The Item Definitions page is accessible under the Aeries Analytics | Configs/Functions | Item Definitions node in the navigation tree.
This page is used to set up Analysis Indicators for a large variety of data points. Indicators can be created for attendance, grades, test scores, discipline counts, or field values. These Indicators contain five-level rubric scores that are displayed in the Analytics charts. The Item Definitions page will allow you to customize each Indicator and label layout. During the nightly process calculations are done for each indicator to determine the number of student’s and percentage for each rubric level by school and grade.
Below is an example of an Attendance Indicator with a defined threshold.
The first step to creating an indicator is to set up the Label Layout for the indicator.
Clicking on the Label Layouts tab will allow you to add or update a label layout for the indicator. Existing Label Layouts display on the left side of the page.
To add a new Label Layout, click on the Add Layout button. Each layout contains 5 levels. The values in the Level Code field display on the Dashboard Legend. The Description field information displays on the Item Thresholds for reference when setting up the threshold values.
Enter a value for the Label Layout Code and the Label Layout Name. This Code can be up to 3 characters long
The Level Code fields default to values of 1-5. The Level Description fields will also display default descriptions. The Level Code and Description values can be edited as well as the colors. To edit the Level Code click in the Code field and enter a new value. The Level Code can be up to 10 characters long. The tab key can be used to move to the Description field. Enter a new description for the code. To change the color of the code click on the Color dropdown and select the new color. After all information is has been added click on the Save button to save the new label layout.
The new saved Label Layout will display in the list on the page and can now be used with an Item Definition.
The Item Definitions page will allow you to enter and set up various Early Warning Indicators. To add a new Indicator, click on the Indicator drop-down list on the top left of the page. Next click on Add Indicator.
Setting Up an Analysis Indicator - Testing Indicator
The following example will be a Testing Indicator. Enter a Title and a Short Title. Click on the Type drop down and select the type of indicator.
Next select the Label Layout from the dropdown.
To have an Indicator calculate Early Warning Points for students, check the Early Warning Indicator box. If this box is not checked, early warning points will not be calculated for the indicator.
Click on the Test ID drop down to select a test that has been set up in the Testing Control Table. Next click on the Test Part drop down to select a part number.
Click on the Date Options drop down to select a specific type of date. The page will display specific date selections depending on the Date Options.
Click on the Score Field drop down to select the score to be used when distplaying the students' achievement in the dashboard.
Verify that all options selected for the new indicator are correct. Click on the Save button. The new indicator will display in the indicator menu on the left side of the page.
An Indicator Thresholds area will display at the bottom of the screen for the new definition.
A default threshold for School = All and Grade = All displays for all indicators. This default Indicator is needed in order for the Process Indicator function to run correctly.
To update the Early Warning Value for each Level of the Indicator click on the Edit button under the Indicator Thresholds. Enter a value for the fields.
Additional thresholds can be added to an Indicator. If a specific school or grade has a different set of thresholds click on Add Threshold to add an additional threshold.
To add a threshold for a specific school and grade, select the school and grade from the dropdown list. Set up each Rubric level and Early Warning Value. Click on the Update button.
The following is an example of thresholds set up differently then the default threshold for school 990 and grades 3 and 4.
To exclude a school from being included in the Indicator Summary Data and also to exclude it from adding Early Warning Points to a student, set up a threshold for that school and check the NA option. Any threshold marked with an NA will be excluded.
The threshold area also has a Copy button. Clicking on the Copy button next to an existing threshold will allow the user to copy that existing threshold into a new threshold.
When a threshold is copied, the new threshold will display in edit mode. Make any necessary changes to the new threshold and then click on Update to save it.
Setting Up an Analysis Indicator - Grades Indicator
To set up a grades definition enter the Title, Short Title and select the Grade indicator in the the Type drop down. The page will re-display with default values in the Limit By, Subject Area/Department Code and Which Mark in Grd fields.
Enter the appropriate values in these fields depending on if the indicator should analyze the course by Subject Area or Department Code, and which grade value should be analyzed.
Click on the Save button. The five threshold fields will default to the grades set up in the Update Valid Marks screen. These marks are stored in the GRC table.
If a specific mark is needed that is not included in the default Marks click on the Edit button. Click into the appropriate field and add the missing mark by selecting it from the dropdown. Click on the Update button after adding the new marks.
The new mark will now display in the Thresholds tab. For example below the NM mark now display under 1-F’s.
To update the Early Warning Value for each Grade Level click on the Edit button and then enter the selected value in the Early Warning fields. For example EWV1 below has been changed to 5.
Click on the Update button.The Early Warning Value will now display on the Threshold.
Setting Up an Analysis Indicator - Content Standards
To set up a Content Standards indicator, enter the Title, Short Title and select CST in the Type drop down. Select the preferred Label Layout.
In the Test ID field, select the exact name of the Test ID and Test Part used to calculate the Student Performance Level. Located below the Test ID field are selections for Date Option.
NOTE: The Test ID selected MUST be set up in the Test Control Table (CSN).
Click on the drop down arrow for the Score Field. Select the Raw Score to be used to calculate the students test achievement.
Verify that all options selected for the new indicator are correct. Click on the Save button.
Setting Up an Analysis Indicator - Attendance
The Attendance Indicators can be set up for ATT Percentage or ATT Threshold in the Type drop down. The Attendance (ATT) table is analyzed. Thresholds can be set up to calculate whether or not the student is meeting the school's attendance standards.
Enter the Title and the Short Title. From the Type drop down select the ATT Percentage or ATT Threshold option.
From the Label Layout drop down select the appropriate label layout to use with the Attendance indicator.
If dates are entered into the Date Range fields, then only the attendance between that date range will be analyzed for this indicator. If the Date Range fields are left blank the attendance for entire school year (up to the current day) will be analyzed.
Click on the Save button after all selections have been made. The Indicator Thresholds will display. Enter the lowest range and the highest range for each threshold. Enter the Early Warning value if appropriate.
Setting Up an Analysis Indicator - Field Value Range
The Numeric Field Value Range Indicators can be set up to process any numeric field in the Students (STU) table or 1:1 related tables like Language Assessment (LAC). Examples of indicators that can be created using the numeric field value range type are EL Years in Program or GPA’s.
Enter the Title and the Short Title. From the Type drop down select Field Value Ranges. Select a Label Layout from the Label Layout drop down list. Select the appropriate Table and Field for the indicator and then click on the Save button.
Select a Label Layout from the Label Layout drop-down list. Select the appropriate Table and Field for the Indicator and then click on the Save button.
Setting Up an Analysis Indicator - ADS Disposition Days Count
An Indicator can be set up for a count of ADS Disposition Days. Enter a Title and the Short Title. From the Type drop down select Disposition Days. Select a Label Layout from the drop down list. Enter a date range for data to display. If the date range fields are left blank the entire current school year will be processed.
Select disposition codes to include for the indicator by checking codes in the Disposition Codes to Include area. Once all information is entered, click on the Save button.
Enter the lowest range and the highest range for each threshold. Enter the Early Warning values.
Setting Up an Analysis Indicator - ADS Violation Count
An indicator can be set up for a count of ADS violations. Enter the Title and the Short Title. From the Type drop down select ADS Violation Count. Select a Label Layout from the Label Layout drop down list. Enter a date range for data to display. If the date range fields are left blank the entire current school year will be processed.
Select the assertive discipline codes to include from the Assertive Discipline Codes to Include area. After all information is selected, click on the Save button.
Enter the lowest range and the highest range for each threshold. Enter the Early Warning values.
Setting Up an Analysis Indicator - Intervention Count
An indicator can be setup for a count of Interventions. Enter the Title and the Short Title. From the Type drop down select Intervention Count.
Select a Label Layout from the Label Layout drop-down list. Enter a date range for data to display. If the date range fields are left blank the entire current school year will be processed.
Select the intervention codes to include from the Intervention Codes to Include area. After all information is selected, click on the Save button.
Enter the lowest range and the highest range for each threshold. Enter the Early Warning value.
Setting Up an Analysis Indicator - Graduation Requirements
To set up a graduation requirements definition enter the Title, Short Title and click on the Type drop down and select Graduation Requirements.
Note: The Graduation Requirements indicator will only process students in grades 9 – 12.
The Label Layout can be selected from the drop down list. Select a Subject Area from the drop down list. The Subject Areas come from the Requirements (REQ) table, which must be set up at the District level in addition to each high school for this indicator to function properly. After all information is selected, click on the Save button.
The following will now display. By default, there is a global (All Schools / All Grades) threshold and a threshold for each grade level from 9-12. Due to the nature of graduation requirements, in most cases it will be appropriate to populate the 9-12 grade level thresholds and ignore the global threshold. Enter the lowest range and the highest range for each threshold. Enter the Early Warning value. The values for this indicator type refer to credits: the sum of credits completed, the credits currently enrolled in, and if the Academic Plan has been created it will also include the planned credits. For example, if a student has completed 20 English credits, is currently enrolled in 10 English credits and has planned to take an English class in their senior year , the qualifying value for this indicator will be 40.
Student Sub Groups
Any group of Performance Bands on ANY indicator can be defined as a student subgroup. This allows any indicator in the system to be cross referenced with any other indicator on the Dashboard. To set up a Sub Group select the indicator and then click on the Student Sub Groups tab.
A total of 5 different Sub Groups can be created. In Group Title enter the Sub Group name. Select the Levels for Each Group.
For example for CELDT Overall Beginning, you might want to select Levels 1 and 2. Verify all options are correct for the Student Sub Group. Click on the Save button.
After the Indicator and Student Sub Groups have been set up, the Summary Data area can be used to view the summary data related to the indicator. Click on the Summary Data tab.
To view Summary Data results for the Indicator, the Indicator first needs to be processed. The Process All Indicators button on Summary Data will update ALL Analysis Indicators. The Process Current Indicator button will update only the selected Analytics Indicator.
Once the Indicators are calculated, summary totals will display. Clicking on the icon next to a summary total will display all students associated with that percentage.