Field Guide to AEM

AEM::STUDENTS Field Guide April 2003 STUDENTS – NAME AND PICTURE (ALL SCREENS) FIELD NAME Name readout DESCRIPTION / INSTRUCTIONS 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 Intake date Required field DESCRIPTION / INSTRUCTIONS 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 STATUS DESCRIPTION / INSTRUCTIONS 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 Curr Pr/Yr 12+ hrs Beg/Lvl End/Lvl TANF Calculation, based on intake date: returns the program year Calculation: is the student enrolled in the current program year? (Returns “Yes” or “No”) Calculation: does the student have 12 or more contact hours entered to the database? (Returns “Y” or “N”) Calculation: does the student have an initial educational functioning level set? (Returns “Y” or “N”) Calculation: does the student have an ending educational functioning level set? (Returns “Y” or “N”) 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 First name Required field INSTRUCTIONS Enter the student’s first (or given) name. Middle name Last name Enter the student’s middle name or initial. 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 Maiden name Type in Jr., Sr., III, or any other suffix the student uses as part of his/her family 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. Enter the relationship of the student to the person/s listed in alternate contact. Enter the phone number for the person/s listed in alternate contact Enter the student’s current address. Relationship Alternate phone Mailing address, City, State, And Zip code AEM::STUDENTS Field Guide - pg. 4 FIELD NAME Student lives in a rural area INSTRUCTIONS Radio button choice: Y or N 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 Security # Radio button choice: Y or N 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 Date of birth INSTRUCTIONS Enter the student’s date of birth. Used in the age calculation Age today Age at intake Calculated field - shows the student’s current age Calculated field - shows the student’s age at intake into the current program year (this age calculation is used for the Tables) Mark one. Choices: “Female” “Male” Choices: “American Indian or Alaskan Native” “Asian” “Native Hawaiian or Pacific Islander” “Black or African American” “Hispanic or Latino” “White” Gender Ethnicity Mark one. 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 Marital status Mark one. INSTRUCTIONS 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 If neither choice is marked, it is assumed to be “N”. AEM::STUDENTS Field Guide - pg. 7 STUDENTS::PERSONAL INFO::EDUCATION FIELD NAME Last school attended INSTRUCTIONS 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. Enter the last year the student attended school Choose from the drop-down list, enter the last full grade completed Reasons the student dropped out of school, if he/she dropped out of school. This information can help you determine student goals. Year of withdrawal Highest grade completed Reason for leaving school 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 Enrolled here before If field above is “Y”, name and location of the ABE program attended before, and approximate dates of attendance Enrolled in your program before, any year Mark one from the radio button choices: Y or N Enrolled here this past year Enrolled in your program before, during the prior program 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 Found out / Referred by INSTRUCTIONS Mark one or more from the choices offered. further choices under “Other”. You can add 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 agency, contact name and phone If the student was referred to your program from another agency, enter the name of the referring agency/contact person (or case worker) at the agency. 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 Employment status (at intake) INSTRUCTIONS Student employment status at the time of entry into the 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 intake or now) Enter the student’s current place of employment, regardless of employment status at intake. Do not change the employment status at intake when the student starts working after entering your program. Since Occupation Work phone Enter how long or since when has the student been working at the place of employment listed in the field above. Enter the student’s occupation, that is, the kind of work he/she does. Enter the student’s phone number at work; include extensions when applicable. AEM::STUDENTS Field Guide - pg. 10 FIELD NAME Can we call at work? INSTRUCTIONS Mark one from the radio button choices: Y or N If neither choice is marked, it is assumed to be “N”. The work phone number can be used to contact the student for follow-up. Student is displaced homemaker Mark one from the radio button choices: Y or N 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 worker Mark one from the radio button choices: Y or N 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 Student has disabilities INSTRUCTIONS 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 Household income (past yr) INSTRUCTIONS Enter the total household income for the past 12 months. the student doesn’t know the exact amount, enter a close approximation. If 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 (Federal Tables) Students is low income (TANF) Calculated field – reads “Y” if the student is low income according to the criteria used for the Federal Tables. Calculated field – reads “Y” if the student is low income according to the criteria used for TANF eligibility. AEM::STUDENTS Field Guide - pg. 13 STUDENTS::STATUS::PROGRAM TYPE FIELD NAME In correctional program INSTRUCTIONS 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. list is editable through “Setup” in the Main Menu. The Y / N correctional In community correctional program Calculated, reads “Y” if something has been entered in the field to the left, “N” if field to the left is empty. A community-based rehabilitation facility or halfway house. If applicable, choose from editable drop-down list. list is editable through “Setup” in the Main Menu. The Y / N comm. correctional Other institutional Calculated, reads “Y” if something has been entered in the field to the left, “N” if field to the left is empty. Any other medical or special institution. If applicable, choose from editable drop-down list. list is editable through “Setup” in the Main Menu. The Y / N institutionalized In program for the homeless Calculated, reads “Y” if something has been entered in the field to the left, “N” if field to the left is empty. A program designed for homeless adults. If applicable, choose from editable drop-down list. list is editable through “Setup” in the Main Menu. The 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 In family literacy program INSTRUCTIONS A program with a literacy component for parents and children or other intergenerational literacy components. If applicable, choose from editable drop-down list. list is editable through “Setup” in the Main Menu. The Y / N family literacy In workplace literacy program Calculated, reads “Y” if something has been entered in the field to the left, “N” if field to the left is empty. A program designed to improve the literacy skills needed to perform a job and is at least partly under the auspices of an employer. If applicable, choose from editable drop-down list. list is editable through “Setup” in the Main Menu. The Y / N workplace literacy Work-based project learner Calculated, reads “Y” if something has been entered in the field to the left, “N” if field to the left is empty. A short-term course (at least 12 hours and no more than 30 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. list is editable through “Setup” in the Main Menu. The Y / N Work-based Other program Calculated, reads “Y” if something has been entered in the field to the left, “N” if field to the left is empty. 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. For centres working with BOCES, enter choice of “Y” or “N” (Casper College only) Student is being tested for WIA. Enter choice of “Y” or “N” BOCES eligible WIA 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 Wyoming resident? U.S. citizen? Not a citizen, but meets alien criteria TANF eligible Date services started (current TANF year grant) Original date when TANF services started TANF services ended? Date TANF services ended Reason for ending services TANF Notes Enter “Y” or “N” Enter “Y” or “N” Enter “Y” or “N” Enter “Y” or “N” INSTRUCTIONS Enter the date when TANF services started for this student during the current TANF year grant. Calculated, if student is in archives and was TANF eligible in prior year/s, this field will read the earliest date that he/she was put on TANF. Enter “Y” or “N” Enter the date when TANF services ended for this student. Enter reason why services ended – reason will show on report to Marie Hill 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 Test / Method used INSTRUCTIONS 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 Breakdown in percentages of students placed using TABE, BEST, or Other; percentages based on total number of students in the current found group Set from either the TABE, BEST, or Other screens This group (and readout below) Initial educ functioning level, Initial placement date, and Skill area/s Ending level, End placement date, and Skill area/s Contact hrs since last plac Set from either the TABE, BEST, GED, or Other screens Counts the number of contact hours the student has 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. 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 Needs new plac test AEM::STUDENTS Field Guide - pg. 17 FIELD NAME Educational gain Calculation: INSTRUCTIONS 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 Reasons for enrolling INSTRUCTIONS 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 Educational gain Specific educational gain goal Main follow-up goal (attainable during the program year) Secondary follow-up goal (also attainable during the program year) Reduction in receipt of public assistance INSTRUCTIONS Calculated field, reads “Y” for all students except workbased project learners. Optional, used to differentiate educational gain for ABE and ESOL students. When applicable, mark ONE from the choices offered. When applicable, mark ONE from the choices offered. Calculated field, reads “Y” for all students receiving public assistance at intake. AEM::STUDENTS Field Guide - pg. 26 STUDENTS::GOALS::ACHIEVEMENTS FIELD NAME Educational gain INSTRUCTIONS Calculated, reads “Y” when the student has either completed an educational functioning level or advanced one or more levels. 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 Calculated fields, show the student’s main follow-up goal and the follow-up method chosen by the program for that goal. Mark one from the radio button choices: Y or N If neither choice is marked, it is assumed to be “N”. Enter date student met the goal Calculated fields, show the student’s secondary follow-up goal and the follow-up method chosen by the program for that goal. Mark one from the radio button choices: Y or N If neither choice is marked, it is assumed to be “N”. Enter date student met the goal Calculated, reads “Y” for students on public assistance at intake. Follow-up method should read “Survey” for now. Mark one from the radio button choices: Y or N If neither choice is marked, it is assumed to be “N”. Specific ed gain goal Main follow-up goal Follow-up method Met Date met Secondary follow-up goal Follow-up method Met Date met Needs follow-up for public assistance status Follow-up method Reduced receipt of / left public assistance AEM::STUDENTS Field Guide - pg. 27 STUDENTS::GOALS::LONG-TERM / OTHER FIELD NAME Long-term goals Other long-term goals Unexpected outcomes Other personal goals Met? Date met How were they met? INSTRUCTIONS Mark one or more from the choices offered. Type in long-term goals other than those in the field right above. Mark student achievements that WERE NOT a goal for the student. Type in any other personal goals attainable during the program year. 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 Student has assigned tutor Deactivated? Who is the tutor Choice of “Y” or “N” Choice of “Y” or “N” INSTRUCTIONS Select one from drop-down list. The list will present all staff and tutors assigned to the learning centre. Calculated field, shows the address and phone numbers entered (in the Staff Module) for the tutor assigned to the student Select one from editable drop-down list. The choices on the list are up to each individual program. Any notes you wish to keep on the student’s tutoring situation. Tutor’s address / phone numbers Tutoring situation Tutoring notes AEM::STUDENTS Field Guide - pg. 30 STUDENTS::ATTENDANCE::CURRENT YEAR FIELD NAME Beginning on Ending on Kind of attendance hours INSTRUCTIONS Dates covering the attendance period. Can be the same for attendance entered on a daily basis. Program determined Choose from the editable drop-down list. The list is editable through “Setup” in the Main Menu. How many hours did the student attend during the particular period 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. Calculated, adds both countable (Count = “Yes”) and not countable (Count = “No”). Calculated, adds only hours marked as “Yes” in the Count? field For programs using TimeKeeper, the unique ID number assigned to the student and used by the student to log in and out of TimeKeeper. # of hours Count? Total Hours Countable Hours Time Keeper ID 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 Started testing on Age at first test Age Waiver? Reasons for testing Obtained GED certificate INSTRUCTIONS Date student started GED testing Calculated, shows age based on date of birth and date started testing Choice of “Y” or “N” Mark one or more from the three choices offered. 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 the student completed his/her GED testing, or obtained the GED certificate. Choice of “Y” or “N” Can you include the student’s name in publications (news releases, announcements, programs) about GED graduation. Choice of “Y” or “N” Choose one from drop-down list. The list is generated from all unique values entered to this field. Any GED Testing notes you wish to keep on this student. Choice of “Y” or “N” Used for GED Statistical Used for GED Statistical, mark one from the choices offered. Date Publish name? Paid testing fees? How? GED testing notes Tested this calendar year (since Jan 1st this year) Category 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 Student hasn’t attended for at least 90 days INSTRUCTIONS Calculated, reads “Yes” if no attendance (contact hours) 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 Date of exit Last attended in Exit quarter Calculated, 90 days after last recorded attendance Enter the date the student exits (or leaves) the program. Calculated, shows last Month/year student attended 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 Choose one from the drop-down list Allows you to mark other reasons why the student was exited from your program. You can mark as many as apply. Future use Main reason the student exited the program Other exit reasons AEM::STUDENTS Field Guide - pg. 37 FIELD NAME Done this year? INSTRUCTIONS Calculated, see formula below. If( YNDoneFollowing = 1, 1, Case( 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, 0) ) Done this year? Choice of “Y” or “N” Manual override of the calculated (blue) field by the same name. Choice of “Y” or “N” Assumed to be “N” if empty Carry over to next year? Mark students to archive at the end of the program year. AEM::STUDENTS Field Guide - pg. 38 STUDENTS::FOLLOW-UP::SURVEY FIELD NAME Needs follow-up survey? INSTRUCTIONS 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 Calculated, see formula below Case( 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") Follow-up status Has been follow-up surveyed this PY Survey date Kind Calculated, reads “Y” when one or more surveys have been entered to the database. Calculated, reads date of latest survey entered to the database Calculated, reads data entered during at the beginning of a survey (“By phone”, “In person”, “By mail”, “Unable to contact”). Calculated, shows the name of the person conducting the survey, as entered at the beginning of the survey. Enter any notes about the student’s follow-up process. By Notes about the survey AEM::STUDENTS Field Guide - pg. 39