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Adult and Community Learning Services (ACLS)

SMARTT Update, August, 2012

  1. SMARTT System in FY13 - Tuesday, September 4th
    The FY13 changes in SMARTT will be released on Tuesday, September 4th. Since programs have until August 31st to enter June attendance data, the SMARTT system will be officially moved to FY13 on Tuesday, September 4th due to the fact that September 1st is a Saturday and Monday, September 3rd is a holiday. All sites with approved program plans AND have submitted the site rollover request will be rolled to FY13 at that time. After that, sites will then be immediately rolled to FY13 once the site rollover request is submitted --- as long as the program plan has been approved for FY13.

    Once sites are rolled over to FY13, the partial intake feature is not available. Programs must convert these newly created partials to full intakes as soon as possible after site rollover.

  2. Late Data Entry Schedule for FY13
    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

    FY13 Monthly AttendanceMonth/Day Data Entry Closed
    July & AugustOctober 31st
    SeptemberNovember 30th
    OctoberDecember 31st
    NovemberJanuary 31st
    DecemberFebruary 28th
    JanuaryMarch 31st
    FebruaryApril 30th
    MarchMay 31st
    AprilJune 30th
    MayJuly 31st
    JuneAugust 31st

  3. New Features in SMARTT for FY13
    1. Revised Student Intake Form

      Many of the non required fields on the student intake form have been removed. The lengthy occupation list has been replaced with a briefer list of the 23 major groups from the "Standard Occupational Classification" (SOC) list.

    2. Revised Student Goal Form
      The current occupation goals with monthly timeframes have been combined into one goal - "Enter Occupational Training". These "Retain" and "Complete" occupational goals listed below with specific timeframes have been deleted:

      • Retain Occupational Training > 12mo
      • Complete Occupational Training < 6 months
      • Complete Occupational Training 6-12 months.
      • Complete Occupational Training > 12 months
    3. Class Size Changes
      Class sizes have changed so the class enrollment and class slots screens have been revised to reflect these changes.

      Required Class Sizes
      (Student to Teacher Ratio)
      Rate Per Student SlotClass Levels
      10:1 to 12:1$10.70STAR Classes
      Beginning Literacy ABE
      Beginning ABE
      13:1 to 16:1$8.85STAR Classes
      Beginning Literacy ABE
      Beginning ABE
      Intermediate ABE (Pre-ASE / GED)
      Advanced ABE (ASE / GED)
      Beginning ESOL
      Intermediate ESOL
      Advanced ESOL
      17:1 to 22:1$7.60STAR Classes
      Beginning Literacy ABE
      Beginning ABE
      Intermediate ABE (Pre-ASE / GED)
      Advanced ABE (ASE / GED)
      Beginning ESOL
      Intermediate ESOL
      Advanced ESOL

      1. The minimum class size for 100 level classes and classes with a class focus of "STAR" is 10 and the minimum class size for all other classes is 13.
      2. The maximum class size including over-enrollments is 26. (20% x 22 = 4.4 + 22 = 26.

    4. New TABE Clas-e Reading Assessment Panel
      A new assessment panel has been added for the newly approved TABE Clas-e Reading test.

    5. New NRS Cohort Follow-up Screen
      Since the NRS follow-up measures changed from being dependent on learner goals to automatic cohort designation, we have designed an additional follow-up screen called "NRS Cohort Outcomes". The data entered in the current "Follow-Up" screen will automatically be updated in the new "NRS Cohort Outcome" screen if the student is included in one of the four cohorts. Data matching information such as such as obtaining the GED or enter employment will automatically be populated in both screens if the criteria applies to both areas. We will provide training on this new NRS requirement in the fall. The cohorts are defined below for each NRS measure.
      • 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:
        1. Learners who earned a GED or high school diploma or
        2. Learners who have a secondary credential at entry or
        3. Learners who enrolled in a class specifically designed for transitioning to community college who exited during the program year.

  4. SMARTT Training Schedule
    Check the SABES calendar for dates and times of trainings over the summer. To register for these and other trainings, please go to SABES Calendar and click on your region; or, you may contact your regional office directly.

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



Last Updated: August 10, 2012
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