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Adult and Community Learning Services (ACLS)

SMARTT Update, April, 2012

  1. NRS Follow-up Outcomes Changes for FY13
    Beginning in FY2013, the NRS follow-up measures will change from being dependent on learner goals to automatic cohort designation. That is, rather than collect data only from learners who set a goal to achieve the outcome, states must collect the measure on defined cohorts of learners, as listed below. Student status such as employed or unemployed is determined at the beginning of each fiscal year. We will require that programs update the status of students yearly so that we are using current data for the new cohort model. There is an Update Employment link located in the "Student" section. We will use data matching wherever possible to determine the outcomes, but programs will need to follow-up for the employment goals if an SSN and signed release form are not provided.

    The students in the cohort for each measure are listed below:

    • Entered employment:
      1. Learners who were unemployed at entry and in the labor force who exit during the program year.
    • Retained employment.
      1. learners who were unemployed at entry and were in the labor force who exited during the program year and who entered employment by the end of the first quarter after exit
      2. learners who are employed at entry into the program who exited during the program year
    • Obtain a secondary credential:
      1. Learners who took all five subject area GED tests who exited during the year.
    • Entry into postsecondary education or training. Learners who
      1. earned a GED or high school diploma or
      2. have a secondary credential at entry or
      3. enrolled in a class specifically designed for transitioning to community college who exited during the program year.

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

  2. Student Intake Form for FY13
    We are revising the student intake form for FY13 so are looking for input from the field regarding fields/dropdowns which could we could delete, add, require, or make not required. For example, a user had requested that we add "Internet" and "Program Website" to the referral list. Please look at the sections in the student section in SMARTT or review the intake form posted on the web and e-mail your feedback to Donna Cornellier ( by April 30th. Here is the link to the intake form on the ACLS website.

    We will let users know what information will be required for FY13 by mid May. Here are the various sections in the student section, but note that many fields are required by the National Reporting System (NRS). In addition, many are required by the state which could possibly be changed.

    The chart below lists all the sections of the intake form for your review.

    by NRS
    by State
    Basic Information Name, Date of Birth, Gender, Ethnicity, Race Yes  
    SSN (or not provided), Immigrant Status, Country of Birth, Mandated (Y/N), Referral, Native Language, Intake Date, Release of Information Signed (Y/N)  Yes
    Maiden Name, Language at Home, Other Language, Intaker Name No No
    Contact Information Address, Phone  Yes
    Alternate Number, Fax, Work E-mail No No
    Education Last Grade Completed US and Foreign County, Schooling Completed, Employment Status Yes  
    Last ABE Center Attended, State, and Last Year Attended, Obtained GED Before Enrollment (Yes/No), GED Score No No
    Employment Status Employment Status Yes  
    Concerned about Layoff, Recently Laid Off, Occupation, Start Date of Current Job, Job Type, Public Assistance, Homeless (Y/N), Shelter Name (if homeless), Single Parent/Guardian (Y/N) Dependents (Y/N), Dependent Birth Year (if Dependents is Y)  Yes
    Town Where Employed, In School (PreK-12) - Y/N No No
    Scheduling Availability Days of Week, Timeframes of Day (AM, PM, Evening, Any), Take Summer classes (Y/N), Available Hours per Week  Yes
    Technology Availability Types of Technology, Where Located, Student Uses No No
    Disabilities and Accommodations Inform of Disability (Y/N)
    Apparent physical disability or student disclosed disability *Y/N)
    Disabilities Types of Disabilities, If Disclosed/Observed, If Documented -Required if "Yes" for apparent physical disability or student disclosed disability  Yes
    Accommodations Types of Accommodations, If Requested, If Provided - Required if "Yes" for apparent physical disability or student disclosed disability  Yes

  3. GED Data Matching

    1. Match Completed on 3/7/12
      The previous GED data match with Oklahoma Scoring Service was completed on 03/07/2012. Ninety Seven (97) records were matched for students who attended classes in FY12. Out of this eighty five (85) students set the goal which is 88%. Twelve (12) students or 12% did not set the goal and will not be included in the Federal Report.
    2. Match Completed on 4/3/12
      The latest GED data match with Oklahoma Scoring Service was completed on 04/03/2012. One hundred and twenty seven (127) records were matched for students who attended classes in FY12. Out of this, one hundred and fifteen (115) students set the goal which is 91%. Twelve (12) 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 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 ( 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 ( 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.

  4. Cognos Reports
    We will be publishing the pre post and learning gains reports by the end of April. Please make sure that you review the scoring tables carefully when entering the TABE 9/10 and TABE Clas-e scores. We have found that several scale scores do not match the forms and levels listed in the scoring tables and therefore are not valid scores.

    We will be publishing new dashboard reports for the performance standards for the Community ALC programs. These reports will show the trends for 2007 - 2011 for the six performance standards areas.

  5. SMARTT/Cognos Trainings and Support
    An "Introduction to Cognos" training will be held on May 4, 2012 from 9:30 to 11:30 at the University of Massachusetts, Boston campus. The training will help users learn the basics about using this reporting tool for your SMARTT data. You will learn how to access attendance, goals, and student demographics data. You will learn how to run reports based on the Performance Standards and Federal Reports and save favorite reports and views in "My Folder." Users will need a working Cognos User ID and password for your agency. You can register on the SABES Calendar by clicking on the register icon on workshop title on the SABES calendar.

    If you need SMARTT / Cognos help, please send an email to 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

Last Updated: April 19, 2012
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