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SMARTT Update, August 2009
Site Rollover Reminders
Site Rollover Requests are due by August 21st. Program staff responsible for rollover are reminded to use the Site Rollover Report to ensure that all pertinent information has been updated. This report will help you update your goal, assessment, and attendance data. The Site Rollover Report link is located under the "SITE" section. Programs that are not able to meet this deadline must submit in writing a request to their Program Specialist for an extension indicating why the data is not complete and the date when the data entry will be completed. Once the system is set to FY10 in late August, all sites that have submitted the site rollover request will be able to enter data for FY10. No data can be entered for the summer months in FY10 until site rollovers happen in late August. Once the sites are rolled over to FY10, programs need to set up the classes in the Post Planning - Class Completion screen.
Partial Intakes are Available Until Site Rollover
The partial intake feature is again available for programs until site rollover in late 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.
Avoid Creating Duplicate Records When Entering New Students
Please make sure when entering new students that you do not inadvertently create a duplicate record for a student who may have been previously enrolled in SMARTT, including students who may have been enrolled by another program. It is important to maintain prior history of the students served by the ABE system. When a duplicate record is created for a student already enrolled, that history is lost. To prevent accidentally creating a duplicate record, please be sure to follow the steps outlined below. When adding new students, first enter just a few letters of the first and last name. If any duplicates are found a "Potential Duplicate Student Found" pop-up list appears. This will ensure that you get a list of potential duplicate students. You will see a list of students who match the criteria entered and who had signed the release of information form. If any of the listed students matches the student you were entering, select the name and continue with the intake. If you know a student exists in another site in SMARTT, you can always click on the search button next to the last name field to search for the student (provided the student has signed a release). You can search in the current project, agency, or all sites in SMARTT. You will see a list of students who match the criteria entered and who had signed the release of information form. If any of the listed students matches the student you were entering, select the name and continue with the intake. In either of the searches above, if you do not see the student listed, scroll to the bottom of the list and click on the link for assistance (if it appears). Fill out and submit the information for the student you're entering, including whether the student has signed a release form or not. We will process that request immediately for you so that you can then see the student in the duplicate or search student list.
Survey Method and Data Matching for Follow-up Goals
The follow-up goals listed below can be confirmed through data matching -- which means that the system confirms goal achievement through matching student data in SMARTT with data for the same individual in another agency's data set, and then updates the "Date Met" field in the goals screen. Programs will be able to view the "Date Met," regardless of whether the release form is signed. The release form is currently required for job related goals to be matched with the Department of Revenue. Only those students who provide a social security number and signed the release form will be data matched with the Department of Revenue. ACLS is currently in dialogue with the Department of Higher Education and the National Student Clearing House to explore the possibility of setting up a data match process to track student entry and completion of post-secondary education.
Whose Data is Matched, for Which Goals
| (1a) | Enter Employment/Get a Job -- those with SSN and signed release form |
| (1b) | Retained New Employment -- those with SSN and signed release form |
| (2) | Retain Current Employment -- those with SSN and signed release form |
| (3) | Obtain GED -- all students(regardless of SSN and signed release form, 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. The timeframe for follow-up is listed on the ACLS website under the SMARTT System Information. The goal list follows the numbering on the goals form.
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 goals that require follow-up via the survey method are listed below for those those students with no social security number (SSN), those with SSN but no signed release form, and goals where no data matching is available:
No social security number (SSN) and those with SSN but no signed release form
| (1a) | Enter Employment/Get a Job |
| (1b) | Retained New Employment |
| (2) | Retain Current Employment |
Data matching is not available
| (4) | Complete some adult HS credits and/or MCAS tests toward ADP |
| (5) | Obtain EDP/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. |
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 document on the SMARTT section of the ACLS website labeled "Goals Requiring Follow-up for USDOE" lists the timeframes for the follow-up goals.
GED Data Match Completed on 7/31/2009
The last GED data match with Oklahoma Scoring Service was completed on 07/31/2009. One hundred and sixty three (163) records were matched for students who attended classes in FY09. Of these, 89% (145 students) had previously set the GED as a goal, and their GED attainment will be reported to NRS. Eighteen (18) students, or 11% of GED recipients who had attendance in SMARTT, did not set the goal and will not be included in the Federal Report Table 5.
New Cognos Reports Are Now Available in the Adhoc Section
Several new reports have been added to Site Specialty areas of Distance Learning and Transitions which are located in the Adhoc section in the Standardized Reports section. The reports under these specialty areas are:
Distance Learning
- Monthly Attendance Report
- Monthly Enrollment Report
- Monthly Attendance Report - Site and Students
- Pre Post : By Project Fund Code
- Learning Gains : By Project Fund Code
- Student MAPT Scores by Site and Test Number
- Monthly Referral Report
Transitions
- Partner Class Report
- Semester Attendance Report
- Semester Enrollment Report
- Student MAPT Scores by Site and Test Number
- Transitions 80/20 Report
- Transitions Classes Report
- College Course Report
SMARTT Training Schedule
The updated training schedule is now posted. In order to ensure that the program has at all times the required two staff trained in SMARTT and Cognos, program directors are requested to have appropriate staff attend the scheduled upcoming trainings. Note that three SMARTT New User Trainings are scheduled at the following locations this fall:
| 9/29/09 | Holyoke CC | 9:30 - 3:30 |
| 10/1/09 | ALRI/UMass Boston | 9:30 - 3:30 |
| 10/8/09 | Northern Essex CC/Amesbury Campus | 9:30 - 3:30 |
SMARTT Updates and Cognos trainings are being held in 3 regions in the fall. 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.
Programs are encouraged to have several staff attend SMARTT and Cognos update trainings to be award of additional new features. Please notify the SABES regional office as soon as possible with future training needs, so that SABES can schedule appropriate trainings.
Questions? Please contact Donna Cornellier at dcornellier@doe.mass.edu
last updated: August 12, 2009
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