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Dropout Prevention Reports In JPams

Email Reports in the Dews System......

Student Detail Report Example......

Running DEWS Reports in the SBLC Module......

Creating a Referral in the SBLC Program......

Edit (Early Detection) Report......

Advanced Configuration of the Edit Report......

Appendix: Calculate GPA’s

Appendix: Posting Log Records to Students......

Appendix: Sample Dews Action Report......

Email Reports in the DEWS System

DEWS is a system that uses triggers to analyze student attendance, discipline, and GPA to predict dropout potential. The chart below specifies the types of automatic emails sent to various staff.

TITLE DESCRIPTION RECIPIENTS

Student Detail ReportComplete list of DEWS students. Superintendent, CWA

Emailed to staff on the 1stPrincipals

and 15th of each month.Asst. Principals

Counselors

New Students ReportDaily run to find new DEWS Superintendent, CWA

Students. Email to staff daily.Principals

Asst Principals

Counselors

District/School ChartSummarychart totals by school Superintendent, CWA

in district for grades eightPrincipals

through 12. Emailed to staff on Asst. Principals

1st and 15th of each month.

District/School Chart Gr9Summarychart totals by schoolSuperintendent, CWA

In district for grade 9 only. Principals

Emailed to staff on 1st and 15thAsst. Principals

of each month.

Louisiana State/DistrictSummarytotals by districtLA. Dept of Ed Staff

ChartGrades 8 - 12 for grades 8 through 12.

Emailed to DOE staff on

1st and 15th of each month.

Louisiana State/DistrictSummary totals by districtLA. Dept of Ed Staff

Chart Gr 9 for grade 9. Emailed to DOE

staff on 1st and 15th of each

month.

Email (MEG) Log Retain all email and historical

reports for committee review.

Available at districtand DOE.

Student Detail Report Example

Student Name / Sidno / GD / Age / D Pts / Disc / Atnd / GPA / Stats
ALIEN / 2020033 / 11 / 17 / 0 / 15.0* / 2.7142/3 / 20
CRANE FRAZIER / 5010005 / 09 / 16* / 1 / 3.0 / 1/3.1538* / 20
HULK INCREDIBLE / 8025005 / 09 / 16* / 0 / 10.0 / 1/1.8461* / 20
IRONMAN / 8025068 / 08 / 15* / 2 / 5.0 / 1/1.1428* / 20
KIRK CAPTAIN / 7045022 / 11 / 18* / 0 / 5.5 / 1/1* / 20
PARKER PETER / 5110307 / 12 / 19* / 0 / 15.5* / 2.75/2 / 20
PREDATOR / 8069945 / 08 / 14 / 0 / 4.0* / 2.7142/3.2857 / 20
RIDER KNIGHT / 0110003 / 08 / 13 / 1 / 15.0* / 2.1428/1.7142 / 20
SPIDERMAN / 7109992 / 10 / 15 / 0 / 5.0 / 1/2.8571* / 20
SPOCK MR / 5110668 / 12 / 17 / 0 / 1.0 / 2/3.6* / 20
SUPERMAN / 5110910 / 10 / 16 / 0 / 3.5 / 1.3333/3.2857* / 20
STRETCH / 5110903 / 10 / 16 / 1 / 6.0 / 0.5/2.5714* / 20
THING THE / 8130944 / 09 / 14 / 0 / 6.5 / 1.0769/1.6923* / 20
WOLVERINE / 8130921 / 09 / 15 / 0 / 7.0 / 0.9230/1.5384* / 20

Legend

  1. * Indicates area of risk
  2. Age...... At risk if two years out of normal grade level.
  3. Disc...... Count of referrals. At risk if 7% of days enrolled.
  4. Atnd...... Count of absences. At risk if 10% of days enrolled.
  5. GPA...... Current GPA / Previous GPA Comparison. At risk if GPA <= 1.00 or if current GPA is .5 lower than previous GPA.
  6. Stats...... Each at risk area worth 20 points. The higher the Stats value, the more at risk the student is.

Running DEWS Reports in the SBLC Module

1.

Click SBLCbutton

2.

3.

4.

5.Cell click on the numbers for your school to reveal student details for each category.

Creating a Referral in the SBLC Program

When working with a DEWS report, a user may want to create a record of meetings and interventions performed on the student. The SBLC module allows a user to post referrals and subsequent meetings on students for DEWS reasons, as well as other concerns.

Note: The DEWS interventions available can be used for any situation, not just DEWS related SBLC referrals.

Directions

1.Access the SBLC Program

  1. On the main JPams screen, click the SBLC button.
  2. Click program #2, SBLC System.
  3. Set the appropriate year, then click OK.

2.Search for the Student

  1. Click Find 1 and select the name of the student.
  2. Information about the student is displayed.
  3. Check the Referral box at the top. If it is blank, there are no previous referrals on the student. If there are referrals, they will be listed here.
  4. Use the Print 2 button to print the student’s demographic page.

3.Post a Referral

  1. Click the Referral tab. Complete the information for the student.
  2. Click Save.
  3. Click Print to print the referral.

4.Add a Meeting

  1. Locate the referral to which the meeting will be added by doing one of the following:
  2. On the student’s SBLC information screen, click the Referral drop down box. Click on the desired referral.
  3. Click the Referral tab, then click the Next or Prev button.
  4. Click the Meeting tab and post information.
  5. Click Save.
  6. Click Print to print the referral and the connected meetings.

5.To Locate a Referral for a Student

  1. Click Find 1 to locate the student.
  2. Click the Referral drop down box, then select the referral desired.

6.To Locate a Meeting Associated with a Referral

  1. Click Find 1 to locate a student
  2. Click the Referral drop down box, then select the desired referral.
  3. Click the Meeting List drop down box, then select the desired meeting.

Edit (Early Detection) Report

The EDIT report allows the user to configure and tune the settings for identifying students that are “At Risk”.

Note: Part of the EDIT Report uses GPA averages to identify students who are “At Risk”.

If GPA’s have not been calculated recently,you may want to do so before running this report. An appendix explaining how to calculate GPA’s is located at the end of this document. If no GPA exits for the current grading period, the program will automatically look for the most recent GPA to compare against a previous GPA.

  1. Start the EDIT Report by navigating to the SBLC system:
  1. At the main screen of JPams, double click SBLC, then click program #2, “SBLC System”.
  2. At the setup box, set for the desired year. Your school number should be in the “School” field. Click “OK”.
  3. Click “Stu”, then “Early At Risk Monitoring”.
  1. Setup Box Configuration:

  1. Set “School Year” to “0708”.
  2. Verify “District” as your district number
  3. Set “School” to correct school.
  4. If logged in as a school level user, your school number will appear as the selection.
  5. Set “Stats At Risk Pts Limit” as “100”
  6. Set “Include Grades” as “-1” to “12”.
  7. Place a check next to “Show Student With Pts>”
  8. Set “Show Student With Pts>” to “19”
  9. Click “OK”

  1. Run the EDIT Early Detection Report with Default Settings
  2. Click “Process” at the bottom of the screen to run the report against the default settings.
  3. A progress bar as shown at right will appear.
  4. The state default settings for the report are:
  5. Discipline: Count is 7% of days enrolled.
  6. Attendance: Count is 10% of days enrolled.
  7. Skip those marked with the "P" flag, which are students who are under direct school supervision for field trips and in school suspension.
  8. GPA:
  9. If the GPA is 2.0 or more, then the student must drop 1.5 in GPA to be triggered.
  10. If the GPA is less than 2.0, then the student must drop 0.5 in GPA to be triggered.
  11. If the GPA is less than 1.0, then the student will be triggered.
  12. Features of the EDIT Early Detection Report
  13. Based on the default settings described, a list of possible “at-risk” students is generated on the screen.
  14. If a student is found to have at least one “at-risk” category (Discipline, Attendance, or GPA), the result is displayed as a fraction ina redcell in the appropriate column. An asterisk (*) is placed next to the number in the fraction that caused the “at-risk” trigger.
  15. Discipline (“Disc” column) and Attendance(“Atnd” column)are shown as fractional amounts that comparethe number of records for the last 35 days versus the current year.
  16. Example 1: A Discipline fraction of “4/6* means that the student had 4 discipline incidents in the last 35 days and 6 discipline incidents for the current year. The “*” next to the value of 6 indicates that this is the trigger for “at-risk” qualification.
  17. Example 2: An Attendance fraction of “12/16*” means that the student had 12 absences in the last 35 days and 16 absences for the current year. The “*” next to the value of 16 indicates that this is the trigger for “at-risk” qualification.
  18. GPA(“GPA” column) fractional numbers show a comparison of the GPA of the most recent grading period versus the GPA of the previous grading period.
  19. Example 3: A GPA fraction of “2.75/3.5*” means the most recent grading period had an average of 2.75, and the previous grading period had a GPA of 3.5.
  20. The “Stats Pts” columnshows the sum of the “at risk” categories (Discipline, Attendance, GPA). Each category found to meet “at risk” criteria is worth 20 points. The higher the “Stats Pts” sum number is, the more “at-risk” the student may be.
  21. Example 4: A “Stats Pts” sum of 40 is displayed because the student has a red “at risk” value for Attendance (20 pts) and GPA (another 20 pts = a sum of 40). This student is at risk in two of three important categories.
  22. Example5: A particularly high “Stats Pts” sum of 60 is shown for this student. The student is at risk in all three components. Since the student has three categories meeting the criteria for “at-risk”, the sum of 60 points is shown.
  1. The Counseling category (“Counsel” column) will be set in the future to work with codes assigned to students in the SBLC meeting system. The codes will be reflective of the actions initiated and coded as a result of an SBLC meeting.
  1. Tip - To sort the table from “least at-risk” to “most at-risk”, click on the column header “Stats Pts”. The students with the highest sums of categories (i.e. “most at-risk”) will be at the bottom of the listing.
  1. Printing the Report is done by clicking “Print”.
  1. The “Gray Box” (A hidden menu to see a student’s detailed information) is accessed by clicking anywhere on the row of a student. From here, a user can investigate the student’s schedule, transcript, attendance, discipline, and grades.

Advanced Configuration ofthe Edit Report

The Early Detection EDIT Report comes with defaults set for state defined criteria (see page 2, III c). A user can adjust settings to change criteria that the individual district or school finds are important to define a student who is “at-risk”. The descriptions below explain the different settings for the main components that make up the EDIT Report.

  1. Adjusting Student Master Factors and Settings
  1. At the main screen of the EDIT program, click “Student Master”, then “Student Setup Defaults”.
  2. A setup box like at right appears. To include Student Master data as a factor in “at-risk” determination, click to place a check next to “Include”.
  3. “Percent” can be adjusted to something that does not place as much emphasis on student master data.
  4. “Threshold Pts” represents a value of points gained from Student Master weights in which any amount above this number would trigger a student as “at-risk”. This value can be adjusted to a smaller or larger amount to be counted in the “Stats Pts” column of a student.
  5. “Older Student Years” refers to the starting first grade age of a student. Other grades and ages are based off of this key grade. If a user wants to make the “older student age” calculation to go to a lower number of years, change this value to “6”.
  1. To customize the Weights given to the student master variables, at the EDIT main screen, click “Student Master”, then “Setup Weights”.
  2. Enter a number of points for each field that would indicate a student as possibly being “at-risk”.
  3. In the example at right, our student master fields that may indicate “at-risk” are “OSF Old Student Factor”, “02 Limited English Proficient”, and “LU1 Meal” (free lunch). Point values were given to each factor based on the importance of it being a predictor of a student being “at-risk”.
  4. Remember, we set “Threshold Pts” to 100 points.
  5. Based on the example settings shown, if a student has any two of these factors in his Student Master profile, the student would have a sum of points over 100, and would therefore be triggered as “at-risk” in the Student Master category.
  1. Scroll down the listing to see the other student master factors that can be used to identify “at-risk” students.
  2. When done identifying student master factors, click “OK”.
  1. Adjusting Discipline Settings
  1. At the main EDIT program screen, click on “Discipline”, then “Discipline Setup Defaults”.
  1. To include Discipline as a component of “at-risk” determination, click to place a check next to “Include”.
  1. Set “Percent” to a value that reflects the amount of importance discipline activity plays in “at-risk” determination.
  1. “YTDRange” stands for “Year to DateRange”. These fieldscan be set from the start of the current year to the present date. However, a user can also set the “YTDRange” to consider a start and end set of dates over multiple years. This would take a more longitudinal approach to identifying discipline problems as a factor in “at-risk” determination.
  1. “Tran:” stands for the number of discipline transactions in the “YTDRange” that would qualify a student for “at-risk” in the discipline category. The state default is “5”, but a user can adjust for tolerances of the individual district or school.
  1. “PTDRange” stands for “Period to DateRange”. These fields can be set to a more recent set of dates to identify students who have become active in discipline in a fairly recent time frame. The state default is to set a start /end“PTDRange” of 35 days. A district or school can adjust the “PTDRange” to whatever date range is desired.
  1. “Tran:” stands for the number of discipline transactions in the “PTDRange” that would qualify a student as “at-risk” in the discipline category. The state default is “3” transactions in the “PTDRange”. A district or school can adjust for tolerances of the individual district or school.
  1. Adjusting Attendance Settings
  1. At the main EDIT screen, select “Attendance”, then “Attendance Setup Defaults”.
  1. To include Attendance as a component of “at-risk” determination, click to place a check next to “Include”.
  1. Set “Percent” to a value that reflects the amount of importance attendance activity plays in “at-risk” determination.
  1. “YTDRange” stands for “Year to DateRange”. These fields can be set from the start of the current year to the present date. However, a user can also set the “YTDRange” to consider a start and end set of dates over multiple years. This would take a more longitudinal approach to identifying attendance problems as a factor in “at-risk” determination.
  1. “Tran:” stands for the number of attendance transactions in the “YTDRange” that would qualify a student for “at-risk” in the attendance category. The state default is “10”, but a user can adjust for tolerances of the individual district or school.
  1. “PTDRange” stands for “Period to DateRange”. These fields can be set to a more recent set of dates to identify students who have become active in attendance in a fairly recent time frame. The state default is to set a start /end “PTDRange” of 35 days. A district or school can adjust the “PTDRange” to whatever date range is desired.
  1. “Tran:” stands for the number of attendance transactions in the “PTDRange” that would qualify a student as “at-risk” in the attendance category. The state default is “5” transactions in the “PTDRange”. A district or school can adjust for tolerances of the individual district or school.
  1. “Skip” allows a district or school to post up to 5 attendance codes to leave out of consideration when counting attendance records for “at-risk” determination. The state default is to remove the “Skip” codes of “P” (in-school suspension, field trips), but districts or schools can choose to use “Skip” codes to take out excused or extenuating circumstances when the computer tallies data for the attendance category.
  1. Adjusting Grade Settings
  1. At the main EDIT screen, select “Grades”, then “Grades Setup Defaults”.
  1. To include Grades as a component of “at-risk” determination, click to place a check next to “Include”.
  1. Set “Percent” to a value that reflects the amount of importance attendance activity plays in “at-risk” determination.
  1. “GPA less than” stands for the overall GPA level that any average below would warrant an “at-risk” flag. An overall GPA of “1.5” is considered the state default for this report. A user can set the “GPA less than” value to a higher or lower overall average to result in an “at-risk” flag.
  1. “GPA points Down>” refers the amount of decrease in a GPA when comparing the current GPA to the previous GPA. The state default is to alert on a difference in GPA of “.5”. This field can be set to a higher or lower difference to flag students that flag a student as being “at-risk” in the Grades category.

Appendix: Calculate GPA’s

Using GradesCommandCenter to Update Current GPA’s:

  • In GradesCommandCenter click on “Grades” > “Update Current Year GPA”. A setup box like below will appear.
  • Take the settings as shown below, and then click “Process”.

Using Report Card settings to Update Current Year GPA’s

  • In the GradesCommandCenter, click on “Report Cards”, then “Report Cards” again.
  • At the report card set up screen, click on the red “Update Current Year GPA”.

Appendix: Posting Log Records to Students

When working with a student, there may be times when it is appropriate to post little records of interactions with the student. This is good for documentation that shows interactions with a student that are informal, short, or notations about the student. These log entries print on the student's Court Report when printed from the SBLC system.

Post a Log Record from SBLC

I.Access the SBLC Program

A.On the main Jpams screen, click the SBLC button.

B.Click program #2, SBLC System.

C.Set the appropriate year, then click OK.

II.Search for the Student

A.Click Find 1 and select the name of the student.

B.Information about the student is displayed.

C.Use the Print 2 button to print a demographic page for the student.

III.Post the log entry

A.Click the Log menu item.

B.Click Add Entry, then type in information. Add initials at end of text.

Post a Log Record from Student Master

I.Access the Student Master Record of the Student

A.Use Find 1 or Clear: Type the last, space, first name

II.Post the log entry

A.Click the Log tab at the bottom of the screen.

B.Type the password of ______. (Jessie will inform at meeting).

C.Click Add Entry, then type in information. Add initials at end.