Guide for new users with Admin login role

Students

Add, edit, or delete

Add a new student

Always use Person Search first to see if the person already exists in the statewide database.

  1. Use Person Search
  1. Click on the Person Search tab.
  2. Enter up to 3 strings (pieces of info) from these 5 types: name, birthdate, SSN, email address, phone number. Click the Enter key to activate the search. Note that the search will show results that match ALL of your search criteria.
  3. In the Match List, look for potential matches.

Three possibilities:

  • Student is already entered at your site. In the Relationship column, click on the Student link. Check the summary info. If it’s the person you’re looking for, update the existing record.
  • Student is already entered at another site. In the Relationship column, click the Not in Site link for more detail. If you’re sure it’s the same person you are searching for, add the student to your site and update the existing info.
  • No matching records; the student has never been in MN ABE. Create a new record from scratch.
  1. Create a new student record from scratch
  1. On the Person Search tab, click the New Student button.
  2. Student Create screen: complete all fields. Thumbs down dates and pink highlighted sections must be completed in order to save the record.See Create Student Field Definitions Cheat Sheet.
  3. StudentsHistory: set student goals, if any
  4. Students > Assessment: record test scores
  5. Students > Schedule: enroll student in a class or two

Edit or updateexisting records

  1. Students tab (aka Student List):Search for the student name; click the desired row in the results.
  2. StudentsSummary: click the Edit button to update/correct basic info like SSN, birthdate, residency, etc.
  3. Students > Info: update student address, phone and email; update other contacts as needed
  4. Students > History: set student goals; update ABE program status for student re-entry date as needed
  5. Students > Assessment: record test scores as needed
  6. Students > Schedule: enroll student in a class or two

Delete a student record

  • There is no way to delete a student record.
  • You canremove a student added via Person Search under certain circumstances.
  • You may also merge records if you have duplicates of the same student in your site.

Assessment: add, edit, or delete

Add a new assessment (including official GED subtests)

  1. Students tab:Search for the student name; click the desired row in the results.
  2. Students > Assessment:
  3. Test: select appropriate item from the menu
  4. Test Date: confirm or change test date (date the test was GIVEN, not entered into the database)
  5. Primary Score: the scale score for the test taken
  6. Secondary Score: TABE Grade Equivalent (GE)
  1. Click the Add Assessment button.

Note: The test will be rejected and an error message will appear when (a) less than 40 hours occurred between tests in the same test family and subject; (b) the Primary Score is not in the range for the selected test; or (c) the same test form is given twice in a row.

Edit or delete an existing assessment

  1. Students tab:Search for the student name; click the desired row in the results.
  2. Students > Assessment:From the list of assessments, select the test row to edit or delete.
  3. In the screen that appears, change any of the field info as desired; click the Save Changes button.
  4. To delete the assessment, click the Delete this Assessment link.

Record GED Test Hours for reimbursement

If your program claims reimbursement from the MDE for GED Testing Hours, record the testing hours as follows:

  1. Students tab:Search for the student name; click the desired row in the results.
  2. Students >Time:
  • Date: Select the approximate date the hours were earned - it’s OK to enter official GED hrs for all subjects at once if you don’t need them split out by subject for your testing center.
  • Contact: select GED Testing
  • Enter number of GED testing hours in the box.
  1. Click the Add button.

Schedule: add, edit, exit, or delete a student from a class

Add a new class to the student schedule

  1. Students tab:Search for the student name; click the desired row in the results.
  2. Students >Schedule:
  • Date: Select the date the student first began attending the class.
  • Choose a Class to Add: from the menu, choose the name of the class in which to enroll the student.
  1. Click the Add to Class button.

Edit, exit, or delete a student from a single class

  1. Students tab:Search for the student name; click the desired row in the results.
  2. Students >Schedule: From the list of classes, select the desired class.
  3. Make any of these changes:
  • Edit: change any of the field info as desired.
  • Exit: type an End Date, ideally when the student last attended.
  • Delete: click the Delete this Enrollment link.If a student earned any hours in the class, the Delete this Enrollment link will not appear, and the student cannot be deleted from the class.
  1. Click the Save Changes button.

Exita student from ALL open classes

Make certain class attendance is up to date before performing this action!

  1. Students tab:Search for the student name; click the desired row in the results.
  2. Students >Schedule: Below the list of Currently Scheduled classes are fields for exiting the student from all classes in which s/he is still enrolled.
  • Date: Type the desired class exit date.
  • Exit reason: choose an item from the list (optional).
  1. Click the Exit All Current Classes button.

Note 1:Here’s how the software assigns the End Date for each class:

  • If a student never had hours, the End Date will be the same as the Start Date.
  • If a student had attendance hours, the End Date will be the last date hours were earned.

Note 2:The software will ignore your request to exit a student from a class when:

  • s/he already has an End Date assigned (even if it’s in the future)
  • hours were earned by the student AFTER the date you typed

Logs: add, edit, or delete

Most logs are visible only to the program that wrote them.You can edit only the logs created by your program.

Add a log entry for a student (optional)

  1. Students tab:Search for the student name; click the desired row in the results.
  2. Students >Logs:
  • Log Type: Choose an item from the list (see the chart below for explanations of each)
  • Log Date: Type the date the entry is being made.
  • Comment: Write the note about the student.
  • Hide Date: If desired, type a date after which the log entry will no longer be visible.
  1. Click the Save button.

Edit or delete logs

  1. Students tab:Search for the student name; click the desired row in the results.
  2. Students >Logs: From the list of entries, select the row to edit or delete.
  3. In the screen that appears, change any of the field info as desired; click the Save Changes button.
  4. To delete the log, click the Delete this Log link.

Log types

History: add, edit, or delete

While there are many options on this page, the groups you will use most often keep track of goals set and met, student entry and exit, and occasional changes to work status and public assistance.

Click here for the current chart of Student history groups and items.

Add a history item

  1. Students tab:Search for the student name; click the desired row in the results.
  2. Students >History:
  3. Date: type the desired date
  4. All History Groups: Choose an item from the menu.
  5. Choose a History Group: select the desired item.
  6. Optional Status: mark if desired.
  7. Comments: add any notes you like
  8. Click the Add History button.


Edit or delete history

Add an End Date to history items that no longer apply to the students.

History items should only be deleted when they were created by mistake.

  1. Students tab:Search for the student name; click the desired row in the results.
  2. Students >History:From the list of entries, select the row to edit or delete.
  3. In the screen that appears, change any of the field info as desired; click the Save Changes button.
  4. To delete the history, click the Remove This History link.

Time: add, edit, or delete

This page shows all the hours a student earned at your site. Click the column headings(Date, ID, Class, etc.) to sort the rows. Use the search boxes to narrow the rows to dates, classes or type of hours earned of your choosing.

On a rare occasion, you may also add block hours for time not associated with classroom instruction, such as distance learning or GED testing.Instructional hours should always be recorded in a class.

Addblock time

  1. Students tab: Search for the student name; click the desired row in the results.
  2. Students > Time:
  • Date: enter the date the hours were earned.
  • Contact: select an item from the menu
  • Block Time: when entering block hours, leave “block time”
  • Enter number of block hours in the box.
  1. Click the Add button

Edit or delete time

  1. Students tab:Search for the student name; click the desired row in the results.
  2. Students >Time:From the list of entries, select the row to edit or delete.
  3. In the screen that appears, change any of the field info as desired; click the Save Changes button.
  4. To delete the time record, click the Delete This Time link.

Info: add, edit, or delete

Add new contact details

  1. Students tab: Search for the student name; click the desired row in the results.
  2. Students >Info:Choose any of the “New” buttons (New Name, New Address, etc.) to view a screen for adding new details.

Edit existing info

  1. Students tab:Search for the student name; click the desired row in the results.
  2. Students > Info: From the list of entries, select a row with a pencil icon.
  3. In the screen that appears, change field info as desired. (ABE Site History cannot be edited.) Click the Save Changes button.

Note: Under ABE Site History, Last Contact shows the date student attendance hours were last recorded at the site.

Delete info

There is no way to delete contact info. These details remain a part of the student’s permanent record.

SiD email support:iD help articles: mnabe.zendesk.comAdmin: Students, page1