ALE Application: FTE Tracking and Monitoring

In the ALE Application, several tools have been developed to assist in tracking and monitoring FTE (Full-Time Equivalent) percentages for each student based on the contents of their Student Learning Plan.  The use of these tools is optional and it is up to each program to determine how they would like to use the tracking tools available.  

The very first place that FTE is established and the only place it is required is while creating the Student Learning Plan On the “Details” tab in the “Time Commitment” section. An estimated enrollment field records the “total weekly time: or estimated average hours per school week the student will engage in learning activities to meet the requirements of the written student learning plan.

This is an editable text box where numbers and decimals can be entered.  Currently, 27.75 is the minimum number of hours a student must have on their plan to be considered full-time or at a 1.0 FTE.  

When adding courses and classes to the Student Learning Plan, an average weekly hours field can be used to closely monitor how many hours the student is working on each subject.

Defaults can be set here to aid in speeding up data entry (if 5 hours is the common average hours per course, for example) or you can set the exact number of hours when adding the course.  Contact the Help Desk or your Customer Service agent if you’d like to set up default values.

Hours spent on one specific course are indicated via the “Add Core Subject Area and Course” modal in the “Average Hours Per Week” field and can be individualized for each student as needed:

When scheduling a Class, a default amount can be set on the Class Details Page in the “Average Hours of Study Per Week” field:

Teachers can easily monitor how many total hours are listed on the student learning plan between courses and classes on the “My Student Learning Plans” page.  Scroll to the right to view the “Projected FTE Hours” and “Hours on Plan” columns.  

The “Hours” on plan total includes and subject/course records with either no Course Participation Status, or one of “In Progress.”  These totals can be used to easily identify discrepancies and find students who are lacking hours on their plan.  

If desired, you can continue to monitor hours closely as the year progresses.  Each month when the monthly progress review is completed, the Certificated Teacher can document actual hours spent on each course by entering the “Actual Average Hours” into the text box alongside the surfaced “Projected Hours.

Alternatively, if the student is logging the exact hours expected, the teacher can click “Copy Project Hours to Actual Hours” and with one click, copy those hours for all courses.

Once the Monthly Progress Review has been completed, these numbers are surfaced on the FTE Tab, which by default displays overall monthly time totals

Using the toggle at the top right and selecting “Monthly Time Allocations” will provide a breakdown of hours recorded by course and month, with a more detailed view.

The Secretary role has some additional FTE management tools via the “Manage Enrollment Percentages” Page found under the “Manage” menu in the left hand navigation bar.

Here, a table with all enrolled students is surfaced, with their projected enrollment hours from the Student Learning Plan, total hours by month (if recorded when monthly progress reviews are completed) and the FTE percentage that is being claimed as surfaced from the SIS.

The estimated hours for any one student can be adjusted right in this “Estimated Hours” column and will be reflected on the corresponding Student Learning Plan.  

If additional information is needed, using the row action gear at far right and selecting “Manage FTE” will open the FTE Tab from that student’s SLP with the monthly and by course totals available.

If even more granular tracking is desired, the row action gear for each month can be used to open a form that will allow the user to “Updated Reported FTE.”  Here the actual FTE amount that is reported for each month can be recorded and tracked per student.  

The Manage Enrollment Percentages Table can be downloaded to Excel via the Data Table Actions & Options gear at the top right.

In addition, any FTE data points available in the system can be used to create custom reports or downloads if desired - contact the Help Desk or your Customer Service Agent to request a custom report.