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Whitney Triplett, M.A., NCC – Graduation Coach
Creating Your Own Stoplight Reportas a Progress Monitoring Tool
Session Objectives
1. Learn how to set up a basic spreadsheet that tracks grades, attendance and testing data for all students in a school
2. Discuss how MCHS identifies high-risk students through their Stoplight report
3. Explore best practices for monitoring the progress of high-risk students
Participants will:
How Progress Monitoring is Organized at MCHS
5 Counselor/Admin Teams + Grad Coach – located in same general area of the school
All 9th Graders
Last Names
A-E
Last Names
F-L
Last Names
M-R
Last Names
S-Z
Retained
Students
Counselor + Dean
Counselor + Dean
Counselor + AP
Counselor + AP
Counselor + API
Graduation Coach
How Progress Monitoring is Organized at MCHS
Grad Coach maintains and updates a progress monitoring tool (“Stoplight Report”) each grading period
Students identified as high-risk by the Stoplight Report are targeted for intervention
How Progress Monitoring is Organized at MCHS
Counselor/Admin teams meet with at least 5 targeted students each week and implement interventions specifically designed for each student, based on their needs
Documentation and outcomes of meetings and interventions are entered into the stoplight report “notes” section on our “P” Drive
Weekly reporting-out in Admin meetings to discuss successes, challenges; maintain constant communication between Admins and Counselors
The IDEAL Progress Monitoring Process
1. TARGET students for intervention 2. TRACK students’ progress while we
are intervening3. MEASURE and EVALUATE the results
of our intervention4. SHARE the results with key
stakeholders
How progress monitoring has made a difference in our school… Target students that need the most
support Easily access and track student data from
one file Maintain a laser-like focus on student
achievement Accountability - lets us know when we’re
doing a good job and when we need to improve
Puts us in a better position to advocate for our students and more effective policies/interventions
Best Practices: What Produces Results?
Priority #1 = putting ourselves in the role of Student Advocate first and foremost; our other roles are secondary
Effective, regular collaboration with key stakeholders
Regular check-ins and share-outs (accountability)
Implementing interventions that are designed specifically for each student (one size doesn’t fit all)
Advocating for better policies when necessary
MCHS’s Stoplight Report:How We Create the Report
Excel spreadsheet containing data on every student in our school
Updated each quarter by Grad Coach
Demographics Alerts Achievement/Related Data
Name, IDDOB, AgeGrade9th Grade Entry YrRace, Ethnicity, 1st Lang
Whether RetainedWhether Over AgeIEP/504/LEPCase Manager
Grades (# A’s, B’s, C’s, D’s, F’s)Semester GPAAttendance (# Ex, #Unex, Rate)Behavior (# Sus, Days Sus)EOC’s8th Grade EOG’s (freshmen only)
MCHS’s Stoplight Report:How We Create the Report
Data can be pulled from a variety of locations to best fit your needs (NCWISE, Principal Portal, Reporting Hub)
Copy/paste data into empty spreadsheet or use Vlookup function to pull data into spreadsheetDemographic
sGrades Attendance/
SuspTesting
Export Ad Hoc File:Name, ID #, DOB, Grade, Gender, Race, Ethnicity, First Language, Alert Window
Export Ad Hoc File:ID #Course NameReport Cycle NameMark
Principal Portal“Student Attendance”Export as .csv file
Principal Portal“Graduation Exit Standards Summary for Principal”“Prior EOG Results by Student”
Calculate age, whether retained, whether over age
Calculate Sem GPA
Calculate Att. Rate
MCHS’s Stoplight Report: How Students are Targeted
Red Group Students are
targeted for the most
intensive interventions
MS Excel Assistance
Deborah McRae CMS Contractor through Premiere Alliance Group – provides one-on-one assistance! Fill out a PD Request thru Datawise portal [email protected]
Datawise portal – Training – Excel Modules download how-to’s, training videos and examples
Learning to use the Vlookup function is a huge time saver!
Tools and Interventions
Weekly counseling/coaching Reviewing progress monitoring points with
students Use of weekly progress reports (even with
seniors) Use of contracts (contract 1, contract 2)
Parental involvement (parent nights, constant communication, accountability)
Advocacy on student’s behalf to teachers and staff
Many different opportunities for academic support
Razor-sharp focus on transcripts
Identifying Gaps in Achievement using the Stoplight Report Sort the data by subpopulation to
compare achievement-related data by group (i.e. gender, race, disability, etc.)
“Analyzing disaggregated data uncovers equity and access issues. Once the problem areas are brought to light, it is important to thoughtfully consider those factors that are creating barriers in those areas. School counselors then strategically design programs or activities to help lessen the barriers and begin to close the gap.”
-American School Counselor Association (2005). The ASCA National Model: A Framework for School Counseling Programs, Second Edition. Alexandria, VA: Author.
Examples…
Whitney Triplett, M.A., NCC Graduation Coach(980) [email protected]