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Data Analytics

Community Schools are each equipped with a robust system for tracking data about students. This system encourages proactive decision-making to keep students on track academically, and to provide an early warning for both academic and social-emotional 

The Student Data Sorter

The Student Sorter is specific to each school and provides both student-level data on attendance and academic performance, school-wide dashboards. 

 Why use the Student Sorter?

The Student Data Sorter pulls together critical data points to help school leader understand a more complete picture of students' needs. Because it is a cloud-based spreadsheet, it is regularly updated and can be shared by multiple collaborators within the school
What is included? 
  • Student demographics, including SPED and ELL status

  • Historical and current YTD attendance

  • Credit accumulation by subject area

  • Regents data, including number of attempts and highest score by subject area

  • Columns that highlight potential programming gaps based on credits earned and students’ current schedules.

  • School and student level dashboards

How is the Student Sorter populated?

Reports pulled from ATS and STARS are used to populate variables and feed metrics used in the Sorter. A complete list of source files for each variable can be found in the Technical Documentation tab of the Sorter.

 Sorter Image - New Page.png

Strategic Data Check-ins

Strategic Data Check-ins are the backbone of student success in Community Schools. These check-ins offer an opportunity for school leaders to build technical and analytical capacity in their use of the data sorter. The schedule and frequency for check-ins varies slightly by the grade bands represented in a school. Each semester, schools may complete the following data check-ins:

 High School Elementary/Middle School
 Graduation Planning and Programming  Attendance
 Credit Gaps Analysis Supports and Referrals
 Attendance Formative Assessments
 Regents Planning and Preparation 
 Marking Period Grade Analysis 

Data-driven Decision Making

As a best practice in educating the whole child, Community Schools are encouraged to hold a weekly meeting to discuss bright areas in student successes and identify places in need of additional support. These Student Success Summits are centered around student data. The student data sorter allows schools to access real-time academic, behavioral and attendance for all students. Using this data tool during the weekly meeting and regularly through the school year allows provides school leadership to quickly identify opportunities for improving outcomes for students.

The Weekly Meeting - Student Success Summit Sample Agenda

Overview on the Student Data Sorter: 
High School
Elementary/Middle School

Use the Attendance Heat Map to:
      • Identify trends
      • Create Tareged Groups of Students
      • Conduct and Manage outreach

View this tutorial on using the Attendance Heat Map

This presentation covers best practices to monitor for progress to graduation.

Additional Resources

Accessing the Student Data Sorter

Your Student Sorter: Getting Started

How to access the Student Sorter:

  • Sign into your GAFE account
  • Go to (Google Drive Help)
  • Click “Shared with me” → Student Sorter will be in this folder.

Alternatively, you can search for the Sorter in the search bar of your Google Drive by typing “Sorter” or another key word → the search function should pull up the Sorter

Learn More About Using the Student Data Sorter

Tutorial: Working with a dynamic shared spreadsheet

VIDEO: Understanding the way data is laid out in the Sorter

VIDEO: Familiarity with main spreadsheet toolbar

Filtering and Sorting   

Google Sheet Filtering how-to

VIDEO: Sorting vs. Filtering a spreadsheet

Filter Views: useful when working in the Sorter simultaneously.

When you use a filtering view, only you see the filters you apply. Any other changes you make, such as hiding rows or columns or entering data, WILL be visible to others.

  • Highlight row 2 by clicking on the “2” in the upper lefthand corner
  • Click the dropdown arrow next to the filter icon and click “Create new filter view.”
  • A black border will appear, letting you know that the filter view is active. Name your filter by typing in the text field in the upper lefthand area of the border.
  • To close the filter view, click the X in the upper right hand corner.

Additional Resources to Support Your Use of the Data Sorter

VIDEO: How to get a count of how many are showing

Google Drive Cheat Sheet

Google Sheets Cheat Sheet

Hiding rows and columns

Google Apps for Education: FAQ

CloudLab Spreadsheet Fundamentals

This is a series of tasks to gain practice in working with spreadsheets. The examples used are not always Student Sorters, but the skills addressed are applicable to the Sorter.