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

SMARTT Update, December 2008

1. Wait List Verification Due by December 1st Each Year

   • The "Waitlist Verification" must be submitted annually by December 1st. The screen can be accessed by clicking on "Waitlist" and then on "Waitlist Verification" on the left menu. The screen lists a checkbox for you to verify that you reviewed the wait list data by length of time:

     • less than 1 year
     • 1- 2 years
     • 2 - 3 years
     • more than 3 years

     The signature verification box is similar to the site rollover request indicating the program coordinator states that the information is accurate. When you check the box you are indicating that: "The wait list information contained within this report is true and accurate and does not need to be updated or corrected."

     The Waitlist search screen provides the capability to search by Site, Period on Waitlist (same time frame as above), Last Name, Status, (current, all, removed, intaken) and type (ABE or ESOL).

   • Please review the Wait List policy, which is listed in the ACLS Guidelines on page 15.

     Wait List Policy
     Programs are expected to maintain an active wait list for applicants who are unable to enroll in any instructional classes due to capacity constraints. Programs must keep their wait list up to date. At a minimum, all students placed on the wait list must be contacted annually to confirm they are still interested in enrolling in the program. Programs must submit the "Wait List Update" in SMARTT by December 1st each year indicating that the wait list information is up to date and accurate. Programs must indicate in the wait list module if the student has been assessed or not. Optional assessment information can be entered to indicate date assessed, test name, and score. Only applicants for whom such confirmation is obtained shall remain on the wait list and all others removed. If the student contacts the program again in the future, the previous or new wait list date may be entered at the discretion of the program.

     Programs must immediately enroll any student in good standing who seeks to transfer from another DOE funded ABE program or place this student at the top of the appropriate wait list. This includes students from other DOE-funded ABE programs including workplace education and the ABE for Incarcerated Adults programs.

2. 45 Outstanding Partial Intakes
   There are still 45 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 if no tests were administered using that SMARTT ID. Please contact one of the regional field techs if you need assistance. 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.

3. ABE Program Design Training For New Directors

   • As stated in the ACLS Guidelines, all Directors and other staff who may be required to enter program plans into SMARTT (e.g., site coordinators, assistant directors) must complete this four-day training within her/his first 12 months of hire.

   • The application process for both new and continuation ABE funding from ESE requires the applicant to utilize the tools in SMARTT to develop a program plan. The ABE Program Design training is designed to enable participants to develop a fundable plan, using SMARTT, which is consistent with the MA Guidelines for Effective ABE and ESE policy requirements.

   • Please e-mail Donna Cornellier (dcornellier@doe.mass.edu) by January 16th to sign up for this four-day training which will be held at the MWCC/Devens Learning Center at One Jackson Place, Devens MA. The trainings will be held from 9:30 - 3:30 pm these four days:

     • Monday, March 1st
     • Friday, March 13th
     • Friday, March 27th
     • Friday, April 10th
4. GED Data Matching - Match Completed on 11/24/08

   • The last GED data match with Oklahoma Scoring Service was completed on 11/24/2008. Seventy six (76) records were matched for students who attended classes in FY09. Sixty nine (69) students set the goal, which is Ninety one percent (91%). Seven (7) students or 9% 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 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. SMARTT Training Schedule
   The updated training schedule is now posted.

   • SMARTT Updates focusing on "Reviewing Mid-Year Data" are being held in each region in December, January, and February. Intermediate Cognos trainings are also being held in each region in December, January, and February. 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