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Adult and Community Learning Services (ACLS)

SMARTT Update, October, 2012

  1. ADA Checklist Verification - Due October 31
    The ADA Checklist is located under the "Project" link on the left menu, and should be completed for the fund codes listed below. Please note that the information to be entered is for FY12. The "Signature Verification" panel indicates that all the information is accurate.

    Signature Verification
    Checking this box is equivalent to the Program Coordinator's Signature.

    The ADA information contained within this report is true and accurate and does not need to be updated or corrected.

    • The ADA checklist information is required for the following fund codes: 340, 345, 359, 285, and 563.
    • Users with agency or project level access to SMARTT can access the ADA Checklist link.
    • Programs need to click and "Project" on the left side of the menu and then click on "ADA Checklist". Each field requires programs to edit, add, and save.
    • The dates for "Date of Self Evaluation" can be any fiscal year less than FY13.
    • The dates for "ADA Coordinator Trainings Attended" and "ADA Coordinator Conducted Staff Trainings" must be in FY12 -- (7/1/2011 - 6/30/2012)
    • All fields are mandatory except "ADA Coordinator Comments" and "Involvement of Persons with Disabilities"
    • The submission date is October 31, 2012

  2. GED Data Matching -- Completed on 10/2/12
    The last GED data match with Oklahoma Scoring Service was completed on 10/02/2012. Forty three (43) records were matched for students who attended classes in FY12. Out of this, thirty eight (38) students set the goal which is 88%. Five (5) students or 12% did not set the goal and will not be included in the Federal Report. Note that we are moving to the cohort designation for federal reporting purposes in FY13 this year, but we still honor goal setting. The goal performance standard still relies on goals that are set.

    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.

  3. Update Project and Site Coordinator Names
    Please make sure that appropriate project and site coordinator names are entered in the project and site screens so that appropriate staff receive all of our ACLS announcements. If a staff member has left your program, be sure to exit the staff member so he/she will not continue to get our ESE/ACLS updates. Correct work e-mails need to be entered in the staff screens since our ACLS listservs are based on the work e-mails in the staff section in SMARTT. ACLS uses these listservs for periodic mailings and for special announcements, so please make sure that information entered is accurate.

  4. First Late Data Entry Exclusion - October 31st
    Please remember that July and August student intakes as well as all class, match, and DL curricula attendance data must be entered by October 31st. Listed below is the data entry close out 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

  5. Revised Follow-up Goal Screen - Released on September 27
    The follow-up goal screen includes the following goals and programs need to use this screen if data matching is not available. Note that the goal "Obtain GED" is data matched with information from the 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 (previous occupation goals with timeframes have been mapped to this one occupation goal now).

  6. Agency and Project Names - Align With Grant Recipient Names
    We will be modifying all agency and project names to align with the grant recipient names. We hope to have this done by the end of the month. Some names are very long, and we may have to abbreviate them. We'll need to add the city or town for some projects where the agency name is the same and the project is funded in several regions. Project names will include the grant recipient name as well as site specialty name if appropriate in cases where agencies have multiple grants. Site names will be modified only if necessary to include the grant name as part of the site name. The ABE Directory will reflect the changes once they are completed.

  7. Cognos Reports for FY13
    The FY13 MAPT reports will be available in Cognos next week. The "Attendance" and "Student By Site" cubes for FY13 will be available within two weeks. There were changes to the reports due to some changes in the FY13 requirements. The MAPT reports contain 35 items this year compared to 40 items last year. The class size minimums for fluid slots changed from 10 to 13 slots. We are in the process of testing these changes so the reports will be available soon.

  8. ACLS Regional Meetings
    The ACLS regional meetings will provide information and training related to the changes in the National Reporting System. These areas will be discussed:

    • Review changes on follow-up outcomes and new data requirements
    • Review criteria for cohorts
    • Review changes to reporting timeline and reporting tables
    • Review questions and answers posted on the ACLS website
    • Respond to participant questions

    Please register to attend any of the sessions.

    October 221:30 PMDevens - MWCC/Devens Campus
    October 301:00 PMHolyoke - Picknelly Adult and Family Education Center
    October 319:00 AMBrockton - Massasoit CC - Conference Center
    November 11:00 PMLawrence - Northern Essex CC -SABES Room 310/312
    November 21:00 PMMalden - ESE Room 202/203
    November 81:00 PMMalden - ESE Board Rooms 137 A,B,C

  9. SMARTT/Cognos Trainings and Support
    Check the upcoming trainings on the SABES Calendar. To register, click 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: August 16, 2012
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