After you have checked that the student isn’t already in the database (this takes about 3 seconds per student), click on Add a Student.

• Fill out the fields that you have data for. Fields with an * next to them are required for funding purposes. MFIP and Single Parent are also required fields if a student has indicated that information.
• If your program has created custom fields (see the Admin Tab manual), they will also show up at the bottom of the intake form.
• As always, hitting TAB will advance you to the next field. However, SSN and telephone numbers will auto advance to the next field, so don’t hit tab while entering them.
• Birthdate requires a / to be placed between the month/day/year. Also, you must type 19--. Birthdates before 1925 will not be accepted.
• School District, Race/Ethnicity, Employment Status, Birth Country, Language, and Education are all reactive fields. As you type in information, the selection is narrowed.
• You want the Entry Date at the bottom to be the same as the intake date on the intake form.
• Finally, click save.

You can enter a student record by clicking on their name from the student list or clicking on their ID number from an attendance sheet. Teachers will only see non-secure information and cannot choose to edit a student. All other users can click on Edit to update a student’s information.

The student record displays the programmatic, the assessment, and the class enrollment histories of the student. You can click on the little arrows next to a given history (labeled View All) to see more of the history.

Any user can click on Student Times on the right-hand portion of the student record to view a listing of the student’s recorded hours. Only users with Editor or higher access can manage those time records.

• To add a new hour record, click on Add New Contact. A word of caution, this would not be the preferable means through which to enter new instructional contact hours. Such additions will be available for funding, but will not show up on the MABE attendance records for a class.  
• When adding new hours, it is important to understand that only contact, counseling/testing, and GED testing hours qualify for funding through the state.
• For best practices, only add counseling/testing hours or GED testing hours through a student record.
• To enter hours in this manner, choose a course (optional), class (optional), contact type, staff, start time, and end time. Saving this will create an hours record.
• You can also edit existing records to change times. You can also delete hours.

You can delete any student record in MABE. You might do this if you found a duplicate, or if the student never showed up for classes.

• The first thing that you do is combine any records for duplicate students into one of the records. This requires re-creating the assessment and hours information from the duplicate to be deleted into the duplicate that will be retained.
• After this clean-up is done, delete all hours records from the record to be deleted. Finally, choose Delete this Student at the bottom of the list of choices on the right-hand side within the record to be deleted.

Click on Assessment from the choices in the right-hand menu. Choose the appropriate test, enter the correct date, and enter the scaled score. GE is optional and is not used by MABE for reporting purposes (the TABE manual clearly states that GE is not to be used for such purposes). Finally save.

• Once the first test is entered, MABE will create an Educational Functioning Level for the student and assign the test subject of that first test to the student. For example, if you enter a CASAS Lifeskills Math test, the student will be assigned ABE/CASAS/MATH.
• Important Note. CASAS reading and writing tests entered for ABE learners will need to have the subject manually switched to ABE/CASAS/Reading or Writing.
• The Entry EFL, Current EFL, and NRS Subject are all displayed in the student record under their personal information inside the “NRS Snapshot.”

If you are measuring students using several different tests, this feature is very important.

Currently, you can select from the following NRS approved “NRS Subjects.”

• ABE/CASAS/Reading
• CASAS Lifeskills, Life/Work, Employability Reading
• ABE/CASAS/Math         
• CASAS Lifeskills, Employability Math
• ABE/CASAS/Writing              
• CASAS Writing exams
• ABE/TABE/Reading                
• TABE 7, 8, 9, 10 L-A Reading
• ABE/TABE/Total Math            
• TABE 7, 8, 9, 10 L-A Total Math (2 tests)
• ABE/TABE/Language             
• TABE 7, 8, 9, 10 L-A Language
• ESL/CASAS/Reading             
• CASAS Lifeskills, Life/Work, Employability Reading
• ESL/CASAS/Listening            
• CASAS Lifeskills Listening
• ESL/CASAS/Writing               
• CASAS Writing exams

To make a change, click on Enrollment History from the menu on the right-hand side within a student record.

• Click on Add new History.
• Choose Type – NRS Subject
• Choose Description – Which test modality.
• Enter a date.
• Save.

Note, you can only make one change for each date entered. So, if you make another change in the future, use a different date.

More Important Note, do not change NRS subjects during the year that a student makes a level gain in the old subject. For example, if an ESL student levels and starts taking ABE classes, do not change them to ABE until after 4/30. NRS EFLs exist for one purpose, and that is to track student progress from the beginning of their service with you that year. Moving students out of a subject that has shown a level gain before the end of the year is counterproductive.

Enrolling Students into Classes- All Users

Any user can enroll a student into a class. Within and toward the bottom of the student record is Classes this term. Next to that is a spinner for selecting a term. Clicking on Add a Class will bring up a list of classes that are currently running in the selected term.

Note, classes with past end dates will not show up for selection.

Simply select an appropriate class, enter the correct start date for the student, and click save. The student is now enrolled in that class and will show up on the attendance sheets beginning on the start date entered.

If you add the wrong class by mistake, simply click on the exit box next to the classes. The little r means that no hours were recorded for the class and it will vanish from the student’s record.

Re-enrolling Students into Classes- Editor or Higher Access

When a student returns to a class, you have two choices.

1. The better choice is to click on Schedule Repair within the student record. You then click on the class to be re-enrolled in and click on Edit. Within the Edit, you delete the old End Date and change the status to Scheduled. Finally, you save this change.
2. The other choice is simply to add them to the class again. Both methods will be funded, but this second choice will make all previous enrollments invisible on the class attendance screens.

This feature allows you to track NRS Primary and Secondary Goals. Goals should be set for students that can reasonably be expected to attain that goal during the current reporting year. Exceptions to this would be Work-Based Project and Family Literacy Goals.

The NRS Goals are as follows:

Primary NRS Goals:                 

• Enter Employment (Get a job)
• Retain Employment (Keep a job)
• Obtain a GED (Get a GED)
• Obtain Secondary School Diploma (Adult Diploma)
• Enter Postsecondary Education (Get into College)
• Enter Postsecondary Training (Get into a Trade School)

Secondary NRS Goals:           

• Achieve work-base project learning goal
• Leave public assistance
• Achieve citizenship skills
• Increase involvement in children’s education
• Increase involvement in children’s literacy activities
• Vote or register to vote
• Increase involvement in community activities

NRS Goals have four stages. These are not enforced within MABE, but they should be completed in good faith.

1. Goal Set:  A goal that is reasonably achievable in this reporting year is given to the student.
2. Goal Follow-up:  A formal attempt is made to determine if the student met their goal.
3. Goal Response:  The student responds to a formal attempt to determine if the goal has been met.
4. Goal Met:  The student met this goal.

These stages are used to calculate the appropriate columns in the NRS Tables 5 and 11.

NRS primary and secondary outcomes are looked at slightly differently.

Primary outcomes require that a student leave your program by the end of the reporting year in order to be reported. In MABE, this means the student has been dropped from all classes before 4/30 of the reporting year.

Secondary outcomes do not require that a student leave your program in order to be reported.

MABE requires that a student have a goal set in order to be reported on the NRS Tables 5 or 11. MABE will auto-fill other phases that are lacking in the student record. For example, if a goal is set and met, MABE will create a follow-up and response on Table 5. However, programs should make an effort to record their follow-up and responses within a student record.

To add goal information to a student record, click on Enrollment History from the right-hand menu within a student record. Next, click on Add new history and choose type NRS Goal or NRS Secondary Goal. Then, choose Description for the proper goal. After that, choose the proper status phase of the goal. Finally, type in the date and save.

This goal will now show up in the “NRS Snapshot” under the personal information in the student record.

Students that enroll in certain programs within your school require additional tracking.

These students include:    

• Work-based Project Learners
• Family Literacy Learners
• Work Place Literacy Students
• Corrections Students

To properly mark these students, click on Enrollment History from the right-hand menu in a student record. Next, click Add new history and choose type Program. Then, choose the correct Description, add a date, and save.

The proper descriptions are:

• Work-based Project Learner          
  • WBP
• Family Literacy                             
  • FAM
• Work Place Literacy                      
• WFE
• Corrections
• Corrections

These students will then show up on the proper NRS tables.

You can create messages that will show up in the student record and on attendance screens from within a student record. Choose Messages from the right-hand menu within a student record. Next, click Add new Message, type in the message, and save.

The Federal government has implemented new reporting requirements for MFIP recipients. You can run these reports for any student from within each student record.

There are two reports, a Bi-weekly and a Monthly. Simply click on the appropriate report from the right-hand menu in order to run the report.

Note, you must enter the date for the first Monday of the Bi-Weekly Report for it to run accurately.

Note, you must enter the date of the first day of the month for the Monthly report to run accurately.

• Be sure that all student hours have been entered before running these reports.
• The Completion date is their intake date + 2 years.
• Once the report is generated, click on Select a Format and choose PDF. Then, click Export, choose Open, and press ctrl-P to print.

You can use MABE to print out a student's schedule. To do this, follow these steps:

• Enter the student's record.
• Click on Show Schedule towards tha bottom of the page.
• Click on Print Version.
• Use you Browser's Print command to print.