Q: Who counts?
A: Toward “Student Base”, Application and IPE Benchmarks:
Any student who is newly added to YTP on or after the beginning of this biennium (7/1/2007).
Active students: Students who have an application date after 6/30/2005 AND had not exited as of the beginning of this biennium (6/30/2007).
Toward Exit, 6 Mo Follow up and 12 Mo Follow up Benchmarks:
Any student who reaches one of these points during this biennium(i.e. after 6/30/2007)
If Exit Date is in this biennium, it counts for this biennium
If 6 Month Follow up Date is this biennium, it counts for this biennium
If 12 Month Follow up Date is this biennium, it counts for this biennium


Q: What does 1/1/01 mean for a birthday?
A: This means that the birthday was blank in the old system, so we had to put something in so that the new system would take it. Just go in and edit this to the correct birth date.


Q: What does Unknown mean for sex?
A: This means that ‘sex’ was blank if the old system, so we had to put something in so that the new system would take it. Just go in and edit this to the correct choice.


Q: How do I enter a new student?
A: Click on ‘Forms’, then select ‘Students’. Select your site and high school from the dropdowns. Then click on ‘New Student’. Click on ‘Save’ when you have finished entering information.


Q: How do I update a student’s information?
A: Click on ‘Forms’, then select ‘Students’. Select your site and high school from the dropdowns. Find the student in the student list and click on the small yellow icon at the right of the row. You can sort any column to help you find a student by clicking on the column header (i.e. First Name, Last Name, Date of Birth, App Date, etc.) Enter information and click ‘Save’ at the bottom of the student’s record to go back to your student list.


Q: How do I enter exit or follow up information for a student?
A: Click on ‘Forms’, then select ‘Students’. Select your site and high school from the drop-down menus. Find the student in the student list and click on the small yellow icon at the right of the row. This will take you to the student’s record. Below the student’s IPE Goal Area is a header called ‘Exit and Follow Up Info’. Click on the yellow icon with the plus sign next to the words ‘Add Information’. Enter information and click ‘Save’. This will take you back to the student’s record. Click ‘Save’ at the bottom of the student’s record to go back to your student list.


Q: When I enter wage or hours worked per week, I get an error message! Why?
A: When entering wage information you must only enter numbers and a decimal point. Do not add any "text" such as "$", or "per hour", or "/hour", or "/hr" as examples. The same rule applies for hours worked. NO TEXT, only a number. So if someone works 20 hours a week, simply put the number 20 in the box. Do not add any text such as "per week", or "/week" as examples. If someone works 20 hours a week and a fraction over (e.g. 20 3/4 hours per week), use decimal points and list it as 20.75 or 20.5.


Q: I look at my reports and my engagement statistics seem higher than I think they are! Why?
A: Sometimes, Transition Specialists will not be able to find a student during follow-up or they want to "tell the story" about why someone isn't engaged like they would in a case note. ANY TEXT under "job title" or "training" in the follow up data entry screens will COUNT. Therefore putting in some explanatory text like "Can't locate student" or "Student Quit Job" will make your engagement statistics INCORRECT. Only put job titles or training programs (e.g. postsecondary education, vocational training programs, etc.) in those text boxes to assure that your engagement statistics are correct.


Q: When I look at my High School Detail Reports, in the follow-up columns, I see E, or T, and sometimes T E. What does that mean?
A: E means "employed". T means "training". T E means a "combination of employment and training". Previously, the database used to tell you "yes" if a student was engaged. Now (as of October 2008) the database tells you if the student is engaged on any particular follow-up date whether that engagement is employment (T), training (T), or some combination of training and employment (T E).


Q: When I put in an exit date for a student, should my 6 month and 12 month follow-up checks be exactly 6 and 12 months from the exit date?
A: Yes, as close as possible. Exit, 6 month, and 12 month check points are "slices" in time or a "snapshot" of what is happening at those times following exit. If a site found out on the 6th month or the 12th month that a student wasn't engaged, but "heard" they were going to be in several weeks and then waited until the 7th or 8th month or the 13th or 14th month to secure "credit" for the engagement benchmark, data consistency would be lost. In an effort to get a consistent practice that is reliable and reportable across ALL YTP sites, not only to State leaders of YTP, but also nationally. Although a few days one way or the other will not make a significant difference, a few weeks or a month will. So whenever possible please align your dates so that the 6 month follow-up date is actually 6 months from the exit date, and the 12 month follow-up date is actually 12 months from the exit date as well.


Q: How do I enter Summer Activities?
A: Click on ‘Forms’, then select ‘Summer Activities’. Select your site and high school from the dropdowns. Select both a Category and a Category Item. Category Items change depending on which Category you choose. Enter the number of students who participated in the activity and click ‘Add’. The new record should be added to your list under ‘Current summer activities for the selected school’.


Q: How do I update or change Summer Activities?
A: Click on ‘Forms’, then select ‘Summer Activities’. Select your site and high school from the dropdowns. You should see a list of activities under ‘Current summer activities for the selected school’. To edit an activity, click on the small yellow icon with a page in it, and make desired changes, then click ‘Update’. To delete an activity, click on the small yellow icon with an X in it.


Q: How do I view reports?
A: Click on ‘Forms’, then move your cursor to ‘Reports’, then select the report category you would like (School Reports, Site Reports, State Reports, User Report). Select your site and high school from the dropdowns, then click ‘Generate’ next to the report you would like to see. To exit this screen, click on the ‘Back’ arrow at the top left of your screen.


Q: Is YTP Data Current and up-to-date the moment it is entered and will I see it on a Report? In other words, is the data on a report "REAL TIME"?
A: No. Because the calculations for data are so complex in order for that data to appear on a report, the calculation system is updated in the late hours of the night every 24 hours. So the data entered TODAY will be displayed on any particular report TOMORROW. There is a 24 hour delay in the currency of data entered. You should plan accordingly.


Q: How do I save reports?
A: Follow steps in ‘How do I view reports?’ above. With the report on the screen, click on ‘Save a Copy’ in the upper left hand corner of the menu area. You will be prompted to choose a save location and name the file, then click ‘Save’. It’s a good idea to include the date when you name the file and save it.


Q: How do I print or email reports?
A: Once a report has been saved to your computer, it can be printed like any other document, or attached in an email message.


Q: What do I do if I forget my password?
A: If you forget your password, go to the website and click on ‘Login’. This will take you to the Login screen. In the upper right hand corner, click on ‘Forgot?’. You will be prompted to enter your username, then click ‘Submit’. You will be asked to answer a security question. This question is “Who loves data?”. The answer is “I do”. Type this in and click on ‘Submit’. A new password will be emailed to you. Please change it when you login the first time and save it in a safe place. IMPORTANT: If a person tries more than 3 times in 10 minutes to enter a password, they are LOCKED OUT of the website. It is strongly recommended that you use the process above after 2 unsuccessful log-in attempts and request a new password. You can find the answer to the security question by reading "About YTP" or "YTP History" on the home page of the website.


Q: What do I do if I’m having trouble?
A: If you are experiencing any error messages, problems, or just have general questions about the data system or website, please email or call your Technical Assistance Provider. They will communicate with Jeanette and Mateus as necessary.