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Adult and Community Learning Services (ACLS)

SMARTT Update, March, 2012

  1. NRS Follow-up Outcomes Changes for FY13
    Currently, the NRS requires that states report achievement of the NRS follow-up outcomes only from learners who set the outcome as a goal. For example, entered employment applies only to learners, unemployed at entry, who set getting a job as a goal and who exit during the program year. However, beginning in FY 2013, the NRS follow-up measures will change from being dependent on learner goals to automatic cohort designation. That is, rather than collect these data only from learners who set a goal to achieve the outcome, states must collect the measure on defined cohorts of exiting learners, as explained below.

    • Entered employment. States will report this measure for learners who enter the program unemployed and in the labor force, who exit during the program year.
    • Retained employment. States will report this measure for learners who were unemployed and in the labor force at entry and were employed in the first quarter after exit; and learners who are employed at entry into the program who exit during the program year.
    • Obtain a secondary credential. States will report this measure for enrolled learners who take all GED tests.
    • Entry into postsecondary education or training. States will report this measure for learners who passed the GED tests or earned a secondary credential while enrolled in adult education or who have a secondary credential at entry.

    For the entry into postsecondary measure, the reporting period is expanded to any time from learner exit from the program to the end of the program year of the following program year.

    Note that time periods for collecting the employment methods measures are unchanged. Entered employment is collected for the first quarter after exit and retained employment in the third quarter after exit.

    The time period for collecting attainment of secondary credential is also unchanged from anytime after exit to the end of the reporting period.

    We will be holding webinars in late spring to go over the changes.

  2. GED Data Matching - Match Completed on 2/7/12
    The last GED data match with Oklahoma Scoring Service was completed on 2/7/2012. Sixty-nine (69) records were matched for students who attended classes in FY12. Out of this, sixty-two (62) students set the goal which is 90%. Seven (7) students or 10% did not set the goal and will not be included in the Federal Report.

    In FY12 we cannot include in the Federal Report this year 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.

    Please note that if a student receives the GED certificate from another state and if you have documentation, please e-mail, Donna Cornellier (dcornellier@doe.mass.edu) so that we can manually update the student record. The data matching with Oklahoma Scoring Services only provides us with information on students who test in Massachusetts test centers. Please provide the student name, SMARTT ID, and credential date so that the record can be updated.

    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.

  3. New Feature in Cognos - Percent Attendance for Non Rate Based Classes
    We created a new report labeled "Attendance - Non Rate Based Classes" which is located in the "Desk Review" section of Cognos. The new report includes attendance data for all sites starting in FY12. Click on the fiscal year to expand the rows to see the monthly percent attendance.

    NRB Attendance %2012

    The same criteria used for rate based percent attendance applies to non rate based classes except that the "projected enrollment" is used in place of funded slots. The attendance formula is based on the date the student enrolls in the class as well as the scheduled class hours for the enrollment period. The attendance is prorated for each student based on the date enrolled and scheduled hours/month for the enrollment period. This only applies when a student enrolls or exits on a date other than the first or the last day of the month. The percent attendance is based on all enrollments per month and classes that are under-enrolled are based on the planned slots. For example, if a N401 class has only 6 students enrolled for that month, the percent attendance is based on 8 students for that month since the minimum enrollments for FY12 is eight students.

  4. SMARTT/Cognos Trainings and Support
    Check the SABES calendar for more information regarding trainings and to register for upcoming SMARTT and/or Cognos trainings.

    • SMARTT New User Training - March 8, 2012 from 9:30 to 1:30 at ALRI
      Training for all new SMARTT New Users. Required training for all new users to the SMARTT System. This is a simultaneous face to face and distance learning training. Please note your preference for Distance Learning in the "accommodations" field when registering.
    • SMARTT New User (online) - March 29, 2012 from 1:00 to 4:00 pm
      This three hour training will be provided synchronously online. Participants need to have a computer with Internet Explorer, an installed version of Skype (free download) , a microphone or headphone/microphone combination.

    If you need SMARTT / Cognos help, please send an email to smartthelp@gmail.com. Please do not contact the SABES field technologists or the SMARTT team directly for assistance. For an email request, be sure to include a clear subject header. You do not need to include detailed information in the initial email to smartthelp. A short subject is adequate because once you send an email, you will receive an auto-response containing a link to a form. Please fill out this form completely and hit the "Submit" button at the end. You will be contacted either by phone or email shortly afterwards by a SABES field technologist if he/she needs further information. Or, if you like, go directly to SMARTT or Cognos technical assistance web page to access the form to cut out the intermediate step of emailing.

Questions? Please contact Donna Cornellier at dcornellier@doe.mass.edu



Last Updated: March 7, 2012
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