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

SMARTT Updates

By Donna Cornellier
dcornellier@doe.mass.edu
December 14, 2007

1. Waitlist Verifications --- 9 Projects Submitted Verifications of 12/10/07
   As of 12/10/07, we have only received 9 verifications that the wait list counts are accurate. We worked with Directors' Council last year to establish the best timeframe to get accurate counts of students waiting for services and agreed that the December 1st worked best for programs and ACLS. Please make sure that you contact students this month to verify that they are still waiting for services. We are not asking you to update fields that were previously not required. We just need to be able to report accurate counts.

   The new "Waitlist Verification" screen can be accessed by clicking on "Waitlist" and then "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.

2. Additional Professional Development Report Available in the Staff Screen
   We added another link titled Staff SABES/Non SABES PD at the project level that lists all professional development activities for staff. The 3 links for the search screens under "Project" on the left menu are:

   • Staff SABES PD
   • Staff Non SABES PD
   • Staff SABES/Non SABES PD -new

   Click on "Project" on the left menu and then click on one of the links depending on the professional development list of activities that you want to view. This search screen is similar to all search screens in SMARTT. You can select various filters depending on the list you want to view, and then click on "Search" at the bottom of the screen. The default is always set to all so you might want to select a specific fiscal year.

   The latest report released is Staff SABES/Non SABES PD.

   The filters for this report are:

   Fiscal Year:	All, 2008, 2007, 2006
   Hours Attended:	Enter number of hours
   Last Name:	Begins with, Ends with, Contains, Equal to

   The following data is displayed and sorted by training date.

   • Staff Name
   • Topic
   • Training Date
   • Course Title
   • Hours
   • PD Type --- SABES or Non SABES

   You can export this data to Excel and save the report.

3. Program Specialist Access to SMARTT Screens
   We created special access for Program Specialists to view several screens to be able to better help programs when class issues arise. The student screens list only SMARTT ID's ---no student names are visible to ACLS staff. The screens that Program Specialists can now access are:

   Post Planning-Class Completion
   Classes

   • Class Search --lists all classes and the screen shows the following information:
   • Class Information:
     • Basic Information
     • Class Schedule --Daily Schedule, Monthly Schedule, Instructors, In Class Assistants, User Defined Fields
   • Class Slots -- Class Slot Summary, Class Slot Details (shows enrollments by dates)
   • Class Enrollments --Enrollment date and funding source for current and exited students
   • Class Attendance -- monthly attendance for current and exited students, attendance for In-Class Assistants
   • Class Monthly Enrollment Form --blank form for programs to manually enter attendance

   Staff
   Volunteers
   Agency
   Project
   Site -- all site level reports

4. SMARTT Training Schedule
   The updated training schedule is listed under the SMARTT System Information section on our ACLS website. Please make sure that appropriate staff attend the scheduled upcoming trainings. Notify your SABES regional office as soon as possible with future SMARTT/Cognos training needs so SABES can schedule appropriate trainings. For contact information, see http://www.sabes.org/staff.htm. 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.