Introduction to Cohort Follow Up SABES PD Center for SMARTT/Cognos Support
Cohort Follow Up is the SMARTT Screen: From Main Menu, link on left. Accessible from multiple browsers (SMARTT 3.0). Legend defines cohorts (WIA and WIOA). Searchable by cohort, exit date range, Last name. Search results include student contact information, exportable to Excel or pdf. Individual student records include guiding questions, period of participation details, contact history, and cohort follow up details.
Cohorts, some notes on NOTES: Only shows exited students. Cohorts A-D apply to WIOA, exits July 1, 2016 or more recent. Cohorts C-E apply to WIA, exits prior to July 1, 2016. D is datamatched even without SSN or ROI ( fuzzy ). **Except for ADP/EDP. C is theoretically datamatched. PSE enrollment outcomes are data matched through the National Student Clearinghouse (NSC), but programs that follow up on PSE outcomes have a better chance of capturing all outcomes, and therefore, have a greater likelihood of improving overall program performance. C can be met any day 365 days from exit date, thus eminently follow uppable. A,B, let the whole second or fourth quarter pass before following up.
Notes on Search fields and filters Last Name: less is more...fewer letters, more results. An Exit date range is defined by the Exit Start Date and the Exit End Date. E.G. to look at students who exited in Q3 of FY17 use: 1/1/2017 and 3/31/2017. Status: Entire cohort shows all students regardless of SSN and ROI status (shaded students are missing one or both of those, and thus Require Follow-Up). Cohort: Drop down gives choice of cohort to examine. You will still be able to follow up with other cohorts even if the others were not specifically chosen. 30 Day Report: When selected this flags records that only have 30 days left before their Cohort status is due. After the due date, no more follow up is possible.
Search Results Keep an eye on the Search results. Adjusting the filters should give you different results. E.G. 70 results for 4th Q Employment (shown above), 58 for 2nd QE. Search results exportable to Excel, PDF, and printer (icons in upper right). Information returned under columns: Name, SMARTT ID, Address, Phone#, Exit Date, SSN, ROI. Note: sort by column by clicking on it. Also, no you can not show or hide other fields. Recommended: Export to Excel to create tracking record of your own (add columns for notes, dates of contact/follow-up). Update monthly. Recommended: when clicking on a student name to follow up on their details, Right-Click and Open in New Tab. When done with that record, close the tab.
Individual records The key is the Period of Participation (POP). A single student may have multiple POPs (rare). Refer to the Exit date of each POP when determining how to follow up with respect to a specific cohort.
Dynamic question s Questions are dynamic and will change depending on how you answer. E.G. #1 supplies range of dates you are interested in based on exit date. Note the Not Provided option. Wage Collection Period refers to the unit of time referenced for how much the person is paid. E.G. You: How much are you getting paid? Them: Two fifty You: An hour?? Them No, week...but I keep asking for more hours. The Collection Period = Weekly in this example. Don t forget to Save!
Another example. Here the hours/week weren t collected so the Quarterly salary wasn t automatically computed (based on 13 weeks/quarter). Also note the contact summary (one date is odd!) Contact may or may not be made (Yes/No) but can be recorded in either case.
Example
Follow Up Period, examples Example 1. A student exits May 31, 2017 (4th Q FY17). They were unemployed at exit and are put into Cohorts A and B automatically. You will want to know if they were employed at all between Oct1-Dec31, 2017 and then again between Apr1-Jun30, 2018. In both cases, it is prudent to wait to do follow up until the full period in question has passed. FY Cohort Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May June FY17 FY18 A Period in question (2 nd Q after exit) FY19 B Follow Up period Follow Up period Exit Period in question (4 th Q after exit)
Follow Up period Example 2. A student exits Feb 28, 2017. They were unemployed at exit and are put into Cohorts A and B automatically. Follow up and see if this student was employed at anytime during the 2 nd and 4 th quarters after the quarter they exited. In other words, you want to know if they were employed at all between Oct1-Dec31, 2017 and then again between Apr1-Jun30, 2018. In both cases, it is prudent to wait to do follow up until the full period in question has passed. FY Cohort Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May June FY17 Exit FY18 A Period in question Follow Up period FY18 B Period in question Follow Up period
Follow Up period Example 3. A student exits Feb 28, 2017. They had a HSE but no post secondary education or training. On exit, they are automatically placed in the Cohort C, Postsecondary Education or Training. This student can meet this cohort by enrolling in college or a training program 365 days from exit FY Cohort Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May June FY17 C Exit 2/28 Period in question/follow Up period FY18 C Period in question/follow Up period (through 2/28/2018)