SMARTT Update, July 2010 - SABES

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4) Quarterly Goal Follow-up Please make sure that you do your quarterly to follow up with current and former students to ascertain goal achievements. This information needs to be entered in the “Follow-up” section in SMARTT. Programs need to establish follow-up protocols and assign staff to this function. Programs should reference the guidelines and sample surveys provided in the “Sample Local Follow-Up Survey for Core Measures Adapted for Massachusetts” on the SMARTT section of the ACLS website at. http://www.doe.mass.edu/acls/smartt/nrssurvey_followup.doc The following goals listed on our goal form require follow-up at the local level: Students with no social security number (SSN) & those with SSN but no signed release form: (1a) Enter Employment/Get a Job (1b) Retained New Employment (2) Retain Current Employment All students even if the social security number has been indicated since data matching is not available: (4) Complete some adult HS credits and/or MCAS tests toward ADP (5) Obtain 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. 5) New Features in SMARTT – more detailed information will be forthcoming a) Avoid Creating Duplicate Records When Entering New Students In SMARTT We are working on ways to help users so that duplicate records are not inadvertently created for students who may have been previously enrolled in SMARTT, including those who may have been enrolled by another program. It is crucial for the integrity of our data to maintain prior history of the students served by the ABE system. When a duplicate record is created for a student already enrolled, that history is not accurately associated with the newly created duplicate record. To prevent accidentally creating a duplicate record, we are listing new steps outlined below. This applies to creating either a Full, Partial or Waitlisted student. 2
In order to facilitate this task, the intake process for Students, Partial Intakes and Waitlist Students is being revamped. A new screen Phase 1 screen is being introduced to provide an interface\method to cross reference SMARTT records to ensure that a student did not previously exist. Potential matches shall be provided if found so the user can select a record to avoid creating a duplicate record. Selection of the record will redirect the student to the “conventional intake” screen which will be populated with information associated with the student that was identified as a potential duplicate. If a potential duplicate is not found, then the user will be redirected to the “conventional intake” screen to create a new record. A mandatory combination of the following fields shall be used as search criteria: First Name, Last Name, Gender, Date Of Birth and Social Security Number (SSN). Please note that a “Not Provided” option will be provided for SSN. Optional criteria are Maiden Name and Previous Site if known or provided. If it is known that a student exists at another site in SMARTT or may have appeared in the waitlist, partial intakes, referral from a Workplace or Distance Learning Referral to Distance Learning Hub. The combination depends on whether you are performing the intake from the Students, Partial Intake or Waitlist screen. You can always click on the search button next to the last name field to search for the student (provided the student has signed a release). You may choose run a search on all of the aforementioned options or isolate it to a specific one. These features shall be tested by the various SABES Regional Field Technologists as well as various SMARTT users that have or shall be volunteering. This entails ensuring the features function as anticipated as well providing suggestions and feedback that will make the use of this new addition as user friendly as possible. We are still looking for a handful of SMARTT users to help test the new features. Full instructional documentation as well as other information shall be provided to those that volunteer. Please contact Rob Chirwa, SMARTT Team Developer, (rchirwa@doe.mass.edu) if interested in testing this new functionality. b) Race/Ethnicity Changes Please make sure that all newly enrolled students are given the FY11 Student Intake form posted on the ACLS website since there are changes to the race/ethnicity section. All current and newly enrolled students must answer these two questions: PART 1: Is the student Hispanic/Latino? (choose only one) No, not Hispanic/Latino Yes, Hispanic/Latino (A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race) 3
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SMARTT Update, July 2010 - SABES

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