Students & Families Adult Education Adult & Community Learning Services
Adult and Community Learning Services

SMARTT Update, November 2009

1. Wait List Verification Due by December 1st Each Year
   • The "Waitlist Verification" must be submitted annually by December 1st. The screen can be accessed by clicking on "Waitlist" and then on "Waitlist Verification " on the left menu. The screen lists a checkbox for you to verify that you reviewed the wait list data by length of time:
     • less than 1 year
     • 1- 2 years
     • 2 - 3 years
     • more than 3 years

     The signature verification box is similar to the site rollover request indicating the program coordinator states that the information is accurate. When you check the box you are indicating that: "The wait list information contained within this report is true and accurate and does not need to be updated or corrected".

     The Waitlist search screen provides the capability to search by Site, Period on Waitlist (same time frame as above), Last Name, Status, (current, all, removed, intaken) and type (ABE or ESOL).

   • Please review the Wait List policy, which on page 15 in the FY10 Guidelines for Effective Adult Basic Education.

     Wait List Policy
     Programs are expected to maintain an active wait list for applicants who are unable to enroll in any instructional classes due to capacity constraints. Programs must keep their wait list up to date. At a minimum, all students placed on the wait list must be contacted annually to confirm they are still interested in enrolling in the program. Any waitlist records older than 18 months should be reviewed and deleted as appropriate so that SMARTT wait list numbers are accurate.

     Programs must submit the "Wait List Update" in SMARTT by December 1st each year indicating that the wait list information is up to date and accurate. Programs must indicate in the wait list module if the student has been assessed or not. Optional assessment information can be entered to indicate date assessed, test name, and score. Only applicants for whom such confirmation is obtained shall remain on the wait list and all others removed. If the student contacts the program again in the future, the previous or new wait list date may be entered at the discretion of the program.

     Programs must immediately enroll any student in good standing who seeks to transfer from another ESE-funded ABE program or place this student at the top of the appropriate waiting list. This includes students from other ESE-funded ABE programs including workplace education and the ABE for Incarcerated Adults programs.

2. 25 Outstanding Partial Intakes
   There are still 25 outstanding partial intakes at 8 sites that have not been converted or deleted. If the student left prior to MAPT testing, please delete the partial intake. Partial intakes can be deleted if no tests were administered using that SMARTT ID. Please contact one of the SABES regional field techs if you need assistance. Once a primary area is selected in the Student Assessment screen, the assessment information will appear in the Site Primary Assessment Report and Site MAPT Report.

3. Survey Method for Follow-up Goals
   The follow-up goals listed below must be confirmed using the survey method. Programs are required to conduct follow-up quarterly. If a student's social security number and signed release form are not provided for the employment related goals, the system cannot data match for that student - so, the program must survey students and enter the information in the follow-up screen.

   Note that the goal to "Obtain GED is data matched regardless if an SSN or release form is provided since all GED data is maintained in ACLS.

   If a student's social security number and signed release form are not provided, the system cannot data match for that student - so, the program must survey students and enter the information in the follow-up screen.

   When contacting students for follow up, programs should use the survey on the ACLS website under the SMARTT System Information. The survey is found on the link labeled "NRS Guidelines Survey Method for Follow-up Goals"   .

   The follow-up goal screen lists all current students as well as those who were exited within the past 18 months who have follow-up goals that are met or unmet. After a follow-up goal has been removed in the Student Goals screen, it will no longer appear in the follow-up screen. The default is set to "All" goals and a filter can be set to "Due" to list goals that require follow-up.

   The goals that require follow-up via the survey method are listed below:

   1. Students who did not provide a social security number (SSN)
   2. Students who provided a SSN but did not sign the release form

      (1a)	Enter Employment/Get a Job
      (1b)	Retained New Employment
      (2)	Retain Current Employment

   3. Data matching is not available so the survey method must be used:

      (4)	Complete some adult HS credits and/or MCAS tests toward ADP
      (5)	Obtain ADP
      (6a)	Enter Transitional Education
      (6b)	Complete Transitional Education
      (7a)	Enter post - secondary education
      (7b)	Retain in Post-Secondary Education
      (8a)	Enter Occupational Training > 12 mo.
      (8b)	Retain Occupational Training > 12 mo.
      (8c)	Complete Occupational Training > 12 mo.
      (9a)	Enter Occupational Training 6 - 12 mo.
      (9b)	Complete Occupational Training 6 - 12 mo.
      (10a)	Enter Occupational Training < 6 mo.
      (10b)	Complete Occupational Training < 6 mo.

4. GED Data Matching - Match Completed on 11/9/09

   • The last GED data match with Oklahoma Scoring Service was completed on 11/9/2009. Sixty six (66) records were matched for students who attended classes in FY09. Out of this sixty (60) students set the goal which is ninety one (91%). Six (6) students or 9% did not set the goal and will not be included in the Federal Report.

   • Remember that we cannot include in the Federal Report the achievement of any goal if that goal was not set. It is important to meet with students on a regular basis to make sure goals are set, new goals are identified, and the dates set are entered into the system.

5. SMARTT Training Schedule
   The updated training schedule is now posted.

   • SMARTT Updates focusing on "Reviewing Mid-Year Data" are being held in each region in December and January. Introduction and Intermediate Cognos trainings are also being held in each region in December and January. Note that there is now a DL version of Intro to Cognos that is now available at the Southeast SABES website. This is a very easy course to take and to understand; you only need basic computer skills. There will be no face-to-face Introduction to Cognos workshop conducted in the southeast region this fiscal year. This course is open to everyone in all regions.
   • Check the SABES calendar for dates and times. To register for these and other trainings, please go to http://calendar.sabes.org and click on your region; or, you may contact your regional office directly.

Questions? Please contact Donna Cornellier at dcornellier@doe.mass.edu