Attendance | Student View | MTSS Dashboard Report

User Story

As a teacher user, I need to see a full picture of the student’s attendance history so that I can determine patterns and provide the student with appropriate tools and intervention plans to help them develop healthy attendance habits.

UI

• To view the attendance, user clicks on the attendance tab.

Open

Acceptance Criteria

• Follow same rules for top section containing the student demographics, Academic Needs, Other Details and the Year Selector drop down explained in Overview.

• Given Attendance Tab is selected, user sees the attendance totals for the selected year.

User Story

As a teacher or admin user viewing the Attendance tab, I need to see a graphical representation that is easy to understand so that I get a clear understanding of the percentage of absence and tardy and the tier levels of each.

Open

Absent Rate and Tardy Rate Box

• To view more or view less from the Absent Rate and Tardy Rate box, user clicks on View More and/or View Less.

Hover / Click Bars

• To view the specific information about absences or tardies for a specific day, user hovers over or clicks on the bar.

• Absent or Tardy records are updated daily.

• Mapping (See: Attendance Mapping | Powerschool)

  • Use ATTENDANCE.STUDENT_NUMBER to identify the student

  • Use ATTENDANCE.ATT_DATE in combination with ATTENDANCE ATTENDANCE_STATUS and STUDENTS ENTRYDATE to signal if an absence or tardy occurred.

Absent Rate and Tardy Rate Box:

• Follow same rules as shown in Behavior | Student View for contents of Absent Rate, Tardy Rate, Tier designation (See Incident Rate Box in Acceptance Criteria on Behavior | Student View)

Hover / Click Bars

• Given a bar is clicked on or hovered over, we will show the number of days the student has been absent or tardy. (See image: Hover/Click)

• Given an attendance bar is hovered or clicked over, we will show the message: Total Days Absent: [number of days].

• Given a tardy bar is hovered or clicked over, we will show the message: Total Days Tardy: [number of days].

User Story:

As a teacher or admin user, I need to see the list showing the specific dates of absence and tardies so that I identify patterns in attendance.

UI

• To view the chart for Absences, User clicks on the drop box and makes a selection or just views the default.

• To view the chart for Tardies, User clicks on the drop box and selects Tardies.

Acceptance Criteria

Drop Down

• The drop down contains:

  • Absences

  • Tardies

• The default selection is Absences.

• Given Absences is selected from the drop down, we will show the lists of Absences. (See image: Absences Selected)

• Given Tardies is selected from the drop down, we will show the list of Tardies. (See image: Tardies Selected)

• We will list the absences and tardies from the most recent to the least recent.

Account Settings

• We will show a column Absences Tier and include the Tier assignment as specified in Account Settings. (See image: Absence Selected for Absence Tier column name.)

• We will show a column Tardy Tier and include the Tier assignment as specified in Account Settings. (See image: Tardies Selected for Tardy Tier column name.)

• We will show an ongoing Absent Rate and the Tardy rate calculation for each absences and tardy recorded as specified in Account Settings.

User Story

As a teacher or admin, I need to know when a student’s attendance (Absences and/or Tardies) are increasing to a level that would require additional support so that I will know when it is time to research why the student is missing school.

UI

• User sees the At Risk indicator when conditions are met for Absences and/ or Tardies.

Acceptance Criteria

At Risk Indicator

• Given a student is within 2% of the maximum range for Tier 1 or Tier 2 (with standard rounding rules applied), then we will show an At Risk Indicator.

• See: Attendance | Cut Scores | Settings | MTSS Report for Tiers and the percentage ranges for each tier. (Shown in image: Attendance Settings)

• Important note: We are planning on requiring customers to enter the school year start date and the school year end date in a form when they first start using the product. So we intend to use those user-supplied dates as the “source of truth” for school year start date and school year end date (see Define School Year Settings).

• The information below includes an alternate source for school year start date , in case we do not have this date from the planned form.

• See: Attendance Mapping | Powerschool for fields and calculations.

  • Fields include:

    • ATTENDANCE.STUDENT_NUMBER

    • ATTENDANCE.ATT_DATE

    • ATTENDANCE ATTENDANCE_STATUS

    • School year start date provided by customer (see Define School Year Settings), or if that is not available:

      • STUDENTS ENTRYDATE, or

      • SchoolYearStartDate from Renaissance data

How Risk Indicators work for Attendance (Absences and Tardies): Rounding Rules

• Absences and Tardies work the same way.

• As explained on the page Attendance Mapping | Powerschool, the attendance rate will be rounded to the nearest whole percentage. The information below is to spell out how tiers and At Risk Indicators would work if the attendance rates had two decimal places, for clarity.

• Use image: Attendance Settings as example (See left).

  • Given the absences calculation is below 7.50%, then we will NOT show an At Risk Indicator.

  • Given the absences calculation reaches 7.50%, then the Tier 2 At Risk indicator will show.

  • Given the absences calculation is between 7.50% and 9.49%, then the Tier 2 At Risk Indicator remains.

  • Given the absence calculation reaches 9.50%, then we will show the student as Tier 2. The Tier 2 At Risk Indicator would be removed.

  • Given the absences calculation reaches 12.50%, then the Tier 3 At Risk Indicator will show.

  • Given the absences calculation is between 12.50% and 14.49%, then the Tier 3 At Risk Indicator remains.

  • Given the absences calculation reaches 14.50%, then we will show the student as Tier 3. The Tier 3 At Risk Indicator would be removed.

• At this time Attendance does NOT have Approaching Indicator functionality.

User Story

As a teacher or admin user, I need to know when a student is missing too much school due to absences or tardies so that I can investigate other areas to find out if there are any patterns to the days and times that the student misses classes.

UI

• User sees Tier Notice.

• To see notice 2 of 2, user clicks on the right arrow next to 1 of 2.

• To return to notice 1 of 2, user clicks on left arrow next to 2 of 2.

• To investigate further (See the intervention page), user clicks on Take Action for either a Tardy Tier Notice or an Attendance Tier Notice

Acceptance Criteria

• Attendance (Absences and Tardies) will have Tier 2 and Tier 3 Notices.

• Tier 2 and Tier 3 Notices appear when the Absences and/or Tardies reach the next tier level.

  • See: Attendance | Cut Scores | Settings | MTSS Report for Tiers and the percentage ranges for each tier.

  • Using default settings shown above, Tier 2 Notice shows when the Absences or Tardy rate reaches 9.50%.

  • Using default setting shown above, Tier 3 Notice shows when the Absences or Tardy rate reaches 14.50%.

How Notices work

Appearance of Tier Notice

• Given the absences or Tardy rate reaches Tier 2 status, then a Tier 2 Notice is shown. (See images: Absence Tier 2 Notice A and Absence Tier 2 Notice B)

• Given the Absences or Tardy rate reaches Tier 3 status, then a Tier 3 Notice is shown. (See image: Tardy Tier 3 Notice).

  • There can be a maximum of two Tier Notices on the Attendance Tab (One Tier Notice for Absences and one for Tardies).

  • Given there are two tier notices, then we will show the Absences Tier Notice first, and the Tardy Tier Notice second.

  • Given there are two Notices, then the user will see pagination and a click to the right/left arrow reveals the notice that is not shown. (See images: Absences Tier Notice B and Tardy Tier 3 Notice)

  • Given there is only one Notice, then pagination is not included on the Tier Notice.

Operation of Tier Notices

• Given there are two tier notices, then clicking the forward and back arrows operate the view for each.

• Given Take Action button is clicked from any of the combinations of Tier Notices (Tier 2 Absence, Tier 3 Absence, Tier 2 Tardy, Tier 3 Tardy), then we show the Intervention Plan Tab. (See image: Intervention Plans Tab)

Removal of Tier Notices--Let’s talk about this

• Given the user has clicked on Take Action, then the Tier Notice is removed.

  • The Tier Notice for Attendance does not show on the Intervention Plan tab because there is no intervention plan for attendance.

• Given the user does not click on a Tier Notice Take Action button and the student’s Tier changes, then the Tier Notice is removed.

• Given the user does not click on a Tier Notice Tack Action button and the student Tier does not change, then the Tier Notice remains. (Should we have a way to remove it?)

User Story

As a teacher or admin user I need to understand what the terms “Tier Recommendation” and “Absence Rate” and “Tardy Rate” mean for Absences and Tardies so that I will be able to analyze the student data more completely.

UI

Absence Tier Recommendation

• To view the Tier Recommendation information, the user clicks on the information icon next to Absences Tier Recommendation.

• To remove the Tier Recommendation information, the user clicks on the close button inside the modal.

Absence Rate

• To view the Absence Rate information, the user clicks on the information icon next to Absence Rate.

• To remove the Absence Rate information, the user clicks on the close button inside the modal.

Tier Recommendation (Tardy)

• To view the Tier Recommendation information, the user clicks on the information icon next to Tier Recommendation.

• To remove the Tier Recommendation information, the user clicks on the close button inside the modal.

Tardy Rate

• To view the Tardy Rate information, the user clicks on the information icon next to Absence Rate.

• To remove the Tardy Rate information, the user clicks on the close button inside the modal.

Acceptance Criteria

Absence Tier Recommendation

• Tier Recommendation comes from Attendance | Cut Scores | Settings | MTSS Report

• Given the settings for Absence have been left in the default, then the Tier Recommendation will read:

  • Tier Recommendations are set by your District and are based on a percentage range for absences. Tier 1: 0%- 9%, Tier 2 10%-14%, 15% or higher

• Given the settings for Absence criteria have been edited, then we will include the selections made by the user on the modal.

• Given the use DID NOT select the same ranges for Tiers in previous or subsequent school years, then we will apply their selections to the school year for which they were selected in the Modal for Tier Recommendations.

Absence Rate

• Given the user hovers over or clicks on the information icon for Absence rate, then they will see the modal that reads:

  • Beginning 4 weeks after the start of school, the days absent are divided by the total number of cumulative school days and updated daily.

Tardy Tier Recommendation

• Tier Recommendation comes from Attendance | Cut Scores | Settings | MTSS Report

• Given the settings for Tardies have been left in the default, then the Tier Recommendation will read:

  • Tier Recommendations are set by your District and are based on a percentage range for tardies. Tier 1: 0% to 9%, Tier 2: 10% to 14%, Tier 3: 15% or higher.

• Given the settings for Tardies have been edited, then we will include the selections made by the user on the modal.

• Given the use DID NOT select the same ranges for Tiers in previous or subsequent school years, then we will apply their selections to the school year for which they were selected in the Modal for Tier Recommendations.

Tardy Rate

• Given the user hovers over or clicks on the information icon for Tardy rate, then they will see the modal that reads:

  • Beginning 4 weeks after the start of school, the days tardy are divided by the total number of cumulative school days and updated daily.