Sites

Sites were migrated from SMARTT projects as site locations in the LACES agency.  Sites are located at Agency Settings, at the Sites tab.  The Sites grid displays the sites that migrated from your SMARTT project.  You may enter new sites and inactivate sites that are no longer used.

To access the Sites tab:

1. Go to Person Profile at the top right of the screen. 

2. Select 'Agency Settings' from the drop down menu. (NOTE that Agency Settings is only available to full access users.)

3. Click the 'Sites' tab. 

4. Sites that migrated from SMARTT will display on the grid.  Some sites may have the status of 'Inactive.'  Inactive sites cannot be selected in a class or pair record. 

To add a new Site:

1. At the Sites tab, click 'Add New Record.'

2. Enter the required fields, and any optional fields you wish to track, and then click Save.

3. New sites with the 'active' status will display at the 'Site' field drop down list at the class record and at the student assessment tab. 

The Site record may be edited by clicking the edit icon on the row. 

Site fields:

Once the Site record is created, the site ID displays on the grid in the column 'Site.'  This ID is used to populate the student LACES ID (MAPT) number for integration with OWL.  The associated active site record must have the current or previous fiscal year setting in order to be sent to OWL.  As part of the rollover process, the Fiscal Year in active site records will be updated to the current fiscal year. 

To inactivate a site that is no longer active:

1. At the Sites tab, double-click the row for the relevant site to open the record.

2. Change the Site Status from Active to Inactive.

3. Update the Fiscal Year to reflect the last FY the site was active.

4.Click Save.

5. Sites that are active in the current fiscal year or were active last fiscal year are sent to MAPT.

To add a site to the class record:

1. Go to the Class area. 

2. Click the 'Add New Class' toolbar icon.

3. On the class intake page, select the site from the 'Site' field drop down list.  Only sites with an active status will display on the list.

4. Save the class record. 

5. You can also add or change the site by opening the class record and going to the Class Data tab and selecting from the 'Site' field drop down list.

To add a site to the group record:

1. Go to the Group area. 

2. Click the 'Add New Group' toolbar icon.

3. On the group intake page, select the site from the 'Site' field drop down list.  Only sites with an active status will display on the list.

4. Save the group record. 

5. You can also add or change the site by opening the group record and going to the Group Data tab and selecting from the 'Site' field drop down list.

When students are enrolled in a class or group that has a site selected in the class or group record, the site is 'attached' to the student enrollment record.  This populates a 'LACES ID (MAPT).'  This ID is used in the MAPT integration process.  You can see 'LACES ID (MAPT)' at the class or group enrollment tab by selecting the 'Enrollment Info with IDs' view.

To add a site to a pair record

1. Go to the Pair area. 

2. Open the pair record. (Site cannot be selected on the pair intake form.)

3. Click the Key Info panel. 

4. Select the site from the 'Site' field drop down list.  Only sites with an active status will display on the list.

5. Save.  

To add a site to a student assessment record:

1. Go to the student area. 

2. Open the student record.

3. Click the Assessments tab. 

4. Select an assessment from the 'Add Assessment' list. 

5. Select the site from the drop down list at the 'Site' field on the assessment card.

6. Enter the assessment information, and then Save. 

7. The Site name displays at the student assessment grid at the 'All' view.  

8. You can also add or change the site by opening the assessment record and selecting from the drop down list at the Site field.


Last update: 6/10/2022