FY23 Closeout Webinar for Program Administrators
The FY23 Closeout Webinar for Program Administrators, Data Managers, and key Data Personnel is scheduled for Monday, May 15th, 2023, from 1:30 to 3:00 pm. The webinar will cover topics such as data clean-up, transitioning from FY23 to FY24, important updates, announcements, and a Q&A session. Participants are advised to keep audio and video muted during the presentation and use the chat for questions. Details on GALIS user clean-up, site management, and class recording guidelines will be discussed.
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Thank you for joining us The webinar will start at 1:30. Please keep your audio and video muted during the presentation. During the session, you can type your questions into the Chat. You can unmute and ask your question verbally at key points in the presentation. Email kbryant@tcsg.edu, if you have any technical issues. All references made to the Helpdesk mean datacenter@tcsg.edu. 1. 2. 3. 4. 5. 6. 1
Office of Adult Education FY23 Closeout FY23 Closeout Webinar for Program Administrators, Data Managers and key Data Personnel Webinar Monday, May 15th, 2023 Monday, May 15th, 2023 1:30 1:30 3:00 pm 3:00 pm Rosaline Tio, Davida Shelton, and Kim Bryant Rosaline Tio, Davida Shelton, and Kim Bryant
Agenda O FY23 Data Clean-Up O FY23 to FY24 Roll Over O Other Updates O Announcements and Deadlines O Questions & Comments 3
FY23 Clean-up: GALIS Users O Review all GALIS User Accounts. GALIS User Accounts. O Remove access Remove access from users who have left the program. O Modify user access Modify user access levels based on their position and duties. O Assign permissions Assign permissions to import online student registration forms into GALIS O SDA Admin, SDA Data Entry, SDA Students O Remind current and new Users not to share their login not to share their login with any other person. Tip: Tip: If you have a new employee that hasn t been issued an institutional email and he/she needs a GALIS logon, insert the Program Administrator s or Data Manager s email address in order to create the account and replace it once his/her email has been issued. 4
FY23 Clean-up: Sites O Check that all sites have complete and accurate addresses, etc. O Remove abbreviations: Remove abbreviations: RYDC: Regional Youth Detention Center O Clarify actual site: Ex. Plum County Adult Learning Center/WorkSource Plum O Make sure what s in GALIS matches other sources matches other sources, like your website. O You can now check whether a site is Corrections and identify what type. O Do not enter a site into GALIS until it is a legitimate site O Delete Delete the site the site, if no hours were generated there during the fiscal year. complete and accurate names, /WorkSource Plum legitimate site. If you cannot make changes to a site, send a request to the Helpdesk. 5
FY23 Sites O All classes recorded under a site must take place at that All classes recorded under a site must take place at that location location. O For a program program- -wide Distance Education class, wide Distance Education class, put it under your main site. O For a regional Distance Education class, programs can use the site associated with the class instructor. If you cannot make changes to a site, send a request to the Helpdesk. 6
FY23 Clean-up: Classes O Check that all accurate information. O Check that all classes are aligned to the correct program program category category. all class entries class entries have complete and O Local programs cannot change this once the class has enrollment and will need to submit the change to the Helpdesk. O Pay special attention to ELA/ESL and IELCE classes ELA/ESL and IELCE classes. O Ex. If the program does not have an IELCE grant, it should not have IELCE classes. O The funding source for the teacher and the class program category should match. 7
FY23 Clean-up: Classes O If a program serves C Corrections accordingly. orrections students, code O Workplace Literacy Workplace Literacy has a very specific definition. It must be offered in collaboration with an employer at a workplace or an off-site location. OAE must approve workplace literacy classes before labeling as such. O If students in classes funded through non-WIOA grants are IELCE IELCE or C Corrections orrections, code them as IELCE (not Contract). IELCE or Corrections Corrections 8
FY23 Clean-up: Classes O Make sure all class meetings (virtual and face-to-face) have days/times recorded for the class. O The classes can also be designated as Distance Education. 9
ESL/ELA vs. IELCE O English Language Acquisition/English English Language Acquisition/English- -as are funded out of Section 231 (Adult Education). Integrated English Literacy and Civics Education classes are funded out of Section 243 (IELCE) as- -a a- -Second Language Second Language classes O Integrated English Literacy and Civics Education O If an IET class consists of IELCE students and non-IELCE students, enter the classes separately in GALIS to designate appropriate class program codes. Only Programs with IELCE funding should have IELCE classes. O Only Programs with IELCE funding should have IELCE classes O Catholic Charities O Central Georgia Technical College O Clayton County Public Schools O Coastal Pines Technical College O Cobb County School District O Georgia Piedmont Technical College O Gwinnett Technical College O International Rescue Committee O Lanier Technical College O Savannah Technical College 10
Focus on Correctional Education Correctional Education: Correctional Education: A program of instruction for adult criminal offenders in correctional institutions Correctional Facility Correctional Facility prisons, jails, reformatories, work farms, detention centers Community Corrections Community Corrections community-based rehabilitation facility or half-way house; also includes community supervision (probation and parole) Institutional Setting Institutional Setting Any other medical or special institution 11
Family Literacy Family Literacy Program Family Literacy Program A program with a literacy component for parents and children or other intergenerational literacy components. O Check to see if any classes are coded as Family Literacy O Only the following programs Only the following programs with Family Literacy funding should have Family Literacy classes. Family Literacy. O Columbus Technical College O Oconee Fall Line Technical College O Savannah Technical College 12
FY23 Clean-up: IET Classes O Any class designated as IET must have the documentation must have the documentation that validates it as an IET class. Class names should be specific. O Class names should be specific. O Bad examples: Fall IET or Ms. Potts IET. O Good examples: Welding and Safety (Fall) IET or Plum County Hospitality IET. complete name of all training providers, even if it s your own institution. Specify the department (e.g. Mountain Technical College Economic Development ) training time, unless the training is provided by adult education or co-taught by adult education staff. O Spell out the complete name of all training providers O Listed times should not include training time 13
FY23 Clean-up: Student Training Reporting O Review the data in the Student Training Reporting Student Training Reporting module. IET, non non- -IET IET, and WPL WPL entries (as applicable). O Look at IET O Use the IET Enrollment and Credentials (AEL7002) IET Enrollment and Credentials (AEL7002) report to verify student data. O Make sure all students who participated are listed. Compare CRN class rolls to entries. class rolls to entries. Compare CRN O Un Un- -enroll students enroll students from IET classes if they chose not to attend (0 hours). 14
FY23 Clean-up: Student Training Certifications O Make sure all applicable industry Make sure all applicable industry- -recognized certifications uploaded for the IET s eligible certificate(s). O Certificates must have official seals and be signed by appropriate personnel. O If you have two documents for one certification, If you have two documents for one certification, upload them as one entry with multiple pages. O The certification upload name should match upload name should match the name of the credential. O Make sure all applicable milestone documentation milestone documentation are uploaded for Workplace Literacy students Workplace Literacy students. O We are also in the process of reviewing uploaded credentials. We will contact you if clean contact you if clean- -up is needed. up is needed. recognized certifications are We will 15
FY23 Clean-up: Staff O Verify that ALL staff members are in ALL staff members are in GALIS O Paid from any adult education funding source O Full-time, Part-time, Volunteers O Includes custodians, substitute teachers, security, etc. O Includes anyone who worked during the fiscal year, even if they have left. GALIS. O Check everyone s position and correct it, if needed. Make sure Program Administrators are entered correctly. O Check everyone s certification and experience. These are mandatory, federally required fields. (Use Local Table 7 AEL0012 to help.) 16
FY23 Clean-up: Staff O Use the Personnel Intake Form (PIF) Personnel Intake Form (PIF) to capture required personnel information (available on Data Management web page). O Can be completed and submitted in hard copy or electronic format. O All staff must fill out (or update) a PIF annually and those data must be updated in GALIS. O Verify all staff have a correct work email address entered in Email Official. professional development opportunities and attendance for FY23 have been entered into GALIS. O Verify that all professional development opportunities attendance O Use the AEL7004 and AEL7005 reports to check PD entries. 17
Staff Emails O The staff member s work email The staff member s work email is designated as Email Official. Use Email to enter a personal or alternative email address. O Use Email to enter a personal Email Official is a required field for all staff. An error message will display if you try to save and it is not complete. O Email Official is a required field for all staff. 18
FY23 Clean-up: Students O Use the AEL0003 report AEL0003 report to review students with no approved pre-test, but more than 12 hours. O If you identify assessment or attendance errors, submit corrections to your GPSC corrections to your GPSC. submit O Make sure students with provisional EFLs correctly. provisional EFLs are entered 19
FY23 Clean-up: Students O Check for duplicates Check for duplicates (involve multiple staff in process). You can usually identify duplicates by last name. O Use the GALIS dashboard to find students who need an updated student intake student intake or if they have missing required fields missing required fields. updated 20
FY23 Clean-up: Student Secondary Goals O Report achievements of all secondary student for IELCE students IELCE students (federal report): O Achieve Citizenship Skills O Vote or Register to Vote O Increase Involvement in Community Activities O Achieve U.S. Citizenship (state goal) O And for Family Literacy Students Family Literacy Students (federal report): : O Leave Public Assistance Program O Increase Involvement in Children s Education O Increase Involvement in Children s Literacy Activities O Use the AEL7014 AEL7014 report to review secondary goals. all secondary student goals goals, but especially Local programs determine their own system for collecting information for secondary goal completions. 21
FY23 Clean-up: Attendance O Ensure proxy hours have been entered correctly. O In-person hours should be entered as Classroom O In-person hours by student are entered as Contact Hours O Distance education hours should be entered as Online includes clock-time, learner mastery, or teacher verification model hours. Classroom. Contact Hours. Online. This O Distance education hours by student are entered as Proxy Contact Contact. AEL0011 and AEL7007 AEL7007 report to check your Online vs. Classroom hours for accuracy. Proxy O Use the AEL0011 22
FY23 Reminder: Exclusions O Programs can request reporting exclusions for students who meet the following Programs can request reporting exclusions for students who meet the following criteria: criteria: O Medical Reasons Medical Reasons - - The participant exits the program because of medical treatment that is expected to last longer than 90 days and precludes entry into employment or continued participation in the program. O Active Active Military member of the National Guard member of the National Guard or other called to active duty for at least 90 days. (This is not applicable to non-reserve troops.) Military The participant exits the program because the participant is a or other reserve military unit reserve military unit of the armed forces and is O Death: Death: The participant is deceased. O The exclusion will be associated by POP. Any attendance will trigger a new POP and end the exclusion. 23
FY23 Reminder: Exclusions O In all cases, documentation must be submitted. documentation must be submitted. Examples include public notices, emails, and orders. Contact your assigned GPS Coordinator if you have students to exclude. They will instruct you how to submit the documentation securely. July 7 7, 2023 General Reminder Anytime you send student data to a staff member: Anytime you send student data to a staff member: O Contact your assigned GPS Coordinator O Deadline for FY23 exclusions is July O General Reminder O Identify students only by their Student ID#. O Encrypt your emails. TCSG college staff can insert Encrypt anywhere in the subject line to encrypt their email. , 2023. O Share the documents via a OneDrive or Dropbox link. 24
Ongoing Data Entry Deadlines O Contact hours for intake, assessment, class time, and transition activities should be recorded into GALIS within 5 business days 5 business days. O Attendance should correspond to the date of the activity. O EXCEPTION Intake hours can be recorded on the date of the pre- test O EXCEPTION Proxy Contact Hours (Distance Education) weekly total entered on a specific day every week (local program procedure) O Assessment results must be entered within 10 business O Data entry is blocked for activity that is more than 30 days old 10 business days 30 days old. days. 25
Post-Testing Guidance O We have observed declining post rates rates (post-tested students earning MSG via post-test gain Table 4B). O Assessment Policy hours before post-testing are just minimums minimums per test publishers. O Avoid applying standard rules for all students without considering differentiated needs. O Use informal assessments informal assessments to gauge readiness. O Review your local NRS Table 4B local NRS Table 4B reports (AEL0097 all MSGs and AEL0023 post-test gain only). declining post- -test success test success MSG MSG for Post for Post- - Tested Students Tested Students 72.29% 64.75% 63.73% 59.13% 57.77% Fiscal Year Fiscal Year FY19 FY20 FY21 FY22 FY23 YTD 26
FY23 GALIS Deadline O FY23 Local Program deadline for ALL data entry: Friday, July 14, 2023 at 5:00 pm Friday, July 14, 2023 at 5:00 pm 27
FY23 Q4 Local Program Data Quality Report Deadline O Q4 Local Program Data Quality Reports are due: Friday, July 21, 2023 Friday, July 21, 2023 28
Questions or Comments about FY23 Closeout? 29
FY24 GALIS Opening Day O GALIS will be down for FY24 changes on Tuesday, June 13 at 4:00 pm 4:00 pm and will be back up on: Tuesday, June 13 at Wednesday, June 14, 8:00 am Wednesday, June 14, 8:00 am 30
FY24 Sites O Rolling over sites: Rolling over sites: O Check the information Check the information for each site before rolling it over. O Do not roll over sites that have not been corrected (name, address). O ONLY roll over sites that are active ONLY roll over sites that are active and have students. O Do not create new sites for each FY Do not create new sites for each FY; roll over active sites when you can. O You can check the box to identify Corrections sites and specify the type. (name, address). If you cannot make changes to a site, send a request to the Helpdesk. 31
Setting up FY24 Classes O Should we rollover our current schedule of classes or create all new classes rollover our current schedule of classes or create all new classes? O Each Program has to decide Each Program has to decide how to set up classes based upon factors like: O Your organization s timeline to bring students back to class sites O Changes in who you are serving and how you are serving them O Remember: Remember: Meeting Days/Times/Distance Education settings can be updated any time. Days/Times should reflect F2F and/or virtual class times. O Remember Remember: If an IET class consists of IELCE students and non-IELCE students, enter the classes separately in GALIS to designate appropriate class program codes. O Remember Remember: Check IET for all IET classes! IET classes must have correct Eligible Certificates selected when creating the class before enrolling students in order to upload certificates in Student Training Reporting. 32
FY24 Teachers O Certain data fields for teachers will not roll over data fields for teachers will not roll over from one year to the next. O Degree O Years of Experience O Certification O Use Use the PIF the PIF to collect updated teacher information each year to ensure all teacher data fields are complete. O Email Official Email Official is a required field. O Staff with missing required fields cannot be assigned classes. O Teachers can also update their contact and emergency contact update their contact and emergency contact information, as needed. Remember, N/A is not a valid response for the Certification category for Teachers; Use No Certification Remember, N/A is not a valid response for the Certification category for Teachers; Use No Certification 33
TargetX Full Implementation O TargetX is here! O All online student registration forms will come in through All online student registration forms will come in through TargetX full implementation full implementation. O Programs can continue to use existing intake procedures for corrections. O Any other exceptions must be approved by OAE. O TargetX requires a unique email address unique email address for each student. O Once the application is submitted, the information will appear in the GALIS Online Registration tables. This can take up to one hour. O Report issues with applications to your TargetX Lead. O Include student application name to help troubleshoot. Screenshots are great. TargetX upon upon 34
FY23 Continuing Students and Rollover into FY24 O Students who continue their enrollment into FY24 continue their enrollment into FY24, without a break in attendance: O Will not need to complete Will not need to complete a new Student Registration Form (electronic or paper-based). O Will not show up Will not show up on the program s dashboard unless a required field is missing. O Can be asked to confirm contact and emergency contact contact and emergency contact information information. 35
FY23 Students (no attendance for 90 days) and Rollover into FY24 O Students who Students who return to the program after a 90 return to the program after a 90- -day break at least .25 hours of attendance: O Will Will show up show up on the program s dashboard if missing required information. O Should complete Should complete a new a new Student Registration Form (now through Student Registration Form (now through TargetX O Certain data fields will not roll over will not roll over to a new POP, such as: O Race/Ethnicity and Gender O Highest school grade and education level O Labor Force Status O Student Status day break and then earn TargetX). ). 36
FY24 Pre-tests O Reasons a student would need a new pre-test in FY24: O New student New student that enrolls after July 1, 2023. O Last assessment is more than 270 days old O Student is transitioning from an ESL assessment to TABE. transitioning from an ESL assessment to TABE. O The ESL assessment will roll over (except levels without exit criteria), The ESL assessment will roll over (except levels without exit criteria), but any of the student s TABE achievements will still be reported, and will show up on the ESL EFL row for that fiscal year. (Note: There is not a prescribed wait time between an ESL post-test and a TABE pre-test.) When the next fiscal year rollover occurs, the last test (TABE) will be the one that rolls over. 270 days old. 37
Rolling Over Tests from FY23 to FY24 O We are working towards the automatic import GALIS from DRC in FY24 GALIS. O As part of this process, any test dated July 1, 2023 and later will automatically import into FY24 GALIS. O With this in mind, programs should wait until the student s last post for FY23 has been entered for FY23 has been entered before rolling them into FY24. O With the automatic TABE 11/12 import, all instructors and staff will need to check that assessments are populating correctly. O Programs will need to review student data in DRC review student data in DRC for accuracy to avoid matching errors. automatic import of TABE 11/12 scores into wait until the student s last post- -test test 38
TargetX Online Student Registration Forms O Online student registration forms are now submitted through TargetX TargetX. O When a student completes an online form it goes into a holding place that is not attached to any particular fiscal year not attached to any particular fiscal year. O You can pull the record into FY23 or FY24, You can pull the record into FY23 or FY24, as applicable. Be careful between June 15 and July 15, when you are working in two fiscal years. You don t want to pull records into the wrong fiscal year. O Online forms are held for one year Online forms are held for one year from the completion date. O Student information will remain in TargetX. 39
Student Registration Form Best Practices O Prior to rolling over students, verify if the student has submitted a new verify if the student has submitted a new online application online application. It would have the most current information. O When searching for students, the system will search for existing students at all programs. If the Online application If the Online application information ( different then it will NOT match. different then it will NOT match. information (Name/DOB) is Name/DOB) is O When students are added to GALIS as a NEW student, search by the name name prior to entering new data such as test scores/conference notes. The search results will allow you to check for duplicate students. search by the last last O FY24 GALIS will enable you to search by first and last name. 40
GALIS Reminders- Password Reset O If you forget your password, If you forget your password, click on the link to reset your password. 41
Reset Your Password O Enter your username and hit Submit. O Confirm your identity by entering the answer to your security question. 42
Reset Your Password O The system will email you a link to reset your password. O Save your new password and login. 43
GALIS Helpdesk O Click on: 44
GALIS List Serve O Moving forward, TCSG will automatically update the GALIS list serve to include all GALIS users to streamline communication regarding GALIS updates. 45
A Note about GALIS Reports and Cognos O Refer to the GALIS Reports User Guide GALIS Reports User Guide on OAE s website or the GALIS Help page. The User Guide provides a description of each report and how it can be used, as well as an estimated timeline of planned reports. O If you want to request a report or provide feedback on an existing report, email research@tcsg.edu with your request. O If you have an ad hoc data request, submit your request to rtio@tcsg.edu. 46
FY23 GALIS Deadline O FY23 Local Program deadline for ALL data entry: Friday, July 14, 2023 at 5:00 pm Friday, July 14, 2023 at 5:00 pm 47
Records Retention Fiscal Year Fiscal Year FY 2018 FY 2019 FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 Status Status Archived: Eligible for destruction on 12/31/23 Archived: Eligible for destruction on 12/31/24 Archived: Eligible for destruction on 12/31/25 Archived: Eligible for destruction on 12/31/26 Archived: Eligible for destruction on 12/31/27 Available for review Available for review Follow your organization s procedures for records archival and destruction. 48
Final Questions? Comments? 49
FY24 GALIS Updates Webinar O Live webinar discussing FY24 GALIS Updates: Wednesday, June 7, 2023 at 2:00 pm Wednesday, June 7, 2023 at 2:00 pm Registration link available in chat. Registration link available in chat. 50
