Grace Period monitoring

1. Grace Periodmonitoring TRAIN AND RETAIN

2. What is the grace period? • The Grace Period is the first 2 weeks of a student’s class once they are activated. • To monitor Grace Period students easily, always activate students on a Monday. This way, Grace Period end dates will always be on a Monday and students will be in “groups” for easy monitoring and contacting for you! • Also, activating on a Monday, ensures that all student’s assignments are due by Sunday nights (end of the week). • If they are not on pace by time their Grace Period (GP) ends, it is best to Withdraw them with No Grade (WNG).

3. Why is gp monitoring a must?? • Helps set expectations for students from day 1. From the beginning they learn there are consequences for them not doing their work. • Prevents angry students/parents from calling you on why you WNG them. • Will help to increase your yield and completion rate. • Always explain grace period to parents and students during welcome call. • You can send activation email to students and parents so they are reminded they have been started.

4. DOCUMENT • Log every GP call, email and text you make in VSA. • When sending email warnings send them also through VSA so they will get logged. • This way if they are upset or go to your IL the evidence that you called and emailed them are there.

5. What assignments are due for world History gp students? • FIRST SEGMENT: • WEEK 1: 1.00, 1.01, 1.02 • WEEK 2: 1.03, 1.04 • SECOND SEGMENT: • WEEK 1: 5.00, 5.01, 5.02 • WEEK 2: 5.03, 5.04 REMEMBER TO DIRECT AND REMIND STUDENTS OFTEN ABOUT THEIR PACE CHART. IT IS THE REQUIRED MINIMUM SCHEDULE FOR THEM. THESE ASSIGNMENTS CAN BE FOUND THERE. CLICK ON COURSE INFORMATION, THEN PACE, THEN TRADITIONAL PACE.

6. Which gp students do I call? • Call every GP student (week 1 and 2 of class) if they: • Have not submitted any work • Have submitted 2 of the assignments due that week, but not that last one. Remember, it’s all about training them now! • Have submitted assignments, but not the ones that were due. Again, training them to go in order on their pace chart. This helps to ensure their success and also prevents them from NOT doing written work which many will try to do. They need to go in order. • Sometimes students are under the impression they can just do any lessons to get them through the GP; if they don’t do written lessons in their GP they will not do them after.

7. When do I call GP students GP calls are best made on Thursday or Friday. Why? The GP is only 2 weeks long. Calling them that first week after having many days to submit helps to remind them that they must submit their work. If they need a call on second week, it’s important to give them a final warning. Example: Today is Friday. Susie was activated on Monday and only submitted 1.00 and 1.01. She needs to know that this week she still must complete 1.02 to be on pace by Sunday night (end of week 1). Next Friday Susie is now in week 2, her last GP week. She has submitted 1.00, 1.01, and 1.02. She needs a call to remind her that her 2nd week of work is not submitted yet and that if she is not on pace by Sunday night, she will be withdrawn on Monday for not being on pace in her GP.

8. So how do I monitor GP students? This will be easy and organized because you should be starting your kids on a Monday so their work is due every Sunday night. Also, this will “group” students by week for easy monitoring and contacting. • Best done on a TH or FRI. • Start with Segment 1, Week 1 students. Have your VSA sorted by Weeks Active and your educator open to the Students tab. Look through each Week 1 student’s work to ensure the assignments are submitted (1.00, 1.01, and 1.02). If not, write their name down and what’s missing. • Next, go through the student’s in Segment 1, Week 2. Look through their work to see if 1.00-1.04 are submitted. If not, write name down and what’s missing. • Do the same for 2nd Segment students. • You have now monitored and have a list of who to email and call and what they need to do.

9. What to say on a GP call. • Week 1 Hi this is _____. I noticed you didn’t do your work for the week and I wanted to see what I can do to help. Did you find your pace chart? Remember I can’t keep you in the class if you are behind in the grace period. Please be sure to submit _____ by Sunday night. • Week 2 Hi it’s _____ and I see you are still do not doing your work that is due each week. One final reminder that if you are not through week 2 of your pace chart by Sunday night, I will have to withdraw you with no grade. Please don’t let this happen and call anytime I can help!!

10. When to withdraw no grade (WNG) • Every Monday, sort by either Grace Period End Date (that Monday’s date will be students who can be WNG) or Weeks Active (this will be week 3 students) • The decision is always yours and you can always reach out to teammates and ask them what they would do. • Typically if only 1 or so behind you need to keep them. • If student is trying and keeping in good contact with you, you can keep them • Do not be a sucker!!! If they did not work in the course when they knew they could be withdrawn and you called and emailed them then they will not work after that point so do not fall for their excuses!

11. What to say if withdrawn • If a student or parent calls and wonders why they have been withdrawn, here is what to do: • Early in conversation say this will not hurt them in any way and in 48 hours, once withdrawal has gone through they are free to re-register. • Just tell them to sign up again when they know they can commit to the coursework • If upset say this was in their best interest and if necessary you can remind them all the calls/emails you sent trying to avoid this • Be very matter of fact-nice tone but no sighing or hesitating or parents will jump all over you to keep them in class-be strong! Do not apologize! If you monitored and emailed and called you did all you could do!