Session 4 Implementing the New Student Registration Form

Session 4: Implementing the New Student Registration Form (Online) January 21, 2020│2: 00 -3: 00 pm

Agenda Introduction Steps for completing the form What we are asking programs to do Planning tasks that can be completed now Student Registration Form (online) practice link Next Steps 2

Introduction TCSG has created an online version of the Intake Assessment Form, now called the Student Registration Form (online) The purpose is to reduce staff data entry time and to eventually migrate to a place where students can register at-a-distance. Three programs piloted the use of the form in January and February with good results. 3

Steps for completing the Student Registration Form The online form is used in place of the paper-based IAF. Students complete the form in person at an adult education center with guidance from intake personnel. Use a computer lab or other computers at the center Personnel explain terms and guide student data entry Intake or data entry personnel review the form with the student before pulling the record into GALIS. Students will still assess and complete a hard copy “Goals page” that will also collect their signature. 4

What we are asking programs to do 1. Complete a practice form to get a feel for the student’s experience 2. Decide if the program wants to use the online form. If so, which site will implement first? 3. Make an implementation plan to addresses: (considerations, key things, elements) Location/classroom Materials Personnel 4. Update orientation materials, as needed – screenshots 5. Build a process around how to edit check the forms 5

Planning 1. Will the location of the orientation session need to change? What space does the program have available to be able to use the online form? 2. Will the length of the session need to be modified? 3. Which team members should work together to modify orientation procedures and materials? 4. How will the number and/or the use of staff members need to change? Review the form… 6

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Innovation Exchange recording link Resource Screenshots of the online form Materials Handout with implementation tips and best practices 8

Once programs return to normal operations Davida will send a unique SRF link to each Program Administrator. Programs can begin using the link once received. Send any technical issues to datacenter@tcsg. edu Additional training 9

Data Entry Decisions Which personnel will need their permissions in GALIS changed? 10

Server Migration to Cognos is still scheduled for May. This is a good time to have data entry staff to pull any Reminder Crystal report that the program may want to keep. s Student Intake Report/Student Contact List FY 18, FY 19, FY 20 PDF vs. Excel 11

Want feedback? Submit your plan to your assigned GPSC and me 12

FY 21 Student Registration Form Available online or paper-based Looking to FY 21 Student Registration Form Directions and Definitions Ahead document FY 2021 Updated Online Training will be posted by mid-May Programs can add the registration link to their materials and website