Student Training in GALIS

1. Student Training in GALIS Technical College System of Georgia Office of Adult Education April 11, 2019

2. Training Objectives • Walkthrough the changes in Student Training records in GALIS • Data Entry View and Read Only View • Discuss how to set up Integrated Education and Training (IET) classes in GALIS • Introduce updated Training Enrollment Forms • IET and Non-IET • Talk about next steps, including data clean-up for FY19 • Finish up with Q&A, Reminders and Announcements

3. Adding or Updating Non-IET Records – Data Entry View Navigation Steps • Select the Students Module from the dropdown list. • The default screen is Student Search. • Search for and identify the desired Student Record using the search fields. • Select the Student Record.

4. Adding or Updating Non-IET Records – Data Entry View • A Navigation Bar is located on the left-hand side of the Student Record. • Click on Other Student Training (Non-IET) to navigate to that section of the Student Record. • “(Non-IET)” was added to the Other Student Training heading to clarify that these entries should not be linked to IET classes.

5. Adding or Updating Non-IET Records– Data Entry View • This screen will appear to the right of the navigation bar. Use it to add or update a Non-IET training record for an individual student. • Career Pathway has been replaced with a dropdown list of the 16 Career Clusters. • More information about Career Clusters can be found at https://careertech.org/career-clusters. • Program of Study has been changed to Training Title/Course.

6. Adding or Updating Non-IET Records – Data Entry View • The ability to record multiple Non-IET training records has been added. • Once the training record has been saved, it will appear in a summary list below the fields. • The fields above are now empty and ready to be updated with an additional entry. • New saved entries will be added to the summary list.

7. Searching for and Creating IET Classes– Data Entry View Navigation Steps • Select the Classes Module from the dropdown list. • The default view is the Class Search. • New search feature – IET Checkbox • Check the box and click Search to find designated IET classes or combine the check box with other search fields.

8. Creating IET Classes– Data Entry View • Click on New Class. • Add class information and check the IET box. Checking the IET box will designated the class as IET and will allow you to add the training component information to the record.

9. Additional fields related to the training component of the IET class will appear on the screen. • All of the fields are required.

10. Career Pathway has been removed and replaced with a dropdown list of the 16 Career Clusters. • Select the most appropriate Career Cluster for the IET. • More information about Career Clusters can be found at https://careertech.org/career-clusters.

11. Training Program has been removed and replaced by Training Title/Course. • Make sure that the title reflects the content of the training component of the IET. • Complete the name of the training provider. Standardizing the spelling of provider names will simplify searches and reports later. • Both fields have been increased in size to accommodate longer entries.

12. Select the Training Type from the dropdown menu. • Indicate all sources of funding for the training component. • Indicate Credit/Non-credit.

13. Make sure the record is complete, including the days/times that the adult education components meet. • Save the record. Now, here’s some advice for setting up IET classes in GALIS.

14. What is included in an IET Class in GALIS? • Make a class that will cover all of the adult education components of the IET. • You do not need a separate class for each module or component. • The listed class can include many components: • orientation time • assessment time • workforce preparation activities • adult education class time • college and career advisement • instructional time that supports the training time • distance education time

15. Student Training Reporting – Data Entry View Navigation Steps • Select the Student Training Reporting Module from the dropdown list. • Search Student Training is the default view. New checkboxes for IET and Non-IET records have been added. Use alone or combine with other search fields.

16. Uploading Certificates to Student Training Reporting – Data Entry View • Select an individual student record. It will open above the summary list. • Enter the certificate name, the date conferred, certificate conferred (Yes or No). Click Choose File, navigate to the document and upload it. The valid types of files include “doc”, “docx”, and “pdf”. • Click Save when complete. Training Title/Course

17. Uploading Certificates to Student Training Reporting – Data Entry View • Once the training record has been saved, it will appear in the summary list below the fields. • The fields above are now empty and ready to be updated with an additional certification entry. • Additional certification entries are added to the summary list. • There is no limit on the number of certifications that can be added, at this time. • If you make a mistake, just delete the upload and re-enter.

18. Certificates Industry-Recognized • OSHA 10-hour Safety • Lean Six Sigma Greenbelt • CPR/First Aid • ServSafe • Forklift Operator • Nurse Aide • Commercial Truck Driving • Postsecondary credentials Do Not Upload • GeorgiaBEST • Level Completion • Perfect Attendance • Good Citizen • GED or other High School Diploma

19. Viewing Non-IET Records – Read Only View Navigation Steps • Select the Students Module from the dropdown list. • The default screen is Student Search. • Search for and identify the desired Student Record using the search fields. • Select the Student Record.

20. Viewing Non-IET Records – Read Only View • All Non-IET Student Training will appear in a summary table format near the end of the student record.

21. Searching for and Creating IET Classes– Read Only View Navigation Steps • Select the Classes Module from the dropdown list. • The default view is the Class Search. • New search feature – IET Checkbox • Check the box and click Search to find designated IET classes or combine the check box with other search fields.

22. Searching for and Viewing IET Classes– Read Only View • Read Only Users are able to view the IET Class data, but cannot update it.

23. Student Training Reporting – Read Only View • At this time, there is no Read Only View for Student Training Reporting. • Local Programs can give Read Only Users access to Student Training Reporting, but keep in mind, it is like the Attendance Module – All access or no access. • All users with access to Student Training Reporting can upload certificates.

24. Training Enrollment Form – Non-IET • Used to collect any Non-IET student training, so that it can be recorded in GALIS • Aligns with the optional and required data fields in GALIS • Student and Staff signatures acknowledge the student’s participation • Place to indicate earned certificates • Non-IET Directions and Definitions Document also available • Posted to the OAE site: http://literacy.coe.uga.edu/ops-inst-services/trainingenrollment/index.html

25. Training Enrollment Form - IET • Used to enroll students in an established IET class • Aligns with the required data fields in GALIS • Student and Staff signatures confirm enrollment • Place to indicate earned certificates • IET Directions and Definitions Document also available • Posted to the OAE site: http://literacy.coe.uga.edu/ops-inst-services/trainingenrollment/index.html

26. Next Steps • Review the presentation materials and share them, as needed. • Take a few minutes to walkthrough the updated sections of GALIS • You can test them on GALIS Training • Let us know if something is not working the way it should. • Review the Training Enrollment Forms and the Directions and Definitions • Print copies and implement the new forms. • Share the forms and provide training, as needed. All teachers need to know that they should collect Non-IET student training when they hear about it. • Start IET and Non-IET Data Clean-up

27. Data Clean-up for FY19 – Non-IET • Use the Student Training Reporting Module to check each non-IET record. • Make corrections, as needed. If it cannot be changed, contact the GALIS Helpdesk through the link in GALIS. • Record all known Non-IET student training activity. • You will need to re-load any uploaded certificates. Moving to the multiple certificates format required them to be dropped. • Attach certificates earned between now and June 30, 2019. • Assigned GPSC will contact the program about any additional clean-up.

28. Data Clean-up for FY19 – IET • Use the Classes search to find all designated IET classes. Check each data field. Align each class to a Career Cluster. In the conversion from “Program of Study” to “Training Title/Course,” you may need to update the entry. • If you can’t update something, send a request to the GALIS Helpdesk through the link in GALIS. • Use Student Training Reporting to re-load any uploaded certificates. Moving to the multiple certificates format required them to be dropped. • Attach certificates earned between now and June 30, 2019. • Assigned GPSC will contact the program about any additional clean-up.