[laces_wa] [SPAM] Batch Move Forward Assessments

[Scott Toscano]

FYI - see instructions below.

-Scott

[Compass]Scott Toscano (he|him|his)
Relationship and Compliance Analyst, Basic Education for Adults (WIOA Title II AEFLA)
Washington State Board for Community and Technical Colleges
stoscano at sbctc.edu<mailto:stoscano at sbctc.edu>  * 360-704-4381
sbctc.edu<https://www.sbctc.edu/> * Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> * Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>

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Move Assessments Forward
Users may now batch move assessments forward for a selection of students.  You may still manually move assessments forward in the individual student records, but the new "Move Assessments Forward" functionality allows you to move forward multiple assessment records with one process.  A search has also been added at the Student Searches Assessments category called "Eligible to Move Forward."  This search returns a selection of students who have assessments that are eligible to be moved forward.  While you may also perform your own searches to display a selection of students, the search will return students with assessments that are eligible to be moved forward.
Eligible assessments are:
?   Assessment records with the date assessed within the allowable move forward window.
Select Agency Settings from the person profile menu and then click to open the Detail panel.  The Data Value for the row MaxDaysToMoveAssessmentsForward shows the max number of days for moving assessments forward in your agency.  For example, if the data value is 90, then assessment records with the assessed date 4/1 to 6/30 of the previous FY may be moved forward, depending on the CurrentFY setting in your agency.  For example, if the MaxDaystoMoveAssessmentsForward data value is 180, and your agency is set for the 2022-2023 or 2023-2024 FY, the assessment records with the assessed date 1/1/2023 to 6/30/2023 may be moved forward to the 2023-2024 FY.
?   Assessment records with the highest assessed level in the subject area, and Date Assessed is within the allowable move forward window.
While you may manually move forward any assessment in the subject area, only the assessment with highest EFL in the subject area should be moved forward, with the exception of Completed ESL L6.  The Move Forward Assessments process will only move forward the assessment in the subject area with the highest EFL.

Assessments NOT eligible to be moved forward:
?   HSE assessment records, such as GED and HiSET
?   Assessments at level ABE L6, Completed ESL L6, and Level Not Defined
?   BEST Literacy Assessments at ESL L6

Run the search before batch moving assessments forward.

1.        Display all students.
2.        Click the >Searches link and expand the Assessments category.
3.        Select "Eligible to Move Forward."
4.        Students who have eligible assessments will be returned on the student grid.
5.        If you do not want to move forward the assessments for all eligible students, you can do additional searches such as Status = Enrolled to further limit the selection of students.

Before proceeding:
Remember that every student in the selection will be affected by the Move Assessments Forward process. Students who do not return in the next FY will still count on Table 2a because they have an assessment moved forward from the previous FY, so make sure you are updating the correct selection of students.
Assessments are typically moved forward during specific times of the year, such as right before or right after the rollover to the next FY when you are enrolling continuing students in upcoming classes.  The agency FY settings and the date on which you run the Move Assessments Forward process - today's date - will determine which FY the assessments are moved to.
Agency current FY is 2022-2023 or 2023-2024 and today's date is 7/1/2023 to 12/31/2023
? 2022-2023 assessments will be moved forward to the 2023-2024 FY
Agency current FY is 2023-2024 and today's date is 1/1/2024 to 6/30/2024
? 2023-2024 assessments will be moved forward to the 2024-2025 FY

Once you have the correct selection of students:
1.        Click the arrow on the More toolbar, and select Move Assessments Forward from the menu.
2.        Read the warning message on the window.  If you want to proceed, click Yes.
3.        Read the warning message on the Confirm Save window.  There is no automatic undo once you proceed.  You will have to manually delete the moved forward assessment records individually if you did not have a correct selection of students. If you want to proceed, click Yes.
4.        You will get a message indicating the number of assessments moved forward, the number of failed moved forward assessments, and the number of students.
Note that the number of assessments may be larger than the number of students, since students may have eligible assessments in multiple subject areas.


Amanda Yendall
LACES Technical Support
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