Whitney Triplett, MA, NCC – Freshman/Sophomore CounselorNicole Cannon, MA – Junior/Senior Counselor

TRACKING STUDENT DATA USING COUNSELOR-GENERATED “WATCHLISTS”

What’s Your Favorite?!

Delicious PersonalitiesSweet, loving, cuddly. You love all warm and fuzzy items. A little nutty at times. Sometimes you need an ice cream cone at the end of the day.

You are adventurous, love new ideas, are a champion of underdogs and a slayer of dragons. When tempers flare up you whip out your saber. You are always the oddball with a unique sense of humor and direction. You tend to be very loyal.

You are always ready to give and receive. You are very creative, adventurous, ambitious, and passionate. You can appear to have a cold exterior but are warm on the inside. You will not settle for anything average in life. You love to laugh

You are smooth, sexy and skilled with your hands. You are an excellent caregiver and a good teacher. A bit of a diva/divo at times. You are set in your own style because you do your own thing. You shine when it comes to helping others.

You are a very fun loving person who likes to laugh. You are a little quirky at times. You have many loyal friends. You were meant to lead and teach others. You are a wonderful role model.

You are fun loving, sassy and humorous. Everyone enjoys being around you but you are a practical joker. You are a friend for life.

You are romantic, warm and loving. You care about other people. You can be counted on in a pinch and expect the same in return. You can be very emotional at times but a true person in every way. You like to do things for yourself and help others learn about themselves.

Goals of Session:

1. To discuss the benefits of utilizing counselor-generated watchlists to track student data

2. To discuss ways counselors set-up, maintain, and disseminate data at Raby

3. To illustrate an easy set-up of Excel that allows for easy cut and paste and manipulation of data

Who uses data at Raby?

Counselors are point-people for finding data for: Grade-level teams Content-area departments Committees ILT Student support personnel Anyone else needing it!

How data is disseminated

“Watchlists” = Counselor-generated reports that are updated every 5 weeks

1. Student-Level Watchlist (EXCEL) Tracks individual students’ grades, attendance,

behavior, credit deficiencies, test scores, etc.

2. Grade-Level Watchlist (WORD/EXCEL) Tracks grade-level trends, patterns, gaps in

achievement

3. School-Level Watchlist (WORD/EXCEL) Tracks school-wide trends, patterns, gaps in

achievement across grade levels and between content-area departments

How this practice has made a difference in our school… Allows us the freedom to EASILY track

data without having to ask a million people for it or spend hours searching for it

Developed a more data-savvy staff Lets us (and others) know when we’re

doing a good job! Allows us to better advocate for

our students, better policies, and more effective interventions

Generating the STUDENT-LEVEL WATCHLISTS…

Locating the raw data

Programmer sends us notification when every teacher has input grades (usually by 5pm on the day grades are due)

We run the following reports:

For Grades… For Attendance… For Behavior…

IMPACT GRADEBOOK - Failure Report

IMPACT SIM -CPS Student Daily Attendance with Summary

IMPACT VERIFY -DSC_Infraction_listDSC_Detention_list

Generating the Student-Level Watchlists…

See handout for step-by-step instructions on running these reports

Copy and paste data from reports into the student-level watchlist (grades, attendance, and discipline)

We calculate some data ourselves (i.e. current 5-wk GPA, GPA trend, PIT On-Track or Grad status, attendance trend)

Color Coding allows you to easily identify trends

Generating the Student-Level Watchlists…

Track Historical Data

Track Test Scores and

Gains

in a different sheet

Track student

transfer-ins/outs

Track eligibility for Half-Cap,

credits earned, SL hours

Track recovery courses

needed for each student

Track Graduation Status

Generating the GRADE-LEVEL and SCHOOL-LEVEL WATCHLISTS…

Class of

2011Class of

2012Class of 2013

Class of

2014

Grade-Level/School-Level Watchlists Begin to manipulate the data in

Excel to make sense of it Using graphs and charts helps us to

conceptualize the data more easily This information is written as a

report in MS Word

Generating the Watchlists…

Examples of data to include:Point-In-Time On-Track

DataPoint-In-Time Grad Status

DataGrades Data and Comparisons by Sub-

PopulationsGrade Distributions by

Content Area and PeriodAchieveme

nt Gap Data

Grade Breakdown by Period for Each Teacher

Attendance Data

Behavior Data

Grade Distributions by CourseGrade Distributions by

Department and Period

Generating the Watchlists…

Disseminating the Watchlists Goal for turn-around time is 3-4 days,

realistically it is often a week Email student-level watchlist to all

key staff (teachers, administrators, coaches, mentors, security, clinical staff)

Disseminating the Watchlists Present grade-level watchlist to

grade-level teams each 5-week grading period Use ATLAS protocol* for reviewing data Team chooses 1-2 important data points

to focus on for the next 5 weeks Each person leaves the meeting with an

action item for impacting the chosen data point(s)

Data is closely monitored and interventions/programs are evaluated

*ATLAS Protocol adapted from the University of Chicago’s Network for College Success - Success Team Collaborative. For more information, please contact Krystal Muldrow, kmuldrow@uchicago.edu.

*ATLAS Protocol adapted from the University of Chicago’s Network for College Success - Success Team Collaborative. For more information, please contact Krystal Muldrow, kmuldrow@uchicago.edu.

Present school-level watchlist at ILT meetings once per quarter (5-week, 15-week, 25-week, 35 week) Use ATLAS protocol for reviewing data Team chooses 1-2 important data points

to focus on for the next 5 weeks Each person leaves the meeting with an

action item for impacting the chosen data point(s)

Data is closely monitored and interventions/programs are evaluated

Disseminating the Watchlists

How we use the Watchlists…

10 Ways to use the Raby Watchlists

1. Find out how a student is doing in their classes, how many absences he/she has earned, and how many detentions, in-schools, or suspensions he/she has received. Then choose 1-2 students that you could mentor for the next grading period.

2. Learn whether your students’ attendance is affecting their grades. Then brainstorm ways YOU can positively impact one student’s attendance over the next 5 weeks.

3. Identify your students that may need targeted interventions (i.e. students who have more than 90% attendance, but are still failing multiple classes).

(Given to Raby staff)

4. Identify your division students who were low-achieving or who had a negative trend during the past grading period. Then conference with them on a daily/weekly basis during the next grading period, using the watchlist to inform the students of their own data.

5. Use the graphs from the watchlist overviews in your classes (i.e. “Attendance vs. GPA” or “Number of F’s Earned by Class Period”). Post the graphs where students will see them and purposefully discuss them with your students.

6. Share a piece of grade-level data with your students and have them reflect on it in a bell ringer activity.

-Example reflection question for seniors – “Currently, 55% of Raby seniors are at-risk of not graduating, due to needing night school for one or more courses. Do you need night school? If so, what is your plan for making up those credits this year? If not,

how might you help a friend who needs night school to register?”

10 Ways to use the Raby Watchlists (Given to Raby staff)

10 Ways to use the Raby Watchlists

7. Use the watchlists to inform your grade-level team about interventions that may be needed. -i.e. Review the watchlist as a team and select 1-2 data points that you want to positively impact this grading period. Center all grade-level initiatives around these data points.

8. Use the watchlists to inform content-area departments about interventions/supports that may be needed -Review your department’s data and discuss the trends and patterns that appear (i.e. Why might 6th period have the highest F-rate for your content area? What does it mean that your department has the highest D/F rate? …The highest A/B rate?)

9. To inform committees about interventions/supports that may be needed. -Discuss whether your committee’s current initiatives are positively impacting student achievement. If not, how should you adjust your team’s goals/initiatives so they will support student achievement?

(Given to Raby staff)

10 Ways to use the Raby Watchlists

10.Identify gaps in student achievement and brainstorm ways to close those gaps (i.e. last 5 weeks, there was an achievement gap of 10% between SPED students and GenEd students in terms of D/F rate. In learning this information, what can YOU do during the next grading period to help your SPED students to achieve at a higher level?)

(Given to Raby staff)

How to Use the Watchlists

Examples of Interventions…

Addresses multiple F’s

earned by students

Watchlists…

Allow you to EASILY track and disseminate data

Equip you to better advocate for your students, better policies, and more effective interventions!

Whitney Triplett, MA, NCCFreshman/Sophomore

Counselor(773) 534-0802wdtriplett@cps.edu

Nicole Cannon, MAJunior/Senior Counselor(773) 534-6755, ext. 63001nmcannon@cps.edu