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End-of-Year Data Submission Instructions 2013-14

Instructions to complete fiscal year end-of-year data submission data.

All California Workforce Investment Act (WIA), Title II: Adult Education and Family Literacy Act (AEFLA) Sections 225/231 and English Literacy and Civics (EL Civics) funded agencies must submit data and other information to the Comprehensive Adult Student Assessment Systems (CASAS) by August 15, 2014. All deliverables must be received by CASAS on or before this date.

In order to be in full compliance of the AEFLA grant, all agencies must complete Steps 1 through 6 below:

STEP 1: Complete the Adult Education Personnel Information before Submitting Data
  1. In the TOPSpro® Enterprise software, under the Organization menu, click Agencies.

  2. Open the record for your agency.

  3. On the Navigator bar, click Program Years.

  4. Open the record for the current (2013–14) Program Year.

  5. Under the Program Year record enter information for Adult Education Personnel. Enter the number of adult education personnel in your WIA, Title II and/or EL Civics programs for each category.

  6. Under the Program Year record enter information for Teachers’ Years of Experience in Adult Education. Enter the number of teachers that corresponds to each of the three years of experience categories.

  7. Under the Program Year record enter information for Teacher Certification. Enter the number of teachers that meets the criteria for the four certification categories.

  8. Click Save.
STEP 2: Verify Your TOPSpro® Enterprise Setup
  1. For the AEFLA and English Literacy and Civics Education Funded Agencies:
    • In the TOPSpro® Enterprise software, under the Organization menu, click Agencies.
    • Open the record for your agency.
    • Verify that your agency’s funding sources for PY 2013–14 are correct. “California” appears in the State field and the Current Program Year shows “7/1/2013–6/30/2014.”
    • In TOPSpro® Enterprise, on Organization menu, select Classes, and open Class Instances Lister.
    • In the Class Instances Lister, open the records for each of your AEFLA and EL Civics funded classes. Make certain that you have designated an instructional program for all funded classes. In Instructional Programs, check ABE, ESL, GED, or High School Diploma as appropriate.

  1. For English Literacy and Civics Education Funded Agencies Only:
    • On the Organization menu, select Classes, and open Class Instances.
    • In the TOPSpro® Enterprise Class Instances Lister, open the records for each of your EL Civics classes. Make certain that you have selected either Civic Participation or Citizenship Preparation as appropriate in the Focus Area field.
    • Check to make certain that you downloaded all approved additional assessments to your TOPSpro® Enterprise installation.
      • On the Organization menu, select Agencies, and open your agency’s record.
      • Verify your County, District, School (CDS) Vendor code.
      • On the Navigator bar, click Program Years, and open the record for the current 2013–14 Program Year.
      • On that record’s Navigator bar, click Additional Assessments and verify that the correct assessments are listed.
      • If the assessments are not listed, go to the Tools menu, select Additional Assessments Import Wizard, and follow the steps.
STEP 3: Complete Third Quarter Core Performance Follow-Up Measures Survey
  1. Enter the results of your Third Quarter Core Performance Follow-Up Measures Survey. On the Organization menu, select Agencies, and open your agency’s record.

  2. On the Navigator bar, click Core Performance Measure, and enter survey responses for each follow-up measure.
STEP 4: Submit Your TOPSpro® Enterprise Data Electronically or by Mail

All AEFLA funded agencies must send end-of-year TOPSpro® Enterprise data either electronically or by a mailed CD-ROM.

  1. Agencies using desktop version of TOPSpro® Enterprise
    • Electronic Data Submission: For agencies with internet access, go to the Tools menu, select Backup Wizard, and follow the steps of the wizard. On the final screen, make certain that the checkboxes titled Backup Locally and Submit Data to CASAS are checked.
    • Data Submission by Mail: For agencies with no internet access, go to the Tools menu, select Backup Wizard, and follow the steps of the wizard. When you see the message “backup operation completed successfully,” click OK and close TOPSpro® Enterprise.
    • You must then copy the files saved on your desktop onto a CD-ROM or a USB Flash Drive and send it as stated below; otherwise, your data will not be sent to CASAS.
    • Send disk(s) to CASAS. Please use padded or protected envelopes when sending electronic data by mail. Your agency’s Primary Contact will receive an e-mail confirmation once CASAS receives and processes your submission.
  1. Agencies using online version of TOPSpro® Enterprise
    • For agencies using TOPSpro® Enterprise Online, once you submit your agency’s Data Integrity Report and Payment Points Summary Report (New), CASAS will consider your data to be complete and submitted.
STEP 5: Instructions for Printing Required Reports

All AEFLA and EL Civics agencies must print out and submit a Data Integrity Report and Payment Points Summary Report for program year 2013–14.

  1. Data Integrity Report: On the TOPSpro® Enterprise Reports menu, point to Data and Class Management and select Data Integrity. Make certain Current Program Year is selected. Click Generate. Once the report is open, click Export to save the report as an Adobe PDF file. You can mail the printed report, fax it to 858-292-2910, or e-mail it as a PDF attachment to capm@casas.org.

  2. Payment Points Summary Report: On the TOPSpro® Enterprise Reports menu, point to State Reports−California, and then click Payment Points Summary (New). Make certain Current Program Year is selected. Click Generate. Once the report is open, click Export to save the report as an Adobe PDF file. You can mail the printed report, fax it to 858-292-2910, or e-mail it as a PDF attachment to capm@casas.org .
STEP 6: Instructions for Completing the End-of-Year Data Submission Certification Letter (Attachment 2) and Submitting all Requirements to CASAS.
  1. Complete the Certification Letter (Attachment 2 of the End-of-Year Letter sent by the California Department of Education) by checking off all of the requirements and obtaining the signature of an authorized individual at your agency. A copy of the Certification Letter with signature must be submitted via mail, e-mail capm@casas.org, or fax (858-292-2910) to CASAS.

    Use the following mailing address for all printed deliverables and data disk(s):

CASAS
2013–14 End-of-Year Data Submission
5151 Murphy Canyon Road, Suite 220
San Diego, CA 92123

  1. Please submit all data-related deliverables on time, to ensure that everything is received by CASAS on or before August 15, 2014.

If you have any questions regarding these requirements or the end-of-year data submission process, please e-mail capm@casas.org.

If you need help using TOPSpro® Enterprise, please contact CASAS Technical Support, by phone at 800-255-1036 or by e-mail at techsupport@casas.org.

Questions:   Adult Education Office | 916-322-2175
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