Students are persons who receive instructional services at your agency in an enrollment setting such as a class, group, or pair. Students may also receive services in a workshop, but instructional hours are not earned through workshop attendance. Agencies typically provide services as part of a state ABE and/or state literacy database for reporting to the NRS, or provide services as an independent literacy agency that may report to their state or other funding organizations, but not to the NRS.
When you first sign in to LACES NexGen and go to the Student area, ‘Student List’ is the default view. The default filter is Current Fiscal Year.
The Current Fiscal Year filter displays students:
•Who are prospective with the intake date in the current fiscal year.
•Whose status is not prospective, and had at least one instructional hour in the current fiscal year.
To display all student records entered in your agency, click the X on the Current Fiscal Year tile to remove the filter.
Student records on the grid may be filtered by using grid row filtering. This allows you to perform searches on specific columns without creating a search. For more information about adding and applying searches, go to Search.
Shared student views display at the top left of the student grid on the view options dropdown list. There are six shared views. The default view is Student List, which displays columns on the grid that provide at-a-glance information such as overall status and assessment status. The view may be changed by selecting a different view from the list. This view will be in effect until you change it, even if you leave the student grid temporarily by clicking on a different tab, and then return to the student grid. For more information about views, go to View Manager.
Student Toolbar
The toolbar at the student grid allows you to:
•Add new student
•Make a selection
•Export to CSV
•Open the Report Manager
•Select More functions
To add a new student record, click the + Add New Student icon to display the student intake form.
In addition to common fields entered for identification and contact information, there are twelve required fields on the student intake form that must be entered before the record can be saved.
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Intake date must be entered in order to populate the first line of status history at the student History tab/Overall Status History panel.
The intake date is the date the student entered your program and should not be updated. All subsequent student activity entered should be on or after this date, regardless of how long the student stays with your agency.
Intake date should not be updated each year.
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*Last Name |
Enter how you wish the student’s last name to display on the grid and in the student record for sorting and reporting purposes. Make sure to enter the student last name – not the student first name. Last names may contain hyphens and commas.
IMPORTANT NOTE: Some clients track a student’s generation suffix in the Suffix field. If you have no need for reporting or tracking a suffix individually, this may be added in the last name field. For example, Smith, Jr.
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*First Name |
Enter how you wish the student’s first name to display on the grid and in the student record for sorting and reporting purposes. Make sure to enter the student first name – not the student last name. First names may contain hyphens and commas.
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*Program |
Select the program the student will be associated with for the duration of the fiscal year. Program is reported on NRS Tables 8, 9, or 10 depending on the program selected in the student record.
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*Residence Area |
Select the student’s residence area. Residence area reports on NRS Table 6.
IMPORTANT NOTE: Independent literacy agencies are not required to track this field, and certain state ABE clients track residence area differently from what the NRS requires. Be aware that this field may not be required or available in your database, depending on your customizations.
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*Birthdate |
Student’s date of birth. An accurate birthdate is important since some imports and data match use birthdate to identify students. NRS Tables 2, 3 and 12, and certain literacy reports report student demographics, including age ranges, which are calculated from the birthdate field.
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*Gender |
Student’s gender. NRS Tables 2 and 12, and certain literacy reports report student demographics, including gender, which is calculated from the gender field. Only ‘male’ and ‘female’ are reported.
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*Is this student Hispanic/Latino
*What is this student’s race
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These fields are dependent on each other, and both must be entered.
‘Is this student Hispanic/Latino’ refers to the student’s ethnicity.
‘What is this student’s race’ refers to race. Multiple races may be selected, but at least one race must be selected.
IMPORTANT NOTES: Independent literacy agencies are exempt from selecting a race.
Some clients have additional races that display on their student intake forms specifically for state reporting.
Revised standards for collecting and reporting race and ethnicity went into effect on 7/1/2010. See NRS Collecting and Reporting Race and Ethnicity.
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*Employment Status |
The student’s employment status at the time of entry. A corresponding work history record with the employment status is created with the student’s intake date. Employment status is reported on NRS Table 5. The student’s employment status may change during the fiscal year, but the initial employment status is used to place the student into a cohort when they leave or complete your program.
Please see additional information regarding employment status.
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*Highest Level of Education Completed on Entry |
Student’s highest level of education completed at the time they enter your program. Highest level of education completed on entry is reported on NRS Table 6.
Specific levels may place a student in a cohort for reporting on NRS Table 5.
This field is not to be confused with the field ‘Highest Education Completed’ which is an optional field that can also be used to indicate the student’s highest education completed either at entry or exit. This field does NOT count on the NRS tables.
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*Highest Level of Education Completed on Entry Location |
Where the student completed their highest level of education completed on entry. There are two selections in the field – U.S. based schooling or Non U.S. based schooling.
Highest level of education completed on entry is reported on NRS Table 6.
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Should I enter the non-required fields?
When entering a record, it is good practice to enter all the information you have at the time of entry, whether the field is required or not, if you plan to track this data. This saves having to go back later and edit the record.
Potential Duplicate Message
When the person being added as a student has another role in your agency, you will get the ‘Potential Duplicate’ message when the last and first name, or SSN match an existing person. Click the message to verify if the person being added as a student is a completely different person with the same name, or an existing person in your agency.
Opening a student detail record
Student records may be opened by double-clicking on the record, or by clicking the details icon on the row.
Search and Help
The available student searches are available by clicking the search link located above the left side of the grid. Help is available by clicking the help link located above the right side of the grid.