Adult and Community Learning Services (ACLS)

SMARTT Update, August 2008

1. Site Rollover Reminders
   
   Site Rollover Requests are due byAugust 22nd. Program staff responsible for rollover are reminded of the following:
   • Use the Site Rollover Report to ensure that you have updated all pertinent information. This report will help you update your goal, assessment, and attendance data. The Site Rollover Report link is located under the "SITE" section.
   • Review your Federal Reports to verify that all students with 12 hours of attendance are reported and all assessment gains are listed.
   • Review the "Steps to End FY08" which are posted on the ACLS website under SMARTT System Information.
   • Be sure to submit the Site Rollover Request by August 22nd.
2. Survey Method and Data Matching for Follow-up Goals
   The follow-up goals listed below can be confirmed through data matching –– which means that the system confirms goal achievement through matching student data in SMARTT with data for the same individual in another agency's data set, and then updates the "Date Met" field in the goals screen. Programs will be able to view the "Date Met," regardless of whether the release form is signed. The release form is currently required for job related goals to be matched with the Department of Revenue. Only those students who provide a social security number and signed the release form will be data matched with the Department of Revenue. ACLS is currently in dialogue with the Department of Higher Education to explore the possibility of setting up a data match process to track student entry to –– and progress in –– post–secondary education. Whose Data is Matched, for Which Goals (1a) Enter Employment/Get a Job –– those with SSN and signed release form (1b) Retained New Employment –– those with SSN and signed release form (2) Retain Current Employment –– those with SSN and signed release form (3) Obtain GED –– all students (regardless of SSN and signed release form since all GED data is stored in ACLS) If a student's social security number and signed release form are not provided, the system cannot data match for that student – so, the program must survey students and enter the information in the follow–up screen. The timeframe for follow-up is listed on the ACLS website under the SMARTT System Information. The goal list has been modified to follow the numbering on the goals form. When contacting students for follow up, programs should use the survey on the ACLS website under the SMARTT System Information. The survey is found on the link labeled "NRS Guidelines Survey Method for Follow–up Goals". The goals that require follow-up via the survey method are listed below for those those students with no social security number (SSN) and those with SSN but no signed release form: (1a) Enter Employment/Get a Job (1b) Retained New Employment (2) Retain Current Employment (5) Obtain EDP/ADP (6a) Enter Transitional Education (6b) Complete Transitional Education (7a) Enter post - secondary education (7b) Retain in Post-Secondary Education (8a) Enter Occupational Training > 12 mo. (8b) Retain Occupational Training > 12 mo. (8c) Complete Occupational Training > 12 mo. (9a) Enter Occupational Training 6 – 12 mo. (9b) Complete Occupational Training 6 – 12 mo. (10a) Enter Occupational Training < 6 mo. (10b) Complete Occupational Training < 6 mo.
3. Additional Changes for FY09
   The additional changes for FY09 are:
   • P21 and Pathways to Family Success have been added to the student basic information section so that programs can note this type of enrollment
   • Pathways to Family Success has been added to the rate-based class dropdown in the program plan.
   • Users need to indicate that students have signed the new release of information form. The student basic information screen indicates that the confidentiality status needs to be updated. Once that field is updated, users will see the date it is was last updated. If a student is enrolled in multiple sites, the status will be updated in all sites, since the student is unique in the system.
4. Two New Cognos Reports Are Now Available in the Desk Review Section
   Two new reports have been added to the Desk Review section under Adhoc Reports which will help programs ensure that their attendance and pre post information is up to date. The reports are:
   • Attendance Data Entry Status Report. This site level report lists the number of classes the program is behind in entering attendance data for these monthly time periods:
     • 0 – 2 months
     • 3 – 4 months
     • 5 – 6 months
     • More than 6 months
     Users can multi-select the different time periods.
   • Pre/post Status Report. This project level report lists the number of students, number with pre test only, number with pre and post tests, and the percent post tested. Users can select the pre post range in 10% increments. For example, a user can select 91% – 100% to view and print all projects with a post test rate in this range. The same exclusions apply in this report that apply to all pre post reports. The report excludes students with less than 12 hours attendance; TABE scores > 585; MAPT scores > 599; enrollments on or after 4/1; and students who have enrolled in non rates based classes with a class focus "SA: GED/Content Area".
5. SMARTT Training Schedule
   
   The updated training schedule is now posted. In order to ensure that the program has at all times the required two staff trained in SMARTT and Cognos, program directors are requested to have appropriate staff attend the scheduled upcoming trainings. Note that four SMARTT New User Trainings are scheduled at the following locations:

   9/03/08	Holyoke CC	9:30 – 3:30
   10/9/08	Northern Essex CC	9:30 – 3:30
   10/16/08	ALRI Boston	9:30 – 3:30
   11/06/08	Quinsigamond CC	9:30 – 3:30

   To register for these and other trainings, please go to http://calendar.sabes.org/ http://calendar.sabes.org/ and click on your region, or, contact the regional offices directly. Programs are encouraged to have several staff attend SMARTT and Cognos update trainings to be award of additional new features. Please notify the SABES regional office as soon as possible with future training needs, so that SABES can schedule appropriate trainings.