Update: In-Person and Remote Student Cohorts

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Module: Academics
Effective: July 31, 2020
Action Required: None
Action Recommended: If you are planning on modeling in-person and remote distinctions among your students this coming year, we strongly advise using this new cohort record type. 

Summary

In our ongoing effort to help you better manage complex scheduling scenarios this fall, particularly in-person and remote learners, we are rolling out a new cohort record type in Veracross. It is a way of modeling the answer to the question, "When will a particular group of students be expected to attend classes in person and when will they be expected to attend remotely?" 

  • Create as many year-specific cohorts as needed for you to model in-person and remote learners. Associate cohorts with specific rotation days and apply those associations to grading periods or even more granularly with specific date ranges.
  • Populate the cohorts with an exact list of students and specify the time range of their participation using grading periods or specific date ranges.

If you are planning on having a combination of remote and in-person learners this coming year, we strongly recommend using this new cohort record type to model, rather than creating COVID- or distance-learning-related attendance statuses or other solutions in Veracross. 

The Details

Find or Create a Cohort

Find cohorts and add new ones on the System homepage.

An example of a cohort.

You can create as many year-specific cohorts as you need to. 

  • Cohorts let you specify in-person and remote days associated with your existing rotation days. 
  • Associate the in-person/remote status with particular grading periods or specify override start and end dates.

Add Students to a Cohort

Once you have added a cohort, add the students via the "Students" tab. Add them one at a time or in batch:

  • Add students one a time by clicking the "Add Record..." button and searching.
  • Add students in batch by using this extra-fancy Axiom trick:
    1. In another tab, create a query that shows you the students you want to add to a particular cohort. Be sure that the Person ID field is displayed.
    2. Copy all of the values in the Person ID field from the query results. To do this, type Ctrl + Shift + C (PC) or Cmd + Shift + C (macOS)  and select the Person ID field. Tip: You can select certain rows to copy. Learn more about copying data in Axiom.
    3. Click "Add Record..." on the "Students" tab of the cohort record.
    4. Click the magnifying glass to bring up the advanced search window.
    5. Paste the results (Ctrl + V (PC) or Cmd + V (MacOS)) in the Person ID field. It will paste a semicolon-delimited list.
    6. Click "Run Query."
    7. The same people from your query are shown. To select them all, Shift+Click on the last record in the list and then click "Select Person."

Here is a quick video of the extra-fancy method:

What Cohorts Do

Currently (7/31/20), the cohort record acts as an organizational tool that you can use to represent what your cohorts are and which students are in them as well as any applicable information about how you plan to manage the hybrid (in-person vs remote) schedule for each cohort. We strongly recommend that you make use of the new cohort record (as opposed to modeling this information in Axiom in a different way) to ensure that your school is best positioned to take advantage of the related functionality we will be launching in the coming weeks.

By associating cohorts with rotations days, you can specify whether a particular grouping of students are expected to attend in-person or remotely for a given day. This association allows for a way to manage this designation on a macro scale and will, with the forthcoming updates detailed below, push those designations to the affected records on a more micro scale that will allow for granular adjustment as needed.

What's Next?

The new cohort record type is the first in a series of releases aimed at providing schools with a standard solution for modeling in-person vs remote designations for students. We are actively working to get these new features built, tested, and available for schools to use as quickly as possible. Here's a look at what we're aiming to deliver for this initiative between now and mid-September:

  • Visibility of student in-person vs remote and cohort membership designations in portals
    • Visual indicator in the attendance interface used by faculty
    • Integration with existing Where is Student Now? functionality
    • Visual indicator in Student Daily Schedule
  • Student-specific in-person vs remote overrides for specific calendar days
  • Adjustments to existing student logistics requests functionality to account for remote status
  • Adjustments to existing transportation functionality to account for remote status
  • Expanded in-person vs remote reporting capabilities in Axiom

Security

We have a new supplemental security role called cohort_admin that allows users to add and manage cohort records. The staff_faculty roles group has read-only access by default.

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