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[null,null,null,null,null," "]
[]
[null,"Staff "]
[null,"Done","Item","How","Additional Info","ATX/ATB"]
[null,1,"Enter all Professional Development hours per staff","Place the events and hours into TEAMS under Staff Development","Ensure that you have documentation that can be provided to monitors upon request for hours being entered into the system"]
[null,null,"All PD hours are entered into TEAMS.","Go to: Staff Development>Review events or Add events> Add staff to events and assign PD hours.","Once saved, it will show on the staff record in TEAMS and Staff Roster report.","YES"]
[null,null,"All staff have met required PD.","Go to:  Reports>Staff> Staff Roster. Review and ensure that all staff have enough hours to meet their PD requirements according to TWC Rule 805.21.",null,"Non-instructional staff should be tracked outside of TEAMS in an Excel file"]
[null,null,"End dates are entered for staff that are no longer employed.  ","Pull TEAMS staff roster report and ensure that all staff have an end date if they have ended employment. (End dates should be consistent with when the staff exited employment.)  ","If staff are continuing employment into PY 21-22, the end date can remain open and active.","YES"]
[null,null,"Annual P41 and CyberSecurity Submissions","Please complete required documentation/training-Annual training requirement (Failure to submit required documentation will result in a locked account.  These items are required to be submitted annually from the last date of submission).","Under Admin Tools and Forms as per                          AEL Letter 02-18 change 1  https://twc.texas.gov/students/adult-education-literacy-teachers-providers#administrativeToolsForms.","YES"]
[null,"Participant "]
[null,"Done","Item","How","Additional Info","ATX/ATB"]
[null,null,"Evaluate TEAMS data for potential coding issues.  Verify that all data and coding has been entered and is accurate.","Pull the Participant Count by Funding Source, Site and Class to find participants that may be miscoded.  ","Review funding codes attached to specific classes to ensure that those students should be attached to those activity codes/fund codes. If the enrollment counts seem wrong, or you see students in a class that appear to be attached to the wrong fund code, investigate!  ","YES"]
[null,null,"All contact hour documentation matches what is being reported in TEAMS.","Spot check file documentation against TEAMS data entry. This should be a regular part of your quarterly monitoring and include samples from all providers, and if a sole provider, all sites.","Random sampling is a best practice.","YES"]
[null,null,"A Training Service is listed on all IET participant profiles under \"Career and Training Services\".","To check for this, run the MSG Report and filter only for IET activity codes (IET (AEFLA) or IET (Civics), etc: Reports>Participants>MSG Management report. Verify that all  participants have an IET flag = Yes.  "," ","YES"]
[null,null,"All IET or Integrated EL Civics class participants are coded with the  appropriate activity/fund code.","Pull the report \"Participant Count by Funding Source, Site and Class\". Filter for only IET/ATX specific fund codes. Ensure all the classes that appear on the list having IET funding codes associated with them.",null,"YES (Use appropriate \"funding\" codes in TEAMS)"]
[null,null,"Ensure all participants who are eligible for post-testing are prioritized and tested prior to June 30th if needed.","1. Pull Participant Roster and search for all participants with 40/60 hours and \"without a progress test.\"   2. Pull TEAMS MSG Report. Filter for particpipants whom have not received an MSG for the current Program Yr.    ","Effective July 1 2020, you are able to add a class to house and report Non NRS tested students, but every effort should be made to ensure that students are getting prioritized for a NRS approved test.  Those individuals who have not been made eligible for services with an approved NRS test will not be counted towards performance.","YES"]
[null,null,"All participants who have been tested early have justification in their file for being tested early.","Run \"Participants Tested with less than minimum hours of instruction.\"  Report in TEAMS. This report is not 100% aligned to policy but is still a useful tool when spot checking justification requirements per AEL Assessment policy.","Not having this documentation justifying early testing may result in a monitoring finding.  ","YES"]
[null,null,"Test participants who have tests set to expire.","Pull the MSG Report, filter for participants who have assessments set to expire (365) and priority test these individuals."," Assessments that pass 365 days are expired and a student may not be elible to be enrolled in a class. ","YES  "]
[null,null,"Check the TxCHSE Potential Match report to see all the potential matches. (Not Available for PY 20-21 but, may be available in the future).","Make sure to select the “show hidden” option to show any participants previously hidden.  This report will show both test(s) and certificates. If it states 'verify with tests\" it means we have received the results for an individual exam area(s) and are needing confirmation that this is a student you are serving. If it states 'verify with original certificate', it means we have a certificate/credential but need confirmation that this is a student you are serving. If you believe it is the student you are serving, click the 'verified with tests/certificate\" and \"Submit\". The results will then show on the students participant record. ","You can enter a comment on the participant record that you verified the student's identity and that they sat for a test or completed their credential exams. No paper documentation is required. ","YES"]
[null,null,"Employment Outcomes","Ensure that all Employment Outcomes in TEAMS have supporting documentation. TEAMS>Participant>Employment Outcomes.","Examples: Paystub, W2, Employer Verification Letter or email (to be placed in participant file).","YES"]
[null,null,"All applicable Educational Outcomes are entered in TEAMS.","Go to:  Participant Record>Educational Outcomes page","All MSG's, Credentials should be entered prior to data entry deadline July 15th.","YES"]
[null,null,"Distance Learning participants have the required 12 direct contact hours needed to be counted as a particpant.","Pull the POP Report and Run the Report Extract.  Compare Total Proxy Hours (Column K) and Total Direct Hours (Column Q).  Any individual who has proxy hours, should have at leat 12 direct hours.","If an individual does not have at least 12 direct hours, regardless of how many proxy hours they have accumulated, they will not be counted as a particpant.","YES"]
[null,null,"Update Exclusions for participants no longer participating due to the following circumstances:  \n\nInstitutionalization (criminal or health)\n\nHealth/Medical condition expected to last at least 90 days that precludes continued participation in the program or employment \n\nDeath \n\nReserve Forces called to Active Duty \n\nDetermination of Ineligibility (correcting an earlier mistake) \n\nThose in Foster Care who exited due to mandated move from the area (only applies to those 16-21) \n","Review webinar to better understand how Exclusions work and support performance: http://twc.adobeconnect.com/pezdltyeilfh/","This is very important as it will take participants who meet certain criteria out of exit-based measures. Documentation of exclusion must be retained for monitoring purposes. ","YES"]
[null,null,"Enter \"Planned Gap\" for participants who will be without services more than 90 days, but plan to return before 180 days.  ","Go to the participant record in TEAMS and under \"Planned Gap\" section, add an entry each month (up to 180 days) there is a gap in service until the student returns to activities.","\nDue to the current situation with the Covid-19 Pandemic, if you have reached out to participants and they have advised that they will not return or are unable to participate in remote or distance learning but, plan to return for face to face classes-Planned Gaps may be entered on these participants.  This should be documented in TEAMS and monthly follow-ups should be conducted to update TEAMS with continued placement in Planned Gap.","YES"]
[null,null,"Survey all participants for continued services.",null,"(Optional) Update participant achievements in TEAMS.  Participant achievements are for local use only and do not count towards any outcome measures. ","YES"]
[]
[null,"Class "]
[null,"Done","Item","How","Additional Info","ATX/ATB"]
[null,null,"Place end dates on all classes to reflect dates classes were open for service.","Open the class and edit end date to reflect the actual date the class ended, not an arbitrary date.","All classes will need an end date.  If a class will  continue through the end of the program year into the new program year, the end date should be entered in as 6/30/2021 in TEAMS.   No classes will be rolled over into PY 21-22.  All classes for the new program year in TEAMS will have to be recreated.","YES"]
[null,null,"Ensure that all IET classes are attached to the correct \"Training Service\" in TEAMS.","In TEAMS, open Training Services and review all training services. Ensure that all classes that support students in that IET are listed, examples are basic skills class, training class (if separate), and workforce prep.","All classes with contact hours associated with each training service should be assigned to the corresponding training service. To ensure you have set these up correctly, review the individual participant records to ensure the correct training service is attached to the student. If not, reach out to your program specialist for corrections.","YES"]
[null,null,"Training hours are recorded in TEAMS for all participants in IET training classes in accordance with AEL letter 02-16, Chg. 1 guidance.","Pull the POP Report with the  IETs and Integrated El Civics funding codes.  Check Column \"K\" for Training Hours. ","Review POP report to ensure that training hours in isolation do not exceed 60 days past the last direct hour date. Ensure that you have proper documentation for all training hours entered into TEAMS. All IET coded students should have both training and direct hours.  If no training hours are being reported for an IET participant, no credit will be given toward an IET service.","YES"]
[null,null,"Individuals participating in an IET have reached participant status with 12 direct hours.","Pull the POP Report for all individuals.  Ensure the those participants who have training hours, also have at least 12 direct hours.","If a reportable individual has earned training hours, but not 12 direct hours, no credit will be given for an IET service.","YES"]
[null,"Training Services"]
[null,"Done","Item","How","Additional Info","ATX/ATB"]
[null,null,"All IETs have a Training Service set up in TEAMS and all classes for the  training service are attached.","Review your training services and IET classes.  For the training services, ensure that classes for contextualized learning, workforce preparation and training are attached to a Training Service.  When looking at all classes that are part of an IET, ensure proper listing under appropriate Training Service.",null,"YES"]
[null,null,"All IET coded students are assigned to a Training Service.","Pull MSG Management Report, filter for IET fund codes, pull 'extract' report and ensure that all those on the report have an 'IET Flag=Yes\". If they do not, they are not properly attached to a Training Service.  ","Pull the POP report to identify all individuals coded as participanting in an IET, but who do not have any training hours in TEAMS. Review for \"0\" [zero] training hours in Column \"T\" (Total Training Hours).","YES"]
[null,null,"All participants services in Training Services (IETs) are updated to either Completed/Withdrew.","Go to Training Services > Select the Training Service> for each Student, edit and select either 'completed' or withdrew'.","This is an important step each time a training ends.","YES"]
[null,null,"All \"completed' training service for a particpant have a corresponding MSG(s), credential or are being tracked for a credential.","Record the WF MSG and credential under Educational Outcomes in TEAMS. Participant > Educational Outcomes > Credential.","Once a student completes the occupational training the credential should  follow (365 days after exit.) ","YES"]
[null,"Validation and Data Sign Off"]
[null,"Done","Item","How ","Additional Info","ATX/ATB"]
[null,null,"Validate all classes through June 30th, 2021.","Director level access required. After careful internal review,  Select each class and validate all contact hours through June 30. ","Once validated, contact hours cannot be edited without TWC permission/approval","YES"]
[null,null,"Run \"Non-Validated Classes\" report to verify.","Prior to Data Sign Off, pull the 'Non-Validated Classes\" report and review all classes that show contact time and no director validation.","This is the easiest way to spot check for classes that have contact hours that have not been validated through the end of the program year.","YES"]
[null,null,"Complete Data Sign Off for 4th and Final reports.","Select Admin> Data Sign Off> Quarter (choose)> Get Report. Review and answer the questions, then 'Submit' the report.","Data Sign off for the 4th Quarter and the Final Report for Data Sign Off must both be completed and submitted.  These are two separate submissions.","YES"]
[null,null,"Ensure all reports are submitted.","Select Reports> Other> \"Data sign off status\".  Select 4th Quarter and uncheck submitted; this will show you all reports that have not been completed.  Repeat step 1 for Final DSO as well.  ","If you receive a \"No Data Found for this report\" message, then all your DSO's are completed.  ","NA"]