Monitor Interventions

During School Year

Before diving into the processes involved in Monitor 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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Data Integrity & Governance

Is your system set up to enable entry and display of intervention data, including assignment, recommended dosage, actual dosage, and impact data?

System Configuration & Customization

Is your system set up to provide role-based access to data and read/write permissions for case notes, chats, and other collaboration features?

Workaround Option 1:
Check the system FAQs and resources to determine how many roles are available, how to differentiate access to data, and how permissions are designed to facilitate data entry and use of collaboration tools. Adjust settings as necessary (and permitted) to support appropriate data access, data entry, and collaboration.
Workaround Option 2:
If data access aligns with district policies and is sufficient for ongoing analysis and use by role but the ability to add or edit data and use collaborative tools does not support the team’s needs or workflow, users may opt for external, secure, district-approved collaborative tools, such as Sharepoint and Google Docs for capturing qualitative notes, adding comments, assigning tasks, etc.
Workaround Option 3:
If the system limits both data access and collaboration, users may chose to capture and manage regular updates to intervention data through the use of lightweight Google forms for data collection, Google Sheets for analysis and basic visualizations, and Google’s collaborative functionality for messaging, commenting, assigning next steps, etc. (or through the use of similar tools with comparable functionality). Ideally, data collected in this way could be uploaded by an administrator back into the system so that it can inform ongoing analysis, longitudinal reporting, and refinement of intervention assignment and data collection.

Actionable Analysis & Logic

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?

Workaround Option 1:
Check the system FAQs and resources to determine whether/how data can be flagged to show when students are not meeting intervention dosage requirements (e.g., attendance at afterschool tutoring or time spent completing an online assignment). Adjust settings and display options as necessary (and permitted) to enable data-specific flags and triggers.
Workaround Option 2:
If the system will only automate flags for some types of data or restricts users to a limited number of flags, export a subset of the data into Excel and use conditional formatting to visually mark values as above and below one or multiple thresholds. Analytics tools such as Power BI or Tableau are also designed to report out on and display threshold data, if the centrallly provided system will not support it. Ideally, set flags in the primary system for data that is higher-impact and for data that is more transactional and for which there are valuable insights or actions tied to real-time alerts. Data that change infrequently may be lower priority.
Workaround Option 3:
Consider which intervention participation and completion can be readily tracked through existing systems. This is most likely attendance data, but it could also show up in gradebook data (e.g., extra credit, re-takes, late/missing assignments, participation). Determine whether the identified intervention tracking is distinguishable and reportable separate from other data in the attendance system or gradebook. If so, either use the existing systems housing the intervention data to analyze student participation or export it to Excel for further review.

Intuitive Insights & Dashboards

Is your system set up to visually display dynamic intervention data to elevate emerging trends (e.g., progress, plateaus, declines in participation or performance)?

Workaround Option 1:
Check the system FAQs and resources to determine whether/how data visualizations can be adapted, customized, or added—and by whom. Adjust or add visualizations to meet user needs.
Workaround Option 2:
For simpler data or visualization needs, export relevant data into Excel and use the chart functionality to customize one or multiple displays. To support multi-variable displays, longitudinal reporting, or more robust drilldown capability, consider a data analytics tool such as Power BI or Tableau.
Ai-enabled workaround:
If the district has a closed and secure AI tool and allows the upload of student identifying information and data, export the raw data needed for student success team tracking and discussion, identify specific visualizations or chart types to include the data in, and prompt the AI tool to generate the visualizations. Remember to specify what specifically the needs to be identified in the data and understood by the user, how the data should be labeled, how outlier data values should be treated (e.g., if there is a null value, treat it like a zero), and how it should distingush between variables (e.g., colors, symbols). Prompt the AI to explain the steps taken to compile the data and to share any inconsistencies, risks, or issues with the data and how they have been resolved or attended to in the resulting visualization. If any of the explanations are not clear or do not make sense, prompt the AI to alter the approach it takes to developing the visualization. If the visualization is rerun, prompt the AI to call out the specific changes in each iteration from the prior version(s). Remember to at least spot check the data against the source data to ensure accuracy. Ensure responsible use of AI by referring to the Considerations for AI Use section of this playbook.

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