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Create a Watchlist

Create a Watchlist

You can create a watchlist to monitor progress toward goals and objectives.

Wizard Steps

The steps in the Watchlist Wizard depend on the type of watchlist you are creating. Some steps are common to all watchlists. Each step includes a Next button to proceed through the wizard.

The section below describes the steps common to all watchlist types. The following sections provide additional details for specific to each kind of watchlist.

Select Template Step

All organizations are set up with a student-based watchlist template. If other templates are configured, the initial wizard step is to select the template:

Quick Start Options: There are several quick start templates available if your organization captures the information used in these templates. To select a Quick Start Option, click the Start With This button.

The Quick Start Options already have the criteria selected, so you bypass the Watchlist Wizard steps and go straight to the preview pane of the list of students.

Watchlist Type

Next, choose a type of watchlist:

Select Students / Criteria Step

The next one or two steps are for building the watchlist criteria, which will vary depending on the type of watchlist that was selected. For a static watchlist the step title is Select Students and for dynamic watchlist it is Select Criteria. The point-based dynamic watchlist includes an additional step called Point Assignments.

The selection of criteria works similarly for all watchlist types. Related criteria are grouped together. By default, the first section is expanded. Click any other section to expand it, as shown below.

Each criteria item consists of multiple fields of information. The available fields will differ depending on the criteria behavior, but most begin with a drop-down to choose a specific selection for the item, a context that the criteria is applied to, a condition to filter the results, and if applicable, a plus icon to add additional criteria selections.

For example, in the image above, the Daily Attendance Type has the following configuration:

  • A drop-down to choose a specific attendance type (or leave the default option of all attendance types)
  • A context to apply the condition criteria to, which has an initial selection Default School Year
  • A comparison drop-down, which is More Than by default
  • A text box for entering the comparison value (e.g., 1 means more than 1)

It may not be obvious at first, but there is quite a bit of flexibility in how you create the watchlist criteria. Using the Daily Attendance Type as an example, let’s review some capabilities.

The image below shows a very simple criteria to identify students with more than 2 excused absences in the current school year:

But what if we want to identify students with either excused absences or excused tardies? Just click the Daily Attendance Type selection box again, and select another item to add it:

How about extending this to also specify that you want to only include students that also had more than 1 unexcused absence in the current school year? Just click the plus icon to add another set to the Daily Attendance Type area, and specify your configuration:

Notice at the top, there is a summary of the criteria added so far. As a quick way of removing a criteria, click the X that appears inside the box.

There is no limit to the number of criteria you can specify for a watchlist.

Select Columns Step

Next, the columns to be shown in the watchlist results are selected. The available options will depend on the watchlist type, as well as the criteria selected for the watchlist. The Select Columns step has a top section that provides control over standard columns show in the results, and the bottom section is for selecting additional columns from those specified as criteria for the watchlist. Static watchlists do not have the bottom section.

The following image shows that top section for configuring the standard columns:

By default, all standard columns are displayed in the results, but each can be removed via the toggle switch.

Each of the standard columns in a watchlist includes a distribution curve chart that indicates the student’s value from a broader context of the students. You can configure the default view for this curve by specifying the default time frame and default distribution curve. The following choices are available:

Default Time Frame:

  • Current Term
  • Current Year
  • Last Year

Default Distribution Curve:

  • All Students
  • Same Grade Level
  • Same School
  • Same Race/Ethnicity

Preview Step

The next step displays a preview of the watchlist results. Review this to make sure the expected students are matched by the criteria, and the watchlist results are displayed as intended.

NOTE: This is where the Quick Start templates take you when you select one. You are able to click on any of the previous tabs to go back and alter the criteria and/or columns displayed.

Save Step

In the final step, choose a watchlist name and click the Save button.

Once the watchlist definition is saved, the resulting watchlist is displayed.

Create a Static Watchlist

When creating a static watchlist, the criteria is specified on the Select Students step by searching for and explicitly adding students from the displayed results.

NOTE: Review the Watchlist Type section at the top of this document for a definition of each type of Watchlist.

To find students to add to the watchlist, enter some criteria, and click the Search button at the bottom of the page. If you know the student, you can enter first name, last name, or student ID. Otherwise, you can use the other criteria to find students with specified characteristics. The criteria options are grouped. Click the group heading to expand it to view the available criteria within the selected group.

TIP: Notice that a summary of your entered criteria is displayed in the top area. This is useful for reviewing what you are searching for. You can also click the X that appears to remove the criteria.

After you click Search, the results matching your criteria are displayed. Identify the student(s) of interest and click Add to include them in the watchlist.

If you want to change the criteria or search for additional students, click Show Search, and modify your selections.

Once you’ve identified all the students to include in the static watchlist, click the Next button to continue with the wizard.

Create a Dynamic Watchlist

When creating a dynamic watchlist, the criteria is specified on the Search Criteria step of the watchlist wizard. The criteria for a dynamic watchlist is reviewed nightly to automatically add qualifying students to the watchlist, and remove those that no longer qualify.

The Select Columns step includes additional information when a dynamic watchlist is created. In addition to the standard columns panel, a second panel lists all the search criteria items in the watchlist. You can choose to include any of these in the watchlist results.

NOTE: Review the Watchlist Type section at the top of this document for a definition of each type of Watchlist.

Create a Point-Based Dynamic Watchlist

The setup for the dynamic point-based watchlist is very similar to the standard dynamic watchlist. However, after the Search Criteria step, there is an additional step called Point Assignments.

The selected criteria items are listed in this step, and you can assign a point value to each of them. You do not have to assign points to all the items, but you do need to assign at least one. Items without points assigned are treated as required criteria, just like a regular dynamic watchlist.

In addition, you must specify the total number of points needed for a student to be included in the watchlist results. On a nightly basis, the watchlist is reviewed, and the points are added together for the criteria items met by the student. If the sum of these points is at least the total points needed, the student is added to the watchlist.

Point-based dynamic watchlist provide additional flexibility to identify students that may need monitoring due to an accumulation of factors.

Viewing Watchlists

Click an existing watchlist from the Watchlists page to open the watchlist.

A watchlist provides two viewing modes:

  • Current Watchlist: The set of students currently assigned to the watchlist
  • History: An audit of additions to, and removals from, the watchlist

Current Watchlist View

The Current Watchlist view is selected by default.

The columns displayed in a watchlist depend on choices made in the Watchlist Wizard when the watchlist was created.

In all watchlists, the first column includes details about the student (or other entity). The next few are standard columns (in the image above, three standard columns are shown – Attendance, Discipline, and Classroom Grades), followed by custom columns that are derived from the watchlist criteria.

The data in the standard columns can be adjusted for showing counts over different time frames by changing the selection in the group above the watchlist grid.

Additional details for each watchlist result are available by clicking the arrow on the left-side of any row.

The expanded view includes:

  • Student Column: Displays the student’s current grade, current school, gender, and race/ethinicity.
  • Standard Columns: Displays a distribution curve showing where current student’s value in context of the population reported on, as well as additional related metrics.
  • Criteria-Based Columns: Displays details of the criteria item definition.

TIP: The population of students reported in the distribution curves can be changed at any time by choosing a different value in the drop-down above the watchlist grid.

There are also two action buttons in the Student column. The Scorecard button navigates to the student’s scorecard. The Criteria button displays a popup detailing the watchlist criteria and how it was evaluated for the student, for example:

History View

Select the second tab on the watchlist screen to switch to the watchlist History view.

The History tab includes a record for each student that was added to or removed from the watchlist since its creation.

You can see the date when the addition or removal occurred, and using the text box on the top right you can search for specific students on the History tab.

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