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SiD General Cleanup Tasks

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Use your admin-level super powers to keep your data squeaky clean. Check these items at least once a month.

No EFL

Find students who do not have an Educational Functioning Level (EFL) for the current year. These students have no test or their last test is too old to set an EFL.

  • On the Reports tab> Data Cleanup Reports, click the No EFL link.
  • Look for academic students without a test. It’s OK for students with <12 hrs to have no EFL. But you don’t have to wait until they hit 12 hours, either. Test ASAP to determine an EFL.
    No_EFL_report.png

Desk Audit

Find students who are missing info needed for NRS program year reports.

  • Go to the Reports tab>Data Cleanup Reports section. Click the Desk Audit report link.
  • Run the report for the current NRS program year (July-June).
  • See the Help Center article Desk Audit Report for info on each table - what to look for and how to fix errors.

NRS Primary Goals

Make sure students have been given credit for passing the GED and diploma.

  • Go to the Reports tab>Outcome Reports section. Click NRS Primary Goals report link.
  • Filters: Set the report Start and End Dates to the current NRS Program year (July-June). Select Enrollees (All Students).
  • See the Help Center article NRS Primary Goals Report for what to look for and how to fix errors.

Duplicate Report

Compare last names, first names, and birthdates to find duplicate records. Then merge duplicates.

  • On the Reports tab> Data Cleanup Reports section, click the Duplicate Report.
  • Compare records for people with the same last name, first name, and birthdate. Double check middle names/initials in case there really are 2 people with the same names and birthdates.
  • If you are SURE that the people are duplicates, merge their records. See the Help Center article Merging People Records.

Students Absent X Days

Check for currently scheduled students with no attendance in the number of days you select. Ideally, students will be exited within 30 days of their last attendance, unless local policy says otherwise. Make sure attendance entry is up to date before running the report.

  • On the Reports tab> Data Cleanup Reports, click the Students Absent X Days link. Enter the number of days since last attendance and run the report.
    Absent_30_days_report.png
  • For students with a date in the Last Hours column, exit the student from classes they have not attended in a while. Use an exit date on or shortly after the last attendance date. (Students in a waiting list class do not have to be exited.)
  • Students with No Attendance in the Last Hours column have zero hours in ANY class. Did they have hours when they signed up for class? Double-check sign in sheets. Enter all hours on the Students>Time screen.
  • If you cannot find any hours: delete the student enrollment from the class* OR give an End Date and Comment that they never showed up - if your program tracks this type of history about a student. *See the Help Center article, Delete a Student Enrollment from a Class.
  • DEACTIVATE students who are not attending ANY classes. See instructions in the Help Center article, Deactivate a Student from your Program.

Scan class rosters for students with no hours

  • On the Classes tab, set the Active Dates to the current NRS Program year – July 1-June 30.
  • Select the first class in the list to go to the Classes>Summary screen. In the Currently Enrolled section, scan the Last Hours column for blanks.
    Scan_rosters_no_hours.png
  • Find and enter student class hours. If you cannot find any hours: delete the student enrollment from the class* OR give an End Date and Comment that they never showed up - if your program tracks this type of history about a student. *See the Help Center article, Delete a Student Enrollment from a Class.
  • To move to the next Classes>Summary screen, click the navigation button in the top right corner.

Ended Classes with Enrolled People

Find classes that have ended but still have students, staff, or volunteers enrolled.

  • On the Reports tab> Data Cleanup Reports, click on Ended Classes with Enrolled People.
  • Click on the name of a class in the results to go to the Classes>Summary.
    Ended_classes_w_people_enrolled.png
  • If the class is still running, edit the Class End date to a future date.
  • If the class is no longer open, exit all currently enrolled people. Use an enrollment end date (exit date) before the Class End Date.

Look for classes with no hours ever

  • On the Classes tab, set the Active Dates to the current NRS Program year – July 1-June 30.
  • In the L Att (Last Attendance) column, click in the title box.
    classes_w_no_hrs_ever.png
    This will sort the classes by the date attendance was last recorded. Blanks (meaning no attendance has ever been entered for the class) will appear at the top of the column.
  • In the results, look for classes that can be removed. See full instructions in this Help Center article: Remove And/Or Recover a Class.

Close classes no longer available to students

  • On the Classes tab, set the Active Dates to the current NRS Program year – July 1-June 30.
  • Scan through the list of class names.
  • When you find a class that should be closed, select it from the list. On the Classes>Summary screen, edit the Class End Date to the date the class stopped serving students. See full instructions in this Help Center article: Close (End) a Class.

Deactivate staff and volunteers who are no longer working with your ABE program

  • When people are no longer employed by your program, deactivate them.
  • Exit them from all classes.
  • Create a history row, setting the ABE Program Status as Exit.
    Deactivate_staff_who_leave.png
  • Remove database login privileges. See the Help Center article, Deactivate or Reactivate Staff, Volunteers.
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