COVID-19 Program Resources

eData COVID-19 FAQs

The following is a list of some common questions (with responses) regarding data entry during the ‘COVID’ period.  Before you review the questions, here are some data entry concepts to keep in mind during the COVID period:

  • Each agency should create new records (classes and/or groups) in eData for all instructional arrangements during the COVID period.
  • When planning your COVID data entry, check the data entry instructions in the D.130 addendum and use your agency’s approved COVID instructional plan as a guide for any changes to data entry procedures.
  • In the Class or Group name field, be sure to use the word COVID followed by an appropriate label (SDL, TADL, Remote, or D.130 Packets). If entering additional name text after the COVID label, enter COVID followed by a single space with no hyphens. For example, “COVID TADL Afternoon ABE.”
  • For all COVID period records, enter COVID in the class/group/pair keyword field.

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COVID TADL, SDL, and D.130 Packets classes – Which staff should we assign to these classes?

By default, the staff person assigned to your SDL, TADL and D.130 Packets classes should be your agency’s data quality specialist. If an agency wishes, for tracking purposes, they may add the staff that assigns the work to the class as well. (Note: COVID Remote classes should have the instructor of that class assigned to that class in order to track that staff’s hours for the class in eData.)

COVID SDL, TADL, Remote, and D.130 Packets classes – When adding COVID classes, should we use “Distance Learning” for “Service” and for “Special Program Type”?

Yes. All COVID classes should have Distance Learning selected in both the Service and Special Program Type fields. (Note: This a change from the original data entry guidance issued at the start of the COVID period and replaces the original guidance.)

For COVID classes, should we update the student "Adult Details/Program Year Details" page with a check in the Distance Learner checkbox and mark them "Provided by Local Program"?

Yes.  All adults assigned to one or more COVID classes should have their Distance Learner checkbox checked and then be marked Provided by Local Program.

For COVID period data entry, should we create a class or a group?

During the COVID period, the preference is for agencies to enter their instructional arrangements as classes. This is to allow them to mark the classes as distance learning (currently in eData, groups cannot be marked as distance learning). One exception is if a group met prior to the COVID period and was previously entered into eData as a group record. In that case, it is allowable to enter that set of students as a COVID group in eData (instead of as a class).

Should we mark all adults participating in COVID instruction as distance learners?

Yes. There are some situations where this may be confusing, such as adults in COVID groups. Even though eData will not let you mark the group as distance learning, it is important that all adults participating in any COVID instruction be marked as distance learners.

For a COVID Class or Group, what do we use as the start date?

The start date for a COVID class or group should be equal to, or later than, the date that your COVID instructional plan indicated your COVID instruction would begin. This is not the date your COVID plan itself was approved, rather this is usually a backdated date around the middle of March. For example, if you have in your COVID instructional plan that your remote and TADL instruction started on 3-16-20, this is the date you would use for those classes and/or groups. If you started any classes or groups after that initial COVID start date, simply use the date that the class or group itself started, similar to how you chose start dates for classes in the pre-COVID period.

Can we include a further designation beyond “COVID” in the keyword field

Yes. As long as the keyword field for all COVID instruction begins with COVID, agencies may add more detail after COVID. For example, some agencies use the keyword field to identify the location of a class.  They could do so by entering the following in the keyword field: COVID Downtown. (Note: The keyword field is limited to 15 characters total, including spaces.  Agencies may have to abbreviate previously used keywords to stay under the 15-character limit.)

Some of the options with N contracts are different. How do I handle those?

There are two main issues with data entry with N contracts.First, you cannot mark an N contract class with Service – Distance Learning. For those N contract classes, mark them as Distance Learning in the Special Program Type field. For family literacy agencies, the N contract you create to track N contract hours must be Contract Type – Family Literacy/Partner in order to appear in families. FL agencies should enter this contract type for their N contract and otherwise following the remaining guidance on how to create a COVID N contract.

Do we have to set up a family literacy COVID class to record AE only, and then a separate N-Contract family literacy COVID class to record PE and ILA?

In family literacy programming, for approved ILA and PE activities, data entry is the same as pre-COVID data entry. PE and ILA should never be tracked in classes. Instead, PE and ILA hours are entered in the family’s record under a specific contract and include the family members involved.

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