The Minnesota Department of Education (MDE) Community Education Annual State Report is run by default as a Word document which staff can choose to include (or exclude) data from. Eleyo communicates regularly with MDE and this report was updated in 2021 to reflect the current MDE standards.
One of the pages of the report asks for enrollment counts, by age group, for each State Report Category. This page of the State Report may be printed directly from Eleyo by pointing to Reports > Selecting Reports > Selecting the Minnesota CE Annual Report (ED-00226-27) on the left.
State Report Categories can be assigned to all Courses in a Category. They can also be assigned at the individual Course level.
If there are Courses without a start date (i.e. virtual classes), the report logic uses the Catalog start date to determine if it should be included or not. The report automatically excludes any wait list enrollments or those from cancelled enrichment Course Sections.
Assigning State Report Categories to a Category or Course
Assign State Report Categories to all Courses in a specific Category by pointing to Courses > Select Categories. Select the desired category from the list > Select Modify. On the left, select the Default State Report Category from the drop down > Select Save.
Assign State Report Categories to an individual Course by pointing to Courses > Select Courses. Select the desired course from the list > Select Modify. On the right, select the desired State Report Category from the drop down > Save. You can also set this when creating a new Course and designating the State Report Category to include those enrollments.
Districts that use the Child Care module can include multiple program types like Pre-K Child Care, Youth Child Care, Pre-K enrichment/Preschool classes, etc. When staff are generating the report, the system allows them to designate to include Child Care numbers for each of those programs created the Child Care module.
There is not a way to separate the Child Care Programs, the CE Annual Report shows numbers for all Child Care Programs by default. Staff can tell the system what category best matches each Child Care Program and, in turn, the system will do its best to split up the numbers accordingly in the report.
Defining Age of Enrollment when Birth Date is Not Available
In the event that a birth date is not indicated for an enrollment, the system includes the enrollment in an Age Group using multiple checks and by reviewing the following:
- If no birth date is listed, it will look for a person's grade and categorize the age based on the grade. Default Grade to Age conversions are found under System Preferences.
- Next, it checks the Course to see if there is a grade or age limitation to make the assignment (these would be enrollments entered by an Admin only as all online registrations would require a date of birth and/or grade to check against the limitations).
- Next, it checks if the Course has any Discounts available with the word "senior" in it. If so, it puts the enrollment in the Adult 19+ Age Group.
- Last, it checks if the person has any parents (through Relationships). If not, it puts the enrollment in the Adult 19+ Age Group.
The section on the CE Annual Report that confirms number of groups within (or outside) of district boundaries should be using the District Residents field that is located under the Reporting section of each Facility Request.