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SMARTT Update, September 2011
SMARTT Section on ACLS Website --- Updated Documents
Please note that the following documents have been posted on the SMARTT section of the ACLS website:
GED Data Matching -- Completed on 8/10/11
The last GED data match with Oklahoma Scoring Service was completed on 08/10/2011. Eighty three (83) records were matched for students who attended classes in FY11. Out of this seventy eight (78) students set the goal which is 94%. Five (5) students or 6% did not set the goal and will not be included in the Federal Report.
Please note that GED goal attainment for students who both set and met the goal and who attended classes in FY11 will be included in the FY11 Performance Goal Standard if they passed the GED test anytime through September 30, 2011.
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. It is important to capture all GEDs met and credit all students who meet the goal. Update Work E-mails for Staff
Please make sure that correct work e-mails are entered for all agency, project, and site coordinators. Our ACLS listservs are based on the work e-mails entered by the program in the staff section in SMARTT. ACLS uses these listservs for periodic mailings and for special announcements, so please make sure that appropriate staff are listed as project and site coordinators in the project and site screen so that appropriate staff receive all of our announcements. If a staff member has left your program, be sure to exit the staff member so he/she will not continue to get our ESE/ACLS updates. Late Data Entry Schedule for FY12
Please remember that the late data entry policy allowed an extra month for July data to be entered so July intakes and attendance data must be entered by October 31st. Listed below is the schedule
| FY12 Monthly Attendance | Month/Day Data Entry Closed |
|---|
| July & August | October 31st |
| September | November 30th |
| October | December 31st |
| November | January 31st |
| December | February 28th |
| January | March 31st |
| February | April 30th |
| March | May 31st |
| April | June 30th |
| May | July 31st |
| June | August 31st |
Convert Partial Intakes to Full Intakes
Please make sure that you convert all partial intakes to full intakes that were created in July and August so that newly enrolled students could take the MAPT test. If the student left prior to MAPT testing, please delete the partial intake. The MAPT scores will not appear in the student assessment screen or the assessment reports until the partial intake has been converted to a full intake. Partial intakes can be deleted if no tests were administered using that SMARTT ID. Once a primary area is selected in the Student Assessment screen, the assessment information will appear in the Site Primary Assessment Report and Site MAPT Report. Performance Standards Reports -- were released in Cognos on September 2nd
The performance standards reports for Community Adult Learning Centers, ABE Incarcerated Adults, and Even Start were released on 9/2/2011.
The FY11 Performance Standards Reports for Community Adult Learning Centers are:
- Attendance
- Average Attended Hours
- Pre Post
- Learning Gains
- Goals
- NRS EFL Completion
- Summary Report by Project
- Points Summary Report: All Years
- Summary Report: All Years
- Summary Report: All Years By Standard and LWIB
Federal Reports -- were released in Cognos on September 2nd
The Federal Reports for the agency, project, and site level as well as statewide reports were released on 9/2/2011. SMARTT/Cognos Trainings and Support
Please reference the Professional Development section of the mailing that explains the new directions for professional development. Beginning in FY2012, the technology support that SABES offers to programs for SMARTT and/or Cognos will be delivered in a new way. In an effort to use resources more efficiently, SABES will provide a new "Help Desk" model of support. Three part-time SABES field technologists will be responsible for technical assistance and trainings to programs in every region. In the new statewide system for delivering SMARTT/Cognos services, programs are asked to submit requests for help to one location instead of their current regional field technologists.
If you need SMARTT / Cognos help, please send an email to smartthelp@gmail.com. Phone requests will be harder for the SABES field technologists to track and resolve, so please use an email to initiate any request for assistance.
For an email request, be sure to include:
- A clear, focused subject header including
- a word or two on the issue
- your site name
- A detailed message in the body including
- your contact information (phone and email)
- your official agency, project, and site name (copied from the "Welcome" screen in SMARTT )
- student IDs and/or student name (if relevant)
- a summary of the error message if possible
- attachments as needed
Here is an example:
Subject: Inputting Attendance / Pleasantville ALC
Body: When entering September attendance for Class 102, student 1234-345678, I got the attached error. It reads "Ans-mess javaalert 4720 no data given."
Signature:
Attached: attendance.doc
Questions? Please contact Donna Cornellier at dcornellier@doe.mass.edu
last updated: September 13, 2011
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