Iowa Adult Basic Education TOPSpro Year End Reporting Checklist

Directions:

The purpose of this document is to provide Iowa’s Adult Basic Education (ABE) programs with a checklist of items to be completed prior to electronic submission of adult learner enrollee TOPSpro data to the Iowa Literacy Resource Center (ILRC). This checklist should be reviewed by TOPSpro records specialists, ABE coordinators and teachers to insure that thorough, accurate and complete data is electronically submitted to the ILRC.

ABE COORDINATORS: Have procedures been established to ensure:

All necessary data for all eligible students is being collected and entered in TOPSpro as per the Iowa TOPSpro Data Dictionary coding instructions.

GED completions or Adult Secondary Diploma completions are recorded in TOPS.

GED scores converted to CASAS post-tests and recorded in TOPS.

Review of reports to identify problems early enough so there is adequate time to correct them.

Communicating the importance of thorough, accurate and complete data to instructors.

Close communication with TOPSpro Record’s Specialists to determine what is and isn’t working and taking steps to ensure success at the end of the fiscal year.

A table can be created to determine the number and type of TOPSpro forms which have been scanned.

All fields on the TOPSpro sheets have been correctly coded according to the coding instructions referenced in the Iowa TOPSpro Data Dictionary.

Other (local program use description):

ABE COORDINATORS: Have procedures been established to ensure:
	All necessary data for all eligible students is being collected and entered in TOPSpro as per the Iowa TOPSpro Data Dictionary coding instructions.
	GED completions or Adult Secondary Diploma completions are recorded in TOPS.
	GED scores converted to CASAS post-tests and recorded in TOPS.
	Review of reports to identify problems early enough so there is adequate time to correct them.
	Communicating the importance of thorough, accurate and complete data to instructors.
	Close communication with TOPSpro Record’s Specialists to determine what is and isn’t working and taking steps to ensure success at the end of the fiscal year.
	A table can be created to determine the number and type of TOPSpro forms which have been scanned.
	All fields on the TOPSpro sheets have been correctly coded according to the coding instructions referenced in the Iowa TOPSpro Data Dictionary.
	Other (local program use description):

TEACHERS:

Utilization of the Iowa TOPSpro Data Dictionary to thoroughly and accurately complete the CASAS forms.

Completion of post-testing students, recording hours of instructions, and recording CASAS post-test form numbers.

Completion of update records in a timely fashion after a student completes or stops attending.

Instructors have completed all required pre-post testing prior to the end of the reporting period.

Instructors have completed and submitted update records on all enrollees indicating latest status in terms of:
program continuation into the next reporting period,
successfully met program goals,
other circumstances.

Other (local program use description):

TEACHERS:
	Utilization of the Iowa TOPSpro Data Dictionary to thoroughly and accurately complete the CASAS forms.
	Completion of post-testing students, recording hours of instructions, and recording CASAS post-test form numbers.
	Completion of update records in a timely fashion after a student completes or stops attending.
	Instructors have completed all required pre-post testing prior to the end of the reporting period.
	Instructors have completed and submitted update records on all enrollees indicating latest status in terms of: program continuation into the next reporting period, successfully met program goals, other circumstances.
	Other (local program use description):

TOPSpro RECORDS SPECIALISTS:

Scanning/entering all forms/data in a timely fashion.

Ensure that TOPS records are complete and valid.

Completing the housekeeping functions regularly to ensure the smooth operation of TOPS.

Keeping up-to-date with TOPSpro FAQs.

Informing ABE Coordinator of missing data and/or problems with the forms or data that is submitted.

Adult learner records been submitted by teachers and staff from all ABE programs to the TOPSpro records specialist.

Update records been scanned and missing information compiled prior to electronic submission to the ILRC. (The program edits will not allow data to be submitted to the ILRC until all data edits have been completed.)

Check the listers and clean up any yellow or red error indicators. These error indicators must be corrected prior to electronic submission of TOPSpro data.

Other (local program use description):

TOPSpro RECORDS SPECIALISTS:
	Scanning/entering all forms/data in a timely fashion.
	Ensure that TOPS records are complete and valid.
	Completing the housekeeping functions regularly to ensure the smooth operation of TOPS.
	Keeping up-to-date with TOPSpro FAQs.
	Informing ABE Coordinator of missing data and/or problems with the forms or data that is submitted.
	Adult learner records been submitted by teachers and staff from all ABE programs to the TOPSpro records specialist.
	Update records been scanned and missing information compiled prior to electronic submission to the ILRC. (The program edits will not allow data to be submitted to the ILRC until all data edits have been completed.)
	Check the listers and clean up any yellow or red error indicators. These error indicators must be corrected prior to electronic submission of TOPSpro data.
	Other (local program use description):

April 30, 2001