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 deborah1.mcrae@cms.k12.nc.us

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) 343-1341whitneyd.triplett@cms.k12.nc.us