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Adult and Community Learning Services (ACLS)

SMARTT Update, July 2013

  1. Site Rollover Request --- Due by September 5th
    Don't forget to submit your site rollover request in SMARTT by September 5th which indicates that all the FY13 information is updated. 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. If names appear, you will need to check off each box remaining 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 are Available Now -- until Site Rollover on September 5th
    The partial intake feature is available for programs until the SMARTT system is officially in FY14 on Thursday, September 5th at 5 PM. The purpose of the partial intake feature is to allow programs to enter a small amount of information for newly enrolled students during the summer, in order to generate a SMARTT ID and thus allow the student to take the MAPT test. When a student enrolls at your site, be sure to ask the student if he/she has been previously enrolled at one of our ACLS funded programs.

    When you create a partial intake, be sure to type the last name of the student in the "Last Name" field and click on the magnifier icon next to the last name field. You will see a list of students with the same last name so you can determine if this is the same student. In this case, if you type "Johnson" and click on the magnifier icon, the window pops up and shows two students with the last name of "Johnson". Look to see if this is the same student for whom you are creating a partial intake. If it is not the same student, continue creating the partial intake. If it is the same student, do not continue with creating a partial intake. Instead, you should use the "Add Student' link under "Students" on the main menu. Click on the icon next to the last name to see the list of students and select the name that corresponds to the student who is transferring to your site. You should enter 6/30/2013 as the intake date for students who are transferring from another site to your site during the summer.

    Add Stduent partial intake screen print

  3. SMARTT/Cognos Downtime for Updates/New Releases -5 PM on Thursdays
    Please note that the SMARTT and Cognos system is down weekly for system maintenance each Thursday from 5:00 - 5:15 PM. The maintenance includes system updates, new features, fixes for issues submitted by users, etc. Please plan accordingly and we will notify you in advance if the system will be down for any additional time.

  4. NRS Cohort Follow-up
    The National Reporting System (NRS) discontinued the use of goal-setting this year as a means to identify students to track attainment of the follow-up outcomes. Instead, NRS requires states to automatically report the follow up measures for all students who meet certain criteria for each measure. The automatic cohort designation varies according to each follow-up measure and the criteria for each cohort is listed on the screen and is listed below. Please use the new NRS Cohort Follow-up screen to track attainment of the follow-up outcomes.

    Make sure that you follow- up with students who appear in the NRS cohort list. Only students who have at least 12 hours of attendance and who exit this fiscal 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 Cohort, 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. Follow-up is required for the "Enter and Retain Employment" cohorts if the student did not provide a social security number and release form.

    NRS Cohort Follow-up screen print
    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 "Cohorts" section.

    contact information screen print

    This is the criteria for each cohort:

    1. Entered Employment:
      Learners who were unemployed at entry and in the labor force who exited between 7/1/2012 and 6/30/2013.
    2. Retained employment:
      1. Learners who were unemployed at entry and were in the labor force who exited between 7/1/2012 and 6/30/2013.
      2. Learners who were employed at entry and were in the labor force who exited between 7/1/2012 and 6/30/2013.
    3. 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 between 7/1/2012 and 6/30/2013. The rate based class focus is Bridge to College/Math or Bridge to College/Writing. The non rate based class focus is Bridge to College/Math, Bridge to College/Writing, or College and Career Readiness.
    4. Obtain a secondary credential: (read only since data comes from Oklahoma Scoring Service)
      Learners who took all five subject area GED tests and who exited between 7/1/2012 and 6/30/2013.

  5. FY14 Intake and Goal Forms Posted on ACLS Website
    The FY14 Intake and Goal forms are posted on the ACLS's SMARTT webpage. There are no changes to the forms this year.

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



Last Updated: July 12, 2013
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