Mass.gov
Massachusetts Department of Elementary and Secondary Education
Go to Selected Program Area
Massachusetts State Seal
News School/District Profiles School/District Administration Educator Services Assessment/Accountability Family & Community  
Special Communities Adult Basic Education Alternative Learning Students & Families <  
>
>
>
>
>
>
>
>
>
>
>
>
>
>
>
>
>

Adult and Community Learning Services (ACLS)

SMARTT Update, June 2014

  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 FY14 information is updated. This report will help programs determine whether student goal, assessment, and attendance data needs to be updated. 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.

    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 link 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 FY15 on Thursday, September 4th, the partial intake feature is no longer available. Programs must convert these newly created partials to full intakes as soon as possible after the system is in FY15 on September 4th. MAPT test information will not be available until all partial intakes have been converted to full intakes.

  3. Secondary School Credential Data Matching - Available in the Next Two Weeks

    The first data match with Educational Testing Service (ETS) for the secondary school credential will take place within the next two weeks. No follow-up is required for this NRS Cohort since all high school equivalency data is data matched. We will be modifying the NRS Cohort screen to show those who met the cohort for obtaining the secondary credential. We will notify you when the first data match has been completed.

    To view this information, change the "Cohort" to "Obtain a secondary credential," and also change the "Status" to "Entire Cohort."

    NRS Cohort screen - change the "Cohort" to "Obtain a secondary credential", and also change the "Status" to "Entire Cohort"

    If you have any questions in the future regarding data matching for any of your students, contact Donna Cornellier (dcornellier@doe.mass.edu) and provide the following information:

    FULL NAME DATE of BIRTHSOCIAL SECURITY # ( if available) SMARTT ID SITE NAME DATE CREDENTIALED. (If Provided)


  4. NRS Cohort Screen
    Be sure to follow-up with students who are listed on the NRS Cohort screen as requiring follow-up. Data matching only applies to students who signed the confidentiality agreement and provided a social security number. Contact students anytime on or after July 1 and request information regarding the employment periods listed below for the two employment cohorts. If the student indicates "Yes" that he/she was employed, then there is no need to ask for a specific date. For the purposes of recording the information, any date in April - June can be entered into SMARTT.

    Entered Employment:
    If the exit occurred during January, February, or March, the follow-up should occur with the student on or after July 1. During the follow-up call, the former student should be asked if he/she had any employment at anytime during April through June.

    Exit Occurs During These Months Employment Period Contact Students Information to Collect During Contact
    January, February, or March 2014 Anytime during April - June 2014 Anytime on or after July 1, 2014 Yes/No - if student was working during employment period

    Retained Employment:
    If the exit occurred between July and September 2013, the follow-up should occur with the student on or after July 1. During the follow-up call, the former student should be asked if he/she had any employment at anytime during April - June 2014. You do not want to follow-up too soon for the retained employment cohort.

    Exit Occurs During These Months Employment Period Contact Students Information to Collect During Contact
    July, August, or September 2013 Anytime during April - June 2014 Anytime on or after July 1, 2014 Yes/No - if student was working during employment period


  5. FY15 Intake and Goal Forms
    There are no changes to the FY15 SMARTT intake and goal forms. The current FY14 forms may still be used, and the FY15 forms will be posted shortly on the ACLS website.

  6. SMARTT/Cognos Trainings and Support
    Check the SABES calendar to register for the SMARTT or Cognos trainings offered this month. There are a couple of Distance Learning webinars and a refresher training on "Ending the Fiscal Year" offered in June. Click on the "register" icon to sign-up.

    If you need SMARTT/Cognos help, send an email to smartthelp@gmail.com and be sure to include a clear subject header. You do not need to include detailed information in the initial email to smartthelp. Once you send an email, you will receive an auto-response containing a link to a form that you will need to fill out completely and then click "Submit" 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 would rather, 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



Last Updated: June 18, 2014
E-mail this page| Print View| Print Pdf  
Massachusetts Department of Elementary and Secondary Education Search · Site Index · Policies · Site Info · Contact ESE