1. + DL Proxy Hours in Minnesota ABE: Everything you ever wanted to know Minnesota ABE DL Toolkit

2. + Outline What are DL proxy hours? How are DL proxy hours determined? What is included in DL proxy hours? How are DL proxy hours entered into MABE/MARCS?

3. + What are DL proxy hours? Proxy hours are the means through which DL hours outside the classroom are counted for funding purposes. Once proxy hours are earned and entered into MABE or MARCS, they generate the same contact- hour rate as in-class instructional hours. Time spent in class on DL platform work cannot be included as proxy hour time.

4. + How are DL proxy hours determined? Proxy hours are calculated for DL platforms approved by the MDE ABE office, as recommended by the Virtual Task Force. The allowable proxy hours for each DL platform are determined through a rigorous process including publisher recommendations, ABE professional experience with each platform, and observations of ABE students completing the DL lessons. The Virtual Task Force periodically reviews proxy hours for each platform, and makes any needed adjustments.

5. + What is included in DL proxy hours? The average amount of time it takes a number of ABE students to complete DL lessons is calculated. Time is adjusted to include time for teachers to handle email and phone conversations with learners using the platform. Proxy hours do not include in-person time with students, such as initial intake and pre- and post- testing for NRS purposes.

6. + Data Entry for DL MABE MARCS

7. + Creating DL Classes in MABE and MARCS: Details One class for documenting the proxy hours Another class for documenting contact hours for when you meet with learners in-person to check-in, per- and post-test, train them on software etc. (Or in MABE you can enter contact time individually as “contact time” under “student times.)

8. + When creating the class for the proxy hours, make sure you: Include the word “Proxy” and the title of the DL program/ software in the name of the class. Create it as the “class type” Distance Learning. We like to give a large window of time that the class “meets” in order to put big chunks of proxy hours. Creating DL Classes in MABE

9. + Taking Attendance for DL Proxy hour classes in MABE To take attendance for proxy hours – type in the total number of hours in the box. Then click save.

10. + Taking Attendance for DL Contact hour (not proxy hours) classes in MABE For the class that will log the contact hours for meeting/check in times Name the class something obvious. Choose “class type” of Lab. Take attendance the same as for proxy hour classes..

11. + Taking Attendance for DL Contact hour (not proxy hours) classes in MABE ***An alternative for recording contact hours associated with DL learners you can enter the time individually using the “student times” feature on a student page. This alternative does not require that you schedule the learners into a class for recording the contact times. Choose “contact” Enter date and actual start and end time Enter a comment (optional)

12. + Creating DL Classes in MARCS Two important steps The naming of the class is very important – see the MARCS handbook for details. When you add a student to a class, mark the Program Type field for each class with Distance Education (tech manual pg 39)

13. + Entering Attendance in MARCS Detailed instructions in the MARCS Tech Manual pages 39-40 Enter proxy hours in the class with “Proxy” in the title Enter contact with teacher (meeting/checking in) time in the class withOUT “proxy” in the title.

14. + Questions? See www.mnabe_distancelearning/www.mnabe_distancelearning/ Email thysom@real-time.com

15. + Produced by St. Paul DL Supplemental Services grant, 2012 All rights reserved