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Adult and Community Learning Services (ACLS)

SMARTT Update, January, 2013

  1. National Reporting System (NRS) Cohorts

    Here are a few things to remember as we transition to the new NRS Cohort model for reporting outcomes in the revised Table 5 Federal report.

    • Exit students when you are reasonably assured that they have left the program rather than wait until the end of the fiscal year. Note that students will not appear on the new NRS Cohort screen until their status is "Exited". If a student does return, you can re-intake the student.
    • Try to get as many signed "Release of Information" forms as possible so that the burden of follow-up is lessened for those in the "Post-Secondary Education" cohort
    • Ask students in a neutral manner to provide social security numbers so that the burden of follow-up is lessened for the "Enter and Retain Employment" cohort
    • Update the employment status for returning students so that students are reported in the appropriate "employment" cohort

    Please note that if students signed the release of information form dated 5/11/10, programs can then view the date met for students who set the goal "to enter post-secondary" education. If the student did not sign the revised release form, the programs must follow-up with the students to determine if they met the goal "enter post-secondary education." The data match with the National Student Clearinghouse does not require a social security number to be provided. Remember that the data match for job related measures (enter and retain employment) require a social security number and a signed release form.

    The new "NRS Cohort" screen will be released in the few weeks. This screen will be similar to the "Follow-up Goal" screen so that users can see which students are included in each of the four cohorts. Programs should encourage students to sign the release form so that more outcomes are captured.

  2. GED Data Matching - Match Completed on 12/7/2012

    The last GED data match with Oklahoma Scoring Service was completed on 12/07/2012. Thirty seven (37) records were matched for students who attended classes in FY13. Out of this, thirty one (31) students set the goal which is 84%. Six (6) students or 16% did not set the goal. Please remember that we have moved to the "cohort" model for federal reporting this 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. It is important to capture all GEDs met and credit all students who meet the goal.

  3. SMARTT/Cognos Trainings and Support

    Please check the SABES calendar for any upcoming trainings. If you need SMARTT or Cognos help, please send an email to smartthelp@gmail.com since the SABES techs need an e-mail to track all requests. 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. Please do not contact "smarttsupport" since that is an e-mail address for the SABES techs to use to submit any issues to the SMARTT team.

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



Last Updated: January 10, 2013
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