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

SMARTT Update, February 2009

Waitlist Verifications --- 100 Projects Submitted Verifications as of 2/10/09

• Thanks to all of you who updated the waitlist information. As of 2/10/09, we have received verification from 100 projects that the waitlist data is accurate. We would appreciate it if those who 16 community adult learning centers that have not submitted the verification could complete it as soon as possible. By completing the waitlist verification, we can report accurate waitlist numbers to those that ask for this information.

• The current waitlist counts displayed on our ABE Directory are:

  ABE	5,276
  ESOL	14,936
  TOTAL	20,212

Outstanding Partial Intakes ---21

There are still 21 outstanding partial intakes that have not been converted or deleted. If the student left prior to MAPT testing, please delete the partial intake. Partials intakes can be deleted only if no tests were administered using the SMARTT ID associated with the partial intake. Please contact one of the regional field techs if you need assistance converting or deleting the partial intakes.

ABE Program Design Regional Refresher Trainings

The following ABE Program Design Refresher trainings will be held in each region the end of April or early May. All regions have scheduled the SMARTT Updates focusing on Program Planning which will be held in computer labs immediately following the refresher trainings. This schedule worked great last year so we are following the same format this year.

The training schedule is listed below so you can set aside these dates and times. More information about registrations and rooms will be provided next month. SABES will handle the registrations for both trainings.

SMARTT Enhancements

The following enhancements have been added this month:

1. Two new drop downs "Class Status" and "Match Status" have been added to the Student Search screen.

   • These filters are listed below with definitions: All, Enrolled, Unenrolled, and Attended. Programs had requested this feature so they can better track students who have not enrolled in any classes or matches this year or have not had any attendance entered. This feature will help them keep their data entry more accurate.

   • Each of the new dropdowns have these filters that can be selected:

     All: Defaults to all students.
     Enrolled: Lists students who are enrolled in class/match in the current FY or exited from a class/match in the current FY. This category doesn't account for attendance.
     Unenrolled: Lists students who are not enrolled in class/match in the current FY or exited from a class/match in the current FY. This category doesn't account for attendance.
     Attended: Lists students who are enrolled in class/match in the current FY or exited from class/match in the current FY and have at least one hour of attendance.

2. Enrolling Students in Unfunded Slots
   The policy has always been that programs can over-enroll students in classes up to 20%. For example, if a class has 10 slots, a program can enroll students in an additional two unfunded slots. The slot map shows when the unfunded slots are available. The revised class enrollment screen ensures that students are not enrolled in unfunded slots until all the funded slots are filled. The icon in the Slot Funding column allows the user to clear the slot and then show all available slots. The unfunded slots are listed at the bottom of the "Class Enrollment Slot Lookup" screen and an error message appears if a user tries to enroll a student in an unfunded slot before all funded slots are filled. A new view-only slot lookup icon added on the top right corner shows the current list of available, enrolled slots.

SMARTT Manual Updated

The SMARTT manual has been updated and will be posted on the ACLS website shortly. The revised manual has a new format. Each section has the following areas: Description, Usage, Notes/Tips. Links to additional reference documents are also included in the manual. When this new manual is fully functional, the user will be able to click on the question mark on each panel in SMARTT and access the manual on-line.

SMARTT Training Schedule

The updated training schedule is now posted.

• There are three SMARTT New User trainings scheduled in the various regions between February 27th and May 1st. SMARTT Updates focusing on "Program Planning" are being held in the regions in April and May. "Introduction to Cognos" trainings are also being held in the regions in March and April. Check the SABES calendar for dates and times. To register for these and other trainings, please go to http://www.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