End-of-Year Data Submission Instructions

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 (IELCE) Section 243 funded agencies must submit data and other information to the Comprehensive Adult Student Assessment Systems (CASAS) by July 15, 2023. All deliverables must be received by 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 (7/1/2022–6/30/2023) 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 Employment and Earnings Survey Before Submitting Data

1. In the TOPSpro® Enterprise software, under the Tools menu, click Core Performance Wizard.
2. Complete the steps of this wizard to identify the exited students who are eligible for follow up this quarter.
3. Verify and edit the exit population in the Core Performance Students lister – on the TOPSpro® Enterprise menu, go to Records then Core Performance Students.
4. Select students to survey then click Send Survey Invitations and finish the wizard.
5. To view survey results, go to Records then Survey Responses. Follow-up with students that have not yet answered the survey.
   

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 2022–23 are correct, that “California” appears in the State field, and the Current Program Year shows “7/1/2022–6/30/2023.”
   • 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 selected either Civic Participation, Citizen Preparation, or Integrated EL Civics Education (IELCE) as appropriate in the Focus Area field.
     
2. For EL Civics 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.
     • On the Navigator bar, click Program Years, and open the record for Program Year 2022–23.
     • 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.
       
       
3. For California Adult Education Program Funded Career Technican Education (CTE) Classes:
   • Review your Class Definition Records for CTE to include Classification of Instructional Programs (CIP) and California Department of Education A22 Course Codes, if applicable.
     • On the Organization menu, select Classes, and open Class Definitions.
     • In the TOPSpro® Enterprise Class Definitions lister, open the records for each of your CTE classes. Make certain that you have entered the CIP Code or A22 Course Code.
       

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 the Quarterly Data Submission Wizard

All agencies must use the Quarterly Data Submission Wizard to submit their Data Integrity Report, Payment Points Summary Report,Quarterly Post-Exit Program Survey Checklist, and End-of-Year Data Submission Certification Letter for Program Year 2022–23.

1. Before running the Quarterly Data Submission Wizard, generate the Data Integrity Report and Payment Points Summary Reports as follows:
   1. Data Integrity Report:
      1. On the TOPSpro® Enterprise Reports menu, point to Data Management and select NRS Data Integrity.
      2. Ensure Program Year 7/1/2022-6/30/2023 is selected. Click Generate.
   2. Payment Points Summary Report:
      1. On the TOPSpro® Enterprise Reports menu, point to State Reports-California, and then click Payment Points.
      2. Ensure Program Year 7/1/2022-6/30/2023 is selected. Click Generate.
2. Review these reports and make any necessary changes to your TE data. You may alswo want to review additional TE data managment report, such as those included in the Attachment Submitting Complete and Accurate Data.
3. Open the Quarterly Data Submission Wizard under the TE Tools menu.
4. Complete the steps of this wizard to officially submit your Data Integrity Report, Payment Points Summary Report, Quarterly Post-Exit Program Survey Checklist, and End-of-Year Data Submission Certification Letter.
5. You can review the results of any quarterly submission under Organization then under Agencies and select your agency. Under the left Navigator bar, select Quarterly Data Submissions to review your submissions.
   

STEP 6: 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 email. Please keep a copy of the letter for your records. Agencies will have until August 1, 2023, to verify their Payment Points Summary Report.

Please submit all data-related deliverables on time, to ensure that everything is received by the CASAS on or before July 15, 2023.

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.