Family & Community Adult Education Adult & Community Learning Services
Adult and Community Learning Services

Steps to Start Fiscal Year 2008

1. Agency

• Update agency information

2. Projects

• Update project information, project roles and project coordinator

3. Sites

• Update site information and site coordinator

4. Staff

• Add new staff information and salary information - use the lookup if staff have transferred from other agencies within the state
• Update work e-mail field for all staff
• Edit salary information for current staff if there were any changes in the salary data transferred from the staff plan in the approved program plan
• Add professional development activities for staff who attended trainings other than those provided by SABES

5. Classes

1. Class Completion
   • Use the Post Planning-Class Completion screen to "complete" the classes generated from the Program Plan and enter the following:
   • Basic Information - subject, language, and instructional method
   • Monthly schedule - hours per month (review the calendar carefully)
2. Class Instructors
   • Assign instructors to classes
3. Class Enrollment
   • Enroll students in classes - note that students may be enrolled without a primary assessment area or a primary goal but attendance cannot be entered until a primary assessment is entered
4. Class Attendance
   • Enter attendance monthly

6. Students

• Convert partial intakes to full intakes
• Enter new students
• Enter assessments and set primary area (Note: students can be enrolled in classes without an assessment in the primary area but attendance cannot be entered until the primary assessment area is indicated).
• Enter goals
• Update all current student information
• Users may choose to copy over any May/June assessment administered in FY07. After you edit the assessment area, you will see a box in the first column under the copy icon next to the May/June test. Click on the box and hit "Save" and the test will be copied to FY08. The copied scores will be pre-tests for FY08, will be color coded to indicate they were copied, and will be listed with a 7/1/2007 date. The two-month minimum between administering tests is still required.

Note: All students who were not exited from the site are still listed as current students. You should exit students who are no longer current in your program. Remember - if students return at any time, they are still in the database. After you select Intake in the student section, you can use the Lookup button and enter the first few letters of the student's name to start the search. The student information is retrieved from the database. Some information will need to be updated, but most of the information is still listed.

7. Volunteers and Matches

• Add new volunteers
• Create new matches
• Assign new students to existing matches if necessary
• Enter match attendance for new and continuing matches- for the volunteer and student
• Assign volunteers to classes if they are in-class assistants
• Enter attendance in class screen for in-class assistants
• Dissolve matches that ended