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VIII. Local Data Entry Procedures

Annually, each grantee must submit a Local Data Entry Procedure to AEI for review. Each Local Data Entry Procedure must answer the following questions:

  1. Who is the LACES System administrator?
  2. How will the LACES System Administrator maintain records of which program staff have LACES user accounts and what level of permissions/access each has been assigned? 
  3. How will the LACES System Administrator ensure staff are properly trained in use of LACES? 
  4. How will the LACES System Administrator ensure that Monthly LACES Data Monitoring Reports are reviewed, errors are corrected, and questions are answered no less than 4 weeks after the report is received?
  5. Part 1: Describe how the program plans to enter intake demographics in LACES. Specify when intake data entry will occur and which staff are responsible for entering this data. Please attach any local intake forms used. 
    Part 2: Describe how the program will review intake demographics for completeness and accuracy. Specify when intake data review will occur and which staff are responsible for reviewing this data. In the description, include the following statements: 
    • Staff check LACES for any existing learner records before creating new student records in the database. If an existing learner record is in LACES, new intake data is added to that record.   
    • Staff enter learner intake data in LACES prior to the date learners begin attending classes. 
    • Staff re-review all intake data with returning and continuing learners each new Fiscal Year and/or Period of Participation (PoP). Any changes to learner intake data are entered in LACES. 
  6. Part 1: Describe how the local program plans to enter assessments in LACES. Specify when assessment data entry, including both pre- and post-tests, will occur and which staff are responsible for entering this data. 
    Part 2: Include how the program will review assessment data for completeness and accuracy. Specify when assessment data review will occur and which staff are responsible for reviewing this data. In the description, include the following statements:
    • Staff enter assessment data in LACES no less than 1 week after assessments are administered. Initial tests in each fiscal year or period of participation must be entered before attendance data. 
    • Staff review all assessment data for accuracy before entering it in LACES. This includes checking for duplicate assessment entry; checking that assessments being pushed forward were administered within the last 6 months; checking for test date, score, and form typographical errors; checking for invalid, out of range scores and re-testing; and checking for same form post-test administration and re-testing. 
  7. Part 1: Describe how the program plans to enter attendance in LACES. Specify when attendance data entry will occur and which staff are responsible for entering this data.
    Part 2: Include how the program will review attendance data for completeness and accuracy. Specify when attendance data review will occur and which staff are responsible for reviewing this data. In the description, include the following statements:
    • Staff enter attendance data at the daily level in LACES no less than 1 week after the class takes place.  
    • Staff check attendance hours for typographical errors including that attendance is reported in 15 minute increments and that daily attendance does not exceed 8 instructional hours. 
    • Staff check that any distance learning that has been approved by AEI is reported as “Distance” with a subject area in LACES. 
  8. How will the program review data to ensure enrollment, testing, and performance targets are being reached? Specify when data review will occur and which staff are responsible for reviewing this data. Include how the program uses data to meet or exceed:
    • Enrollment targets outlined in the original grant application or continuation application (as applicable);
    • Post-testing rate targets outlined in the AEI Assessment Policy; and 
    • Measurable Skill Gain rate targets outlined in the original grant application or continuation application (as applicable). 
  9. How will the program review data to improve instruction and program design? Specify when data review will occur and which staff are responsible for reviewing this data. Include how staff:
    • Analyze attendance data to improve persistence and retention; 
    • Analyze attendance data to improve class and program schedules; 
    • Analyze learner demographics to improve programming and to design learner supports; and
    • Analyze assessment and attendance data at the class level to improve instructional quality.
  10. What safeguards does the program have in place to address data privacy requirements? Please attach any local personally identifiable information (PII) consent/disclosure agreement forms used. In the description, include statements that identify:
    • How staff securely stores any paper files which contain learner PII;
    • How staff computers used to access learner data in LACES are secured when LACES is not in use; and
    • How data is shared securely if being shared within the program or with other entities.

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