NRS Cohort Screen

NRS Cohort Screen

Find the PDF for this here.

NRS Cohorts are not related to goals, though some of the language and tracking are similar.  NRS refers to the National Reporting System.  A cohort is a group of people within a certain defined set.  For example, a cohort may be 'all ABE students who were without a high school equivalency at the time of their exit from the ABE program.'  The educational status is drawn from student information screen -- that data collected on the intake form -- and is not related to the goals they set.

The NRS Cohort Screen in SMARTT lists all exited students and the cohorts they belong to.  Some of the students require follow up -- those that are not data matched.  The default status for the search screen is 'requires follow up.'

  Here is a direct link to the NRS Implementation Guidelines*.
*This information is important to know, more so, for Program Directors.

Here's the link for  NRS Cohort Follow-Up Tips.

 

The information below is drawn from the April, 2013 SMARTT Monthly Mailing by ACLS:

NRS Cohort Follow-Up

Please make sure that you follow-up with students who are listed on the NRS Cohort screen who are exited and require follow-up

Here are some tips to use when contacting students. If you are following up on the employment cohorts, you need to ask the student when he/she became employed after leaving the program. Note that data matching uses the middle date of the middle quarter month so we don't expect the dates to be exact.

For enter employment, the dates must be in the quarter AFTER the student exited.

For retained employment, the dates must be in the third quarter AFTER the student exited. You do not want to follow-up too soon for the retained employment cohort.

See some examples below and review the time frames for follow-up in the chart below. 

Entered Employment

Student #1 exited on August 20th which is the 1st Exit Quarter

Caller contacts the student at the end of the second quarter which is sometime in January - March. The caller might ask: 

"Since you exited on August 20th, did you get a paying job anytime during October - December?" Caller can then enter a date employed of November 15th or a specific date given by the student.

Exit Quarter

Exit Date in SMARTT

Collect Entered
Employment by the

End of:

Contact Students

First Quarter
(July 1-September 30)

August 20

Second Quarter
(October 1 - December 31)

January - March

Second Quarter
(October 1-December 31)

December 10

Third Quarter
(January 1 - March 31)

April - June

Third Quarter
(January 1-March 31)

March 30

Fourth Quarter
(April 1 - June 30)

July - September

Fourth Quarter
(April 1-June 30)

June 30

First Quarter
Next Program Year
(July 1 - September 30 )

October - December

Retained Employment
Student #2 exited on September 20th which is the first exit quarter

Caller contacts the student sometime in July-September and asks: "Since you exited on September 20th, were you still working anytime during the time frame of April - June?" Caller can then enter a date employed of May 15th or a specific date given by the student.

Exit Quarter

Exit Date in SMARTT

Collect Retained
Employment by the

End of:

Contact Students

First Quarter
(July 1-September 30)

September 20

Fourth Quarter
(April 1 - June 30)

July - September

Second Quarter
(October 1-December 31)

December 10

First Quarter
Next Program Year
(July 1 - September 30)

October - December

Third Quarter
(January 1-March 31)

March 30

Second Quarter
Next Program Year
(October 1 - December 31)

January - March

Fourth Quarter(April 1-June 30)

June 30

Third Quarter
Next Program Year
(January 1- March 31 )

April - June

 

NRS Cohort Follow-Up Please make sure that you follow-up with students who are listed on the NRS Cohort screen who are exited and require follow-up. Here are some tips to use when contacting students. 

For the employment cohorts, the federal report only includes students whose dates met are entered in the quarter after the exit date. If you are following up on the employment cohorts, you need to ask the student when he/she became employed after leaving the program.  Note that data matching uses the middle date of the middle quarter month so we don't expect the dates to be exact. 

For enter employment, the dates must be in the quarter AFTER the student exited. 
For retained employment, the dates must be in the third quarter AFTER the student exited.  You do not want to follow-up too soon for the retained employment cohort. Here is a chart listed in the NRS Guidelines that notes when follow-up must be completed:

 

Exit Quarter

Collect Entered Employment by the End of:

Collect Retained Employment by the End of:

First Quarter (July 1-September 30)

Second Quarter (Oct - Dec)

Fourth Quarter (April - June)

Second Quarter (October 1-December 31)

Third Quarter (Jan - Mar)

First Quarter, Next Program Year (July - Sept)

Third Quarter (January 1-March 31)

Fourth Quarter (April - June)

Second Quarter, Next Program Year (Oct - Dec)

Fourth Quarter (April 1-June 30)

First Quarter, Next Program Year (July - Sept)

Third Quarter, Next Program Year (Jan - March)


Here are some examples of questions you might ask the students when contacting them if they are listed in these NRS cohorts.

STUDENT

EXIT DATE

COHORT

#1

01/01/2013

B -retain employment

#2

06/01/2013

A  - enter employment

#3

02/01/2013

B  - retain employment

#4

03/01/2013

A  - enter employment

#5

06/30/2013

B  C retain employment

 

For enter employment for #2 above you might ask: "When did you become employed after exiting from our program on 6/1/2013?  

It does not have to be exact so you can be general about the date and month and list July 15th, August 15th, or September 15th."

For enter employment for #4 above you might ask: "When did you become employed after exiting from our program on 3/1/2013?  
It does not have to be exact so you can be general about the date and month and list April 15th, May 15th or June 15th."

For retain employment for #1 above you do not need to contact the student until the 3rd quarter after he/she exited which is January 1, 2014. If you contact the student now, you will need to contact the students again in January 2014.


For retain employment for #1 above you might ask: "Are still employed after exiting from our program on 1/1/2013?  It does not have to be exact so you can be general about the date and month and list January 15th, February 15th, or March 15th."
You do not need to contact the student until the 3rd quarter after he/she exited which is January 1, 2014. If you contact the student now, you will 
need to contact the student again in January 2014.

Here are a few things to remember regarding the NRS Cohort model.

It is important that the employment status be entered accurately and promptly when intaking new students

Exit students when you are reasonably assured that they have left the program rather than wait until the end of the fiscal year. Note that students will not appear on the new NRS Cohort screen until their status is "Exited". If a student does return, you can re-intake the student.

Try to get as many signed "Release of Information" forms as possible so that the burden of follow-up is lessened for those in the "Post-Secondary Education" cohort

Ask students in a neutral manner to provide social security numbers so that the burden of follow-up is lessened for the "Enter and Retain Employment" cohort

The NRS Reporting System requires that the employment status must be updated at the beginning of each fiscal year for students who re-enroll after exiting. Students who remain enrolled without exiting in the new program year (e.g., were enrolled in June and continued into July or anytime in the next fiscal year), do not need the employment status updated. The "Update Students Employment List" displays names which need to be updated.

 

 Here is another chart summarizing the above from a July, 2016 Mailing:

http://www.doe.mass.edu/acls/mailings/2016/07-25RequirementUpdate.html

For students who exited prior to July 1,2016:

Enter Postsecondary/Training User will specify Yes/No as to whether any postsecondary education/training attendance existed for the student by June 30, 2017.
Entered Employment

Reference Period: First Quarter Following the Exit Quarter

(Students who were Employed at Intake or Not in the Workforce at Intake are excluded)
User will specify Yes/No as to whether the student had any earnings from self employment or other employment during the specified three month reference period.
Retained Employment

Reference Period: Third Quarter Following the Exit Quarter

(Students who were Unemployed at Intake not having an outcome of "Yes" on Entered Employment measure and those Not in the Workforce at Intake are excluded)
User will specify Yes/No as to whether the student had any earnings from self employment or other employment during the specified three month reference period.



Note: For students Exited starting on July 1, 2016, there will be a new follow up practice. This is from:

http://www.doe.mass.edu/acls/mailings/2016/07-25RequirementUpdate.html

Programs would need to follow-up on the following for students who exit anytime on or after July 1, 2016:

Enter Postsecondary/Training

User will specify Yes/No as to whether any postsecondary education/training attendance existed for the student within the 1st 365 days following the exit date. [year after exit]

Employment in the Second Quarter Following the Exit Quarter

User will specify Yes/No as to whether the student had any earnings from self employment or other employment during the specified three month reference period. [e.g if exited in July, start checking in April if they had earnings between Jan1-Mar31]

Employment in the Fourth Quarter Following the Exit Quarter

User will specify Yes/No as to whether the student had any earnings from self employment or other employment during the specified three month reference period. [e.g if exited in July check starting next July, april and June30]

Median Earnings within the Second Quarter Following the Exit Quarter

For students who answered "Yes" regarding employment during the specified reference period, users will collect from the student their hourly/weekly/bi-weekly/monthly/annual wages† related to each of their employment positions. [If yes to row 2, how much did you make?]

Effectiveness in Serving Employers

Users will collect the employer name(s) related to each wage earning position. This will need to be recorded for both the second and fourth quarters following the student's exit. [? How is recording the employers name related effectiveness?]

†User collected information concerning hourly/weekly/bi-weekly/monthly/annual wages will the basis for an extrapolation concerning total earnings during the reference period.

In practice this will mean you may want to wait up to four quarters before following up with a student.  Here is a sample set of questions that could be used during that follow up:

  1.  did you have a job/earnings in (quarter 2 after exit qtr)? If yes, how much were you making?
  2. did you have a job/earnings in (qtr4)?
  3. If yes on either 1 or 2, who did you work for?
  4. did you attend college anytime in the last year? (specifically, within the 1st365 days following the exit date)
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