Work Ability 1 Data Collection System

WorkAbility 1Data Collection System

March 2009

This guide to the WorkAbility I Data Collection System was created by the Technology & Education Committee in cooperation with the Sacramento County Office of Education staff who maintain the database and website.

The Data Collection System is continuously being updated and improved. As new releases of the website are completed the guide will be up-dated to include those changes.

If you experience problems not addressed in this guide, contact one of your TEC Representatives who are listed on the Home page of your website.

CDE ReportingEd Code RequirementEOYReport and Renewal ApplicationEstimated BudgetStatement of AssurancesSubmit Baseline DataSubmit Follow-Up DataWorkAbility I ProfileSubmitting Reports to CDE

Site ManagementCustomize Follow-UpManage User AccountsProject Information

DirectoryFind/PrintUpdate

Home

Student RecordsStudent BasicsSchool / AgenciesArray of ServicesPlacementsStudent Follow-Up

Business Records

Project ReportsDownload DataExcel InstructionsData SnapshotPrototype Reports

Page Links

Links will take you to the slide that you need. Click on to return to this page.

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Home Business Records Project Reports CDE Reporting DirectorySite ManagementStudent Records

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Select

Home

on themain menu

bar

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Different areas of the site are available on the dark blue main menu bar.

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The project name and site number are displayed here.

This is important if you have access to more than one project.

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If you have access to more than one project, you can switch back and forth by clicking the link.

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Information and current status on performance goals is indicated in the boxes.

Information is separate for high school and middle school students.

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IMPORTANTDEADLINES

IMPORTANT CONTACTS

Where to get help

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Quick Access Links for Students: Not Served | Not Placed | Not Reached for Follow-Up

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Links to:

Sign Out

Change Password

FAQs

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Select

Student Records

on themain menu bar

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On the first page of Student Records is a list of all students in the project database.

To view a student’s record click on a student’s Baseline or Follow-Up year link in the list of students.

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This will take you to that student’s Baseline and Follow Along information.

Information can now be viewed, added or changed in any of the Baseline selections.

Remember to Save desired changes in each section.

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Quick Check

This information is gathered from different areas within the student’s Baseline information.

Yes or No is triggered by the following sections:Enrolled is gathered from the Schools/Agencies section and requires the school to be entered.Served is gathered from the Array of Services section and dates must be entered in all appropriate boxes.Placement is gathered from the Placements section.

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Student History

Click year link to view the student’s Baseline and Follow Along information from the previous year(s).

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Exited last year?

but not exited in the database? Click the Post-date link. This allows you to delete this year's record and enter an exit date for last year.

Did you say DELETE ? The only time you should delete a record is if that record should not have been created. Example: The student exited last year, so this years record should not have been created. Remember: DELETE = GONE In most cases you will use: ‘Inactivate’; ‘Archive’; ‘Not Currently Active’

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To search for a student in your project:

Enter the First or Last Name and/or SSID of the student.The search can be filtered by selecting additional criteria.

Then click the SEARCH button.

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To search for a student in any project:

Enter the First or Last Name and/or SSID of the student.

Set the criteria as ALL in each of the different boxes.

Then click the SEARCH button.

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Student records matching your search criteria will be listed on the Search Results page.

Click on the Baseline or Follow-Up year link to open the record.

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If your search turns out to be a student that is currently enrolled with another WA1 Project, and has NOT been exited from that project, you will get this message.

The message gives you the contact information for the other site. The other site must exit the student in order for you to transfer the student.

Miguel Rosas

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If the student hasbeen exited fromanother WAI Project, they are available to be transferred to your project.

To transfer a student that has been exited, click onto the year link on the search results screen, then click the Transfer link on the next screen.

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This screen will appear once the student has been successfully transferred.

The student’s baseline record is added to the database, and you will have the student’s history in your system.

NOTE: The History highlight shows from which WA1 Project(s) a student has been exited.

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If there are no records matching your search criteria in the database, a record can be added by clicking on add a new student link.

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Enter the student’s information in the New Student form and click theSave button.

Complete the rest of the student demographics and click Save.

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• Student First Name• Student Last Name• SSID• Birth Date• Gender• Grade Level• Disability• Ethnicity

Fields required for the End-of-Year data to be successfully submitted in June are:

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When the Student Basics information has been successfully entered, the remaining Baseline and Follow Along information can be entered.

Select one of the other sections shown across the top of the page to add additional data.

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Under School/Agencies -

If a School, Teacher, or Case Carrier is not listed on the drop down menu, click Not listed? to enter the information.

Jon Smith

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Jon Smith Field required in the End-of-Year data for a student to be counted as enrolled and submitted:

•School of Attendance

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A Case Carrier is the case carrier for a support agency.

To enter Case Carrierinformation, you will need at least:

•First name•Last name•Phone •Support Agency

NOTE: Once saved, a case carrier cannot be edited or removed from the list.

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Under Array of Services -

enter a single date in the box under the appropriate column for each service provided: •not a range of dates•not just a year •an actual date such as 01/10/09. This date may be the first date a service was provided.

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To be counted as served a record must have a date entered under:•Career Vocational Assessments•Career Counseling & Guidance

and one under each:

•Connecting Activities•Work-Based Component

At least, one service must be provided by the WorkAbility I project.

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If a student is being served by a Middle School grant indicate this by checking the box on the Student Basics page, a different Array of Services will be shown for that student.

At least, one service must be provided by the WorkAbility I project.

To be counted as served a record must have a date entered under:•Career Vocational Assessments•Career Counseling & Guidance

and one under each:

•Connecting Activities•Work-Based Component

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NOTE - A record will be considered complete (for submission to CDE) if no dates have been entered on the Array of Services page; however, the student will not be considered served.

Refer to the Quick Check on the Student Basics page to verify that the student has met the requirements to be considered served and the dates have been entered correctly.

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Under Placements –

Only one placement can be active at a time.

Archiving a placement moves the information into the student’s placement history and allows you to enter information for a new placement.

Once a placement is archived it cannot be changed.

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If the placement is a direct hire

(Employer paid),

Leave all boxes unchecked.

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Fields required for the End-of-Year data to be successfully submitted in June.

•Start Date•Business Name•Wage Per Hour•Hours Per Week•Career Cluster ID

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Under Case Notes –

Once saved, a case note cannot be edited or removed.

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To access StudentFollow-Up records

Select

Student Records

on themain menu bar

to see to a list of all Follow-Up records

See Full List …

or

click on See Full List on the Home Page to see a follow-ups not reached

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Student records that require follow-ups are indicated in the student records list by the year.

Click on the year link to access the follow-up record.

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Click year link to read the results of previous year’s Follow-Up survey’s if available.

On the Follow-Up screen, you may enter contact information.

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Select Follow-Up Survey -

Enter the follow-up survey information on this screen.

If the student is not reached after 3 attempts to contact, they will be classified as unreachable.

If you do not have valid contact information, you may exclude the student from future follow-ups by checking the box and entering a reason.

Thomas Rocha

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When Yes is selected for Employed? more boxes appear.

Employer’s in the drop down list come from the list in Business Records.

If a business is not listed on the drop down list, click Not Listed? and type the business name on the new line.

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Select

Business Records

on the main menu bar

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One way to find and view or edit a business record is to click on a business name in the list of businesses below the search form on the Business Records page.

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Another way to find a business’s record is to search for the business by name or other criteria.

Enter your search criteria in the business records search form, and click the SEARCH button.

Remember before adding a new business record, search first to be sure it is not already in the database.

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If there are no matching businesses in the database, click the add a new business link.

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Enter the business information.

Use the CTRL key to select more than one career cluster.

NOTE: Avoid removing a record from the database. Instead, change the “Status” from “Active” to “Not Currently Active”.

Fields required are:•Business Name•Career Cluster•Category•Placements•Status

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Under category choose Employer if the business:•employs our students or •serves as a work site

Select Employer for the business name to appear in the dropdown list on the Placement page.

Don’t forget to Save.

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What is the difference between a Business Partner and an Employer?

• The Employer employs our students or acts as a site for subsidized employment training

• A Business Partner does not employ our students, but instead may serve in other ways such as giving tours, providing job shadows or presenting to classes

If a Business is both a Business Partner and an Employer, it is recommended that Employer be marked.

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Select

Download Dataunder

Project Reports

on themain menu bar

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Click on a link and download data reports.

Requests made in the past week can be downloaded from the blue box at the bottom of this screen.

NOTE: This data will only be as current as the dateand time of the request.

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After generating a report, it can be saved to the desktop or imported into another application.

To save in Excel, go to:File / Save AsSelect folder from ‘Save in’ drop down menuCreate a ‘File name’Change ‘Save as Type’ to the application you

want e.g. Microsoft Excel WorksheetClick the ‘Save’ button

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If saved in Excel you can: LOCK HEADER

•Highlight row 2

•Select ‘Window’ on the tool bar

•Select ‘Freeze Panes’

NOTE: Field data indicated in scientific notation or in ##### means that column width needs to be increased.

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‘SORT’ DATA

•Click in the upper left hand corner box of your spreadsheet

•Select ‘Data’ onthe tool bar

•Select ‘Sort’By sorting data, you are simply rearranging your data in a certain order according to kind, class, etc.

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• A ‘Sort’ window will appear

• You can now select up to three ‘Sort by’ options

• ‘Header row’ needs to be marked under ‘My data range has’

.

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Example of ‘Sort’ results if you chose:

• Sort by ‘grade Level’ Your spreadsheet now lists students by grade

• Then by ‘school Name’ Your spreadsheet now also lists schools together by name

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‘FILTER’ DATA

•Click in the upper left hand corner boxof your spreadsheet

•Select ‘Data’ onthe tool bar

•Select ‘Filter’

•Select AutoFilterBy filtering data, you are simply removing from view the data in a certain order according to kind, class, etc.

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• Click on the down arrow to select filter

• e.g. If in the ‘grade level’ column the user selected ‘9’ (for 9 th grade), your spreadsheet will filter and only show students in the 9 th grade

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The columns youhave filtered willbe denoted by ablue down arrow.

Rows that have been minimized (out of view), because of your filter request, are denoted by a thicker line and missing row numbers.

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Select

Data Snapshotunder

Project Reports

on themain menu bar

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View an up-to-the-minute snapshot of the current year’s data.

The first table has counts and percentages for all students entered.

The second table breaks down the student counts by age, grade level, ethnicity and disability.

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TEST SITE ADDRESS

http://test.scoe.net/workability/prototype/dsp_homepage.cfm

New Site Data Reports (Prototype)

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You are here: Home > Project Reports > Run a Report

To get to this page click here.

You are here

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Click on any of these Radio Buttons to start to build your report.

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An Example

This is added when you choose Baseline.

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Click Next

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Choose one of the options.

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After choosing one option in #5, an additional box will be generated.

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Choose a field by which to group data.

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You can click on any of these to add columns.

Add a subgroup.

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You can only choose one radio button.

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You can SAVE a report and use it as a FAVORITE.

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Report Generated in Adobe

You will Need Adobe Reader to Run the Report!

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Go to the Test Site and Play Around with it – You won’t hurt Anything!

http://test.scoe.net/workability/prototype/dsp_homepage.cfm

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Available on-line reports• Budget Amendment• Education Code Requirement• End-of-Year Report and Renewal Application• Estimated Budget• Final Budget• Statement of Assurances• Submit Baseline Data• Submit Follow-Up Data• WorkAbility 1 Profile

Select

CDE Reporting



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Select

Ed Code Requirementunder

CDE Reporting


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The WAI End-of-Year package requires sites to complete a report covering Section 56471 of the California Education Code.

This section of Ed Code states that:

WorkAbility I project applications shall include, but are not limited to, the following elements:

Ed Code Requirement Report

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2008-09

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• It is recommended to type the text in MS Word and spell check. There is no spell checker in the database

• Text can be no more than 250 words per box

• Copy the text for each box

• Paste the text into the appropriate box on the Ed Code Requirement page

• Remember to click Save after each box is filled to prevent data loose when the database timing out

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• When complete, reviewed, and ready to go click the Ready for CDE button located at the bottom of the report

• If you are unclear on what to write for text in each area, contact your mentor for assistance

• Content for this report is not the responsibility of the technology committee

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Select

EOY Report/Renewal under

CDE Reporting


Be sure to enter a summer contact phone number for the project contact person in case FMTA has questions.

Complete all of the information on all three (3) pages for this report.

NOTE: Definitions page can be helpful in understanding WorkAbility terms.

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Page 1

To remove a School Name clear the Name, County and # of Eligible Students then click the Save button

To add a school, click on the Add another school served link.

DO NOT add a school by typing over another school’s information!DO NOT manually move schools from one line number to another. The database will automatically alphabetize your schools.

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Page 1

Number of Schools listed should equal the total of all LEA categories

When you are done, click Save & Go To Next Screen button.

Leave no category boxes empty. Enter ‘0’ in all LEA boxes that do not apply to your program.

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Page 2

•Click the appropriate response on all of the Assurances and Agreements

•There must be a response on all lines except for the last one

•Click Save & Go To Next Screen when finished

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Page 3

•Indicate if you are requestingan increase or decrease toyour proposed served numbers for the next program year

• A text box will appear only if you need to provide justification information for not meeting required numbers or percentages

If any number of On-Campus placements are reflected in your report, a valid explanation must be submitted.

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Page 3

SUBMIT BASELINE DATA box will only show on the Project Contact’s login Do Not select YES! until:• All student data has been entered and checked•Students who are graduating, or are leavers, have been exited

NOTE: If the student does not graduate/leave, you will be able to retrieve their baseline information next year with a push of a button.

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Page 3

Once you mark ‘YES!’ And submit,•You will NOT be able to change your Student Baseline and Follow Along data

• Some information on your Home page may change e.g. Not Served’ may show ‘0’ ‘Employer with Current Placements’ may show ‘n/a’

• Placement data for the current year ends 6/30• New Placement data will need to be entered for next year, which

begins 07/01

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Your Project’s Name

Your Project’s Address

Your City Zip CodeCounty

(xxx) xxx-xxxx

(xxx) xxx-xxxx

# # #-# #

Your Project Name (###-##-##)

Title Dollars Spiffy

Instructions• Detailed instructions in

pdf format

• The years may be different but the content is correct

• Read them

Select

Estimated Budgetunder

CDE Reporting

on themain menu bar

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Your Project’s Name

Your Project’s Address

Your City Zip CodeCounty

(xxx) xxx-xxxx

(xxx) xxx-xxxx

# # #-# #

Page 1

• Enter the needed information in each box

• Click Save & Go To Next Screen when finished with this screen

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Page 2

• Enter the total amount for each account category

• Enter the Indirect Cost percent for your LEA (the dollar amount will automatically be calculated)

• The Total ESTIMATED Budget amount must be the same as the ESTIMATED Amount at the top of the page

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Page 2

District negotiated indirect costs for each year can be found at:

http://www.cde.ca.gov/fg/ac/ic/

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You type it neatly.

Printed - it looks like this.

Page 3

• Enter a description for each line item listed. Be sure to refer to the instruction page for examples

• Separate High School and Middle School expenses

• It is suggested that you enter a “/” at end of each line because:

Remember to Save each time you work on the document.

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Page 3

• Click that the report is Ready for CDE

• Print the report

• Get it signed and dated

• Mail it to your FMTA or NPS Manager at CDE

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Select

Statement of Assurances

under CDE Reporting

on the

main menu bar

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• Enter the grantee name and address

• The Project Contact may only be changed from the Project Information screen

• The Superintendent/Authorized Representative information at the bottom of the page is transferred from, and can be edited on, the Project Information screen

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• Click that the report is Ready for CDE

• Print the report

• Get it signed and dated

• Mail it to your FMTA or NPS Manager at CDE

• Remember only those who have access privileges can see and click the Ready for CDE button

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Select

Submit Baseline Data

underCDE Reporting


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This screen will show baseline records that are incomplete.

Click on a student’s name to go to the Baseline record to complete missing information.

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All baseline records must be complete before the data can be submitted to CDE.

To be considered complete, a baseline record must meet the following conditions:

‘Student Basics’ screen - • There should be no blank fields

‘School/Agencies’ screen - • School of attendance must be entered • Exit date and Exit Reason must be complete for

program leavers

‘Placement’ screen - • If there is a placement, all but the supervisor name,

phone and SSN information must be complete• If the placement ended, the date ended and reason

ended must be complete

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Once the necessary information is has been entered, return to this screen to confirm that baseline data is complete, accurate and ready for CDE.

If so,click on the

Ready for CDE button.

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Budget Amendment

Ed Code Requirement

EOY Report / Renewal

Estimated Budget

Final Budget

Statement of Assurances

Submit Baseline Data

Submit Follow-Up Data

WorkAbility 1 Profile

No names will appear to the left if you have filled in all of the required fields in follow-up.

Select

Submit

Follow-Up Data

underCDE Reporting

on the

main menu bar

Once the necessary information has been entered, return to this screen to confirm that follow-up data is complete, accurate and ready for CDE, then click the Ready for CDE button.

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Select

WorkAbility I Profile

underCDE Reporting

on the

main menu bar

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This document needs to be kept up-to-date with current contact information.

Beginning July 1, 2009 –

When logging on to the web site for the first time each fiscal year, the Project Contact will be required to attest that all information is correct and up-to-date.

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Select

CDE Reporting


to see a complete list of reports and their status.

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Once a report is marked ‘Ready for CDE’, the Submit to CDE button will be visible and active only to the Project Contact.

In the case of the EOY Package, each sub-report must be ‘Ready for CDE’ before the submit button will be active.

Ready for CDEReady for CDEReady for CDEReady for CDEReady for CDEReady for CDE

When a report has been marked ‘Ready for CDE’, it will be indicated in the status column.

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After clicking the Submit to CDE button:

• The page will show that the reports were submitted to CDE and later will show when ‘Accepted by CDE’

• Nothing is actually sent to CDE unless you click the Submit to CDE button NOTE: Reports marked with an

asterisk must be submitted both electronically and ‘printed, signed and mailed.’

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Select

Customize Follow-Up

under Site Management


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TWO YEARS is the minimum amount that each project must follow up with participants.

You may select up to a five year follow-up for your project.

To add project-specific follow-up survey questions, click on the add a question link.

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Select

Manage User Accounts under

Site Management

on themain menu bar

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Depending on your access privileges, you can view, add, or change settings for people with online access to your WAI project data.

To add a user, click on the add a new user account link.

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Use this form to create a new User Account.

Scroll down to see the entire form.

Some items are already filled out and you are not authorized to change them.

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Check which type of access, if any, this person should have to each area of the WAI Online Data Collection System.

When done, click the Save button.

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To view or change an existing user’s information, click on the user’s name on the Manage User Accounts page.

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The selected user’s account information is displayed in the User Account form.

Add or modify the information and then click the Save button at the bottom of the form.

NOTE: Avoid deleting an account and its history; instead, change the account status to ‘Closed’ at the top of the form.

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What actually happens if you click -

• The record will be deleted forever

• Once information is deleted from the online database it is GONE

• Clicking the browser’s BACK button will not retrieve the data

• If the person is no longer with your site, don’t delete them, instead change their account status to ‘Closed’

DELETE

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Select

Project Information

under Site Management


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From here, project information can be viewed, added, or changed.

NOTE: In Project Type field - only one option can be marked.

Scroll down to see the entire form.

Some items are already filled out, and you are not authorized to change them.

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To remove a School Name, clear the Name, County and # of Eligible Students and click the Save button.

To add a school, click on the Add another school served link.

DO NOT add a school by typing over another school’s information!DO NOT manually move schools from one line number to another. The database will automatically alphabetize the schools.

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At the bottom of the Project Information form, you can create Custom Fields for your Student Baseline and Follow Along records.

These Custom Fields will be displayed in the Other section of Student Records: Baseline and Follow Along.

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Select

Find / Printunder

Directory

on themain menu bar

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Search by the categories listed, or click SEARCH to find all directory records.

After clicking one of the categories, additional search criteria will appear to help narrow your search.

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Select

Updateunder

Directory

on themain menu bar

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From here people that are listed in the WAI Directory can be viewed.

•Click on a name to update someone's information

•Click the remove link to remove someone from the directory

•Use the pull down menu to add someone

NOTE: Removing someone from the WorkAbility I Directory will not affect their access to the system.

Parker, Sydney

Perfect USD

398-06-06

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End-of-Year Due Date

• June 15th

• Forms must be submitted electronically

• A signed hard copy of designated forms must be mailed to CDE to the attention of your FMTA or NPS Manager

AND

•As each section is completed, be sure to follow the instructions that are provided on each page

•Scroll down to see an entire form

•Click the Save button at the bottom of every page before continuing

DON’T FORGET

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Security Feature - If there is no activity for a given period of time, you login will be closed and you will have to log back on when you begin working again.

Access – You can only work in those areas which you have been given access rights to. If you can not see it or can not change it, contact your Project Contact about your access rights.

REMEMBER

Documents

Work Ability 1 Data Collection System