Work Ability 1 Data Collection System

1. WorkAbility 1 Data Collection System March 2009

2. 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.

3. Page Links CDE Reporting Ed Code Requirement EOYReport and Renewal Application Estimated Budget Statement of Assurances Submit Baseline Data Submit Follow-Up Data WorkAbility I Profile Submitting Reports to CDE Site Management Customize Follow-Up Manage User Accounts Project Information Directory Find/Print Update Home Student Records Student Basics School / Agencies Array of Services Placements Student Follow-Up Business Records Project Reports Download Data Excel Instructions Data Snapshot Prototype Reports Links will take you to the slide that you need. Click on to return to this page.

4. Directory Student Records Business Records Site Management Home Project Reports CDE Reporting Home

5. Home Tab Select Home on the main menu bar

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

7. Home Tab The project name and site number are displayed here. This is important if you have access to more than one project.

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

9. Home Tab Information and current status on performance goals is indicated in the boxes. Information is separate for high school and middle school students.

10. Home Tab IMPORTANT DEADLINES IMPORTANT CONTACTS Where to get help

11. Home Tab Quick Access Links for Students: Not Served | Not Placed | Not Reached for Follow-Up

12. Home Tab Links to: Sign Out Change Password FAQs

13. Directory Student Records Business Records Site Management Home Project Reports CDE Reporting Student Records

14. Student Records Tab Select Student Records on the main menu bar

15. Student Records Tab 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.

16. Student Records Tab Student Basics 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.

17. Student Records Tab Student Basics 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.

18. Student Records Tab Student Basics Student History Click year link to view the student’s Baseline and Follow Along information from the previous year(s).

19. Student Records Tab Student Basics 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’

20. Student Records Tab Student Basics 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.

21. Student Records Tab Student Basics 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.

22. Student Records Tab Student Basics 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.

23. Student Records Tab Student Basics 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. Miguel Rosas 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.

24. Student Records Tab Student Basics 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.

25. Student Records Tab Student Basics 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.

26. Student Records Tab Student Basics 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.

27. Student Records Tab Student Basics Enter the student’s information in the New Student form and click the Save button. Complete the rest of the student demographics and click Save.

28. Student Records Tab Student Basics Fields required for the End-of-Year data to be successfully submitted in June are: • Student First Name • Student Last Name • SSID • Birth Date • Gender • Grade Level • Disability • Ethnicity

29. Student Records Tab Student Basics 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.

30. Student Records Tab Schools/Agencies 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

31. Student Records Tab Schools/Agencies • Field required in the • End-of-Year data for a student to be counted as enrolled and submitted: • School of Attendance Jon Smith

32. Student Records Tab Schools/Agencies • 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.

33. Student Records Tab Array of Services • 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.

34. Student Records Tab Array of Services • 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.

35. Student Records Tab Array of Services 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. • 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.

36. Student Records Tab Array of Services 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. 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.

37. Student Records Tab Placements 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.

38. Student Records Tab Placements If the placement is a direct hire (Employer paid), Leave all boxes unchecked.

39. Student Records Tab Placements • 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

40. Student Records Tab Case Notes Under Case Notes – Once saved, a case note cannot be edited or removed.

41. Student Records Tab Student Follow-Up To access Student Follow-Up records Select Student Records on the main menu bar to see to a list of all Follow-Up records or click on See Full List on the Home Page to see a follow-ups not reached See Full List …

42. Student Records Tab Student Follow-Up 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.

43. Student Records Tab Student Follow-Up On the Follow-Up screen, you may enter contact information. Click year link to read the results of previous year’s Follow-Up survey’s if available.

44. Student Records Tab Student Follow-Up 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. Thomas Rocha 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.

45. Student Records Tab Student Follow-up 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.

46. Directory Student Records Business Records Site Management Home Project Reports CDE Reporting Business Records

47. Business Records Tab Select Business Records on the main menu bar

48. Business Records Tab 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.

49. Business Records Tab 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.

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