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ASISTS Case Manager Manual (rev. April 2014) Page

The ASISTS website is found at: https://www.asists.com Please note the “s” in the “https” part of the address. You must type this address exactly as shown to access the site for the first time on any computer. The “s” signifies that it is a secure site. The login area of the screen should look like this:

Revised April 2014

ASISTS Case Manager Manual

The following materials are intended as a guide for Case Managers accessing their client lists in ASISTS. Case Manager access may or may not provide the ability to edit records, depending on the security level assigned by the Program Manager.

Section 1: Logging in to ASISTS

Your username and password should have been assigned by your Program Manager, and requested from the ASISTS staff. If your assigned username and password do not work, please check that you are typing them correctly, note that the password is case-sensitive. If you still have difficulty logging in to ASISTS, please contact your program manager, who can then check with the ASISTS Staff to see that the information you have is correct.

Please Note: This Case Manager Manual is meant to be a guide in using ASISTS to manage data about your assigned clients. Wherever an item is said to be “Required” or “Not Required”, this refers to NY State Ed Policy. Individual agencies may choose to require additional information above that which is required by NYSED. Please check with your Program Manager about these questions.

ASISTS Case Manager Manual (rev. April 2014)

Section 2: The ASISTS Welcome Screen

Once you have successfully logged in to ASISTS, you will see the ASISTS Welcome Screen. You should also see your name and Agency/School name in the upper right corner.

Across the top of most screens, you will see the blue Navigation Bar.

The Navigation Bar will allow you to access:

Your group record(s) (which will allow you to then access your client records) Management Reports for your group(s) Funding Reports for your group(s)/clients Data Check Reports for your group(s)/clients The ASISTS Resource bank

You can also always use the “Home” link on the Navigation Bar to return to the ASISTS Welcome screen.

If you have a security level that allows you to edit information, you can click the “Go To Edit Mode” button at the upper right of this screen. This button is repeated on most data access screens. If you are already in “Edit” mode, this button will read “Return to Review Mode”. Please note, if you do not have a security level that allows editing, you will not be able to modify and save changes, even if you are in “Edit Mode”.


Section 3: Accessing Your Groups

The Group(s) of Clients that have been assigned to you in ASISTS are accessible by hovering your mouse over the “Instructional Activity” choice on the Navigation Bar. A drop-down that also says “Instructional Activity” will appear, you should click the “Instructional Activity” choice in the drop-down to get to your classes.

NOTE: at some points during the year, there are more choices on this drop-down menu

Once you choose “Instructional Activity” from the drop-down, a screen will appear that shows your name, and a list of fiscal years. In the example below, we see the screen for a Case Manager named Samantha Porter, and her FY2014 list of Case Management Groups.

To access the Group information, use the “Select Fiscal Year” drop-down to choose the fiscal year, and then click on the “Info” button to the right of the Group you wish to access.

Teacher Name (should show your name)

Fiscal Year (Data for the current or most recent year will be the default,

other years may be available)

NOTE: Even though Case Management is considered “Non-Instructional”, all Case Management groups will be accessed through the “Instructional Activity” lists.


Section 4: The Enrollment Tab

The first screen of Instructional Activity is the “Enrollment Tab”. This tab will list (in sets of 10) all of the clients who have been enrolled in the Case Management Group this year. This screen will also show if a client has left the Group (or the agency), and the date that the client left. In the example below, client Judy Blume “Exited” from the Group/Agency on 12/15/2013. There are four ways a client can “leave” a Group:

Complete (C) - The client has completed the work/level/requirements of this Group and may or may not be participating in other parts of the program (not often used)

Exit (E) - The client is no longer part of the program/agency, and has left all classes/groups in which he/she was participating

Transfer (T) - the client has moved directly from this group to a different group in the same program (used only within a single fiscal year). If “Transfer” was used to move a client out of a group, the group code to which the client has moved should be listed in the “Transfer To” column. This might be used if a client is transferred from one Case Manager’s responsibility to another’s

Withdraw (W) - the client may still be participating in other parts of the program, but is no longer part of this group

NOTE: If there are more than 10 clients, you can access the additional clients using the numbers at the bottom of the screen.


Section 5: The Contact Hours Tab

The second screen in Instructional Activity is the “Contact Hours” tab. This tab lists all of the clients who have been enrolled in the group throughout the year, and shows a monthly total of contact hours/instances for each month that the client was served.

If a month is blank for a client, either the client did not meet with the Case Manager in that month, or the meeting instances for that month were not recorded.

NOTE: Among other demographic information, a client must have 12+ contact hours (hours of participation in Instructional classes) to be included on the NYSED NRS reports. Non-Instructional/Case Management “hours’ or meetings do not count towards that total


Section 5: The Contact Hours Tab (cont’d)

In addition to a Monthly total of contact hours/meeting instances, clients’ hours/meetings can be entered on a Daily basis. To see this, click on the “Input Daily Contact Hours” button.

When the Daily Contact Hours screen opens, you may need to choose a month from the drop-down.

NOTE: The days of the week checked off were chosen when the Instructional Offering (group) record was created. Those days are the only ones for which it is possible to enter hours/meetings using this screen.


Section 5: The Contact Hours Tab (cont’d)

The Daily Contact Hours entry screen works in a similar way as the enrollment screen: here, instead of 10 clients, there are 15 clients are listed at a time, and if necessary there are page numbers at the bottom of the screen to move to the next set of clients.

Hours/meeting instances that are entered and saved on this page are totaled in the “TotalHours” column at the right, but will take overnight to show on the Monthly Contact Hours tab.

NOTE: If hours/meetings are entered on this screen, they will overwrite (replace) any hours entered on the monthly screen for the same client for that same month


Section 6: The Instructional Hours Tab

The Instructional Hours tab is available for entry of or reference to the hours a Case manager has spent with that particular group of clients for the month. To see any given month’s Instructional Hours entered, you must choose the month from the “Month of Period” drop down.


Section 7: The Goals/Outcomes & Assessments Tab (or, “the Access Door”)

Case manager-level users do not have direct access to student records, so the Goals/Outcomes and Assessments tab in the Instructional Activity record of your is your “Access Door” to individual Student Information, the students’ assessment information, and the Goals & Outcomes that have been entered for the students in your Case Management Group(s).

When you click on any of these choices, a new window will open (or a new browser tab, depending on your browser settings) showing you a list of the Clients who have been enrolled in the group over the course of the year. For example, in the image to the right, this is the list of Clients we see when we are accessing the “Student Information” link.

Clients’ test scores are accessible by clicking the

appropriate link in the Assessments grid to the left.

Clients’ Contact Information, progress notes, and Goal and

Outcome information are scores are accessible by clicking the appropriate

link in the Information grid to the right.


Section 7: The Goals/Outcomes & Assessments Tab (or, “the Access Door”)

As noted on the previous page, clicking any of the links will open a new page or tab showing a list of the clients who have been enrolled in the Case Management Group, and a button next to each name.

To view an individual client’s information, click on the “View” button next to the client’s name.

The requested information (which depends on which link you clicked

on the “Goals/Outcomes & Assessments” tab) will appear in

the same window/tab.

After checking a Client’s record, you can get back to the list of students by using the back arrow in your browser

window.

If you are done checking individual client’s information, you can close the tab/window and you will go back to the

“Goals/Outcomes & Assessments” Tab.


The Student (Client) Information is accessed through the Goals/Outcomes & Assessment tab of Instructional Activity. The first Tab in a Client’s record is the “Contact Information” tab. The first section is the Client’s contact information, including address, phone numbers, and email address.

Section 8: Student (Client) Information

Below that are the Client’s Key demographics. Gender and Race/Ethnicity information will not usually change, but a returning client’s Employment status must be checked and re-entered each fiscal year.


The Funding Source field is not required, but is used in different ways depending upon reporting requirements. Please speak with your program manager if you have questions about what funding should be applied to a particular Client. If a client is receiving Public Assistance and chooses to share that information, it can be noted here.

Section 8: Student (Client) Information (cont’d)

The Client’s nationality and child information are not required, but can be recorded if the Client chooses to share this information. The Client’s Educational Background is required, and may affect the NRS Goals set for the Client. (see note at right) The Population categories are great information to have about a Client. None of these are required, and all information is self-reported by the student. The referral source is also not required.

NOTE: NRS Goals will only

“count” of the Client/Student also accumulates

the minimum NRS qualifications


Section 9: Assessments

Assessments: TABE When accessing the TABE link, after choosing a Client from the resulting list, you will see the TABE tests entered for that Client, and if your security level allows, you are able to enter new TABE tests that have been administered.

Assessments: Best Plus When accessing the Best Plus link, after choosing a Client from the resulting list, you will see the Best Plus tests entered for that Client, and if your security level allows, you are able to enter new Best Plus tests that have been administered.


Assessments: Best Literacy When accessing the Best Literacy link, after choosing a Client from the resulting list, you will see the Best Literacy tests entered for that Client, and if your security level allows, you are able to enter new Best Literacy tests that have been administered.

Assessments: GED (OPT and Official Results) When accessing the GED link, after choosing a Client from the resulting list, you will see the OPT/GED Official Results entered for that Client, and if your security level allows, you are able to enter new OPT tests that have been administered, or GED Results that have been received.

Section 9: Assessments


Section 10: Goals & Outcomes (NRS & “Other”)

Note: All of the NRS Primary Goals (#1—9) are now automatically set according to demographic and enrollment information for each Client. You cannot edit this Goal information. For more information on the criteria, please refer to the ASISTS Release notes for Release 5.7 (September 2012), available in the ASISTS Resources Section, which can be found on the “Help” menu.

NRS Goals & Outcomes When accessing the Goals & Outcomes, after choosing a Client from the resulting list, you will see the NRS Goals & Outcomes tests entered for that Client. If your security level allows, you are able to enter new secondary Goals (#10-15) that the Client may have set, and any Outcomes that the student has achieved.

Other Goals & Outcomes To access the “Other” goals & Outcomes for a chosen Client, click on the “Other Goals & Outcomes” link in the top middle of the screen. This will allow access to an additional list of Goals & Outcomes that may be assigned to a Client, but that do not appear on either the NRS or LZ reports.


Section 10: Goals & Outcomes (Literacy Zone Goals & Outcomes)

*Agency-Specific Literacy Zone Outcomes may be created to address/track outcomes that are unique to your agency’s proposal. Directions for creating those outcomes can be found in the LZ Administrative Data Entry Guide. ** Partner Agencies can be added in the LZ Partner interface, Directions for entering Partner Agency information can be found in the LZ Administrative Data Entry Guide.

To enter a Literacy Zone Goal and/or Outcome: 1. Choose a category from the “Category” drop-down 2. Choose the Goal/Outcome from the “Description” drop-down* 3. Indicate the Fiscal Year in which the Goal is being set or in which the outcome was achieved 4. If the Outcome has already been achieved, check the “Met Goal” check box, if the outcome is

still a Goal, leave the check box blank 5. If the Outcome required referral to a Partner Agency, choose the correct agency from the drop-

down.** 6. Click “Insert” to save the Goal/Outcome to the Client’s/Student’s record.

Literacy Zone Goals & Outcomes To access the “Literacy Zone” Goals & Outcomes for a chosen Client, click on the “Literacy Zone Goals & Outcomes” link in the top right of the screen. This will allow access to a list of Goals & Outcomes specific to the Literacy Zone program that may be assigned to a Client. Note that these outcomes do not but that do not appear on the NRS report.

1 5 4 3 2

6


Section 11: Progress Notes

It is possible, but not required, to track Case Management Notes about a client in ASISTS using the Progress Notes screens.

PLEASE NOTE: Once entered, these notes are accessible to anyone with access to the student’s record. This could be teachers, other case mangers and administrative staff at

your agency.

These notes are not confidential/limited only to you as the Case Manager.

Therefore, it is suggested that you use a different method for tracking Case Management Notes, and if the ASISTS Progress Notes screen is used, that only non-sensitive

information be entered.

Progress Notes are accessed on the “Goals Outcomes and Assessments” tab of Instructional Activity.

Click the “Progress Notes” link in the table to the right side of the screen.


To view an individual client’s Progress Notes, click on the

“View” button next to the client’s name.

The requested information (which depends on which link you clicked

on the “Goals/Outcomes & Assessments” tab) will appear in

the same window/tab.

Section 11: Progress Notes (cont’d)

In the window that opens, a client’s existing notes will appear at the top, and there is space to enter new notes below existing notes. To save a note the contact date, contact type, and contact note are required. Contact staff is not a required field, and would be assumed to be the case manager. A different name should be entered if the contact was made by anyone other than the Case Manager assigned to the student.


Section 12: Management Reports

Choose “Instructional Offering Roster” from the Management Reports Menu on

If you wish to see the reports for the current Fiscal year (FY2014), please choose the report from the list on the right FIRST

You can then choose the most recent past fiscal year or the current fiscal year in the column to the

left You must check the check box for each of your classes for which you want to run the report (You will

see only your classes listed) For Turnaround Documents ONLY: there is an additional drop-down at the bottom of the screen to

choose whether to include “Active” students only, or include “All Students”, the default is “Active Only”

The Management Reports interface provides various reports for the day-to-day management of your classes. They are broken down into three categories:

Instructional Offering Rosters Management Reports Turnaround Documents

All report windows under these categories appear with a left (sub) pane for you to select the classes for which you want to see data, and a right (sub) pane for you to select the reports you want to run.


Section 12: Management Reports (cont’d)

Instructional Offering Roster

Report Function Sign in Sheet Generates an alpha class list with space for student signature Instructional Offering Roster Generates an alpha class list with enrollment date and space for

updated exit and transfer information

Daily Attendance Roster Generates for each class a monthly/daily attendance recorder Monthly Combined Class Roster Combines the information on the Daily Attendance Roster and the

Instructional Offering Roster

Choose “Instructional Offering Roster” from the Management Reports Menu on

The Instructional Offering Roster Interface then will allow you to choose the type of report you wish to run, and the class or classes you wish to run the report on. Classes are listed by Fiscal Year.


Data Management Reports Report Function

Program Information Form Detailed information on each class, including start & end dates, Primary Instructor, Instruction Type and schedule of days

Program Hours Summary Lists all classes, # of students in each, and sum of contact hours and Instructional hours recorded

Duplicate Students Very useful for identifying duplicated student records Contact Hours Summary Lists ALL contact hours entered for ALL students, by class and by month,

with totals Literacy Zone Primary Outcome Report

Shows all of the Literacy Zone Primary Outcomes entered for your agency, sorted by outcome category and then by students.

Student Contact Hours Report Lists Contact Hours entered for each student in each class, along with a total for each student in each class

Student Exit Tool by Class Lists students in each class who have not had any contact hours entered for the past 3+ months in that particular class. Works in “real time”.

Student Exit Tool by Student Lists students alphabetically who have not had ANY contact hours in ANY class in the past 3+ months. Works in “real time”

LZ Outcome Report—NRS Students Shows Literacy Zone Outcomes entered for students who are enrolled in a Literacy Zone funded class and who have met the criteria to qualify for the NRS report.

LZ Outcome Report—Non-NRS Students Shows Literacy Zone Outcomes entered for students who are enrolled in a Literacy Zone funded class and who have NOT met the criteria to qualify for the NRS report.

Monthly ADA Report Shows the Average Daily Attendance for a month if Daily Attendance has been entered

Weekly ADA Report Shows the Average Daily Attendance for a week if Daily Attendance has been entered

Choose “Data Management Reports” from the Management Reports Menu on the Navigation Bar

The Data Management Reports Interface then will allow you to choose the type of report you wish to run, and the class or classes you wish to run the report on. Classes are listed by Fiscal Year.




Turnaround Documents Report Function

Form A - (Demographics) Alpha student list by class used to verify initial student data demographics, including DOB, gender, ethnicity, employment status and population categories.

Form B - (Test Scores) Alpha student list by class showing all NRS-valid FY assessments per student on record. Also includes space provided for recording new post test info

Form C - (Hours & Goals) Alpha student list by class showing cumulative contact hours and goals to date. Includes space for instructor to report additional hours and new goals.

Form D - (Outcomes) (can be filtered by GED, Jobs, or Other Primary Outcomes)

Alpha student list by class showing exit dates (if applicable) and all goals and outcomes to date. Includes space for instructor to report new outcomes/survey data.

Form E - (Follow-Up Survey) Alpha student list by class showing contact information, exit dates (if applicable) and any current goals and outcomes to date. Includes space for instructor/surveyor to report new outcomes/survey data.

Form F - (Test Scores & Hours) Alpha student list by class showing that combines the information from Turnaround B (Test Scores) and Turnaround C (Hours).

Turnaround Document Goal Survey By Students

Alpha listing of all students enrolled in the current Fiscal Year who need to be Surveyed for outcomes.

Turnaround Document Goal Survey Exiters by Student

Includes students enrolled this year, or during an Employment-related Outcome timeframe, who have exited the program and who need to be surveyed.

Turnaround Document Goal Survey Exiters by Class

includes any student who was enrolled this Fiscal Year, and has exited, listed by class.

Choose “Turnaround Reports” from the Management Reports Menu on the Navigation Bar

The Turnaround Documents Interface then will allow you to choose the type of Turnaround Document you wish to run, and the class or classes you wish to run the report on. Classes are listed by Fiscal Year.


Section 13: Funding Reports

There are two “Funding Reports” menus—one for FY2013 and one for FY2014. The options for each are identical.

Choose the set of reports you wish to use

Instructions: Although there is an interface here for Fiscal Year, the NRS calculations are set and you cannot

change these dates. Each of the Funding Reports Interfaces has a section to choose the funding sources you wish to see

the information for. When checking data, it is recommended that the report be prepared using ALL available funding sources, however, the final NRS report is based on only NYSED funding sources. These are:

You must check off your name in section #4 where it says “prepare report by Teacher/Tutor” Once the choices on the left have been made, you can choose the report you wish to run, and then

click on the “Run Report” button

EPE EL/Civics

ALE LZ WEP/WIA 2013-2018

WEP WIA

WIA 2 WIA Incarcerated


NRS Tables Report Function

NRS Tables (General) NOTE: These tables are part of the Federal NRS report. NYSED concentrates primarily on Ta-bles 4 & 5.

Table 1 - Students listed by Educational Level, Ethnicity, and Gender Table 2 - Students grouped by Age, Ethnicity, and Gender Table 3 - Students grouped by Program Type and Age Table 6 - Participant Status & Program Enrollment Table 7 - Adult Education Personnel by Function & Job Status Table 8 - Outcomes for Adults in Family Literacy Programs Table 9 - Outcomes for Adults in Workplace Literacy Programs Table 10 - Outcomes for Adults in Correctional Education Programs Table 11 - Secondary Outcome Measures

NRS Table 4 & 4b Students grouped by Educational Gains and Attendance by Educational Functioning Level. Table 4b is limited to students who have taken a Post-test.

Table 5 (Current Year) GED & Post Secondary Education or Training follow-up outcomes (ONLY) for stu-dents who exited during the Fiscal Year.

Table 5 (Employment Related) Obtain Employment Follow up Outcomes for students who exited any time during Q2, 3 or 4 of the previous Fiscal Year, and Q1 of the current Fiscal Year.

Retain/Improve Employment Follow-Up Outcomes for students who exited in Q4 of the Fiscal Year before last, or Q 1, 2 or 3 of the previous Fiscal Year.

Choose “NRS Tables” from the Funding Reports Menu on the Navigation Bar

The NRS Tables Interface then will allow you to choose which of the NRS Tables you wish to run. Although there is an interface here for Fiscal Year, NRS calculations are set and you cannot change

these dates. You may choose which Funding Source you wish to prepare the report for You must check off your name in section #4 where it says “prepare report by Teacher/Tutor”

Section 13: Funding Reports (cont’d)


NRS Tables Data Check Report Function

Data Check for Tables 1 - 3 Identifies students in each row and column of Tables 1, 2 & 3.

Data Check for Table 4 Alpha list of students in each Educational Functioning Level, including achievement of educational gain and exit status.

Data Check for Table 5 Core Follow Up Achievement (Current Year)

Alpha list of students with Follow Up Outcomes for the current Fiscal Year—Will ONLY show GED & Post Secondary/Training outcomes. NO employment outcomes will appear on this report.

Data Check for Table 5 Core Follow Up Achievement (Employment Related)

Alpha list of students with Employment-Related Follow Up Outcomes for Third Wave. Includes students in entire Employment-Related timeframe, which may include students from Q4 of two FY previous to current FY, through Q1 of current FY.

Data Check for Table 7 Identifies personnel associated with the Adult Education Programs

Data Check for Table 11 Alpha list of students achieving Secondary Outcomes


The NRS Tables Data Check Reports Interface will allow you to choose which of the NRS Tables Data Check Reports you wish to run. You may choose which Funding Source you wish to prepare the report for, and you must check off your name in section #4 where it says “prepare report by Teacher/Tutor”

Choose “NRS Tables Data Check” from the Funding Reports Menu on the Navigation Bar


NRS Data Check Reports Report Function

Students Missing Key Demographics

Identifies students missing Gender, Ethnicity, Employments status for current FY, or Date of Birth

Students with Invalid Test Scores Sorted by test type, those test scores that are not valid Students without Pre Test Alpha list of all students with no valid Pre Test Students with Funding Source Not Matching Instruction Funding Source

Identifies students by class whose funding source is different from any associated with the class.

Students Without Post Tests Sorted by Instructional Level, students with no Post Test Students Not Moving to Higher Level Self Explanatory Students Moving to Higher Level Self Explanatory Students Enrolled Not Counted in NRS Identifies students who have an enrollment during the current Fiscal year, but

have less than 12 contact hours or are missing a pre-test. Students in NRS Reports (Alpha) Alpha list of all students included on NRS Report NRS Student Goal History Shows all students Enrolled, with their existing Goals & Outcomes, Exit date if

applicable, and if Exited, the Fiscal Year in which you can expect the outcome to count.

GED Performance Supplement Based on Students with the Status of “Referred to GED”, shows Educational Gain, OPT and pass rate information.


The NRS Data Checks Interface then will allow you to choose which of the NRS Data Check Reports you wish to run. Although there is an interface here for Fiscal Year, the NRS calculations are set and will not change if you change these dates. You may choose which Funding Source you wish to prepare the report for, and you must check off your name in section #4 where it says “prepare report by Teacher/Tutor”

Choose “NRS Data Checks” from the Funding Reports Menu on the Navigation Bar


Program Evaluation Report Function

Program Evaluation Report Summary of data from NRS Tables4 & 5 and associated goal setting target information. Goal data includes both Current Year and Third Wave informa-tion combined. Educational Gain and Goal setting data is for Current Year only.

GED Performance Supplement Shows the number of students for each educational functioning level who have been referred to take the GED test, and for those students: the number who had OPT scores above 2500, and the number whol ultimately passed the GED.

GED Performance Supplement Data Check

Lists the students who are included in the “Referred to GED” category of the GED Performance Supplement.

The Program Evaluation Interface then will allow you to choose which of the reports associated with the Program Evaluation Report you wish to run. Although there is an interface here for Fiscal Year, the NRS calculations are set and will not change if you change these dates. You may choose which Funding Source you wish to prepare the report for, and you must check off your name in section #4 where it says “prepare report by Teacher/Tutor”

Choose “Program Evaluation” from the Funding Reports Menu on the Navigation Bar
