Desk Audit report

Updated 8/25/25

Printable version

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 for Students & Classes section, Desk Audit report.

• Many tables of the report appear only if they apply to students in your ABE program.
• 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.

Report tables - Page 1: Students

The report's first page highlights information about students that may be inaccurate or missing. Be sure to go to the affected student records and make corrections.

Note: returning students may have had unreliable or unreported education info on their SiD record.
In some cases, you will need to backdate a student's history Effective Date to July 1 of the current NRS year. This applies to table names below with asterisks.

1. SS (Social Security Number) on file

• 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 SSN collection target is 60%.
• On the table, note the percentage of students in your program who have a SSN on their SiD record.
• On the SiD Students>Summary screen, enter the entire nine-digit student SSN if you have one. Avoid using non-SSN or partial SSN numbers; they cannot be used for data matching.

2. 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 unless they are tagged as Conditional Work Referral (CWR).
• Check for/add tests taken during the year that have not been entered on the student record. Staff can enter tests dated in the current month or one month prior. Contact [e-mail] for help.
• CWR students are enrolled in special programming to improve digital literacy or soft skills necessary for work. They do not need to improve core literacy (academic) skills. See the MDE's Minnesota ABE Policies page for CWR guidance.
• Confirm that students on this table were actually in CWR programming during the year. The CWR tag may have been added to a shared student record by another ABE program. For students who are no longer in CWR programming, follow these guidelines: End a Conditional Work Referral (CWR) History Item

3. Non-NRS Students

• Shows students who have a current Non-NRS history item. It may have been added by your site, or by a site that shares the same student
• NOTE: The student's hours at all shared sites are impacted by the Non-NRS history item. The Contact Hours and NRS Program Year reports will not include any hours earned by the student in any ABE program (including yours) during the year.

4. Corrections

• This table counts students who were given the NRS Program of "Corrections" at intake or on their history page. Use for students in local, state, or Federal jails or prisons.
• It’s OK for a shared student to appear on this table at your site if they had hours at a correctional facility this program year.
• See this help article to learn more: Add or End a Corrections/Community Corrections History Item

5. Community Corrections

• This table counts students given the NRS Program of "Community Corrections" at intake or on their history page. Use for students in a community-based rehab facility or half-way house.
• See this help article to learn more: Add or End a Corrections/Community Corrections History Item

6. 40 hr waiver

• Students on this table are marked with the history item of "NRS/WIOA 40hr waiver." See Waiver for 40 hour Testing Requirement for more details.
• You cannot delete a waiver history item. Contact us at [e-mail] for help.

7. Exclusions from MSG Outcomes

• Use the history group NRS/WIOA – Exclusions from MSG Outcomes for students who are now deceased, or will be absent from ABE for 90+ days due to military deployment, hospitalization, or incarceration/ treatment without ABE access. They will not be reported on NRS tables 4 and 5 or the SiD Level Gains, MSGs, and Post-test Rates report.
• Confirm that these students should be marked with the Exclusion for the current program year. When an Exclusion no longer applies to the student, edit or remove the history item following the guidelines in this help article: Add, End Exclusions from MSG Outcomes History Item.

8. Age < 17

• Students must be age 17 on their entry date to be ABE eligible.
• Update birthdates on the Students>Summary Edit screen.

9. Education Completed*

• This table shows students who may not have a valid Education Completed level.
• "Unreported” or blanks are not allowed.
• “Unknown” is OK for the few students who don’t know how much schooling they completed.
• If you cannot find the student's actual education completed: on the Students>History screen, add an Education Completed>Unknown history item. Add a Comment that this fact was verified with the student. See this help article: FAQ - Desk Audit: Education Completed "Unknown."

10. U.S. Country of Birth w/Non-U.S. Education Location (purple table)*

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

• Students in this section were marked as born in the U.S., but were educated outside the U.S. 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. We recommend that you add a Comment to the Education Location history item that says, “Confirmed with student on X date” or similar.

11. U.S. Education Location w/No Schooling Education Completed (pink table)*

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

• Students on this table were marked as having been educated in the U.S., but have no schooling. Children in the U.S. are required to attend school, so nearly all would have at least some schooling.
• On the Students>History screen, check for a possible mismatch between 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. Consider adding a Comment on the Education Completed history item noting that the No Schooling option is correct.

Report Tables - Page 2: Classes

Page 2 tables show specially tagged classes. Look for classes that should not be on the table or that are missing. Make corrections on the Classes>Summary Edit screen.

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

• The IET tag is applied to classes, not students. IET classes 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  [e-mail].
• Make corrections to Class Instructional Modes> Integrated Education & Training Program on the Classes>Summary page.
• The name of the class should begin with "IET". Example: IET Custodian Training Course.

13. Classes with Student Hours Type of “Distance Learning” (DL)

• This table shows classes with a Student Hours Type set to “Distance Learning.”  Classes with this tag are used to keep track of student proxy hours - the time students spend working independently to complete DL lessons.
• Make sure this table shows all (and only) DL proxy hours classes.
• Change the Student Hours Type field for the class on the Classes>Summary Edit screen. 
  Note: If you had a class incorrectly marked as DL, we may need to change previously entered hours from DL to contact or another hour type. Email us at [e-mail] for help.

14. Classes with Funding Source "IELCE"

• This table shows classes that have been tagged with a Funding Source of "IELCE." Classes with this tag are financially supported by Integrated English Literacy and Civics Education grant funding.
• Make sure this table shows all (and only) IELCE grant-funded classes. 
• Make corrections to the Funding Source on the Classes>Summary Edit screen.

15. Classes Labeled "Workplace Literacy"

• This table shows classes tagged with a Class Instructional Mode of "Workplace Literacy." These classes are a partnership between ABE and an employer, designed to improve workforce productivity.
• Confirm this table shows all (and only) the classes in your program that are Workplace Literacy classes. 
• Make corrections to the Workplace Literacy tag on the Classes>Summary screen.