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Adult and Community Learning Services (ACLS)

SMARTT Update, June 2013

  1. Site Rollover Link Available
    The site rollover link is available so that programs can review the site rollover report to make sure that all the FY13 information is updated. This report will help programs determine whether student goal, assessment, and attendance data needs to be updated. Remember that the report always lists only current students at the site. When you exit a student from the site, you verify that all the information has been updated. One new section was added this year for programs to indicate if the site is continuing into the next fiscal year.

    The sections of the site rollover report are listed below and data should be reviewed in this sequence:

    • Unenrolled Classes: lists classes with no enrollments this fiscal year
    • Unenrolled Students: lists students who have never been enrolled in any classes or volunteer matches this fiscal year
    • Inactive Student Attendance: lists students who have been enrolled in classes or volunteer matches and no attendance has been entered
    • Inactive Student Assessments: lists names for each assessment area where data has not been updated/reviewed since May 1st
    • Inactive Student Goals: lists names for each goal area where data has not been updated/reviewed since May 1st
    • Inactive Follow-up Goals: lists names for each follow-up goal area where data has not been updated/reviewed since May 1st
    • Active Staff: lists staff names who were active and had salary records
    • Professional Development Activities: lists staff names who participated in trainings/activities offered by providers other than SABES (participation in SABES trainings and activities is entered directly by SABES rather than by the participating program)
    • Transition Students: College Courses: lists college courses taken during the calendar year

    When you are ready to submit the site rollover request at the end of the fiscal year, no names should appear in the assessment or goals section. Site rollover requests must be submitted by September 1st. If names appear, you will need to check off each remaining box indicating your review of the data before you can submit the request for site rollover. The request indicates that all the information contained within this report is true and accurate and does not need to be updated or corrected. This checkbox is equivalent to the Program Coordinator's Signature.

  2. Partial Intakes --- Available on July 1st
    The partial intake feature will be available on July 1st. The purpose of the partial intake feature is to allow programs to enter a small amount of information for newly enrolled ABE students during the summer in order to generate a SMARTT ID and thus allow the ABE student to take the MAPT test. Partial intakes should not be entered for any other reasons. Once sites are rolled over to FY14 on Thursday, September 5th, the partial intake feature is no longer needed or available. Programs should convert these newly created partials to full intakes as soon as possible after site rollover.

  3. GED Matching - Match Completed on 5/8/2013
    The latest GED data match with Oklahoma Scoring Service was completed on 5/8/2013. Two hundred and sixty two (262) records were matched for students who attended classes in FY13. You can check the new "NRS Cohort" screen for your site to see how many students will be included in the Federal Report for this cohort. Remember that students who took all five subject area GED tests and who exited between 7/1/2012 and 6/30/2013 will be included in this cohort. No follow-up is required for this cohort since we data match with Oklahoma Scoring Services.

  4. NRS Cohort Screen
    Now that the NRS Cohort screen is available, please start following up with students who appear in the cohort list. Only students who had at least 12 hours of attendance and who exited this year (between 7/1/2012 and 6/30/2013) will be included in the cohorts. The "Status" filter is set to "Requires Follow-up" which that means that you need to follow-up with those students. If you change the filter to "Entire Cohortv, you will see the entire list which includes those who are data matched and those with a link that require follow-up. Follow-up is required for the "Entry into Post Secondary Education or Training" cohort if the student did not provide a release form cohort. Follow-up is required for the "Enter and Retain Employment" cohorts if the student did not provide a social security number and release form. The information to be entered is the same as for the "Goal Follow-up" screen. You need to enter the contact information in the "Contacts" panel and the date met in the "Cohort" section.

  5. SMARTT/Cognos Trainings and Support
    Please check the SABES Calendar to register for the SMARTT Update - Ending the Fiscal Year/Rollover trainings offered in June. Click on the "register" icon to sign-up.

    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: June 18, 2013
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