplicated student count, presenting ethnicity, age, and gender data by Instructional Category. Students are assigned to Instructional Categories using the same methodology described in connection to the Unduplicated table on Page 1. The total number served should be identical between these two tables.

 

Status:

This table produces an unduplicated student count, presenting status data by Instructional Category. Students are assigned to Instructional Categories using the same methodology described in connection to the Unduplicated table on Page 1.

 

One student may be counted in more than one line, if the applicable status applies to the student. Example: ESL student is employed full-time and lives in an urban area. Student is counted in both the Employed Full-Time and Urban areas under ESL. Unduplicated refers to a student appearing under only one Instructional Category per line. The majority of the Status items are recorded on each student’s Status tab, while some are recorded on the Bio/Demo tab. Please see the DAISi Users Manual for Status screen item definitions.

 

Self-Reported Achievements/Completions:

This table presents self-reported student achievement data and is a sub-set of the Unduplicated table on Page 1. Please note that the ICCB uses self-reported High School Diploma, U.S. Citizenship, and Completed Vocational Program achievements for Performance funding and NRS reporting purposes. However, statewide data matching is used to identify students who passed the GED. Performance funding and NRS data are based upon the GED counts resulting from the data matching process.

 

Total GED
Total number of students with a self-reported GED Pass date occurring within the fiscal year – includes both English and Foreign Language GED’s, as recorded in the Testing area. Students who took the GED test but did not pass are excluded, as are students who passed but took the test in a different fiscal year.

 

Foreign Language GED
This is a sub-set of the Total GED count. Students are counted here if they had a selfreported Foreign Language GED Pass date occurring within the fiscal year, as recorded in the Testing area. Again, students who took a Foreign Language GED test but did not pass are excluded, as are students who passed but took the test in a different fiscal year.

 

High School Diploma 
Total number of students who received a high school diploma within the fiscal year, as recorded in the Achievement area.

 

U.S. Citizenship
Total number of students who passed the state-mandatory United States Citizenship exam within the fiscal year, as recorded in the Achievement area.

 

Completed Vocational Program
Total number of students who completed a vocational program within the fiscal year, as recorded in the Achievement area.

 

Testing Information by Instructional Category and Test Type:

These tables present student testing data by Instructional Category. Students are placed into Instructional Categories based upon the Instructional Category selected when assigning the student to a class.

 

Within the ABE, ASE, HSCR, and Vocational Instructional Categories, the table presents an unduplicated student count. If a student is dually enrolled in any combination of these within the fiscal year, the student is placed into the category containing the larger number of attendance hours. Hours from all classes (from each category) between pre and posttest dates appear in the one category to which the student is assigned. The hours follow the student.

 

Example: Student attends an ABE and VOC class and is given a TABE-Reading. More attendance hours took place in the ABE class, so the student is assigned to the ABE category. Attendance hours from both the ABE and VOC class which took place between the pre and post-test dates appear in the ABE category.

 

Students dually enrolled in ESL and any other category (ABE, ASE, HSCR, or VOC) within the fiscal year appear in both the ESL category and in the other category attended. The attendance hours between pre and post-test for a student divide accordingly.

 

Example: Student attends an ESL class and is given a CELSA and attends an ABE class and is given a TABE-Reading. The student is counted in the ESL CELSA table and the ABE TABE table. The attendance hours in between pre and post-test dates in the CELSA table include hours connected to ESL instruction. The hours in between pre and post-test dates in the TABE table include hours connected to ABE instruction.

 

Students enrolled only in ESL instruction may be administered more than one ESL testing series during the fiscal year. An ESL student with two ESL assessments will be counted in both ESL testing tables. The attendance hours between pre and post-test dates reflect the attendance hours earned in ESL instruction.

 

Example: Student is given a BEST-Literacy pre and a CASAS pre. Post-testing for the CASAS occurs after 45 hours of attendance and after 65 hours of attendance for the BEST Literacy. The student will be counted in the CASAS area (with 45 hours used between pre and post) and counted in the BEST Literacy area (with 65 hours between pre and post).

 

Pre-Tested
Number of students who received a pre-test.

 

Post-Tested
Number of these students who were post-tested at least once. If multiple post-tests (of one Test Type) are entered for one student, the final post-test is automatically counted as the post-test within DAISi.

 

Hours between Tests
Total attendance hours occurring between pre and post-test date.

 

Students Gained a Level
Number of post-tested students who advanced at least one NRS level.

 

Students Gained 2+ Levels
Number of post-tested students who advanced two or more NRS levels.

 

Students with Point Gains
Number of post-tested students who improved their score by at least one point. Students do not have to have advanced an NRS level to be included here, provided they experienced any type of score increase.

 

Average Points Gained
Average number of points gained for students who experienced any type of point increase. Total number of points gained (by students included in Students with Point Gains column), divided by Students with Point Gains = Average Points Gained.

 

Number of students with more than one ESL testing series
Total number of ESL students who had more than one ESL Test Type administered during the fiscal year (i.e. BEST-Literacy and CASAS). This is helpful in identifying how many students are duplicated within the ESL testing table.

 

Number of students dually enrolled in ESL and ABE, ASE, HSCR, or VOC
Total number of students enrolled in ESL and any of the other Instructional Categories during the fiscal year, provided a TABE test was entered in connection with the other Instructional Category. This count is helpful in identifying how many students are duplicated between the TABE and ESL testing tables.

 

Class Detail Information: Page 6

The first table lists the total number of classes offered during the fiscal year by Enrollment Type. Summer classes are counted in the reporting year to which they are assigned by the user. The GED Illinois table is a sub-set of the first table. All classes are counted in the first table, and those that use GED Illinois in any way are then counted in the second table, as well. Please see the DAISi Users Manual for definitions on the various Enrollment Types and for additional information relating to GED Illinois.

 

# of Classes
Total number of classes offered during the fiscal year by Enrollment Type.

 

# of Students
Total number of students who were counted as “enrolled” in each type of class. In OpenEntry and Individualized Instruction Classes, students must have accrued at least 7.5 attendance hours, prior to dropping. In Fixed-Entry Classes, students must have been successfully retained through the mid-term date and have accrued at least 7.5 attendance hours, prior to dropping. The table presents a duplicated count – students are counted once for each class attended during the fiscal year.

 

Self-reported GED’s for GED-IL students
Total number of students enrolled in a GED-Illinois class with a self-reported GED Pass date occurring within the fiscal year – includes both English and Foreign Language GED’s, as recorded in the Testing area. Students who took the GED test but did not pass are excluded, as are students who passed but took the test in a different fiscal year.

 

Authorized Signature and Date
The Program Administrator must sign and date the required reports prior to submission.


NRS PERFORMANCE REPORT

Explanatory Document

Illinois Community College Board

Adult Education and Family Literacy

Overview

The NRS Performance Report is a report due from programs on a quarterly basis. Two versions of this report exist.

 

The first version reflects all activity including all post-testing. The 2nd version applies an attendance hour filter to the testing results. When the 2nd version is generated, the results of any post-testing conducted before the minimum attendance hours were met as established by the test publishers will be excluded from the report. The 2nd version (with AH filter) reflects what programs will be granted credit for in terms of NRS completion rates. 

 

In order to be included in this report, students must have a minimum of 12 hours (see information below for more details), be appropriately pre-tested and have selected a primary goal. They must also be error free within the DAISI system.

 

There are three options available to users when producing the report. * All Funds refers to the required ICCB report, which is described within this document. The ICCB-Restricted Funds option produces a report that includes students funded by grant funds only. The Unrestricted/Other Restricted produces a report including only those students funded by Unrestricted/Other Restricted dollars.

 

Submission Requirements

A signed original must be sent by mail to the ICCB on a quarterly basis (see the Reporting section of the DAISI Manual or the AEFL Provider Manual for further instructions). Due dates are as follows:

 

  • October 30: Includes July-September data

  • January 30: Includes July-December data

  • April 30: Includes July-March data

  • July 30: Includes July-June data

 

 

Students Included

  • In Open-Entry Classes, the student has accrued at least 12 total attendance hours in classes.

    • These hours do not have to occur within one class. For example, 7.5 hours in one class starts the ‘clock’ for a student. They are then included in other reports, but are not included here. To be included here, the student would either need to attend a full 12 hours in that class or they might enroll in a second class and attend the 7.5 hour minimum. The 7.5 hours from two classes would add up to 15 hours, which would render them ‘countable’ in this report. Note that if the student attended one class and attended 7.5 hours and then a second class for 4.5 Page 2 of 7 hours, although this adds up to 12, they would not be counted, as the ‘clock’ does not start in any one class until they accumulate 7.5 hours.
       

  • In Fixed-Entry classes, the student has been successfully retained through the mid-term date and has accrued at least 12 attendance hours in that class, prior to dropping. 
     

  • Students are included in this report regardless of their funding source.
     

  • Those enrolled in Foreign Language GED and Vocational classes are excluded from this report.
     

  • If a student attended both an eligible class and a VOC or Foreign Language GED class, the hours associated with the Vocational or Foreign GED class is omitted.
     

  • Must be free from all Errors identified via the DAISI Error Check.
     

All tables provide an unduplicated student count. HSCR students are not listed out separately in this report but are included. They are placed in the appropriate ABE or ASE level, based upon their TABE pre-test score.
 

 

Students placed in tables based on the following criteria:

The tables present an unduplicated student count. If a student attended more than one class (over 7.5 hours attended in each in order to count that class), and each had a different instructional type, the following criteria would be used in placing the student. This functions differently than within the Program Status Report, where the placement would be determined based on the area containing the larger number of attendance hours. Remember that a student must have a minimum of 12 attendance hours to be included in this report. Each student is unduplicated in this report.

  

  • If enrolled in a Vocational or a Foreign GED class and something claimable, the student is included in the claimable area and any hours associated with the Voc or Foreign GED class are excluded. The student would be counted in the NRS level that corresponds with their placement based on the pre-test of the other claimable area.
    • If student only attended a Vocational or Foreign GED class, they are excluded entirely.
       
  • If dually enrolled in ABE and ASE instruction, the student is placed in the category represented by their pretest level as indicated by the TABE. For ABE and ASE enrollments, the required assessment is the TABE-R (unless the course has a Math-Only designation in which the required assessment becomes the TABE-M). For ABE and ASE enrollments that are not Math-Only students can also be administered a TABE-M if the program elects to do so. This would most often be done when the student is in a General Skills course with an emphasis being spent on math instruction. If both TABE-R and TABE-M have been administered, the student’s placement would be based on the following:
    • The assessment showing the lowest Educational Functioning Level (EFL)
    • If both assessment show the same EFL, placement would be based on the assessment with the lowest scale score
    • If both EFLs are the same and both scale scores are the same, the placement would be based on the first assessment given.
    Attendance hours from both ABE and ASE instruction would be recorded in that NRS Level.
     
  • If the student is enrolled in a Math Only class and nothing else, the student will be placed in the instructional category associated with the student’s pre-test score on the TABE-M. However, if the student is dually enrolled in a Math-Only class (as ABE or ASE) and any other type of instruction (ESL or ABE/ASE), the student is assigned to a category based on the assessment showing the lowest EFL.
     
  • If the student receives ESL services, placement is based on the ESL assessment administered. If multiple ESL assessments are given (programs can elect to give two different ESL assessments during a FY if needed), placement will be based and progress measured based on the pre-test of the assessment that reflects the lowest EFL. If both ESL pre-test assessments reflect the same EFL, the one with the earliest date would be used. Note there is an exception in a case where the student has two assessments that both reflect a pre-test level at ESL Advanced if one of those assessments is the BEST Literacy. Since students can’t test outside the Advanced range on the BEST Literacy, the placement (and follow-up progress) would be measured based on the other assessment reflecting the ESL Advanced level.
     
  • If dually enrolled in ESL and either ABE or ASE the student is assigned to an NRS category based on the assessment that reflects the student’s lowest EFL. When determining the lower EFL, ESL is classified as a lower level than ABE or ASE levels so the student will be placed based on the ESL assessment. There are two exceptions to this that are as follows:
    • If the student’s only ESL assessment was BEST Literacy and the pre-test level for that assessment reflected the ESL Advanced level, placement would be based on ABE/ASE testing. This is because a level gain at that level isn’t possible.
    • If the ESL assessment pre-test(s) placed the student in the ESL Exit Criteria range, the student’s placement would again be based on the ABE/ASE instruction and the results of the TABE testing.

  

The attendance hours connected to a dually enrolled student move along with them to one category. In other words, if a student was both in an ASE and an ESL class, and ended up classified as ESL after considering the above criteria, all attendance hours, both those in ESL and those in ASE, would count in ESL. The hours follow the student.

 

Based on the above criteria for placement of students, the information outlined below explains each table in the report.

 

 

Table #1: Participants by Entering Educational Level, Ethnicity, and Sex

This table outlines the various NRS levels and places students in these levels by ethnicity and gender.

 

 

Table #2: Participants by Age, Ethnicity and Sex

This table outlines various age ranges and categorizes students by ethnicity and gender in those age ranges.

 

 

Table #3: Participants by Program Type and Age

This table categorizes students by age and educational functioning level (within the instructional types).

 

 

Table #4: Educational Gains and Attendance by Educational Functioning Level

Explanation of columns:

  • Column A – Entering Educational Functioning Level: Level student is placed in based on pre-test score.
  • Column B - Total Number Enrolled: Total number of students (those with 12 attendance hours, as described earlier).
  • Column C - Total Attendance Hours: Total number of attendance hours connected to students in column B.
  • Column D – Number Completed Level: This column indicates that a level completion has occurred if any one of the following criteria is met. 
    • The student moved into a higher NRS level based on a level gain (NRS level gain based on EFLs) from pre to post test. 
      The following two reasons grant a level gain only if the student is classified as ASE High
       
    • The student passed the GED that year, as self-reported in DAISI (whether or not they had a post-test and/or level gain) 
    • Obtained a high school diploma and separated from the program.
  • Column E – Number who Completed a Level and Advanced One or More Levels: This is a Sub-set of Column D. It includes the following:
    • Students who completed a level and then had attendance hours logged in after the level completion (post-test).
    • Students who passed the GED that year, as self-reported in DAISI (whether or not they had post-test and/or level gain).
  • Column F - Number Separated Before Completed: Number of students who separated from the program and either never post-tested or post-tested but did not advance a level. 
  • Column G – Number remaining within Entry Level: Number of students still enrolled (not separated) who either never post-tested or who post-tested but did not advance a level.
  • Column H – Percentage Completing Level: Column D (Number completed level) divided by Column B (Total Number Enrolled).
 

 

 

Table #4b: Educational Gains and Attendance for Pre- and Post-tested Participants

This table is identical in format to Table #4. However, Table #4 reflects results for all students included in this report while Table #4b only looks at individuals who were pre and post-tested (or ASE High students who were granted a level gain based on reasons outlined above) and excludes those who did not receive a post-test. The following is an explanation of columns: 

  • Column A – Entering Educational Functioning Level: Level student is placed in based on pre-test score.
  • Column B - Total Number Enrolled: Total number of students (those with 12 attendance hours who have both a pre and post test)
  • Column C - Total Attendance Hours: Total number of attendance hours connected to students in column B.
  • Column D – Number Completed Level: This column indicates that a level completion has occurred if any one of the following criteria is met.
    • The student moved into a higher NRS level based on a level gain (NRS level gain based on EFLs) from pre to post test. 
      The following two reasons grant a level gain only if the student is classified as ASE High
    • The student passed the GED that year, as self-reported in DAISI (whether or not they had a post-test and/or level gain).
    • Obtained a high school diploma and separated from the program.
  • Column E – Number who Completed a Level and Advanced One or More Levels: This is a Sub-set of Column D. It includes the following:
    • Students who completed a level and then had attendance hours logged in after the level completion (post-test).
    • Students who passed the GED that year, as self-reported in DAISI (whether or not they had post-test and/or level gain).
  • Column F - Number Separated Before Completed: Number of students separated from the program who post-tested but did not advance a level
  • Column G – Number remaining within Entry Level: Number of students still enrolled (not separated) who post-tested but did not advance a level.
  • Column H – Percentage Completing Level: Column D (Number completed level) divided by Column B (Total Number Enrolled).

 

 

Table #5: Core Follow-up Outcome Achievement

(COMING SOON)

The information provided in this table identifies the students who will be included in the four Core Outcome Measures. Only students meeting certain criteria and who are separated (or exit) from the program are included in these measures. Students are placed in the four measures based on the following:

  • Entered Employment – This measure is determined by students who are not employed at the time of entry into the program, who are in the labor force and who exit during the program year.
  • Retained Employment – This measure includes students from two groups. These groups include the following:
    • The students who enter the program employed and who exit during the program year
      This measure (when calculated to determine the program’s success rate) will also include the following:
    • The students who were counted in the success rate for Entered Employment
  • Earned HS Diploma or GED – This measure includes students who take all parts of the GED tests and exit during the program year, and all students enrolled in adult high school at the ASE High level who exit during the program year.
  • Entered Post-Secondary - Students in this measure are made up of three groups. These groups include the following:
    • The students who have a secondary credential upon entry and exit during the program year, and
    • The students who enroll in a course specifically designed for transitioning to postsecondary education and exit during the program year.
      This measure (when calculated to determine the program’s success rate) will also include the following:
    • The students who were counted in the success rate for Receipt of a Secondary School Diploma or GED Certificate Measure (i.e. earned their GED or received their High School diploma).

       



Table #5A: Core Follow-up Outcome Achievement for Participants in Distance Education

(COMING SOON)

The information in this table uses the same logic for determining the students to be placed in the Core Follow-up Measures. However, this table is a subset of students who are enrolled in Distance Education. In order to be included in this table, the student must have at least 12 attendance hours in Distance Learning. Once that is met, the same criteria outlined above are used to determine placement in the four Core Follow-up Measures.

 

 

Table #6: Participant Status and Program Enrollment

The information for this table is pulled from the Student Status screen area.

  • Column A – Participant Status and Program Enrollment: This column list the data collected on the student status screen

    • Program Type and Institutional Programs are pulled from the “Enrolled In:” area on the status screen.
  • Column B – Number of Participants: This column list the number of students who have the item “checked” or indicated on the Student Status Screen. 

  • Please note the following: 

    • #3 Employed will include both students who are employed Part or Full-Time 
    • #6 Public Assistance includes all students who are marked as “Yes” in response to the “On Public Assistance” field. This column is not tied to the Public Aid Funding Source. 
  • The table also provides information on the highest degree of school completed. These numbers are further broken down by US Based Schooling and Non-US Based Schooling. Information on the number of students enrolled in various program types (i.e. Family Literacy, Workplace Literacy, Program for the Homeless and Program for Work-based Project Learning) is provided.

  • The table also provides information about students served in Institutional Programs such as Correctional Programs and Community Correctional Program. 

  • Secondary Status numbers (i.e. Low income, Displaced Homemaker, Single Parent, Dislocated Worker and Learning Disabled Adults) are provided.

 

 

Table #7: Adult Education Personnel

The information is pulled from two sources and consists of the following columns:

  • Column A – Function: This column explains the function of the staff person.

  • Column B – Total Number of Part-Time Personnel: This column indicates the number of part-time personnel by function.

  • Column C – Total Number of Full-time Personnel: This column indicates the number of full-time personnel by function.

    • The next column totals the numbers from Columns B and C by function.
  • Column D – Unpaid Volunteers: This column indicates the number of full-time personnel by function.

  • Please note the following:

    • Information for Administrative, Counselor and Paraprofessional Personnel will be collected based on the data entered into the Adult Education Personnel table (Table 7) outlined in the quarterly reporting instructions.
    • This table also identifies the Teacher’s Years of Experience in Adult Education and the various levels of Teacher Certification. 

 

 

NRS Goal Table – Primary Goals

These tables show how many students at each level chose a particular goal as a primary goal. The key at the bottom defines the numerical column headings. All students are required to set a Primary goal. In addition, under each goal number, the following information appears:

  • Set: This column represents the number of students who set the specific goal by goal number and by NRS level.

  • Ach: This column represents the number of students who achieved this particular goal.

  • Total: This column represents the total number of goals set and achieved by NRS level.

 

 

NRS Goal Table – Secondary Goals

These tables show how many students at each level chose particular goals as a secondary goal (if applicable). The key at the bottom defines the numerical column headings. The same information regarding the number of goals set and achieved are includes here as well as the totals for secondary goals. While primary goals are required, secondary goals are optional.

 

 

Testing Data

This table outlines the number of student pre and post-tested, regardless of whether a gain occurred or not. The table only includes students who are NRS eligible. This table breaks out by NRS level the following:

  • Pre-Tested: Total number of students pre-tested by NRS level. Student is placed into NRS level based on criteria outlined at the beginning of this document.

  • Post-Tested: Total number of students post-tested by NRS level.

  • Post-Test Rate – This column provides a post-test rate by NRS level.

  • In addition to pre and post-test information by level, the table also provides the total number of students’ pre and post-tested in the program with an overall post-testing percentage.

  • Remember that HSCR is not broken out into a separate instructional type within this report – the students are included in the ABE/ASE counts, according to their grade level equivalency.

 

 

Authorized Signature and Date

The Program Administrator must sign and date the required report prior to submission.


 

AEFL Certification of Units Report

Explanatory Document

Illinois Community College Board - Adult Education and Family Literacy


Overview

The AEFL Certification of Units Report is a one page report. This report is used as a basis for headcount and unit information utilized for the ICCB AEFL funding formula.

 

Students Included

In order for a student to be included in this report, the student must meet the following criteria:

* In Open-Entry Classes, have accrued at least 7.5 attendance hours in a single class section, prior to dropping.

* In Fixed-Entry classes, have been successfully retained through the mid-term date and have accrued at least 7.5 attendance hours in that single class section, prior to dropping.

* The hours described above must have taken place within a class funded by one of the following funding sources:

* 3405 - State Basic

* 3410 - State Public Assistance

* 4800 - Federal Basic

* The student must be free from all Errors identified via the DAISI Error Check.

SPECIAL NOTE: Students funded with only State Performance, Federal EL/Civics, Unrestricted or Other Restricted all excluded from the report. All units associated with State Performance or Federal EL/Civics are excluded from this report.

 

Total Unduplicated Enrollment

The number in this box represents the total number of students the program will be granted credit for in terms of the ICCB-AEFL funding formula. It represents the total number of students meeting the criteria for inclusion as outlined above in the “Students Included” section.

 

Total Units of Instruction

The Total Units of Instruction table is divided into several different columns. The units displayed in the table are assigned to the row based on the student’s level as determined by their pre-test and the corresponding funding source used to support their instruction for each claimable class enrollment.

* Those enrolled in Foreign Language GED and Vocational classes (where testing is not required) are included here. However, the placement of the student’s units in the table is determined by the funding source used to support the instruction that generated the units and not by any testing results. In short, VOC units appear on the Vocational row and Foreign Language GED units appear on the Other Units row regardless of student testing results.

The table further delineates between Restricted and Non AEFL Funds as to classify the units for students who, during the fiscal year, are funded both with the noted grant sources and Unrestricted or Other Restricted funds.

 

SPECIAL NOTE: The units generated by students whose ESL pre-test places them in the Exit Criteria range are reported on the Advanced ESL row of the table. There is no weighting given to this category.


Placement of units for students enrolled in two instructional categories (i.e. ABE/ASE and ESL) or with dual ESL test types

Placement of units for students enrolled in two instructional categories


If a student is dually enrolled in ABE or ASE courses and ESL courses, the units displayed in the table will be based on their pre-test for each instructional category. Consider the following example:

 

* Juan enters the program and is assessed with a CASAS. That test places him at the ESL Advanced level. He then enters an ESL class where his instruction is supported with State Basic and he earns two units. Later in the fiscal year, he transitions to ABE. He is assessed with the TABE and is assessed at the ABE Beginning Literacy level. He then enters an ABE class earning another two units and his instruction is supported with State Basic again.

a. In this scenario, all of Juan’s units will be reflected in the State Basic column. However, the two units earned in ESL will be placed in the Advanced ESL row and the two earned in ABE will be placed on the “Beginning Literacy to Beginning ABE” row.

 

Placement of units for students with dual ESL test types


If a student receives two ESL assessment types during the year, the row (or Performance level) utilized for placement of units follows the same logic as the NRS Performance Report.

 

For ESL students with two types of ESL test, the student's units will be placed based on the assessment that reflects the lowest ESL Educational Functioning level. If both assessments show the same level, that level will be used.

 

For students with appropriate ABE/ASE or HSCR instruction and who receive both a TABE-R and a TABE-M, the units will be placed based on the assessment reflecting the lowest Educational Functioning Level.