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Adult and Community Learning Services (ACLS)

SMARTT Update, January 2014

  1. Wait List Verification Reminder - Due January 10
    The Waitlist Verification is due annually by December 1. The deadline for this year was extended to January 10th. Please make sure that you review the names on the waitlist screen. The screen can be accessed by clicking on "Waitlist" on the left menu and then on "Waitlist Verification". 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 which can be found in the FY15 ABE Guidelines Download PDF Document  Download MS WORD Document on page 43.

  2. 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. 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. Please review the charts provided in the December mailing about when to contact students.

    • 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.

  3. Revisions to SMARTT Intake Form
    ACLS is in the process of updating its intake form to ensure that duplicates are not created in SMARTT. The new fields are:

    • Previously Enrolled (Y/N)
    • Previous Site Name
    • Middle Name (Middle Initial will be expanded to Middle Name)
    • Previous/Maiden Last Name
    • City of Birth
    • Current Address (Rename Address to Current Address)
    • Previous Address

    We will let you know when the revised Intake Form should be used.

  4. 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.

    • SMARTT Update: Reviewing Mid-Year Data (Boston) - Jan 17, 2014 from 9:00 to 11:00
      The session will focus on recent changes in SMARTT and review mid-year assessment reports, NRS Cohorts, and attendance. This session is both face to face at the ALRI and simultaneously Online DL via phone conference and desktop sharing.

    • SMARTT Update: Reviewing Mid-Year Data (West) - Feb 14, 2014 from 10:00 to 12:00
      The session at Holyoke CC will review mid-year data, go over recent updates from ACLS, look at the SMARTT assessment report, and NRS Cohort screen.

    • SMARTT Update: Reviewing Mid-Year Data (NE) - Feb 20, 2014 from 2:00 to 4:00 pm (DL) will be used for this workshop. You will need an Internet connection to view the workshop and preferably a phone to hear the audio portion. The link will be active 15 minutes before the session begins. You will need to click on the Phone Icon on the small block that pops up. There you will see the number to dial and the conference ID. does allow you to hear by means of VOIP (Internet connection), but people often have trouble with the clarity of the sound and the stability of the connection itself, so we highly recommend using the phone. Please remember that everyone can hear everything going on around you, so unless you are speaking, you should mute your audio. You can always use the chat function (the cloud icon) in to ask questions and make comments.

    • Intro to Cognos (Boston) - Feb 14, 2014 from 9:00 to 11:00
      This training is a hybrid training, face to face meeting at UMass Boston and simultaneously, for a limited number, via Distance Learning. 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.

If you need SMARTT / Cognos help, please send an email to 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

Last Updated: January 16, 2014
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