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Desk Audit report

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Last update 6/2/20

This article discusses the Desk Audit report. It covers report filters, and individual tables within the report.

Run this report monthly to make sure student records have complete NRS required data. The report is found on the Reports tab>Data Cleanup Reports section, Desk Audit report.

Report filters

  • The report will show items in effect on the report Start Date - usually July 1 of the current NRS Program year.
  • Students in the report have attendance hours between the report Start and End Dates.
  • Some tables on page 2 of the report appear only if they apply to students.

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Report tables - Page 1

Page 1 of the report will highlight information that is either missing or possibly incorrect. Be sure to go to the affected student records and make corrections.

Note: returning students may have had unreliable or unreported education details on their SiD record. In some cases, you will need to backdate a student's history item Effective Date to July 1 of the current NRS year. See specific guidance below.

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1. Age < 17

  • Students must be age 17 on their entry date to be eligible for ABE services.
  • Double check student birthdates on the Students>Summary screen.

2. Education Completed*

See this help article: FAQ - Desk Audit: Update Education Completed.

  • This required data must be completed for all students.
  • “Unknown” is OK for the few students who don’t know how much schooling they completed.
  • "Unreported” or blank is not allowed. Go to the student record and enter the correct education level completed.
  • If you cannot find the student's actual education completed: on the Students>History screen, add an Education>Unknown history item.

3. Education Location*

  • This required data may not have been collected for students who attended ABE long ago.
  • "Unreported” or blanks are not allowed. On the Students>History screen, add an Education Location>US or Non-US Education history item.

4. US Country of Birth with Non-US Education Location*

See this help article: FAQ - Desk Audit: US Country of Birth w/Non-US Ed Location.

  • Students in this section have United States as the Country of Birth AND Non-U.S. marked as the Education Location. This scenario is possible, but rare.
  • People on this table likely have an error in either their Country of Birth (Students>Summary screen) or Education Location (Students>History screen). Make the appropriate correction.
  • If the combination of U.S. born with non-U.S. education is accurate, no correction needs to be made. The student will still appear on this table, and that's OK. 
  • When appropriate, add an Education Location>US or Non-US Education history item. 

5. Work Status*

  • This required data must be completed for all students.
  • "No Work Status" or "Unreported” are not allowed. On the Students>History screen, add the appropriate Work Status history item.

6. Race/Ethnicity

  • This required data must be completed for all students.
  • "Unreported” is not allowed. On the Students>Summary screen, click the blue Edit button. Update Race; save changes.

7. Hispanic

  • All students must have a "yes" or "no" to indicate whether they are of Hispanic origin.
  • "Unreported” is not allowed. On the Students>Summary screen, click the blue Edit button. Update Is Hispanic; save changes.

8. US Education Location w/No Schooling Education Completed*

See this help article: FAQ - Desk Audit: US Ed Location w/'No Schooling" Ed Level

  • All children in the U.S. are required to attend school. This table shows history items that probably point out an error in the student's level of schooling.
  • Students on this table have an Education Location of "U.S. Education" and an Education Completed of "No Schooling."
  • Students who truly have no schooling can remain on the report with no problem. This would include people who were born in the U.S. who never went to school.
  • If your student was born outside the U.S. and had no schooling, you can remove the student from the table. On the Students>History screen, leave the Education Completed as "No Schooling." Make sure an Education Location of "Non-US Education" is in effect on July 1 of the current NRS Program year.

Note: you may have to backdate the effective date to July 1. 


Report tables - Page 2

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9. EFL (Educational Functioning Level) Status

  • Valid pre-tests will determine a student's EFL status. When the report is run for students with 12+ attendance hours, ALL students should have an EFL.
  • Check for and enter any tests taken during the year that have not been entered on the student record. Tests can be added when they are dated in the current month and one month prior. Contact support@mnabe.org for help.

10. SS (Social Security Number) on file

  • Note the percentage of students who have a SS number on their SiD record. The SS number is useful for GED matching, Person Search record matching, and automatic SiD student record merges. It is also needed for follow up (state data match) for employment goals. The statewide target is 70%.
  • If you have SS numbers for students, enter them on the SiD student record.

11. Non-NRS students

  • You will not see this table unless you (a) set the report filter “Include Non-NRS students?” to YES and (b) you have students with an active NRS Program>Non-NRS history item during the report date range.
  • Students tagged as Non-NRS will not be reported on Federal NRS tables.
  • Confirm that these students were actually non-NRS students during the year. If not, go to the Students>History tab. Edit the Non-NRS history item End Date to June 30 of the previous NRS year. The student will then be assigned an EFL based on test results.

12. CWR (Conditional Work Referral) students

  • You will not see this table unless you have students with an active State Program>Conditional Work Referral item during the report date range.
  • Confirm that these students were actually in CWR programming during the year. If not, go to the Students> History tab. Edit the CWR history item End Date to June 30 of the previous NRS year. The student will then be counted in the EFL category rather than CWR.

13. Exempt from Outcome students

  • You will not see this table unless you have students who have the history item "NRS/WIOA Table 4/5 exclusion." This item is for students who are now deceased, or will be absent from ABE for 90+ days due to hospitalization or military deployment. Students with this tag are not reported on NRS tables 4 and 5.
  • Confirm that these student record should be marked with the exemption. If not, go to the Students> History tab and delete the incorrect history item.

14. 40 hr waiver

  • You will not see this table unless you have students with the history item "NRS/WIOA 40hr waiver." See this article: Waiver for 40 hour Testing Requirement to make sure the students are correctly marked.
  • You cannot delete a waiver history item. Contact us at support@mnabe.org for help.

15. Corrections

  • The Corrections tag applies to students in ABE classes in local, state, or Federal jail, prison or detention facilities.
  • If you share students who were in a correctional facility during the program year, they will appear on your Desk Audit report, Corrections table. That is ok.
  • On the Students>History screen, add an NRS Program>Corrections history item. (Note: “Community Corrections” is for students in a community-based rehab facility or half-way house.)

16. Fam Lit

  • The Family Literacy tag applies to students in specific family literacy programming. Components include adult literacy, parenting. parent/child interaction and early childhood family education.
  • On the Students>History screen, add an NRS Program>Family Literacy history item.

17. GED Testing Hours > 9.25

  • The standard number of GED Testing Hours allowed per student is 9.25. It's ok to exceed 9.25 hours - within reason. This table will help your program keep an eye on testing hours.

18. Classes Labeled “IET” (Integrated Education and Training Program)

  • The IET tag is applied to classes, not students. Classes with this label are one of a set of services designed for student educational and career advancement. Required elements: ABE instruction, workforce prep, and workforce training, delivered concurrently and collaboratively. If unsure whether a class qualifies as IET, contact Jodi at the MN Dept of Education for guidance - jodi.versaw@state.mn.us
  • To add or remove the IET tag, select the class from the Classes tab. Click the blue Edit button on the left side of the screen. Under Class Instructional Modes>Integrated Education and Training Program, select yes/no from the menu.
  • The name of the class should begin with "IET". Example: IET Custodian Training Course.

19. Classes with Funding Source "IEL Civics"

  • This table shows classes that have been tagged with a Funding Source of "IEL Civics." Classes with this tag are financially supported by IEL Civics grant funding.
  • Make sure this table shows all the classes in your program that are IEL Civics grant-funded classes. 
  • Also, make sure no classes show the IEL Civics tag when they should not. Make corrections on the Classes>Summary Edit screen.

Table does not appear when "Supersite" is selected as the site.

Updated 1/21/20

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