Site Rollover Requests --- due by August 12th
Don't forget to submit your site rollover request in SMARTT by August 12th indicating that all the FY11 information is updated. When you are ready to submit the site rollover request at the end of the fiscal year, no names should appear in the assessment or goals section. If names appear, you will need to check off each box remaining indicating your review of the data before you can submit the request for site rollover. The request indicates that all the information contained within this report is true and accurate and does not need to be updated or corrected. This checkbox is equivalent to the Program Coordinator's Signature.
The Performance Standards reports will be released in Cognos in mid-August after all sites have submitted the site rollover request.
Partial Intakes are Available Now -- until site Rollover
The partial intake feature is again available for programs until site rollover in mid August. The purpose of the partial intake feature is to allow programs to enter a small amount of information for newly enrolled students during the summer, in order to generate a SMARTT ID and thus allow the student to take the MAPT test. Partial intakes should not be entered for any other reason. Once site are rolled over to FY12, this feature is not available. Programs should convert these newly created partials to full intakes as soon as possible after site rollover.
Quarterly Goal Follow-up
Please make sure that you perform your quarterly follow-up with current and former students to ascertain goal achievements. This information needs to be entered in the "Follow-up" section in SMARTT. Programs need to establish follow-up protocols and assign staff to this function. Programs should reference the guidelines and sample surveys provided in the "Sample Local Follow-Up Survey for Core Measures Adapted for Massachusetts" on the SMARTT section of the ACLS website at. 
http://www.doe.mass.edu/acls/smartt/nrssurvey_followup.doc
The following goals listed on our goal form require follow-up at the local level:
Students with no social security number (SSN) & those with SSN but no signed release form:
(1a) Enter Employment/Get a Job
(1b) Retained New Employment
(2) Retain Current Employment
All students even if the social security number has been indicated since data matching is not available:
(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.
GED Data Matching for June - Completed on 7/6/2011
The latest GED data match information with Oklahoma Scoring Service is listed below. Two hundred and forty six (246) records were matched for students who attended classes in FY11. Out of this, two hundred and twenty eight (228) students met the goal which is ninety three percent (93%). Eighteen (18) students or 7% 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 met, if that goal was not set. Please review the criteria for data matching listed in the April mailing. If you find that a student did receive the GED and the record was not updated in SMARTT, please e-mail Ruth Derfler (rderfler@doe.mass.edu) to determine what data element was incorrect so that the student's record can be corrected
New Features in SMARTT for FY12- more detailed information will be forthcoming
Fluid Class Slots and Flexible Class Over-enrollments by Service Type (ABE/ESOL)Sizes
In FY12, programs will have increased flexibility related to class enrollments. Programs can enroll students in classes at the site by service type (ABE/ESOL) as long as the total program enrollments do not exceed the total slots by 20%.
Class slots will be determined at the site level by service type (ABE/ESOL)
Currently class sizes are determined at each class level. Starting in FY12, class sizes will be determined by service type (ABE and /ESOL). The total class over-enrollments should never exceed the 20% cap. Note that the current student to teacher ratio requirement remains the same as listed in the ABE Guidelines on page 7.
- The maximum class size including over-enrollments is 24.
- The minimum class size for 100 level classes with students with learning disabilities is 7 and minimum class size for all other classes is 9.
Enrollment by Funding Type Eliminated
It is no longer necessary to assign the funding type (Direct, Indirect, Match) or the fund code (345, 359, etc.) to each student enrollment. For reporting purposes, the system will automatically assign the funding type (Direct, Indirect, Match) and fund code based on the approved program plan
No Unfunded Slots
There will only be funded slots in classes -- no unfunded slots.
Note that slots can be changed at anytime - preferably at the beginning of the month. The maximum enrolled per month will be the base for the percent attendance performance standard.
Example:
| ABE CLASSES | ESOL CLASSES |
|---|
Class
Code | Slots Approved
in Program Plan | Class
Code | Slots Approved
in Program Plan |
| 101 | 7 | 501 | 12 |
| 201 | 12 | 502 | 12 |
| 301 | 12 | 601 | 12 |
| | 701 | 12 |
| Total ABE Program Slots : 31 | Total ESOL Program Slots: 48 |
| Total ABE Class Over-Enrollments: 6 | Total ESOL Class Over-Enrollments: 10 |
| (20% x 31) = 6.2 | (20% x 48 = 9.6) |
| Examples for ABE Classes: | 20% of 31 = 6.2 = 6 | 31 + 6 = 37 |
|---|
| Funded Slots | Fluid Slots #1 | Fluid Slots #2 |
| 101 | 7 | 101 | 7 | 101 | 8 |
| 201 | 12 | 201 | 20 | 201 | 10 |
| 301 | 12 | 301 | 10 | 301 | 19 |
| | 31 | | 37 | | 37 |
| Examples for ESOL Classes: | 20% of 48 = 9.6 = 10 | 48 + 10 = 58 |
|---|
| Funded Slots | Fluid Slots #1 | Fluid Slots #2 |
| 501 | 12 | 501 | 10 | 501 | 12 |
| 502 | 12 | 502 | 16 | 502 | 13 |
| 601 | 12 | 601 | 15 | 601 | 17 |
| 701 | 12 | 701 | 17 | 701 | 16 |
|
| | 48 | | 58 | | 58 |
Assessments at the Student Level
- Assessments for students will appear at all sites where the student is enrolled regardless of the site where the student took the test.
- The assessments will be color coded in the student assessment screen to show where the test was taken.
- The primary area can be set at all sites within the current fiscal year starting in FY12.
- A link labeled "Other Site Assessments" located in the "Students" section appears below the "Update Ethnicity and Race" shows the list of students who took tests at other sites. Programs can view the list and drill down to the assessment screen for individual students to view the test. Programs can decide if they want to set primary areas for this test. This feature will help programs know if dually enrolled students do not need to have another assessment administered immediately.
- FY11 May/June tests can only be copied at the site where administered. Once copied and given a 7/1/2012 date, then that FY12 test will exist for co-enrolled students at all sites. The primary areas can then be set at any of the sites.
- Program Directors might want to contact each other to determine which site will administer the mid-year or post-test.
- Note that no manual copies will be required for FY12.
SMARTT Training Schedule
Check the SABES calendar for dates and times of trainings over the summer. To register for these and other trainings, please go 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
State Government · State Services 
