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SMARTT Updates
By Donna Cornellier
dcornellier@doe.mass.edu
May 8, 2008
Site Rollover Link
The site rollover link is now available so that programs can review the site rollover report to make sure all the FY08 information is updated. This report will help you update your goal, assessment, and attendance data.
Use the Site Rollover report to review your data entered and determine if goal, assessment, and attendance data still needs to be updated. Remember that 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. You should review the data in this order:
- 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 attended trainings/activities offered by other providers (not provided by SABES)
The report has functionality to track the student goal and assessment data that you have reviewed. When you review the list of student assessments and goals and check off the box next to the student name, you can save that list. Click on the button at the top of the report labeled "Save Current Work". The report will then show the list of names that still need to be reviewed.
The next time you access the report, you will get the "Working" version which is the list of remaining students to review. You should keep reviewing all the student's assessment and goal information until no names appear on this list. If you want to go back to see the original list at anytime, you can click on the "Original" button at the top of the report. You still have the option to click on the "Working" button to list the students that still need to be reviewed to verify that the information is updated and accurate. This new functionality helps programs go through the list of names without having to record the information on paper.
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 should be submitted by August 22nd. If names appear, you will need to check off each box remaining 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. Federal Reports are Ready for Testing
The site level Federal Report Tables 1 - 4B in Cognos are now ready to be tested. We are looking for programs that would like to test Table 4: Educational Gains and Attendance by Educational Functioning Level by receiving data files from us to ensure that correct data appears in each column. Please e-mail me if you would like to test the report --- dcornellier@doe.mass.edu.
| Table 1: | Participants by Entering Educational Functioning Level, Ethnicity, and Gender |
| Table 2: | Participants by Age, Ethnicity, and Gender |
| Table 3: | Participants by Program Type and Age |
| Table 4: | Educational Gains and Attendance by Educational Functioning Level |
| Table 4B: | Educational Gains and Attendance by Educational Functioning Level (includes only students who received pre and post tests) |
GED Outcomes
As you know, programs do not need to conduct follow-up for the goal of "Obtain a GED" since this is data matched in our department using data from the Oklahoma Scoring Service. If a student takes the GED test at a testing center outside of Massachusetts, we are not able to perform the data match. Therefore, you need to follow-up with students who tested out-of-state, and e-mail me the student name. SMARTT ID, and credential date so that we can mark the goal attainment for that student. Timelines for Reporting Employment Related Outcomes
We will be reporting on FY07 job related goals to comply with new regulations to be consistent with Title I of the Workforce Investment Act.. As you can see in the following table, it takes several quarters to get the information needed to report goal attainment. Since quarterly data is received from Department of Revenue, we use the mid date in the middle month of the quarter when setting the date met for job related goals. For example, if a student had set the goal to "Enter Employment" and had attendance in February, then we would check to see if there are salary records in the next quarter (April - June), and if there is salary information, we would set the date met as May 15th.
Timelines for FY08 Reporting:
Quarterly Periods for Collecting Entered and Retained Employment
| Enter Employment |
|---|
| Current Goal | Collect Follow-up
Date Me
(data matching uses midpoint of quarters) |
|---|
October 1-December 31, 2006
(Second Quarter FY07) | January 1-March 31, 2007 (Feb.15 , 2007)
(Third Quarter FY07) |
January 1-March 31, 2007
(Third Quarter FY07) | April 1-June 30, 2007 (May 15, 2007)
(Fourth Quarter FY07) |
April 1-June 30, 2007
(Fourth Quarter FY07) | July 1 - September 30, 2007 (Aug.15, 2007)
(First Quarter FY08) |
July 1-September 30, 2007
(First Quarter FY08) | October 1 -December 31, 2007 (Nov. 15, 2007)
(Second Quarter FY08) |
| |
| Retain Employment |
|---|
Current Goal
Date Set
(Same as date met for Get a Job) | Collect Follow-up
Date Met
(data matching uses midpoint of quarters) |
|---|
April 1-June 30, 2006
(Fourth Quarter FY06) | January 1-March 31, 2007 (Feb.15 , 2007)
(Third Quarter FY07) |
July 1-September 30, 2006
(First Quarter FY07) | April 1-June 30, 2007 (May 15, 2007)
(Fourth Quarter FY07) |
October 1-December 31, 2006
(Second Quarter FY07) | July 1 - September 30, 2007 (Aug.15, 2007)
(First Quarter FY08) |
January 1-March 31, 2007
(Third Quarter FY07) | October 1 -December 31, 2007 (Nov. 15, 2007)
(Second Quarter FY08) |
Please make sure that you survey students when a social security number and release form is not signed. The sample survey adapted for use in Massachusetts is located on the SMARTT System section of our ACLS website at http://www.doe.mass.edu/acls/smartt/nrssurvey_followup.doc. SMARTT Training Schedule  
The updated training schedule is now posted. Note that the next SMARTT New user is scheduled for July 9th at Quinsigamond CC, City Square downtown campus from 9:30 - 3:30. To register for this training and other trainings, please go to http://calendar.sabes.org/ and click on your region or contact the regional offices directly.
Please make sure that appropriate staff attend the scheduled upcoming trainings. Notify your SABES regional office as soon as possible with future SMARTT/Cognos training needs so SABES can schedule appropriate trainings. For contact information, see http://www.sabes.org/staff.htm.
last updated: May 9, 2008
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