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Adult and Community Learning Services (ACLS)

SMARTT Update, October 2013

  1. Update Project and Site Coordinator Names
    Please make sure that correct project and site coordinator names are entered in the project and site screens so that appropriate staff receive all of our ACLS announcements. 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. 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. ACLS uses these listservs for periodic mailings and for special announcements, so please make sure that information entered is accurate.

  2. First Late Data Entry Exclusion - October 31st
    Please remember that the data entry policy allows an additional month for July data to be entered. 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:

     
    FY14 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

  3. Releases of Information - 16 Additional Translations
    The Release of Information form has been translated into 16 additional languages. Most are available in PDF, Word format, and audio clips. Some languages only have a PDF file and audio clips since some languages do not have symbols that are available in Word. Please use the PDF version of Khmer since four Khmer fonts must be installed on a computer in order for the MS Word format of the Khmer form to appear.

     
    EnglishAlbanian
    AmharicArmenian
    ArabicBulgarian
    BurmeseCape Verdean Creole
    Chinese-CantoneseChinese-Mandarin
    FarsiFrench
    GreekHaitian Creole
    HindiJapanese
    KhmerKorean
    LaoMacedonian
    NepaliPolish
    PortugueseRussian
    SomaliSpanish
    ThaiUkrainian
    UrduVietnamese

  4. NRS Cohort Follow-Up
    Please make sure that you follow-up with students who are listed on the NRS Cohort screen who are exited and require follow-up. Here are some tips to use when contacting students. For the employment cohorts, the federal report only includes students whose dates met are entered in the quarter after the exit date. If you are following up on the employment cohorts, you need to ask the student when he/she became employed after leaving the program. Note that data matching uses the middle date of the middle quarter month so we don't expect the dates to be exact. For enter employment, the dates must be in the quarter AFTER the student exited. For retained employment, the dates must be in the third quarter AFTER the student exited. You do not want to follow-up too soon for the retained employment cohort.

    Here is a chart listed in the NRS Guidelines that notes when follow-up must be completed:

    Exit QuarterCollect Entered
    Employment by the End of:
    Collect Retained
    Employment by the End of:
    First Quarter
    (July 1-September 30)
    Second Quarter (Oct - Dec)Fourth Quarter (April - June)
    Second Quarter
    (October 1-December 31)
    Third Quarter (Jan - Mar)First Quarter,
    Next Program Year (July - Sept)
    Third Quarter
    (January 1-March 31)
    Fourth Quarter (April - June)Second Quarter,
    Next Program Year (Oct - Dec)
    Fourth Quarter
    (April 1-June 30)
    First Quarter,
    Next Program Year (July - Sept)
    Third Quarter,
    Next Program Year (Jan - March)

    Here are some examples of questions you might ask the students when contacting them if they are listed in these NRS cohorts.

    STUDENTEXIT DATECOHORT
    #101/01/2013B -retain employment
    #206/01/2013A - enter employment
    #302/01/2013B - retain employment
    #403/01/2013A - enter employment
    #506/30/2013B C retain employment

    For enter employment for #2 above you might ask:
    "When did you become employed after exiting from our program on 6/1/2013? It does not have to be exact so you can be general about the date and month and list July 15th, August 15th, or September 15th."

    For enter employment for #4 above you might ask:
    "When did you become employed after exiting from our program on 3/1/2013? It does not have to be exact so you can be general about the date and month and list April 15th, May 15th or June 15th."

    For retain employment for #1 above you do not need to contact the student until the 3rd quarter after he/she exited which is January 1, 2014. If you contact the student now, you will need to contact the students again in January 2014.

    For retain employment for #1 above you might ask:
    "Are still employed after exiting from our program on 1/1/2013? It does not have to be exact so you can be general about the date and month and list January 15th, February 15th, or March 15th."

    You do not need to contact the student until the 3rd quarter after he/she exited which is January 1, 2014. If you contact the student now, you will need to contact the student again in January 2014.

  5. GED Matching - August Data Match Completed on 10/8/2013
    The latest GED data match with Oklahoma Scoring Service was completed on 10/8/2013. One hundred and six (106) records were matched for students who attended classes in FY13. Out of this, ninety two (92) students set the goal which is 87%. Eighteen (18) records were matched for students who attended classes in FY14. Out of this, twelve (12) students set the goal which is 67%. The GED date met will appear in the student goal screen. Students who took all five subject area GED tests and who exited between 7/1/2012 and 6/30/2013 are included in the cohort. The date met will appear in the NRS cohort screen if the criteria is met for this cohort. No follow-up is required for this cohort since we data match with Oklahoma Scoring Services.

    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.

  6. New Format for Cognos Reports
    The Federal Reports and Performance reports have been moved to a new format which is easier and quicker to switch between report types and fiscal years. For example, the Performance Report can be filtered by Level (Project, Site, or Class), by Fiscal Year (2003 - 2013), by Report (Pre Post, Learning Gains, EFL Completion, or Learning Gains by Test, and by Programs Type (Core, Corrections, etc.). The data is refreshed immediately.


    For example, you can view the "Learning Gains by Test" and export the summary row into Excel to view the percentages over the past seven years. As you can see, the MAPT learning gain percentages increased from 28% in FY07 to 38% in FY13.

     ABE
     # TABE GAIN# TABE# TABE# TABELIT GAIN# TABELIT% TABELIT# MAPT GAIN# MAPT% MAPT
    FY133791,20631%11431936%2,0245,35738%
    FY123621,02435%10031931%2,0415,29939%
    FY114841,27938%8532027%1,9074,71440%
    FY104891,32537%9226335%1,7804,68538%
    FY093971,30530%5126819%1,7814,80537%
    FY083231,27225%5122623%1,5234,68333%
    FY073151,24425%4825019%1,5315,49328%
    AVERAGE3931,23632%7728127%1,7985,00536%

    The BEST Plus learning gain percent increased from 42% in FY07 to 50% in FY13. In FY13 the percent learning gain for the CLAS-e Reading was 36% and was 44 % for CLAS-e Writing.

    ESOL
    # CLAS - E(A/B) GAIN# CLAS - E(A/B)% CLAS - E(A/B)# CLAS - E(A/B) R GAIN# CLAS - E(A/B) R% CLAS - E(A/B) R# BEST PLUS GAIN# BEST PLUS% BEST PLUS
    FY131,1183,13936%7441,68444%3,1676,37050%
    FY121,7814,95136% 3,4357,20148%
    FY111,5964,47136% 3,0326,48247%
    FY102,1104,76144% 3,1686,46349%
    FY092,0034,67443% 3,3687,28746%
    FY081,7844,39841% 3,2087,28344%
    FY071,6614,34238% 4,0269,57942%
    AVERAGE1,7224,39139% 3,3437,23847%

  7. 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.

    October 18, 2013 Introduction to Cognos - DL
    10:00 am - 12:00 pm

    Participants will learn about key features and areas in Cognos; how to run essential performance reports; and how to create, save, and print reports. Participants will login, navigate in different areas and tabs in Cognos, use toolbar functions to customize reports, run typical desk review and federal reports, and learn how to manage reports and views. This includes creating, accessing, saving in Cognos and saving locally, exporting to Excel or PDF, and printing. It will include an introduction to working with cubes as well.

    October 25, 2013 SMARTT New User Training | Face to Face at UMass Boston
    9:00 am - 1:00 pm

    Participants will learn how to navigate through the various sections of SMARTT, perform basic data entry functions, such as adding students and, entering goals and assessments, enrolling students in classes, entering attendance, exiting students from class and site, and adding data into the professional development module.

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.

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



Last Updated: October 18, 2013
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