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

SMARTT Update, March 2009

1. Waitlist Verification --- 12 Projects Have Not Submitted Waitlist Verification as of 3/9/09

   • Thanks to all of you who updated the waitlist information. As of 3/9/09, we have received verification from 110 projects that the waitlist data is accurate. We would appreciate it if those 12 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	5,036
     ESOL	15,064
     TOTAL	20,100

   
   

2. Outstanding Partial Intakes ---13
   There are still 13 outstanding partial intakes at 5 sites 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 SABES regional field techs if you need assistance converting or deleting the partial intakes.

3. ABE Program Design Regional Refresher Trainings and SMARTT Updates focusing on Program Planning
   • The following ABE Program Design Refresher trainings and SMARTT Updates focusing on Program Planning will be held in each region the end of April or early May. All SABES regional centers have scheduled the SMARTT Updates focusing on Program Planning immediately following the ABE Program Design Refresher trainings. This schedule worked very well last year, so we are following the same format this year.
   • The 2.5 hour ABE Program Design Refresher is designed for both new and experienced directors. Components of the system to be discussed include a review of the ACLS Guidelines that pertain to class design, the SMARTT program plan module, and re-funding documents. All relevant changes for FY2010 will also be detailed during this presentation.
   • The 2 hour SMARTT Update is designed for Directors and other staff who are attending the morning ABE Program Design Refresher training and are interested in working in a SMARTT lab format. Donna Cornellier, Program Specialists, and the SABES regional field technologists will be on hand to offer tips and comments on the individual program designs. This time is meant for hands on work and help for creating the program plan in SMARTT. Ideally, participants will arrive having already reviewed their upcoming program design and will be ready to get tips and answers for obstacles they may have encountered.
   • SABES has agreed to handle the registrations for both sessions. The refresher training is provided by ESE/ACLS staff member, Donna Cornellier, and the SABES regional field technologists will offer the updates that are held in the computer labs. To register for these trainings, please go to http:\\calendar.sabes.org and click on your region, or, you may contact your regional SABES office directly.
   
   

   AM: ABE Program Design Refresher	9:30 - 12:00
   PM: SMARTT Update Focus: Program Planning	1:00 - 3:00

   
   

   Date	SABES Region	Place	AM Room	PM Room
   4/27/09	NE	Northern Essex Community College	L244	L241
   4/29/09	West	Holyoke Community College	KC222	KC222
   4/30/09	Central	MWCC/Devens Learning Center	127	101
   5/1/09	Southeast	Bristol Community College	L103	L104
   5/4/09	Boston	ACLS/ESE Malden	137 A/B	327

   
   

4. GED Data Matching - Matches Completed on 2/12/2009 and 2/27/2009
   The latest GED data match information with Oklahoma Scoring Service is listed below:

   Data match completed on 02/12/2009

   • Ninety nine (99) records were matched for students who attended classes in FY09. Seventy seven (77) students set the goal, which is seventy eight percent (78%). Twenty two (22) students in our programs (22%) who received the GED had not set the goal and therefore will not be able to be included in the Federal Report.

   Data match completed on 2/27/2009

   • Fifty five (55) records were matched for students who attended classes in FY09. Fifty students (50) students set the goal, which is ninety one (91%). This time, only five (5) of these 55 students in our programs (only 9%!) who received the GED did not set the goal, and therefore will not be able to be included in the Federal Report. This is an improvement over the previous match!

   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. Quarterly Follow-up Due for NRS Follow-up Goals
   • As stated in the NRS Implementation Guidelines, two methodologies, a follow-up survey or data matching, are offered for collecting the NRS core outcome measures that require follow-up-the employment-related measures (entered or retained employment), receipt of a secondary diploma or GED, and placement in postsecondary education or training. The federal reports and state performance reports include goal attainment for both methodologies. The Follow-up screen in SMARTT lists students for whom follow-up is needed for each goal.
   • Since the entered and retained employment measures are tied to calendar quarters, the simplest time to conduct the survey is quarterly. If quarterly collection is conducted, the survey should begin no sooner than the last month of the quarter and be completed within 3 months (one quarter). Attaining measures for postsecondary credential and entering postsecondary education is not time bound. Although such data can be collected at any time during the reporting period, the easiest option is to collect it by quarter.
   • Please make sure that you survey students when a social security number is not provided and the release form is not signed. The sample survey adapted for use in Massachusetts is located on the SMARTT System section of our ACLS website at http://www.doe.mass.edu/acls/smartt/nrssurvey_followup.pdf or http://www.doe.mass.edu/acls/smartt/nrssurvey_followup.doc.
   • Note that ACLS conducts data matching every quarter with Department of Revenue for students who set the employment-related goals and provided an SSN and signed the release of information form. ACLS conducts the GED data match for all students every month and updates the goal information for students who set that goal.
   
   

6. Revision to SSN Confidentiality Release Report in Cognos
   We have revised the SSN Confidentiality Release report in Cognos and provided a hyperlink in the first column labeled "Number of Students" so that users can drill down to get the names of students who did or did not provide the Social Security Number and also those who signed the release form. This report was requested by users and can be exported to Excel. It will help programs quickly identify those who have not provided the SSN.

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

   • There are three SMARTT New User trainings scheduled in the various regions between March 20thth and May 1st. SMARTT Updates focusing on "Program Planning" are being held in all the regions in April and May. Cognos trainings are also being held in each the region 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