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End-of-Year Data Submission Instructions

Instructions to complete end-of-year data submission.

All California Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA) sections 225, 231, and Integrated English Literacy and Civics Education Section 243 (IELCE) funded agencies must submit data and other information to the Comprehensive Adult Student Assessment Systems (CASAS) by July 15, 2019. All deliverables must be received by the CASAS on or before this date.

To remain in good standing with state and federal requirements of the WIOA, Title II: AEFLA grant, all agencies must complete steps one through five 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 (7/1/2018–6/30/2019) Program Year.
  5. Under the Program Year record, enter information for Adult Education Personnel. Enter the number of adult education personnel in your WIOA, 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 five certification categories.
  8. Click Save.
STEP 2: Complete the fourth quarter Core Performance Employment and Earnings Survey Before Submitting Data
  • In the TOPSpro® Enterprise software, under the Tools menu, click NRS Core Performance Wizard.
  • Complete the steps of this wizard to identify the exited students who are eligible for follow up this quarter.
  • The first half of this wizard allows you to select critical information such as program year and reporting quarter to identify specific students for survey.
  • The second half of this wizard includes steps for customizing the survey(s) such as adding a personal note to the survey or specifying the student’s native language.
  • Verify and edit these students in the Surveys lister – on the TOPSpro® Enterprise menu, go to Records – Surveys.
  • On the Surveys lister, click Administer Survey to automatically disseminate the surveys to the students by email, by SMS, or both.
STEP 3: Verify Your TOPSpro® Enterprise Setup
  1. All 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 Program Year 2018–19 are correct, that “California” appears in the State field, and the Current Program Year shows “7/1/2018–6/30/2019.”
    • In TOPSpro® Enterprise, on Organization menu, select Classes, and open the 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 Adult Basic Education, English as a Second Language, High School Equivalency, or High School Diploma, as appropriate.
  2. For IELCE Funded Agencies:
    • 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 vendor code.
      • On the Navigator bar, click Program Years, and open the record for Program Year 2018–19.
      • 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 4: Submit Your TOPSpro® Enterprise Data

All agencies must submit end-of-year TOPSpro® Enterprise data. Once agencies submit the National Reporting System (NRS) Data Integrity Report and Payment Points Summary Report, the CASAS will consider your data to be complete and submitted.

STEP 5: Instructions for Printing Required Reports

All agencies must print out and submit a Data Integrity Report and Payment Points Summary Report for program year 2018–19.

  1. Data Integrity Report: On the TOPSpro® Enterprise Reports menu, point to Data Management and select NRS 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 email it as a PDF attachment to capm@casas.org, fax it to 858-292-2910, or mail the printed report.
  2. Payment Points Summary Report: On the TOPSpro® Enterprise Reports menu, point to State Reports−California, and then click Payment Points. 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 email it as a PDF attachment to capm@casas.org, fax it to 858-292-2910, or mail the printed report.
STEP 6: Instructions for Completing the End-of-Year Data Submission Certification Letter (Attachment 2) and submitting all Requirements to the CASAS

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 email to capm@casas.org, by fax to 858-292-2910, or by mail to the CASAS.

STEP 7: Submit Official Payment Points Certification Letter to the CASAS

Once you have submitted required data and sent your End-of-Year Data Submission Certification Letter, the CASAS will verify your Payment Points Summary Report. The CASAS will then email your agency with:

  • An official verified Payment Points Summary Report
  • The Official Payment Points Certification Letter

Complete the Official Payment Points Certification Letter by verifying your agency’s Payment Points Summary Report and obtaining the signature of an authorized individual at your agency. The Certification Letter with signature must be submitted via mail. Please keep a copy of the letter for your records. Agencies will have until
August 15, 2019, to verify their Payment Points Summary Report.

Use the following mailing address for all printed deliverables:

CASAS
2018–19 End-of-Year Data Submission
5151 Murphy Canyon Road, Suite 220
San Diego, CA 92123

Please submit all data-related deliverables on time, to ensure that everything is received by the CASAS on or before July 15, 2019.

If you have any questions regarding these requirements or the end-of-year data submission process, please email capm@casas.org. If you need help using TOPSpro® Enterprise, please contact the CASAS Technical Support, by phone at 800-255-1036 or by email at techsupport@casas.org.

 

 

Questions:   Adult Education Office | adulteducation@cde.ca.gov | 916-322-2175
Last Reviewed: Wednesday, July 10, 2019
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