Students from the Waitlist in SMARTT have been migrated to LACES.
In Smartt, there were 3 waitlist statuses: Intaken, Current, Removed. (See Release updates 10/19/2018 for more information about the student overall status updates.)
Students on the SMARTT waitlist with the status of 'Intaken' migrated to LACES with the overall status of 'Waitlist (Partial Intake).'
Students on the SMARTT waitlist with the status of 'Current' migrated to LACES with the overall status of 'Waitlist (Partial Intake).
Students on the SMARTT waitlist with the status of 'Removed' migrated to LACES with the overall status of 'Removed from 'Waitlist.'
In SMARTT, there were waitlist students who had been assessed, enrolled in a class, and had hours, but were not removed from the SMARTT waitlist. These students may have already migrated prior to the Waitlist migration on 10/19/2018, and may have multiple records in LACES with a different overall status. Additionally, while waiting for the waitlist students to be migrated, agencies may have entered the student again, creating a duplicate student record.
Duplicated records cannot be automatically combined in LACES at the agency level by LPS, so it is the responsibility of the agency to be aware of, and correct any duplicated records as they come across them.
1. Unless you are certain, display All Students by removing the Current Fiscal Year filter before entering a new student. Using the grid filter, search for the student. If you attempt to enter a student that already exists in the database, you will get the 'Potential Duplicate' message. Open the link to determine if the student already exists. If so, do not enter the student again.
2. If a match is found, verify that it is the same student by SSN, birthdate, gender, address, or other identifying data.
3. If you have verified that it is the same student, you do not need to enter the student again. Do not change the student's intake date. Simply open the record and add assessments, or enroll the student.
If duplicate records are found in LACES, and you have verified that it is the same student but with two records, then:
1. First decide which record to keep. This is usually the record with the most data.
2. Enter the data from the other record until all data is contained in only one student record.
3. Delete the unnecessary record. If you find that you cannot delete the unnecessary, duplicated record because the student has a prior year fiscal summary, send the student ID to tech support so the record can be deleted.
Going forward, the intake page used to enter a student record will determine the overall status automatically assigned to the student. While both intake pages automatically assign an overall status that contains 'Waitlist,' only those students entered with the 'Add Waitlist Student' intake form are considered to be a Waitlist student similar to the SMARTT process.
Add New Student = overall status is Waitlist (Full Intake)
Add Waitlist Student = overall status Waitlist (Partial Intake)
'Waitlist (Partial Intake)' is your indicator that the student record was entered using the 'Add Waitlist Student' intake form, and that the record potentially does not have all required fields entered in the record. While students may still be assessed and enrolled, it is important to enter all required fields in order for the student to count correctly on the NRS reports.
Students with the status of 'Waitlist (Partial Intake)' cannot be manually updated to 'Waitlist (Full Intake).'
Once a student is enrolled in LACES, the overall status changes to Enrolled. This means they are no longer waiting. You do not have to remove the student from the waitlist as you did in SMARTT.
Students whose overall status is 'Waitlist (Full Intake)' or 'Waitlist (Partial Intake)' may be bulk updated to 'Removed from Waitlist.' This allows users to update a selection of students' overall status to 'Removed from Waitlist' without having to open each record individually and add the missing required fields on the student Key Info page in order to change the status.
1. At the student grid, select each student who should be updated by putting a check in the box to the right of the row for the student.
3. In the upper right toolbar, click Selection and choose Subset in the dropdown menu. If you do not do this step, all Waitlist students in the list will be updated.
2. Click the down arrow on the student 'More' toolbar.
3. Select 'Update Students to 'Removed from Waitlist.'
4. Click Yes to proceed.
Students in the selection whose overall status is Left or Enrolled will NOT be updated.
A history record will be added at the student Overall Status History panel with the start date the date of the bulk update.
To remove an individual student from the Waitlist rather than removing a batch of students, open the student record and go to the Student Data tab > Key Info panel. Update the Status from either "Waitlist (Partial Intake)" or "Waitlist (Full Intake)" to "Removed from Waitlist" and click Save.
The agency may initiate contact with students who are waiting to be served. Contact information, such as the date and time the student was contacted, by whom, method contact, and the outcome of the contact may by tracked at the student History tab/Waitlist Contact History panel by adding a record. The Waitlist Contact History search is also available at the student grid under the >Searches link at the History category. Additionally, an All Waitlist Contacts area has been added at the More area dropdown to display all contact history records.
Some students migrated from SMARTT to LACES with missing data. Students with the status of 'Waitlist (Full Intake),' 'Enrolled,' and 'Left' may also be missing data!
To find missing data you can go to the Dashboard, or you can use the View Manager.
View Manager
1. At the student area, click the down arrow on the 'View' field.
2. Select the view: NRS Key Data.
3. Missing data, or No Value Entered in reportable fields should be entered.
4. Open the student record. The fields that must be entered for reporting purposes are:
Other required fields are specific to the state of Massachusetts and must also be entered.
Last update: 1/27/2025