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Adult and Community Learning Services (ACLS)

SMARTT Update, September, 2012

  1. SMARTT System in FY13
    The FY13 changes were released on Thursday, September 6th when the system was officially moved to FY13. Please review the changes which are listed in the August update. All sites with approved program plans AND submitted the site rollover request were rolled to FY13. Sites will now be immediately rolled to FY13 once the site rollover request is submitted and the program plan for FY13 is approved. If the approved program plan is revised and submitted, make sure to note the changes for your Program Specialist since the changes/updates need to be made manually. Be sure to use the "Class Completion" screen to set-up your classes so that you can enroll students and enter attendance. Once the classes are completed, they will appear in the ABE Directory under "Class Schedule".

  2. Convert Partial Intakes to Full Intakes
    Programs must convert all partial intakes to full intakes that were created in July and August so that newly enrolled students could take the MAPT test. If the student left prior to MAPT testing, please delete the partial intake. The MAPT scores will not appear in the student assessment screen or the assessment reports until the partial intake has been converted to a full intake. Partial intakes can be deleted if no tests were administered using that SMARTT ID. There are currently 116 partial intakes created system-wide that need to be converted or deleted.

  3. 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

  4. GED Data Matching - Completed on 8/14/2012 and 9/12/2012
    The previous GED data match with Oklahoma Scoring Service was completed on 8/14/2012. Ninety two (92) records were matched for students who attended classes in FY12. Out of this seventy five (75) students set the goal which is 82%. Seventeen (17) students or 18% did not set the goal and will not be included in the Federal Report.

    The latest GED data match with Oklahoma Scoring Service was completed on 9/12/2012. Fifty four (54) records were matched for students who attended classes in FY12. Out of this forty eight (48) students set the goal which is 89%. Six (6) students or 11% did not set the goal and will not be included in the Federal Report. We include students in the FY12 Federal report who met the goal through December 31st.

    Currently, the National Reporting System (NRS) required that states report achievement of the NRS follow-up outcomes only from learners who set the outcome as a goal. Beginning in FY 2013, the NRS follow-up measures changed from being dependent on learner goals to automatic cohort designation. That is, rather than collect the data from learners who set a goal to achieve the outcome; states must collect the measure on defined cohorts of exiting learners. For example, the "Receipt of a Secondary School Diploma" measure applies only to learners who take all GED tests and exit during the program year.

    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.

  5. Performance Standards Reports for FY12 -- released in Cognos on September 12th
    The performance standards reports for Community Adult Learning Centers, ABE programs in Correctional Institutions, and Homeless programs were released in Cognos on 9/12/2012. No changes were made to the criteria for FY12.

    The FY12 Performance Standards Reports for Community Adult Learning Centers are:

    1. Attendance
    2. Average Attended Hours
    3. Pre Post
    4. Learning Gains
    5. Goals
    6. NRS EFL Completion
    7. Summary Report by Project
    8. Points Summary Report: All Years
    9. Summary Report: All Years
    10. Summary Report: All Years By Standard and LWIB

    The FY12 Performance Standards Reports for ABE programs in Correctional Institutions are:

    1. Attendance
    2. Pre Post
    3. Learning Gains
    4. Goals
    5. NRS EFL Completion
    6. Summary Report

    The FY12 Performance Standards Reports for Homeless programs are:

    1. Attendance
    2. Average Attended Hours
    3. Pre Post
    4. Learning Gains
    5. Goals
    6. NRS EFL Completion
    7. Summary Report

  6. Revised Follow-up Goal Screen
    The current follow-up goals screen will be revised soon so please do not enter any occupational training information until further notice since the occupation goals with monthly timeframes have been combined into one goal - "Enter Occupational Training".

    The follow-up goal screen includes the following goals and programs need to use this screen if data matching is not available. Note that goal (3) is "Obtain GED" which is data matched with information from Oklahoma Scoring Service.

    Students with no social security number (SSN) & those with SSN but no signed release form will appear in the list for follow-up for the goals listed below:

    (1a)Enter Employment
    (1b)Retain New Employment
    (2)Retain Current Employment

    All students will appear for the goals listed below - even if the social security number has been indicated since data matching is not available.

    (4)Complete some adult HS credits and/or MCAS tests toward ADP
    (5)Obtain ADP
    (6a)Enter ABE Transition to Community College program
    (6b)Complete ABE Transition to Community College program
    (7)Enter post - secondary education
    (8)Enter Occupational Training

  7. 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 goal is included in any of the four cohorts. For example, 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. 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.

    Here is more specific follow-up information from the May 2012 revised NRS Guidelines. Follow-up Measure #1: Entered Employment

    Definition: Learner enters employment by the end of the first quarter after the program exit quarter. Employment is working in a paid, unsubsidized job or working 15 hours or more per week in an unpaid job on a farm or business operated by a family member or the student. The exit quarter is the quarter when instruction ends, the learner terminates or has not received instruction for 90 days, and is not scheduled to receive further instruction. A job obtained while the student is enrolled can be counted for entered employment and is reported if the student is still employed in the first quarter after exit from the program.

    Applicable Population: Learners who are not employed at time of entry and in the labor force who exit during the program year.

    Federal Reporting: States report the total number of unemployed learners in the labor force who enter employment and exit during the program year and the total number of learners in the labor force who are unemployed at entry who exit during the program year. Entered employment rate is computed by dividing these numbers.

    Follow-up Measure #2: Retained Employment

    Definition: Learner remains employed in the third quarter after exit quarter.

    Applicable Population: Learners who, at time of entry, were not employed and in the labor force, who are employed in the first quarter after exit quarter, and learners employed at entry.

    Federal Reporting: States report the total number of learners in the applicable population (see above) who are employed in the third quarter after program exit and the total applicable population (i.e., the number of learners in the labor force who were unemployed at entry, and who entered employment; and learners who are employed at entry). The retained employment rate is computed by dividing the number of learners who retain employment by the total applicable population.

    Follow-up Measure #3: Receipt of a Secondary School Diploma

    Definition: The learner obtains certification of attaining passing scores on GED tests, or the learner obtains a diploma or State-recognized equivalent, documenting satisfactory completion of secondary studies (high school or adult high school diploma).

    Applicable Population: All enrolled learners who take all GED tests, or are enrolled in adult high school at the high ASE level, or are enrolled in the assessment phase of the EDP who exit during the program year. (Note that adult high school is a credit bearing secondary education program sanctioned by State law, code, or regulation that leads to a secondary school diploma or equivalent and does not apply to our programs).

    Federal Reporting: States report the total number of learners in the applicable population (see above) and the number of learners who pass all GED tests or obtain secondary school diplomas who exit. To compute a rate or percentage of attainment, the number of students receiving a secondary school diploma or pass the GED is divided by the total number of learners in the applicable population who exit during the program year. A passing score on the GED test is defined by the State and must be consistent with State policies relating to the issuance of a high school diploma or its equivalent.

    Follow-up Measure #4: Entered Postsecondary Education or Training

    Definition: Learner enrolls in a postsecondary educational, occupational skills training program, or an apprenticeship training program that does not duplicate other services or training received, regardless of whether the prior services or training were completed.

    Applicable Population: All learners who passed the GED tests or earned a secondary credential while enrolled in adult education, or have a secondary credential at entry, or are enrolled in a class specifically designed for transitioning to postsecondary education who exit during the program year. A transition class is a class that has a specific purpose to prepare students for entry into postsecondary education, training or an apprenticeship program.

    Federal Reporting: The total number of learners who enter postsecondary education or a training program and the total number of students in the applicable population (see above) who exit during the program year are reported. Entry into postsecondary education or training can occur any time from the time of exit till the end of the following program year. To compute a rate of placement, the number of students enrolling in postsecondary education or training, through the end of the program year following the year of program exit, is divided by the total number of learners in the applicable population who exited during the program year.

  8. Regional Trainings Focusing on NRS Follow-up Measure Changes
    We will be scheduling regional trainings the end of October and early November that will focus on the NRS follow-up measure changes. Registration information will be sent out shortly. Thanks to everyone who participated in the webinars that were held on June 8th. The answers to the questions posed that day have been posted at: NRS Webinar Questions/Answers from June 8, 2012 Download PDF Document  Download MS WORD Document.

  9. SMARTT Training Schedule
    Here are the upcoming trainings and you can register on the SABES Calendar by clicking on the register icon on workshop title on the SABES calendar.

    SMARTT Update: Starting the New Year (W) statewide (online)
    September 21, 2012 from 10:00 am - 12:00

    SMARTT Update: Starting the New Year (NE) statewide (online)
    September 24, 2012 from 1:00 pm to 3:00 pm

    SMARTT Update: Starting the New Fiscal Year (BOS) statewide (hybrid F2F and online)
    September 28, 2012 from 1:00 pm - 3:00 pm

    SMARTT New User (W) statewide
    September 28, 2012 from 9:30 am to 12:30 pm (online)

    SMARTT New User (NE) statewide (online)
    October 4, 2012 from 1:00 pm - 4:00 pm

    SMARTT New User (BOS) statewide (hybrid F2F and online)
    October 12, 2012, 9:00 - 1:30 (with break for lunch)

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: September 14, 2012
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