Family & Community Adult Education Adult & Community Learning Services
Adult and Community Learning Services

SMARTT Updates

By Donna Cornellier
dcornellier@doe.mass.edu
February 9, 2007

1) SMARTT/MAPT Section

All partial intakes not converted to full intakes by March 9th will be deleted. Please convert all partial intakes to full intakes or delete partials when no tests were given. If you have students who were tested but did not attend classes, these records should still be converted to full intakes since tests were administered. If there are any cases where tests were administered under the wrong student ID, please contact one of the regional SABES techs to work with us to get that corrected. We need to finalize this data by March 9th.

The process to import the MAPT scores into the SMARTT OWL Results screen and the student assessment screen has been completed so you can set the primary area and attendance can be entered. If you find that any tests do not appear in the OWL Results screen or the student assessment screen two days after the test was administered, please contact one of the SABES regional techs to resolve the issue with us.

To make the process easier to set the primary area, once you have selected the assessment screen for a student, click on the arrow next to "Show List" on the left menu under the "Add Student" link. The list of all students appears so you can quickly scroll through all the assessment screens and set the primary area without searching for individual student names.

2) Class Enrollments for New Classes

This is a reminder of a quick way to enroll students in new classes that started in January or February due to increased funding. You can enroll an entire class at one time rather than enrolling students one by one.

Search for the new class and click on the new class code.
Click on the "Enrollment" link on the left menu.
Click on "Edit Class Enrollments".
Type the class code in the "Class Roster Lookup" section under "Enrolled Students" to get a list of students to enroll in the new class.
Click on each student name.
Once all the names are selected, hit the "Close" button.
To finish the class enrollment, select the correct enrollment date for each student and select the correct slot funding.

3) Assessment Screen Enhancements

We added a help document to the assessment screen, which lists the assessment rules for FY07. To access this document, click on the question mark (?) on the top bar of the subject area panel. For example, click on the "?" to the right of ABE Reading, ABE Writing, etc. to view the document. To print the document, right click anywhere in the document, and select "Print" from the list of options. We hope to add help documents to all screens in the future

All TABE tests administered by Career Centers and transferred from MOSES to SMARTT will now appear in the "Other" assessment area. Since MAPT is required for ABE Reading and Math, these scores cannot be automatically transferred to the ABE Reading and Math screens. When a student referred from a Career Center via the MOSES system is intaken in the SMARTT system, the "ABE Reading and ABE Math" scores are transferred to the "Other" panel and the "ABE Writing" scores will appear in the "ABE Writing" panel.

4) Site Assessment Reports

The site assessment repots are being revised to show all tests given in the fiscal year. Therefore programs can export this file to Excel and have a report that lists all tests taken for each student. The primary assessment report "Gain" column will use the best post-test as explained in earlier assessment updates.

There will be separate site assessment reports for BEST Plus, REEP, TABE, and MAPT showing all tests taken in the primary area. Therefore programs can view individual test data. Note that significant gain has not been determined for TABE Literacy and MAPT so the gain will not appear for those tests until the end of the fiscal year. UMass will review all test scores this year to determine significant gain.

5) New Screens Ready to be Tested

These two screens are ready to be tested.

1. The new "Waitlist Removal Search" screen allows users to search by last name and sort on Name and Date Waitlisted fields. A feature to remove multiple students with the same date in this screen is provided.
2. The new "Professional Development" screen allows users to enter trainings other than those provided by SABES.

If anyone would like to test these screens, please e-mail me (dcornellier@doe.mass.edu). More information will be sent to those interested.

6) Cognos Updates

When we added the goals cube, the security for each logon had to be reset since users can drill down to individual student names. We tested several logons to ensure that the logon provides the drill down capability. If the individual program logon does not allows users to drill down to see student names in the "Student by Site" and "Goals" cube, please notify the SABES regional tech to work with us to verify the security.

Programs have the capability to e-mail Cognos Adhoc or Federal Reports. A user can e-mail any the report directly from the report while viewing it in Cognos. Click on the 2nd icon in the top menu bar that looks like an envelope . Then type in the e-mail address of the recipient, enter a message in the box labeled "Body" if you want to include a message, and hit OK at the bottom of the screen. The recipient of the e-mail will see that it is sent by the project coordinator associated with the logon who sent the report.

The "Performance Reports" now have the 2007 dropdown selector. The project level reports will not have the site specialty filter since several projects have sites with various site specialties. Site level reports will have the filter to view data by site specialties. These four reports appear in Adhoc section under "Performance Reports". Note that significant gain has not been determined for TABE Literacy and MAPT so the gain will not appear for those tests until the end of the fiscal year.

• Pre Post Report: By Project
• Learning Gains: By Project
• Learning Gains by Test : Site Level
• Learning Gains by Test : Project Level

The "Performance Standards" reports for FY07 for Community ALC and Even Start programs will not be available until the end of August when all data has been submitted and cut points have been reviewed.

7) SMARTT Training Schedule

The updated training schedule is listed below. Please make sure that appropriate staff attend the scheduled upcoming trainings. Notify your SABES regional office as soon as possible with future SMARTT/Cognos training needs so SABES can schedule appropriate trainings. For contact information, see http://www.sabes.org/staff.htm. To register for these and other trainings, please go to http://calendar.sabes.org/ and click on your region or contact the regional offices directly.