Jay Wright: Thank you, Veronica. OK I'm going to switch screens on you here for a minute. So sorry about that. It's going to be quick. These are kind of some informal slides that we wanted to kind of get out of the way ahead of time. So this will be quick. A little bit of this will be to attempt to explain what on Earth we're doing with all this, because I'm sure some of you are wondering. And then we'll summarize some things about this that might be a little bit different for take than they are for we too. We're keeping it kind of unofficial for right now. So we're just sort of doing these slides off the beaten path.

But what I wanted to start with and this will be a little bit annoying I suppose, but I I'll say I was pleasantly surprised by how many names on the participants list, I didn't know. I was really expecting to have it be 95% or more people that show up in every class presentation and thereby, probably won't get much out of this, but a lot of you don't. So I think a lot of you will get a lot out of this.

But the short answer is what we're doing pretape with the survey is very similar to what we've done the last couple of years but we owe it to, that is we've got a new wizard in TE that send out these surveys automatically to students. That's the bottom line. So if you've been doing this for we owe it to over the last couple of years, you'll find it to be way closer to the same than it is different. The technology for the new wizard 99% the same is the one we've used for we owe it to now since the beginning of 2019.

So the question is for the participants, we'll try to keep it simple, I'm curious, how many of you do we owe it to and know all about doing the survey but we're just kind of wondering about CAEP versus how many of you really don't know about this follow up survey business at all? So we'll force you to choose all or nothing, where everything about it or nothing. I know most of you would say somewhere in between.

But as a show of hands, how many of you would say, yeah, you're really familiar with this, you've done the survey every quarter that we've had it for we owe it to, you really know all about it but you just can't let in a college presentation get away without you sitting in? How many of you would profess to being like that, where yeah, you know it all, you're just here because you can't stand. OK, Lydia, you've raised your hand. Yeah, I'll call you out you're the poster child, you never miss any of this. And so yes, Renee, you're on the same list. Renee at same list. OK, great.

Some are saying nothing. OK, it's more balanced than I thought. I'll just say I really thought everybody here would be like Linda or Lydia or Catherine or Jindra that knows it all. But I see a lot of you, hey, I don't know anything about this. So the point is some of you like Lydia or Korina that know all this backwards and forwards and probably should be doing the training yourselves, you'll have to bear with me and the call and talking about a lot of stuff you know already. So that includes this.

So for those of you that don't really know this stuff and have been involved and really feel like you just need to get the basic information, this is dating back 3 or four years ago when we first started doing those CAEP accountability trainings. Some of you-- how many of you were willing to admit you can remember this slide. This is from like the 2017 tape accountability training when we first started doing those Neil and Jay show training. So some of you admit you remember them. And we were trying to set up the basics of how we were going to do all of this CAEP data collection.

So this is one we showed, where we talked about how we're going to use our TE data collection, and we were going to use it in combination with data maps to get all of that information to the state legislature every year. So Diana, remembers that we had a big night all Martini slide that looks a little bit like the second one I'm going to show you here, by the way. But we have this one to show up how we did our data match.

So going back to 2017, that's one at the federal level we move completely out of-- we unendingly, we're sorry, I have another obnoxious survey question, how many know what I'm talking about when I bring up the transition from where do we go in 2016 17? And why did you do? So when we did that at the federal level, and because of that, at the state level very much the same way. We are-- OK, you're all going down nostalgia lane, everybody remembers some things and not others. That's good.

OK, so we talked about how with CAEP and we owe it to based on things building at the federal level, the federal rules got way more complicated. So as such, they set it up to what they really expected in California and all other states to use data maps to get these results related to wages and employment and moving on to college rather than the survey method a lot of us were using 3/20/16.

So this is the slide we showed to show how proudly we were going to move out of some of that crazy stuff and start using data maps. We were going to be much less sophisticated. So here are the three data matches we have, we've got one at CDE for the HSE that is I set at GED. We have one at the Chancellor's Office where we match post secondary or college outcomes. And then in the middle we have that one with EDD where we data maps for employment and wages.

So we also used to show a slide that looked a lot like this, where, hey, we've got all these different data matches. We're doing job outcomes through EDD college outcomes through the Chancellor's Office, and HSC outcomes through CDE. We put it all in a big funnel and that yields our data eight output.

We had another one that was even crazier looking to add all of our six areas of AB 104 with the three areas of data maps to say put all nine ping pong balls in a funnel and the outcomes are overwriting data outlet that's just memory lane for you I guess. But the point is we started exclusively doing all this through data maps for a couple of years, that's how we rolled. But as you know-- but the bottom line was especially at the EDD sign.

CDE and the Chancellor's Office do their data match. Chancellor's Office expect social security number, CDE expects either GED ID or HiSet ID. But at the end of the day, those matches include fuzzy matches, where we'll look at things like first name, last name, gender, date of birth, of all those matches considered a match. So for post secondary and HSC, our data is actually pretty much OK because we have a fuzzy math that catches students.

EDD has always said SSN SSN SSN and SSN. Anything else is 125% no way. So if you don't have social security number, you're guaranteed to have a 0% chance of getting a match. So as you well know, through issues discussed forever, that guarantees that California will submit exceedingly lousy data when it comes to employment results because we've got to have social-- when we started we owe it, we were like 7% or 8%, so our data was beyond overwhelmingly disgracefully lousy.

Yes, it was lousy. Yes, the feds realized it. Yes, they did call us on it. Yes, they had said we had to do a lot better not just a little bit better for us to be doing anything other than 125% unsatisfactory. So that was 2017, and that's when we decided we had to do this employment and earnings survey for we owe it to if nothing else to get the feds off our back. Because of the EDD requirement, our data match was about 50 times lousier than anything the feds would ever accept. So we had to do-- go back to survey, even though we knew what was cumbersome, even though it yielded lousy results et cetera.

So CAEP is basically hopped on this bandwagon as well because CAEP as evidenced by this slide was also reliant on data match for these results. The issue for CAEP was much less severe than it was for we owe it to because again, CAEP is not beholden to the feds, but nonetheless, we still were giving lousy employment results to the legislature. So we've got a lot of things we're doing state wise to try to bolster that, one of which is now throwing some of our non VOS students into this survey basket so we can try to get something and set it up.

And I'll go back to we owe it to, that survey has not, it has not yielded great results for we owe it to. But it has definitely yielded something not nothing. We have improved social security number. We didn't do the survey, we would have improved social security number like none at all. So now that you've got to do the survey, that's for some districts to get off their high horse and allow social security numbers. So that's been a positive result.

And of course, we don't get great results from this, but we do get something instead of nothing. So we have improved we're still probably closer to lousy than great. But we are way better now than we were a couple of years ago when we did it do the survey. So that's not to say CAEP is saying that's OK, pass. Somewhat, belatedly and begrudgingly jumped on the survey bandwagon. And so now as you've seen, there's a new wizard in TE. Just like the Wizard, a lot of you know we love for we owe it to reporting that allows you to automatically send surveys to your students via email, via text, or go. No muss, no fuss, you just need to use that Wizard.

So I'll stop it on that one. And just say, do people follow me on this or is this nothing more than 5 or 10 minutes you'll never get back? OK, thank you. All right, people follow. OK, maybe it's-- OK, following OK. Everybody's going to at least say that. OK, great. OK, so I wanted to set that up just to explain what the heck we're doing. There have been a lot of what on Earth are you thinking sort of questions.

Sets of people saw that Wizard. People have rightfully kind of been scratching your heads. I understand why you're scratching your head with this. At the surface it doesn't make any sense at all, but hopefully, with that history, at least it makes some sense as opposed to not. And so also I wanted to bring up some sort of caveats or distinctions for CAEP surveying that's a little different than we owe it to.

It's not 100% official, so I'm sort of putting this off the beaten path. The colon I have read better to keep this informal and out of four official PowerPoint. So I'm doing it separately, but the one thing you all know is the Wizards a completely separate wizard that was some of the programming that we ran into back in November, December, is yeah, because the rules are similar but not exactly the same. They're covering nine WIOA programs. You know, some of you don't have WIOA. So to be able to thoroughly distinguish those who are in WIOA versus those are not in WIOA, we needed to do the separate wizard. We really needed to take those extra steps.

The consequence would be that we would have a lot of WIOA students that would receive the survey twice. We all agreed that was very bad. We couldn't have that so we needed to make sure that we did the extra programming to ensure that did not happen, OK? So that's why we've got the separate wizard.

A couple little things that we're doing for CAEP that are different is that I think the wizard is going to give you more than you need. But the follow up is going to be required for the two quarters after exit, not the four quarters after exit. That one is different.

The bigger difference is, and we owe it too, is a lot of you know, we made a really, really, really, really, really, big fuss about running the wizard, sending it to students by text and email. But we know that that's only going to reach a small portion of the students.

So to get better response rates, we've been arm twisting you rather severely to say, yeah, after you've run the wizard, follow up with post cards or phone calls or in person interviews or whatever works for you. Don't rely on the TE Wizard. And I'd say overall, we've got about a 20% response rate from the wizard, another 20% from the follow-up. So you put them together, the data is not bad. But those who rely just just on the wizard, the data statewide gets a lot worse.

In CAEP-land we're just living with that. If you want to follow up with phone calls, if you want to do all that extra work, the extra courses, go ahead, knock yourself out. But if you decide that that's too much work to do the extra phone calling or postcard sending or all that, you don't have to. You know, are the CAEP data police really going to catch you if you ignored that anyway.

As we have joked many, many times, 99% likely that they never catch you anyway. But either way, even if the CAEP data police did come down to get you, they're not going to get you for that. We're already saying it's optional to follow up with postcards and phone calls for the CAEP only. As long as you run that wizard in TE one time, you're officially in compliance to meet the requirement. That's all you've got to do.

And then the other thing, I'll dress this up to say, this is an informal requirement now. We've got the wizard in TE. I know a lot of you have run it already just because you couldn't gleep and stand it. So you ran it before the training. It was like that unwrapped gift under the Christmas tree.

You couldn't stand it. You had to find out what was inside so you unwrapped the gift without waiting for Christmas or whatever. I know a lot of you have done that already. So if you did, it's fine. Great, you're already in compliance I guess.

So we are encouraging you to do this for the third quarter right now and then do it again for the fourth quarter that's due August 1 for CAEP. But if you don't do this, this year, you're not really in trouble. I'll just say the beginning of your letter that will be coming out soon from CAEP statewide will include this survey requirement. So for the start of the 2021, '22 year, it will become more official and more punitive starting then.

So I think these-- well, the first bullet may be not a big deal, but bullets two, three, and four, I've got to say, all three of those are kind of a big deal. So I'll just say those are three ways in which this CAEP Wizard will be a lot different from the process, or the policy we followed for WIOA2.

So we agreed that we would just address all these caveats up front and try to get them out of the way. So Nichole will now jump into the feature presentation and hopefully be 100% unfettered from all these pesky policy questions. But I will stop and say, well, what comes up-- no, no, no, no, no, no, no, no, no. We're talking about, yeah, for HR, no, no, Yeah, sorry, no on all that, sorry. The answer to all that is no. HSC doesn't require SSN. It requires GED ID or high set ID.

SSN, that is required for the EDD data match, not the HSC data match. And it's also the flip of what you're saying is if they have SSN, they'll be exempt. But it's a good clear sign. All of those understandings are incorrect. But it's nonetheless a good reminder that just like for WIOA2, if you provide a social security number for all your students, then you're exempt from all of this because both the WIOA2 survey and the CAEP survey will exclude everybody that provides a social security number.

The bottom line is, if you provide a social security number, then that statewide data match we have in place should work just fine, thank you very much. The survey is put in place for the much larger number of students of course that do not have a social security number.

E2, I don't know what you mean by E2 calls. I don't know what that means. But yeah, I'll just say stay tuned for Perkins. There are things at the state level where Perkins will be streamlined into this. But as far as any follow up calls you're doing, I'll just say you'll have to talk to the Perkins office for that. I'm aware that you generally do that. But sorry, I know nothing about those details so I really can't speak to that at all.

But I will say next year it does look like Perkins reporting will be done in TE. I haven't heard a lot about the survey part of it so I can't answer that. I literally know nothing about Perkins survey. So for now I'll just say, no, that has nothing to do with it. Yeah, you'll just have to live with two systems for now with that. But I will say by this time next year that might be something that extreme.

I'm not promising that, but I'll say some of that Perkins data you've done separately will be on TE now. And the official state reporting will now be from TE, details to follow. But there is a chance that might be streamlined eventually. But I'll just say for now, sorry, I don't have nearly enough information to even answer that. So I'll just say, yeah, you'll have to live with the fact that that's so, okeydoke?

OK, I'm not seeing any other questions. Nicole is already prompted me by grabbing the screen back. So I think I'll mute myself and give myself the hook and let Nicole get started.

Speaker 2: Great, so thank you Jay. And for all those new to this employment and earnings survey, I just want to reassure you that practice makes perfect. As every quarter that you do it, you understand the process a little more. I can't say that it gets simpler. But here we go.

So just the verification that everybody can see my screen. Can I just get a couple of yeses in the chat or thumbs up or something? Perfect. So this presentation is going to look very familiar if you are a WIOA agency. The process is very similar. You're clicking similar listers, similar wizards.

So there shouldn't be too many differences here. But for all those who are new, we're talking about following up with students who do not provide a social security number two quarters after they exit. And then there's three major parts here that I like to identify. The first is quarter to take survey, the exit quarter, and then the last survey day.

So the quarter to take survey is like what I like to call the deliverable quarter. So we'll know that we're going to talk about the quarter to take survey is quarter four, the end of your reporting. And then the exit quarter is the group of students who exited that we need to survey. These two are going to be different.

The exit quarter is going to be 2 quarters behind us and not the current quarter. And then the last survey date, that's the last date that you can send the survey through TOPSpro Enterprise. So now that I've broken down all three, I've given you guys this chart. And this chart looks very similar again.

But what you won't see is that there's not going to be that extra quarter that WIOA agencies have. We only have that one exit quarter. So if you ever need to know where you're at throughout the year, you can look at this chart, you'll see which exit quarter you should be referring to and then the last date to survey.

Throughout this presentation, I'm going to be talking about the requirements for quarter four. We're in this weird time where we're not, we're almost at the end of quarter three. But we're getting into quarter four. So for all those who are new, we can focus on quarter four moving forward.

So quarter 4 is defined as April 1 through June 30. The exit quarter, or the students who exited, the exit quarter are for students who exited in program year 2021 through '22. And then the last survey date is going to be that August 1. I've highlighted that in that box for you.

So again, you can always refer back to this if you're confused about what quarter it is versus what quarter you need to take. Don't feel like you have to memorize this. Just go ahead and look back on the presentation.

So here we are, tasks to complete. I'll break it down into five simple steps, is the first, prepare your data, which you already should have been doing keeping up with your data quarter to quarter. The second one is to save your exit population using the Core Performance Wizard.

The third is to send required surveys. And then the fourth and fifth tasks are suggested, so that's viewing and managing your quarter invitations and then personally contacting students who don't respond. And as Jay was talking about earlier, steps four and five are optional. But here I have them as suggested. So you really focusing on these three steps. The first one you've probably already done.

So let's start at task 1, is preparing your data. Finish entering and cleaning all attendance hours. You should have already been doing that if you're keeping up quarter-to-quarter with your data.

Check for students who are marked as retained in program. There's probably a lot of agencies who aren't doing this and don't feel like you need to start doing it now. But if your agency is used to marking retained in program, just know that they're going to probably exit at the end of this quarter anyway.

So by the end of year, they will officially quote unquote "exit." And then the third thing here is to run the core performance report as a pre-check. I always say do this first because you can only run the wizard one time.

You want to make sure that all the students who you believe exited in program year 2021 quarter two actually have exited, none are coming back. Or maybe there's a group of students who are left off. This is always good to do a pre-check.

So let's talk more about this report. To get there, you'll go to Reports, State Reports, California, Poor Performance Population. This is going to be a very similar report. The exact same report that you can find under Reports, Federal Reports, Core Performance Population. So if you see it in two different places, you're OK. But for CAEP agencies, go ahead and go to this here.

It will also be in a list of all the other CAEP reports available. You're going to select the program year. And then the quarter that you're looking at, that's the exit quarter. So again, when you're looking at your Core Performance Population report, you want to run the report as if you're looking at it through what exit quarter you're going to be surveying.

And then here is a sample of what that report looks like. I'm going to toggle into TE now. And I see a question. So my core performance report is grayed out.

This may be a case where you need to talk to your Data Manager in TOPSpro Enterprise. There may be some additional data access rights that you need in order to run these reports. So talk to your Data Manager.

So we're talking about the core performance report. To get to here, we'll go to Reports, State Reports, California. And then right here under CAEP program, ours is the core performance population.

It will default to the current program year. And then under special options, everything is checked. That's quarter one's check, quarter two's check, three and four.

We're looking only at exit quarter. You don't want to choose the current quarter. And the exit quarter that we're focusing on for this requirement is 2021 quarter two. And for those of you who aren't familiar with the core performance report, there's a lot of program years and a lot of quarters thrown everywhere, so bear with me.

So I will uncheck quarter one. I will leave quarter two checked, and then I will generate the report. I've already generated it. So I'm going to look at the screen here.

So this is an example of what your core performance population report will look like. You'll have your agency name, the exit quarter that you've chosen. If you choose all the exit quarters, you're going to get a very long core performance population report. And here it will have their start date, end date.

If they have a social security number and then their names. This report is going to be broken down into two sections. First you'll see the NRS students. And those are the students that fall within the federal reporting guidelines. And then we can scroll down. And it might take me a while, so bear with me a little bit.

They should have probably used my-- we're in the S's. Were almost there. Almost there. Here we go. OK, so then there's a section that says CAEP only students.

Now, if a student falls in-- let's say you're both a WIOA agency and a CAEP agency, your students aren't going to fall into both of these tables. They're going to be unduplicated. So don't worry about duplicated names here. They are unduplicated.

A CAEP only student would be a student that is in a CT class, in workforce preparation. Those instructional programs that aren't covered under WIOA will fall under this table. So again, you'll want to review this table. Make sure it's correct. Make sure maybe we have a social security number.

We want to enter in all the Social Security numbers we can because that will create a smaller list for us to survey. But that's not available to everybody. So enter what you can.

Any questions on the core performance report? And again, if it's grayed out, go ahead and talk to your data manager. And then they should give you access rights. Now, if you are the data manager, then go ahead and contact tech support and they can help you out from there.

So we've just gone over preparing the data. And again, run the core performance population report before you start the other task. So here is our suggested timeline to really break it down between months.

So task 2, understanding that you've already done task 1, which is prepare your data. Task 2, you're going to save your exit population for program year 2021 using the performance wizard. I'm sorry, I'm just going to delete this because it's just Core Performance Wizard now. And that will be done in April.

You can't do it today. So if you are looking to do these steps, you can't run the wizard today. You're going to have to wait until April 1 to start doing this, and that's because of exit quarters.

And then for task number 3 in April to May, you're going to start sending survey invites to those who exited in 2021 quarter two. And then for those of you who are going to do the follow up and want to get 100% on your surveys, then May to June is when we suggest sending follow up surveys to students who haven't responded. And then you'll have that little grace period from June to July to continue to contact those students who haven't responded.

So let me look at the chat. In CAEP, if we are students does that mean technically we could just run the CAEP Survey Wizard? Yes, so the survey, and I'll cover that, Anna, in the next section.

So CAEP students who are exiting in second quarter will appear on the list for CAEP only. Yes, so students who exited in 2021 quarter two will appear on that list alongside of students who fall under the NRS guidelines.

OK, now we'll talk about saving the exit population. That's task number two. To do this, you'll go under Tools and then Core Performance Wizard. So we've updated the wizard so that you only have to do this one time if you fall under WIOA category and a CAEP category.

So it's the same wizard for everybody, just a lot of different things in the background will happen. Next, you'll select the program year. And this is the program year of your exit population. Luckily, we're looking at 2021. So that means we're selecting 2021 on the screen.

Next, you'll select your exit quarter. So the selected exit quarter will be two. And you can see here that number two is selected. Number one is gone because that means we've already ran number one, exit quarter one.

If you're doing this today, you may have that one bubble still there. Go ahead and run it. It's fine. Nothing will happen. And then next, your core performance state population will generate. This report should look exactly like what we did in task number one.

There shouldn't be anything different. But again, you can click Export. You can print it out. You can review this report. Because once you have clicked finish, then you can't go back and save this exit population again.

And then you'll come up to your last screen, and you'll click Finish. This is something I actually can't do in our little Rolling Hills database. So I can't really demonstrate that. But again, you'll go to Tools here, Core Performance Wizard. Here is my agency.

I'm going to select my exit quarter program year, which is this quarter. Next, and then this is where I have to stop because we're not technically ready to start running quarter two.

On Thursday, the gray button should allow you to go next on the survey wizard. I'll say yes to that. So simple enough, we are just going to where you need to go, clicking through it, making sure the report is correct. And then clicking Finish.

Again, you can only run this once. You can't run this multiple times. Next up is-- any other questions just before we move on to actually sending the survey?

OK, so task 3 is sending the required surveys. To do this, you'll go in under Records, Core Performance Students. And this is the same lister as you'll see for your WIOA students. And this will include the NRS group of students and then the CAEP only students.

To show CAEP only students, you can see, we'll add the column is CAEP only. But if you're a CAEP only agency, you still want to survey everybody on that list because some people are going to fall into the NRS student bucket. And then some are CAEP only students.

Because again, the CAEP only is CTE, your workforce preparation. They won't be duplicated. The list should be unduplicated for you. So for those again, you're not going to be sending students who fall under both categories two surveys. They're only going to get one.

When you bring up your screen, it will list out their student ID, their name, their native language, email, cell phone number, phone number. And then by default, your exit quarter is going to be a good two quarters back.

So in this case, it's 2021 Q1 because we're in that program year. Before you start sending out surveys, make sure you have the most up to date emails you can, the most up to date phone number. It's going to make the students who are responding more likely since you have all of these emails.

After you run the Wizard on the records, is when you should choose those options CAEP only. I'll show that after I get through this task. But here is your-- Sorry, I'm just reading the question. Will they be surveyed as a wheel even though-- I'll get to that too, Karen. So I'll get through this and then we'll hop into TE again.

And so, sending the surveys, you want to make sure everything's correct here. Next up, you'll highlight the students you want to send a survey to. And then you'll click Send Survey Invite.

A lot of agencies like to group maybe by class. You might have to do that manually. Maybe you'll only select by native language. Maybe you'll have only your Spanish speakers or your Tagalog speakers in one group because you can customize the survey as we'll get to.

Then we have email only, phone only. So maybe there is a specific way you want to group your students because each group of students may need a separate customized survey.

So you go ahead and click that. Then we're taken to the Survey Wizard. So I know the work wizards are used a lot here. But this is your second wizard that you're running. This is survey wizard.

Everybody that you selected will show up on the screen here. And let's say you had multiple people. And you accidentally included John Doe. You can delete John Doe here. And then you can move on to next.

Again, you can select your delivery language. There have been more since I took a screenshot of this. And we'll see what those are and when I run in TE.

And then we have here their delivery methods. So you can do email in both. It will send email first and SMS first. Or if you want to do just text message, all up to you.

And then here, let's get to this screen. It will give you two options here. And this is by default. So the first invitation delivery date for second quarter after exit will be today's date. So obviously, I did this on the 16th.

And then it will have an expiration date, which is May 1st. That's the day after the last day that you can survey. And then it will have a delivery date for fourth quarter after exit. This is the way that the survey wizard was built in.

So it's just going to be on there. I suggest just leaving it with the defaulted dates, and you'll be OK, understanding that you don't have to go ahead and follow up with four quarters off your exit.

Click Next, and then you'll have a choice to either apply without customization. And it will look pretty plain. And then you can apply survey customization. What we've heard from agencies is just even adding your agency logo will help students know that it's coming from you. So yes, thank you Linda. School logo is big.

And you can play around with changing things in the survey. If you want to preview your customizations, you can preview them here before you actually send it out. You can reset it. So this may be something that you want to play around with a bit before you actually continue through the wizard.

So after you've continued through that, here is what the survey looks like. The same questions if you've been doing this for a while. This is what the default looks like. So you can see there's no logo. It's pretty vanilla.

So it will have this little greeting message. And you can edit your greeting message to however you like. Then the next question will be, do you have a job now? If they answer yes, then they'll be asked how much do you usually earn in one month.

Then they'll be asked, are you attending school in a different area? Yes, no, depending on that they'll get the fourth question. And then you have your exit response. And again, both your entry and your exit are totally customizable.

Sometimes agencies like to say why, what's the purpose of the survey? They tell the students that it's going to really help them out, just becoming more personable with those questions could increase responses. Who does the text message come from on the student side?

And I think Janice is on here. But I know that the text message is a short code now. I don't know what the number is off the top of my head that's a short code. But it used to come from an 858. But I think now it's going through a short code text message.

Speaker 3: That's correct. And I do not know the number off the top of my head. I'm sorry.

Speaker 2: OK, thank you. So now I'm going to go back and answer. I'm going to go through it in TOPSpro Enterprise again. Let me close out all these windows.

So at this point, we've ran our survey, our Core Performance Wizard. Now we're going to go into records, core performance students. And here's a list of all the students that we've generated without a social security number in our wizard.

I can right click on the top header here. I can go down and is CAEP only. Sometimes I look at CAEP only. But it is CAEP only. That will add that column. I can filter here for yes. So it looks like there's none. And this may be a specific case for Rolling Hills database.

But if you did have some students who were CAEP only, it would show here. Don't filter out. This is kind of like a need to know. You don't really need to add this column. Because everybody in this list should be getting a survey.

I think I got that answer first. Tablespoons, pure, so they're going to appear on that list. After you run the wizard is when you have to choose the CAEP only option. Everybody on this list is going to cover all your CAEP bound basis.

Because when you run that poor performance wizard, your CAEP students are going to be in both tables. If a student exits in a WIOA program but remains in the agency as CAEP only student, they will be surveyed for the WIOA exit even if they continue with us. Yes, I want to say yes.

I would need to see a specific example, Karen. But my guess is that they are exiting. And they'll only show up on the NRS students table side. They're not going to show up-- yeah, they would still show up on that top part.

Speaker 1: I'll add in here. It's a really good question, Karen. I think what Nicole said technically is completely right. Yeah technically yes, kind of admitting that when this happens, it's not always as clean cut as your example. So I could easily see some caveats there where if you haven't completely exited the student out, or whatever, it may not necessarily be as clear cut as your example.

But if everything's perfect, then yeah. The fact that they exited ESL means they're completely out of WIOA2. So from a WIOA2 standpoint, yes, there it is.

Speaker 3: How to select my class? That's not an easy thing to do from this lister. You might have to export, determine who's in a class and then select. Now, here I can highlight a student. Then I can click. I'm holding down my Control button on my keyboard, and I can individually click students.

And when I do that, I can hold down my Shift on my keyboard. I can highlight a group of students. And then I can click on Send Survey Invite. So do I want to administer a survey invite to these 18 students? Yes.

See if I'm missing-- OK. So that took a little while, but here we are in the survey wizard. I'll click Next. And OK, so now I have my 18 students. And maybe I didn't mean to choose all the students who have a native language in Spanish. So let me highlight those.

And I'll click on Delete Selected Records. And we'll only focus, and here I'm holding Shift again, delete. And I'm just deleting them from this record list. They're not deleting from our database. So now I have only these eight students here, all with a native language in English.

I'll click Next through the survey wizard. Delivery language is in English. But here all the other ones. If you have a specific language that you would like to see on this list, we need it translated. And then we can look into putting them into our system. But we need help from agencies to translate for us to put it in here.

Again, English, my delivery method, I'm going to go do both because I feel like yes, do you both all the time, right? Here I'll select the delivery date for second quarter. It's defaulting to today. And the last day for them to use this survey is going to be on May 1st.

I'm just going to ignore this for now. Just know that they'll probably receive another survey on 8/18. But as for CAEP requirements, we don't really need to worry about that.

Now, administer without customization. I can do that if I want to. But it will look very plain and have that weird background. So let's go to apply survey customization.

And I'm going to go through it a little quicker now because I see that we're running low on time. But here I can enter an alternative agency name. And then here are my email bodies. So if I wanted to edit this, I can edit it here.

I can scroll down and see all the other options. Here's the text that I can change as well, the welcome ending. And then if I needed to preview any of the changes because I wasn't sure of what I did, I can click Preview survey and student portal.

I can copy that. And then I can just put it in a browser. And It will take me to that. I think I have to wait. So let me keep scrolling. Here's the logo on this first one.

Let me scroll all the way down so I can select an image. if I want it on the left or right actual size. So it looks like that's something that agencies highly recommend you do.

If we send an SMS message and the student responds, does the response come back to us via email? I'll get to that. It's going to get put into TE for you.

So I'm going to cancel here because if I keep on clicking Next, it's going to actually send out these surveys. But it will have you finish through the wizard. Are you sure you want to exit? Yes.

Now, I think I copied that preview. So here's a preview of what it's going to look like on desktop. I can start as John. Do I have a job? Yes, month, if I don't want to respond, I can put a 1. And I can keep going through that survey.

So this is what it's going to look like for students. If I had applied any customization, it would have showed here. Great, so that is all you need to do when you're looking at sending out the surveys and what's required for CAEP. And I'm going to quickly go through since we're going low on time here about what you need to do to look at the responses.

So if you want to look at all the invitations that you've sent, you'll go under records, invitations. And on here, this is where you're going to start to click different buttons if you're not very used to the WIOA way. Under filter here, you'll click that. And then under this filter again, you can click on CAEP survey invitations, NRS survey invitations.

By default, it will show all. So if you really want to be specific, maybe you don't necessarily care about your CAEP survey invites and you want to just look at NRS, or if you only want to look at the current quarter, you'll click Current Quarter, and it will filter out for you. Something about this invitations lister is that it only shows the quarter to take survey. It's not going to show you what exit quarter those students are in.

So you may see duplicated students on this lister. But that's because they might have exited multiple times, which may be why they're showing up in multiple quarters to take the survey. And again, once a student gets sent a text message, gets sent an email, then all the responses get put back into TOPSpro Enterprise. And then you can view the responses under Record, Survey Responses.

You can also re-send invites from here. And then again, you'll click on the Filter button. And right now, it's defaulted as CAEP only student exiters. You may need to play around with this filter here to get the big group of students. And then you can view all their responses.

You can double click on a student. It will show the screen, the quarter to take survey, which exit, which quarter they exited. Did they access the survey? That means, did they open it? Did they respond?

That's if they clicked Finish. So there's a chance that some access it, but they didn't fully respond. You can write contact notes if you felt like you wanted to follow up with them manually, call them on the phone, contact status.

Then you'll see their answers here, and if they answered it, information about the student. And then you can click on, let's say if you don't have any of the responses, you can click on answer survey here, and it will take you to that popup window as I showed you in the browser.