Field Guide to AEM

AEM::STUDENTS Field Guide

April 2003 STUDENTS – NAME AND PICTURE (ALL SCREENS)

FIELD NAME DESCRIPTION / INSTRUCTIONS Name readout The student’s full name: First Middle Last Suffix (Maiden)

Can be used to find particular students by entering either whole or partial name after clicking on the “Find” button. Student’s picture This is where the student’s picture shows when entered to the database. Defaults to “PICTURE MISSING” when no picture has been entered.

AEM::STUDENTS Field Guide - pg. 1 STUDENTS – TOP LEFT AREA (ALL SCREENS)

FIELD NAME DESCRIPTION / INSTRUCTIONS Intake date Required field

Enter the date the student entered your program during the current program year.

This field is required for all students, that is, all current students need to have an intake date during the program year. Soc Sec # Enter the student’s Social Security number

Entering a Social Security number for all students is not required, but it is strongly recommended. Social Security numbers are the student’s unique identifier used for data matching. Site From the drop-down list, choose the place (centre, classroom, and program) where the student receives instruction. The list attached to this field is produced from all entries in the “Centres” module.

Note: A student may receive instruction at more than one site, but each student should be associated with one site. Instructor From the drop-down list, choose the instructor or staff person with the main responsibility for the student’s file. The list attached to this field is produced from entries in the “Staff” module – only staff persons associated to the centre chosen in the field above will show in this list.

In this field you would most likely enter the instructor who enrolled the student, or the instructor who knows the student best.

AEM::STUDENTS Field Guide - pg. 2 STUDENTS – STATUS AREA (ALL SCREENS)

FIELD NAME DESCRIPTION / INSTRUCTIONS STATUS Calculation. Status can be “ACTIVE” “NOT ATTENDING / Needs to be exited” “Extd mm/dd/yy – FOLLOW-UP / ( * )” “DONE for program year / Exited month day, year”

* Needs data in this area B/L = Beginning level (initial educ funct level) E/L = Ending level G1 = Main follow-up goal G2 = Secondary follow-up goal Survey = Follow-up survey or interview

Yr Calculation, based on intake date: returns the program year Curr Pr/Yr Calculation: is the student enrolled in the current program year? (Returns “Yes” or “No”) 12+ hrs Calculation: does the student have 12 or more contact hours entered to the database? (Returns “Y” or “N”) Beg/Lvl Calculation: does the student have an initial educational functioning level set? (Returns “Y” or “N”) End/Lvl Calculation: does the student have an ending educational functioning level set? (Returns “Y” or “N”) TANF Calculation: is the student marked as TANF eligible? (Returns “Y” or “N”)

AEM::STUDENTS Field Guide - pg. 3 STUDENTS::PERSONAL INFO::NAME/ADDRESS

FIELD NAME INSTRUCTIONS First name Required field

Enter the student’s first (or given) name. Middle name Enter the student’s middle name or initial. Last name Required field

Enter the student’s last (or family) name. Title Enter one choice from the attached, editable list (Miss, Mrs., Ms., Mr., etc.).

Used when addressing student in letters. Suffix Type in Jr., Sr., III, or any other suffix the student uses as part of his/her family name. Maiden name Enter the student’s maiden name.

Used in the GED transcript Alternate contact Enter the person or persons to contact in the event of an emergency, or if the student can not be contacted otherwise for follow-up. Relationship Enter the relationship of the student to the person/s listed in alternate contact. Alternate phone Enter the phone number for the person/s listed in alternate contact Mailing address, Enter the student’s current address. City, State, And Zip code

AEM::STUDENTS Field Guide - pg. 4 FIELD NAME INSTRUCTIONS Student lives in a Radio button choice: Y or N rural area The NRS definition of rural residency is: “learner who resides in a place with a population less than 2,500 and outside an urbanized area. An urbanized area includes a population of 50,000 or more in a city and adjacent areas of high density.”

If neither choice is marked, it is assumed to be “Y”. Home phone Enter the student’s current home phone number.

It is important that you have a phone number where you can contact the student for follow-up. e-Mail address Enter the student’s current e-Mail address.

Used to contact students, e.g., for follow-up. College ID Used if your ABE program is part of a college program and your college assigns a college ID number to your enrolled students.

Can be used for data matching or other data transfer between your program and your college Pull Radio button choice: Y or N

This is a “switch” to group students when you have no other common identifier to group them. Has a valid Social Radio button choice: Y or N Security # Some students are assigned temporary Social Security numbers. This field allows you to enter those temporary Social Security numbers to the Soc Sec # field, yet group those students that have a valid (or real) Social Security number.

Used for data matching Signed consent form Radio button choice: Y or N

Answers the question, Did the student sign the “Consent to Release” portion of the Intake Form, or the separate “Consent to Release Information” Form?

AEM::STUDENTS Field Guide - pg. 5 STUDENTS::PERSONAL INFO::FAMILY/HERITAGE

FIELD NAME INSTRUCTIONS Date of birth Enter the student’s date of birth.

Used in the age calculation Age today Calculated field - shows the student’s current age Age at intake Calculated field - shows the student’s age at intake into the current program year (this age calculation is used for the Tables) Gender Mark one. Choices: “Female” “Male” Ethnicity Mark one. Choices: “American Indian or Alaskan Native” “Asian” “Native Hawaiian or Pacific Islander” “Black or African American” “Hispanic or Latino” “White”

If a student marks no ethnicity or more than one ethnicity on his/her intake form, choose the racial/ethnic group to which he or she appears to belong, identifies with, or is regarded in the community as belonging. Language Choose the student’s native (or main) language from the drop-down list.

This list is editable.

AEM::STUDENTS Field Guide - pg. 6 FIELD NAME INSTRUCTIONS Marital status Mark one. Choices: “Single” “Married” “Divorced” “Separated” “Widowed” “Unknown” Has children? Mark one from the radio button choices: Y or N

If neither choice is marked, it is assumed to be “N”.

Used to help determine TANF eligibility Nr. adults in household Enter the number of adults (18 years and older) living in the household.

Used to determine TANF eligibility, and in the low income calculation Children 0-5 yrs Enter the number of children 0 to 5 years of age living in the household.

Used to determine TANF eligibility, and in the low income calculation Children 6-17 yrs Enter the number of children 6 to 17 years of age living in the household.

Also used to determine TANF eligibility, and in the low income calculation Is a single parent? Mark one from the radio button choices: Y or N

AEM::STUDENTS Field Guide - pg. 7 STUDENTS::PERSONAL INFO::EDUCATION

FIELD NAME INSTRUCTIONS Last school attended Enter the name of the last school at which the student attended.

This field and the three below is used for the GED transcript City/State or Country If last school attended is in state, enter the city where school is located. If out-of-state or out-of-country, enter state or country. Year of withdrawal Enter the last year the student attended school Highest grade completed Choose from the drop-down list, enter the last full grade completed Reason for leaving school Reasons the student dropped out of school, if he/she dropped out of school.

This information can help you determine student goals. Enrolled in ABE before Enrolled in an ABE program before, either your program or another program

Mark one from the radio button choices: Y or N When/Where If field above is “Y”, name and location of the ABE program attended before, and approximate dates of attendance Enrolled here before Enrolled in your program before, any year

Mark one from the radio button choices: Y or N Enrolled here this past Enrolled in your program before, during the prior program year year

Mark one from the radio button choices: Y or N

AEM::STUDENTS Field Guide - pg. 8 STUDENTS::PERSONAL INFO::HOW FOUND OUT

FIELD NAME INSTRUCTIONS Found out / Referred by Mark one or more from the choices offered. You can add further choices under “Other”.

Information in this field could be used to determine which method has best worked to promote the services offered by your program, and better promote them in the future. If referred by an If the student was referred to your program from another agency, contact name agency, enter the name of the referring agency/contact person (or case worker) at the agency. and phone Enter the contact phone for the agency or person named in the field above.

AEM::STUDENTS Field Guide - pg. 9 STUDENTS::STATUS::EMPLOYMENT

FIELD NAME INSTRUCTIONS Employment status (at Student employment status at the time of entry into the intake) program. Obtain this information through self-reporting or documentation from a referring agency.

Mark one. Choices: “Employed” “Unemployed” “Not in labour force”

Employed: “Students who work as paid employees, work in their own business or farm, or who work 15 hours or more per week as unpaid workers on a farm or in a business operated by a member of the family. Also included are students who are not currently working, but who have jobs or businesses from which they are temporarily absent.”

Unemployed: “Students who are not working, but are seeking employment, have made specific efforts to find a job and are available for work.”

Not in labour force: “Students who are not employed and are not seeking employment.” Where employed (at Enter the student’s current place of employment, regardless intake or now) of employment status at intake.

Do not change the employment status at intake when the student starts working after entering your program. Since Enter how long or since when has the student been working at the place of employment listed in the field above. Occupation Enter the student’s occupation, that is, the kind of work he/she does.

AEM::STUDENTS Field Guide - pg. 10 FIELD NAME INSTRUCTIONS Work phone Enter the student’s phone number at work; include extensions when applicable. Can we call at work? Mark one from the radio button choices: Y or N

The work phone number can be used to contact the student for follow-up. Student is displaced Mark one from the radio button choices: Y or N homemaker If neither choice is marked, it is assumed to be “N”.

Displaced homemaker: “Student who has been providing unpaid services to family members in the home and has been dependent on the income of another family member, but at intake is no longer supported by that income. The student must also be unemployed or underemployed and having difficulty obtaining a job.”

Obtain this information from self-report or documentation Student is dislocated Mark one from the radio button choices: Y or N worker If neither choice is marked, it is assumed to be “N”.

Dislocated worker: “Student who has been laid off of a job or has received notice of impending layoff.”

Obtain this information from self-report or documentation

AEM::STUDENTS Field Guide - pg. 11 STUDENTS::STATUS::DISABILITIES

FIELD NAME INSTRUCTIONS Student has disabilities Record whether the student has a physical, mental or learning disability that restricts one or more major life activities, such as walking, seeing, hearing, or learning.

A disability should be recorded if it can be directly observed, is documented, or can be assessed through a valid assessment instrument or procedure designed to identify disabilities.

Choices: “Physical” “Mental” “Learning” “None”

You can enter either “None” or one or more of the other three choices. Explain Note the particulars of the disability, and/or the method by which the student was determined to be disabled.

AEM::STUDENTS Field Guide - pg. 12 STUDENTS::STATUS::INCOME / BENEFITS

FIELD NAME INSTRUCTIONS Household income Enter the total household income for the past 12 months. If (past yr) the student doesn’t know the exact amount, enter a close approximation.

The drop-down list in this field gives you a range of incomes. You can choose one of the ranges, or, you can type in the actual amount. Benefits (at intake) Record whether the student is receiving any forms of financial assistance from public agencies. The information can be obtained directly from the student or from documentation from a referring agency.

Mark either “None” or as many as apply from the other choices: “TANF General Assistance” “Tribal TANF or POWER” “Food Stamps” “Worker’s Compensation” “Unemployment Benefits” “Social Security Income” “Social Security Disability Income” “Bureau of Indian Affairs (BIA)” “Public Housing Assistance” “None”

NOTE: All students who receive one or more of the first five benefits listed above need to be followed up for reduction in receipt of public assistance. Students is low income Calculated field – reads “Y” if the student is low income (Federal Tables) according to the criteria used for the Federal Tables. Students is low income Calculated field – reads “Y” if the student is low income (TANF) according to the criteria used for TANF eligibility.

AEM::STUDENTS Field Guide - pg. 13 STUDENTS::STATUS::PROGRAM TYPE

FIELD NAME INSTRUCTIONS In correctional program Any prison, jail reformatory, work farm, detention centre, or any other similar Federal, State, or local institution designed for the confinement or rehabilitation of criminal offenders.

If applicable, choose from editable drop-down list. The list is editable through “Setup” in the Main Menu. Y / N correctional Calculated, reads “Y” if something has been entered in the field to the left, “N” if field to the left is empty. In community A community-based rehabilitation facility or halfway house. correctional program If applicable, choose from editable drop-down list. The list is editable through “Setup” in the Main Menu. Y / N comm. correctional Calculated, reads “Y” if something has been entered in the field to the left, “N” if field to the left is empty. Other institutional Any other medical or special institution.

If applicable, choose from editable drop-down list. The list is editable through “Setup” in the Main Menu. Y / N institutionalized Calculated, reads “Y” if something has been entered in the field to the left, “N” if field to the left is empty. In program for the A program designed for homeless adults. homeless If applicable, choose from editable drop-down list. The list is editable through “Setup” in the Main Menu. Y / N homeless program Calculated, reads “Y” if something has been entered in the field to the left, “N” if field to the left is empty.

AEM::STUDENTS Field Guide - pg. 14 FIELD NAME INSTRUCTIONS In family literacy A program with a literacy component for parents and children program or other intergenerational literacy components.

If applicable, choose from editable drop-down list. The list is editable through “Setup” in the Main Menu. Y / N family literacy Calculated, reads “Y” if something has been entered in the field to the left, “N” if field to the left is empty. In workplace literacy A program designed to improve the literacy skills needed to program perform a job and is at least partly under the auspices of an employer.

If applicable, choose from editable drop-down list. The list is editable through “Setup” in the Main Menu. Y / N workplace literacy Calculated, reads “Y” if something has been entered in the field to the left, “N” if field to the left is empty. Work-based project A short-term course (at least 12 hours and no more than 30 learner hours) in which instruction is designed to teach work-based skills and in which the educational outcomes and standards for achievement are specified.

If applicable, choose from editable drop-down list. The list is editable through “Setup” in the Main Menu. Y / N Work-based Calculated, reads “Y” if something has been entered in the field to the left, “N” if field to the left is empty. Other program If the student is associated to a program that doesn’t fit one of the categories above, enter the name of the program from the editable drop-down list. BOCES eligible For centres working with BOCES, enter choice of “Y” or “N” WIA (Casper College only) Student is being tested for WIA. Enter choice of “Y” or “N” Funding If your program has different funding options for students, choose the funding option used for the particular student from the editable drop-down list.

AEM::STUDENTS Field Guide - pg. 15 STUDENTS::STATUS::TANF

FIELD NAME INSTRUCTIONS Wyoming resident? Enter “Y” or “N” U.S. citizen? Enter “Y” or “N” Not a citizen, but meets Enter “Y” or “N” alien criteria TANF eligible Enter “Y” or “N” Date services started Enter the date when TANF services started for this student (current TANF year grant) during the current TANF year grant. Original date when TANF Calculated, if student is in archives and was TANF eligible services started in prior year/s, this field will read the earliest date that he/she was put on TANF. TANF services ended? Enter “Y” or “N” Date TANF services ended Enter the date when TANF services ended for this student. Reason for ending Enter reason why services ended – reason will show on report services to Marie Hill TANF Notes TANF notes on this student for your own records (not included in report to Marie Hill)

NOTE – for entering data in fields on this screen, please refer to the TANF Eligibility Criteria document sent out by Marie Hill

AEM::STUDENTS Field Guide - pg. 16 STUDENTS::ASSESSMENT::PLACEMENT / ED GAIN

All fields on this screen are calculated – no data entry is required

FIELD NAME INSTRUCTIONS Test / Method used Calculation: reads “TABE” when a TABE score is used for the initial placement, “BEST” when a BEST score is used, and “Other” when neither TABE or BEST Test scores are used for initial placement This group (and readout Breakdown in percentages of students placed using TABE, below) BEST, or Other; percentages based on total number of students in the current found group Initial educ functioning Set from either the TABE, BEST, or Other screens level, Initial placement date, and Skill area/s Ending level, Set from either the TABE, BEST, GED, or Other screens End placement date, and Skill area/s Contact hrs since last Counts the number of contact hours the student has plac accumulated since his/her placement: - uses initial when ending is empty, - ending if both initial and ending have a date, - reads 0 if there is no placement but the student has contact hours, - and is empty when there is no placement and no contact hours. Needs new plac test Calculation: - reads “Y” when the student has at least 50 contact hours since his/her last placement - reads “N” when the student has less than 50 contact hours since his/her last placement

AEM::STUDENTS Field Guide - pg. 17 FIELD NAME INSTRUCTIONS Educational gain Calculation:

1 Completed level - Exited - Initial and ending placement are the same, or, initial placement using a TABE score, ending placement using a GED Test score

2 Advanced one level - Exited - Ending level is one higher than initial level, or, initial placement using BEST is ESL Low Advanced or ESL High Advanced, ending level is based on a TABE Test score

3 Advanced two or more levels - Exited - Ending level is two or more higher than initial level

4 Separated before completing level - Exited - No placement data, or, initial educational functioning level only

5 Progressing within level - Not exited - Initial level set, no ending level

6 Needs placement data - Not exited - No placement data entered

7 Work-based project learner - Students in this category do not need to be placed in an educational functioning level

AEM::STUDENTS Field Guide - pg. 18 STUDENTS::ASSESSMENT::TABE

Enter TABE scores for student using either the table layout (the first one) or the more detailed individual test layout.

Set initial and ending level for the program year. For students initially placed using a TABE Test score, the ending level can be set using either completion of the full battery of GED Tests, or a passing score in one of the GED Tests in the same learning area as used for the initial placement. Educational gain will read “1 Completed level” for student end placed in this manner.

AEM::STUDENTS Field Guide - pg. 19 STUDENTS::ASSESSMENT::BEST

Enter BEST scores for student, set initial and ending level for the program year.

NOTE: students initially placed in ESL Low Advanced or ESL High Advanced using a BEST Test score can be ending placed using a TABE Test score. Educational gain will read “2 Advanced one level” when placement is done in this way.

AEM::STUDENTS Field Guide - pg. 20 STUDENTS::ASSESSMENT::PRACTICE

GED Practice Tests are not used for placing students in an educational functioning level.

AEM::STUDENTS Field Guide - pg. 21 STUDENTS::ASSESSMENT::GED

Students with an initial functioning level based on a TABE Test score can have their ending level set using either completion of the full battery of GED Tests, or a passing score in one of the GED Tests in the same learning area as used for the initial placement.

Educational gain will read “1 Completed level” for student end placed in this manner.

AEM::STUDENTS Field Guide - pg. 22 STUDENTS::ASSESSMENT::CASI

This screen is used to enter placement data for students placed in an educational functioning level using CASI.

AEM::STUDENTS Field Guide - pg. 23 STUDENTS::ASSESSMENT::OTHER

This screen is used to enter placement data for students placed in an educational functioning level using a method other than the TABE/BEST or CASI.

Use the “Other testing / portfolio notes” field to enter supporting data to document this placement method. Data entered in this field is included in the total count of notes, and is shown on the Notes layout.

AEM::STUDENTS Field Guide - pg. 24 STUDENTS::GOALS::REASONS

FIELD NAME INSTRUCTIONS Reasons for enrolling Mark one or more from the choices offered.

Information in this field can be used to better determine student follow-up goals.

AEM::STUDENTS Field Guide - pg. 25 STUDENTS::GOALS::PY GOALS

FIELD NAME INSTRUCTIONS Educational gain Calculated field, reads “Y” for all students except work- based project learners. Specific educational Optional, used to differentiate educational gain for ABE and gain goal ESOL students. Main follow-up goal When applicable, mark ONE from the choices offered. (attainable during the program year) Secondary follow-up goal When applicable, mark ONE from the choices offered. (also attainable during the program year) Reduction in receipt of Calculated field, reads “Y” for all students receiving public assistance public assistance at intake.

AEM::STUDENTS Field Guide - pg. 26 STUDENTS::GOALS::ACHIEVEMENTS

FIELD NAME INSTRUCTIONS Educational gain Calculated, reads “Y” when the student has either completed an educational functioning level or advanced one or more levels. Specific ed gain goal Calculated, reads: - “No specific ed gain goal entered (none needed)” when no specific ed gain goal has been chosen; - “Improve literacy skills” when chosen, not accomplished - “Improve ESOL skills” when chosen, not accomplished - “Has improved literacy skills” when accomplished - “Has improved ESOL skills” when accomplished Main follow-up goal Calculated fields, show the student’s main follow-up goal Follow-up method and the follow-up method chosen by the program for that goal. Met Mark one from the radio button choices: Y or N If neither choice is marked, it is assumed to be “N”. Date met Enter date student met the goal Secondary follow-up goal Calculated fields, show the student’s secondary follow-up Follow-up method goal and the follow-up method chosen by the program for that goal. Met Mark one from the radio button choices: Y or N If neither choice is marked, it is assumed to be “N”. Date met Enter date student met the goal Needs follow-up for Calculated, reads “Y” for students on public assistance at public assistance status intake. Follow-up method Follow-up method should read “Survey” for now. Reduced receipt of / Mark one from the radio button choices: Y or N left public assistance If neither choice is marked, it is assumed to be “N”.

AEM::STUDENTS Field Guide - pg. 27 STUDENTS::GOALS::LONG-TERM / OTHER

FIELD NAME INSTRUCTIONS Long-term goals Mark one or more from the choices offered. Other long-term goals Type in long-term goals other than those in the field right above. Unexpected outcomes Mark student achievements that WERE NOT a goal for the student. Other personal goals Type in any other personal goals attainable during the Met? program year. Date met How were they met? Fill the other fields as applicable

AEM::STUDENTS Field Guide - pg. 28 STUDENTS::CLASSES::ENROLLED IN

Enrol students in classes offered by your program, track class completion, and final evaluation.

AEM::STUDENTS Field Guide - pg. 29 STUDENTS::CLASSES::TUTORING

FIELD NAME INSTRUCTIONS Student has assigned Choice of “Y” or “N” tutor Deactivated? Choice of “Y” or “N” Who is the tutor Select one from drop-down list. The list will present all staff and tutors assigned to the learning centre. Tutor’s address / phone Calculated field, shows the address and phone numbers numbers entered (in the Staff Module) for the tutor assigned to the student Tutoring situation Select one from editable drop-down list. The choices on the list are up to each individual program. Tutoring notes Any notes you wish to keep on the student’s tutoring situation.

AEM::STUDENTS Field Guide - pg. 30 STUDENTS::ATTENDANCE::CURRENT YEAR

FIELD NAME INSTRUCTIONS Beginning on Dates covering the attendance period. Ending on Can be the same for attendance entered on a daily basis. Kind of attendance hours Program determined Choose from the editable drop-down list. The list is editable through “Setup” in the Main Menu. # of hours How many hours did the student attend during the particular period Count? Choice of “Yes” or “No”. “Yes” are all contact hours that can be used for Federal reporting purposes, such as classroom instruction, assessment, tutoring, or participation in a learning lab. “No” are contact hours your program tracks that are not included for Federal reporting purposes, for instance, time spent GED Testing. Total Hours Calculated, adds both countable (Count = “Yes”) and not countable (Count = “No”). Countable Hours Calculated, adds only hours marked as “Yes” in the Count? field Time Keeper ID For programs using TimeKeeper, the unique ID number assigned to the student and used by the student to log in and out of TimeKeeper.

AEM::STUDENTS Field Guide - pg. 31 STUDENTS::ATTENDANCE::PRIOR YEARS

This screen is used only by programs with archived students. It is a read-out of attendance entered in prior program years for the particular student. The contact hours are presented chronologically, newest (or most recent) hours at the top.

AEM::STUDENTS Field Guide - pg. 32 STUDENTS::ATTENDANCE::DETAILS FOR STUDENT

All fields on this screen are calculated – no data entry is required

This screen is for the most part a breakdown of the information entered in the Attendance::Current Year screen.

AEM::STUDENTS Field Guide - pg. 33 STUDENTS::GED TESTING::GED

FIELD NAME INSTRUCTIONS Started testing on Date student started GED testing Age at first test Calculated, shows age based on date of birth and date started testing Age Waiver? Choice of “Y” or “N” Reasons for testing Mark one or more from the three choices offered. Obtained GED certificate Choice of “Y” or “N” Mark “Y” for students completing and passing the GED battery. If nothing is entered, it’s assumed to be “N”. Date Date the student completed his/her GED testing, or obtained the GED certificate. Publish name? Choice of “Y” or “N” Can you include the student’s name in publications (news releases, announcements, programs) about GED graduation. Paid testing fees? Choice of “Y” or “N” How? Choose one from drop-down list. The list is generated from all unique values entered to this field. GED testing notes Any GED Testing notes you wish to keep on this student. Tested this calendar Choice of “Y” or “N” year (since Jan 1st this Used for GED Statistical year) Category Used for GED Statistical, mark one from the choices offered.

AEM::STUDENTS Field Guide - pg. 34 STUDENTS::GED TESTING::GED SCORES

Enter GED Testing data for the student

AEM::STUDENTS Field Guide - pg. 35 STUDENTS::GED TESTING::PRACTICE GED

Enter Practice GED Test scores

AEM::STUDENTS Field Guide - pg. 36 STUDENTS::FOLLOW-UP::EXIT DATA

FIELD NAME INSTRUCTIONS Student hasn’t attended Calculated, reads “Yes” if no attendance (contact hours) for at least 90 days have been entered for the student for at least the last 90 days, “No” otherwise.

Alerts you to students that might need to be contacted about attending, or exited. Suggested date to exit Calculated, 90 days after last recorded attendance Date of exit Enter the date the student exits (or leaves) the program. Last attended in Calculated, shows last Month/year student attended Exit quarter Calculated, shows the quarter the student was exited from the program (based on date of exit), and the program year. Exit quarter 1 -> July, August, and September of PY Exit quarter 2 -> October, November, and December of PY Exit quarter 3 -> January, February, and March of PY Exit quarter 4 -> April, May, and June of PY Main reason the student Choose one from the drop-down list exited the program Other exit reasons Allows you to mark other reasons why the student was exited from your program. You can mark as many as apply.

Future use

AEM::STUDENTS Field Guide - pg. 37 FIELD NAME INSTRUCTIONS Done this year? Calculated, see formula below.

If( YNDoneFollowing = 1, 1,

not IsEmpty(dExit) and cHasBegLvl = 1 and cHasEndingLvl = 1 and MainGoal > 0 and AchMain = 1 and SecondGoal > 0 and AchSecond = 1, 1,

not IsEmpty(dExit) and cHasBegLvl = 1 and cHasEndingLvl = 1 and MainGoal > 0 and AchMain = 1 and IsEmpty(SecondGoal), 1,

not IsEmpty(dExit) and cHasBegLvl = 1 and cHasEndingLvl = 1 and IsEmpty(MainGoal) and SecondGoal > 0 and AchSecond = 1, 1,

not IsEmpty(dExit) and cHasBegLvl = 1 and cHasEndingLvl = 1 and IsEmpty(MainGoal) and IsEmpty(SecondGoal), 1,

Done this year? Choice of “Y” or “N” Manual override of the calculated (blue) field by the same name. Carry over to next year? Choice of “Y” or “N” - Assumed to be “N” if empty

Mark students to archive at the end of the program year.

AEM::STUDENTS Field Guide - pg. 38 STUDENTS::FOLLOW-UP::SURVEY

FIELD NAME INSTRUCTIONS Needs follow-up survey? Calculated, reads “Y” when: - the student has at least 12 contact hours - and a date of exit has been entered, - but no follow-up survey has been entered Follow-up status Calculated, see formula below

not IsEmpty(dExit) and cMeetsFedReqs = 1, Case( YN_FupInt = "Y", "Followed up on " & DateToText(FollowUp::dInterview), "Needs follow-up survey"),

IsEmpty(dExit) and cMeetsFedReqs = 1, Case( YN_FupInt = "Y", "Needs date of exit", "Not exited, more than 12 hours"),

"Doesn't have 12 hours") Has been follow-up Calculated, reads “Y” when one or more surveys have been surveyed this PY entered to the database. Survey date Calculated, reads date of latest survey entered to the database Kind Calculated, reads data entered during at the beginning of a survey (“By phone”, “In person”, “By mail”, “Unable to contact”). By Calculated, shows the name of the person conducting the survey, as entered at the beginning of the survey. Notes about the survey Enter any notes about the student’s follow-up process.

AEM::STUDENTS Field Guide - pg. 39