We need to update the logic for counting against SEL and Mental Health Student Licenses and informing Account Owners of overages.
Jrich - Mental Health Components
UI
We will replace the existing Mental Health Lesson components with a single component called Mental Health Lessons.
Once the user adds this component, they will need to select which topics show for each grade band.
Business Rules
For existing accounts, we will take the total # of mental health lesson licenses from all grades. For example, if a district had 10 licenses for Grades K-2, Grades 3-5, Grades 6-8, and Grades 9-12, we will show 40 licenses for the new component. If a district has 100 licenses for All Grades, we will show 100 licenses for the new component.
This component will control the total number of students who may have a mental health video/activity/resource assigned.
For existing accounts, we will default to the topics previously selected for each grade band (if at all possible)
For new accounts, we will default to all topics for all grade bands.
The topics selected will dictate which lesson areas will show for each grade band in the lesson library.
It is possible to select no topics for a grade band.
Email Alerts for Overages
Report Design
The report will contain columns for:
District acct ID
District Name
Subaccount Name
Subaccount ID
Parent ID
Num SEL licenses allocated [Do we need to define these?]
Num SEL licenses in use
Num MH licenses allocated
Num MH licenses in use
Sample Report
Excel File:
Do you agree with this format?
Business Rules
This should be a scheduled job to provide reports to account owners (PSDs) every <DAY OF WEEK>
Each account owner will receive a report that only contains the accounts that are assigned to them. For example, Deirdre Metcalf will not see Emily Brown’s accounts.
The report will contain accounts where at least one building has exceeded their allocated number of student licenses in use for either SEL or Mental Health or Both. This means that a district that has unlimited SEL and Mental Health licenses would never appear on the report.
When at least one building exceeds their allocated licenses, all level 1-2-3 accounts within its hierarchy will appear on the report.
For example, if Building A has 10 licenses allocated and 11 in use, and Building B has 10 licenses allocated with 5 in use, then both buildings A & B, plus their parent account would appear on the report.
Angela Pagliaro-Smith (VP of Professional Services) will receive a report that contains data for all accounts that qualify, regardless of account owner.
Enforcement
Design
For the first two weeks after the overage is reported on the email report, end users will not see any difference in platform functionality.
15 days after the overage is reported, TMs will see an error message when attempting to assign any SEL or MH component if they are in excess of their allocated licenses.
Design for error message:
Business Rules
Once this process begins, we will continue to allow customers to exceed their allocated licenses for two weeks after they are first reported on.
Week 1: the district appears on the email report.
Week 2: the account owner is working with the district to clean up licensing. There is no change in platform functionality for end-users.
Week 3: (15 days after report) We will no longer allow new licenses to be assigned unless they are below the allocation limit.
At this time, students can still access and complete any activities, quizzes, assessments or videos that have been assigned to them. Teachers will not be able to make new assignments until they are within the license limit.
How do we decide which students can continue to be assigned items? For example they have 100 licenses available, and there are 105 SEL activities in progress. Can a teacher then assign a new activity to anyone, or do they have to wait for 6 assessments to be completed, then they can assign an additional item?