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Adult and Community Learning Services (ACLS)

SMARTT Update, December 2013

  1. ADA Checklist Verification in SMARTT - Due December 20
    ACLS uses SMARTT to collect information on program compliance with federal and state Americans with Disabilities Act (ADA) requirements annually. Access to the ADA Checklist screen in SMARTT can be found by selecting "Project" in the menu on the left and then selecting ADA Checklist. The ADA Checklist is required for the fund codes listed below. Please note that training and professional development information to be entered is for FY13. All other information should be current. The final step in the ADA Checklist Verification is to check the "Signature Verification" box. Programs must indicate that the Checklist is accurate and updated before submitting the ADA Verification.

    • The Submission Requirements and Timeline Download PDF Document  Download MS WORD Document indicates which programs are required to submit an ADA Checklist and/or Letter of Commitment, as well as how and when these should be submitted. Please note the deadline for submission is Friday, December 20, 2013.
    • The "Signature Verification" panel indicates that all the information is accurate. ADA Signature Verification
      • 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 on "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 FY14.
      • The dates for "ADA Coordinator Trainings Attended" and "ADA Coordinator Conducted Staff Trainings" must be in FY13 (7/1/2012 - 6/30/2013).
      • The "ADA Coordinator Comments" field is optional.
      • The submission date is December 20, 2013.
  2. Wait List Verification - Due January 10
    The Waitlist Verification as listed in the ACLS Guidelines is due annually by December 1. The deadline for this year is extended to January 10 since the reminder was not sent out. The screen can be accessed by clicking on "Waitlist" and then on "Waitlist Verification" on the left menu. The screen lists a checkbox to verify that you have reviewed the wait list data by length of time:

    • * less than 1 year
    • * 1 - 2 years
    • * 2 - 3 years
    • * more than 3 years

    The signature verification box is similar to the site rollover request indicating that the program coordinator assures that the information is accurate. When you check the box you are indicating that: "The wait list information contained within this report is true and accurate and does not need to be updated or corrected".

    The Waitlist search screen provides the capability to search students by Site, Period on Waitlist (less than 1 year, 1-2 years, 2-3 years, more than 3 years), Last Name, Status, (current, all, removed, intaken) and type (ABE or ESOL).

    Please review the Wait List policy below. The policy can also be found in the FY2015 ACLS Guidelines Download PDF Document  Download MS WORD Document on page 43.

    Wait List Policy
    The network of ESE-funded adult education programs is a system, and its students are protected from avoidable interruptions in their learning. When students in ESE-funded programs change communities, change jobs, are released from a correctional setting, or lose access to a class for any reason, the system must provide them with the ability to transfer to another program or to a Distance Learning Instructional Hub without returning to a wait list.

    • The Department requires its ABE grant recipients to immediately enroll any student in good standing who seeks to transfer from another ESE-funded ABE program, or place this student at the top of the appropriate waiting list. This includes students from other ESE-funded ABE programs including workplace education, ABE Programs in Correctional Institutions, and students enrolled in a Distance Learning Instructional Hub.

    Active, updated, and accurate wait lists are essential for community providers to fill available seats promptly, and for the state to gauge the current demand for adult basic education.

    • The Department requires Community Adult Learning Center grant recipients to maintain an active wait list for applicants who are unable to enroll in any instructional classes due to capacity constraints.
    • Community Adult Learning Centers must keep their wait list up to date. At a minimum, all students placed on the wait list must be contacted annually to determine whether they are still interested in enrolling in the program. Any waitlist records older than 18 months should be reviewed and deleted as appropriate so that SMARTT wait list numbers are accurate.

    Wait lists that are not actively maintained, that are out-of-date or inflated, lead policymakers to question the validity of the demand, and actually do more harm than good.

    • ACLS requires Community Adult Learning Centers to submit a "Wait List Update" in SMARTT by December 1st each year, attesting that the wait list information is up to date and accurate. The program must indicate for every student on the wait list whether the student has been assessed or not. Only applicants for whom such confirmation is obtained shall remain on the wait list; all others must be removed.

    Optional assessment information may also be entered to indicate date assessed, test name, and score. If a student who is removed from the SMARTT wait list contacts the program again in the future, either the previous or new wait list date may be entered, at the discretion of the program.

  3. 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. 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.

    See some examples below and review the timeframes for follow-up in the chart below.

    Entered Employment
    Student #1 exited on August 20th which is the 1st Exit Quarter
    Caller contacts the student at the end of the second quarter which is sometime in January - March. The caller might ask: "Since you exited on August 20th, did you get a paying job anytime during October - December?" Caller can then enter a date employed of November 15th or a specific date given by the student.

    Exit QuarterExit Date in SMARTTCollect Entered
    Employment by the
    End of:
    Contact Students
    First Quarter
    (July 1-September 30)
    August 20Second Quarter
    (October 1 - December 31)
    January - March
    Second Quarter
    (October 1-December 31)
    December 10Third Quarter
    (January 1 - March 31)
    April - June
    Third Quarter
    (January 1-March 31)
    March 30Fourth Quarter
    (April 1 - June 30)
    July - September
    Fourth Quarter
    (April 1-June 30)
    June 30First Quarter
    Next Program Year
    (July 1 - September 30 )
    October - December

    Retained Employment
    Student #2 exited on September 20th which is the first exit quarter
    Caller contacts the student sometime in July-September and asks: "Since you exited on September 20th, were you still working anytime during the timeframe of April - June?" Caller can then enter a date employed of May 15th or a specific date given by the student.

    Exit QuarterExit Date in SMARTTCollect Retained
    Employment by the
    End of:
    Contact Students
    First Quarter
    (July 1-September 30)
    September 20Fourth Quarter
    (April 1 - June 30)
    July - September
    Second Quarter
    (October 1-December 31)
    December 10First Quarter
    Next Program Year
    (July 1 - September 30)
    October - December
    Third Quarter
    (January 1-March 31)
    March 30Second Quarter
    Next Program Year
    (October 1 - December 31)
    January - March
    Fourth Quarter(April 1-June 30)June 30Third Quarter
    Next Program Year
    (January 1- March 31 )
    April - June

  4. Goal Follow-Up Screen - Restored
    The "Goal Follow-Up" screen has been restored and is optional for users to enter dates met either in the "Goal Follow-Up" or in the student goal screen for cases when data matching is not available. The federal report this year includes goal follow-up as well as students included in the NRS Cohorts.

    Users can now enter dates met for current as well as exited students for any of the Column A goals. Dates met for the following goals can be entered in the student goal screen.

    • Enter Employment/Get a Job
    • Retain New Employment
    • Complete some adult HS credits and/or MCAS tests toward ADP
    • Obtain ADP
    • Enter ABE Transition to Community College
    • Complete ABE Transition to Community College
    • Enter post - secondary education
    • Enter Occupational Training

  5. SMARTT Data Entry Reminder
    We have found that some users have created duplicate records for students so we want to make sure that users click on the "Look-up" icon when adding new students. Review the list to see if the student already exists in another site or was previously enrolled at the current site. This is very important now that ABE is part of the Edwin Analytics reports.

    Look Up Student

    We are in the process of updating our intake form to require some additional information to ensure that duplicates are not created in our system.

  6. SMARTT ID Format for Accuplacer Testing
    Programs that are using ACLS Accuplacer units for testing students need to make sure that the full SMARTT ID is entered as the Accuplacer ID. The format is the site ID followed by a dash and then the person ID. For example, the site ID must have 4 digits followed by a dash and then the person ID which might be 4,5 or 6 digits. If the site ID has only 3 digits, then a leading 0 must be entered. The maximum length for an Accuplacer ID is 11. Here are some examples:

    NAMESMARTT IDACCUPLACER ID
    Student 1822-4319090822-431909
    Student 2822-57690822-5769
    Student 3822-400680822-40068

  7. 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 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.

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



Last Updated: December 19, 2013
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