Assign Interventions

During School Year

Before diving into the processes involved in Assigning Interventions, we encourage your team to ensure your technical infrastructure is ready for this effort. In the case where you aren’t sure, this checklist will generate a set of questions you can ask the district or provider for clarity. In the case where you know the system(s) cannot do something, this checklist offers considerations for building workaround solutions.

Technical Infrastructure Choose Plays Examples in Practice

Technical Infrastructure

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System Configuration & Customization

Is your system set up to enable authorized staff access to view and assign to students district- and school-vetted supports from a centralized, indicator-aligned intervention menu?

Actionable Analysis & Logic

Is your system set up to allow staff to create dynamic student groups based on indicator data and to assign to and monitor interventions for those groups over time?

Workaround Option 1:
If the system does not appear to support custom grouping, check the system FAQs and resources to determine whether/how groupings can be created, adapted, customized, or added—and by whom. Adjust or add new groups, as needed.
Workaround Option 2:
Determine whether it might be possible to add interventions to a different sortable criteria. For example, if student data can be grouped by grade or class (or, ideally, by a less critical characteristic that is not being utilized), consider adding types of interventions to that proxy category and then assigning students to it for grouping and reporting purposes.
Ai-enabled workaround:
If there is no way to create and manage custom groups in the system, export data for students who are off track (by indicator). If the intervention assignment is in the system, make sure to include that in the export. If interventions cannot be assigned in the system, use the export to capture and track intervention assignments. This tracker should be secure and used for collaboration only with success team members who are also permitted to see this data. Pull off-track status data at regular intervals and add it to a new tab each time. Use the first tab of the shared Excel document as a dashboard to capture current status (with an “as of” date), changes in status since last update, intervention assignments, and notes with next steps. Use filters to look at student data by intervention assignment and/or other relevant grouping criteria. Add a new column to capture custom groupings, if helpful. Make the use of this tracker a regular part of success team meeting discussions. If the district has a closed and secure AI tool and allows the upload of student identifying information and data, consider using AI to format and analyze data exports from a variety of sources. Prompt the AI with the instructions provided here for the tracker. Ensure responsible use of AI by referring to the Considerations for AI Use section of this playbook.

Responsive Communication & Alerts

Is your system set up to provide timely flags through dashboards and/or automated alerts for relevant staff when students are not meeting intervention dosage requirements?

Intuitive Insights & Dashboards

Is your system set up to provide role-based access to student profiles that aggregate holistic indicators, incorporate intervention assignments, and enable sophisticated filtering?

Workaround Option 1:
If the system has limited users and gives student profile access to administrators only, an administrator will need to run a report that captures current indicator data and intervention assignments (if available) and export it into Excel. A second report will need to be created (or exported, if it already exists) to match students to an adult who is part of the student success team. The second report can have whatever data is useful, but must include the student success team member, student ID, student name, and student grade. It is critical that every student in the school be included in the second report and that the educators they are assigned to have permission to see their data (according to district policies). Use VLOOKUP to map this data together using the student ID. Use a macro (or sort by educator and copy/paste) to split the primary file into different spreadsheets by student success team member. Store the separate files securely; do not email the files. Note: this process will need to happen at several key points during the year.
Workaround Option 2:
If the student success team has access to the system but only administrators and counselors can see student profiles, review the system FAQs and help materials to understand how to create and share reports or dashboards. If the administrator can create custom reports, start by creating custom groups of students and assigning them to specific student success team members (with appropriate permission to view data for those students). Then, create a dashboard or view with the highest priority indicator data for each of the groups. Finally, assign each student success team member access to the dashboard or view with their assigned students.
Ai-enabled workaround:
If student success team members have access to student profiles with indicator data in one system and intervention assignments in a different system, they will need to merge the two in Excel or a separate analytics platfrom. Each team member should start by exporting intervention assignments by student; this file must contain student ID. Next, team members should export key profile/indicator data (again, including student ID). Use VLOOKUP to map the data together by student ID. Filter out any students that do not have interventions. The file will need to be stored securely and updated intermittently when new interventions are assigned and/or there are changes to highest priority predictive indicator data. If the district has a closed and secure AI tool and allows the upload of student identifying information and data, consider using AI to format and analyze data exports from a variety of sources. Prompt the AI with the instructions provided here for Excel. Ensure responsible use of AI by referring to the Considerations for AI Use section of this playbook.

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