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Administrator Goal Check Oversight

As an administrator, you oversee Goal Check across your entire school - not entering daily data, but monitoring performance, identifying trends, and planning interventions. This guide shows you how to use Zion’s Goal Check intelligence features for school-wide oversight.

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Your Goal Check Responsibilities

As administrator, your Goal Check workflow focuses on: Daily (2 minutes):

• Review school-wide completion metrics on dashboard
• Check at-risk student alerts
• Verify all centres have active goal entry/marking

Weekly (15 minutes):

• Generate and analyze weekly school reports
• Compare centre performance
• Plan interventions for struggling students/centres
• Share insights with leadership team

Monthly (30 minutes):

• Analyze cumulative trends across multiple weeks
• Evaluate subject performance patterns
• Assess supervisor/centre effectiveness
• Prepare reports for board/leadership

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Administrator Dashboard Deep Dive

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Access Your Dashboard

1. Log into Zion
2. Click “Dashboard” in sidebar
3. You’ll see the Administrator Dashboard (different from Supervisor Dashboard)

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Dashboard Sections Explained

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Today’s Snapshot (KPI Cards)

Total Students:

• Shows count of all active students in your school
• Click card to view student roster
• Excludes deactivated students

Today’s Completion %:

• Percentage of students who met or exceeded goals today
• Formula: (Students Completed + Students Exceeded) / Total Students × 100
• Updates in real-time as supervisors mark progress
• Color-coded:
  • Green (≥80%): Excellent performance
  • 🟡 Yellow (50-79%): Needs attention
  • Red (<50%): Urgent intervention needed

Learning Centres:

• Total count of active centres
• Click card to manage centres

Needs Attention:

• Count of at-risk students requiring intervention
• Click card to see at-risk student list with details
• Updated daily based on alert criteria

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Weekly Trends Chart

What It Shows:

• Line graph of last 7 days completion rates
• X-axis: Days of week (Mon-Sun)
• Y-axis: Completion percentage (0-100%)
• Trend line shows if performance improving or declining

How to Interpret: Improving Trend (↗):

• Line slopes upward over the week
• Indicates: Good momentum, effective strategies, student engagement increasing
• Action: Document what’s working, maintain current approach

Declining Trend (↘):

• Line slopes downward over the week
• Indicates: Students struggling, possible burnout, goals too high
• Action: Investigate root causes, consider goal adjustments, provide additional support

Flat Trend (→):

• Line relatively horizontal
• Indicates: Consistent performance (good if high, concerning if low)
• Action: If high (80%+), maintain. If low (<50%), intervene immediately.

Friday Dip:

• Common pattern: completion drops on Fridays
• Indicates: End-of-week fatigue
• Action: Consider lower Friday goals or more engaging activities

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Centre Performance Section

What It Shows:

• List of all active learning centres
• Each centre shows:
  • Centre name
  • Today’s completion rate
  • Color-coded badge (green/yellow/red)
  • Student count in centre

How to Use:

1. Quick Scan: Glance at badge colors to identify struggling centres
2. Click Centre: View detailed centre breakdown and student list
3. Compare Centres: Identify top performers and struggling centres
4. Plan Support: Assign resources to centres with red/yellow badges

Why Centres Differ:

• Supervisor effectiveness
• Student composition (ability levels)
• PACE difficulty in that centre
• Centre size (larger centres often have more variation)

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My Alerts Section

Alert Types: Consecutive Missed Goals:

• Students who missed goals 3+ days in a row
• Severity: Critical (requires immediate intervention)
• Shows: Student name, days missed, current centre

Declining Performance Trend:

• Students whose completion dropped >20% over 2 weeks
• Severity: Warning (monitor closely)
• Shows: Student name, trend percentage, current completion

Subject-Specific Struggle:

• Students consistently missing goals in one subject
• Severity: Warning (may need curriculum support)
• Shows: Student name, subject, recent performance

How to Act on Alerts:

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Interpreting School-Wide Metrics

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What “Good” Looks Like

Daily Completion Rate:

• Target: 80-90% school-wide
• Acceptable: 70-79%
• ⚠️ Concerning: 60-69%
• 🚨 Critical: <60%

At-Risk Student Count:

• Target: <5% of total students
• Acceptable: 5-10%
• ⚠️ Concerning: 10-15%
• 🚨 Critical: >15%

Centre Consistency:

• Target: All centres within 15% of each other
• ⚠️ Concerning: 30%+ spread between best and worst centre
  • Indicates: Supervisor effectiveness issues or unbalanced student placement

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Red Flags Requiring Immediate Action

School-Wide Completion <60% for 3+ Days:

• Indicates: Goals too high, systemic issue, widespread burnout
• Action: Emergency meeting with supervisors, immediate goal adjustment review

Single Centre <40% for 1 Week:

• Indicates: Supervisor issue, centre composition problem, or extreme PACE difficulty
• Action: One-on-one with centre supervisor, student interviews, consider reassignments

Sudden Drop (>20% in 1-2 Days):

• Indicates: External factor (event, illness outbreak), data entry error, or system issue
• Action: Investigate cause immediately, verify data accuracy

At-Risk Count Growing Week-Over-Week:

• Indicates: Interventions not working, goals systematically too high
• Action: Review alert list, assess intervention effectiveness, consider school-wide goal recalibration

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Weekly School Reports

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Generating Weekly Reports

Estimated Time: 2 minutes to generate, 10 minutes to analyze

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Report Contents & Interpretation

School Summary Section:

• Total students, total centres, date range
• Week’s overall completion rate
• Comparison to previous week (↑ improved, ↓ declined, → same)
• Total goals set vs goals met
• Average variance across all students

Daily Breakdown:

• Monday through Friday completion rates
• Shows patterns (e.g., Friday dips, Monday struggles)
• Use to identify problematic days of week

Centre Comparison (Ranked):

• All centres ranked by completion rate (best to worst)
• Shows each centre’s:
  • Completion rate for the week
  • Student count
  • Goals set vs met
  • Average variance
• Use to identify top-performing and struggling centres

Subject Analysis:

• Completion rates broken down by subject
• Shows which subjects students struggle with most
• Example: If Math consistently 20% lower than other subjects, indicates curriculum issue
• Use to plan targeted interventions or curriculum adjustments

At-Risk Students:

• Complete list of students needing intervention
• Shows: Name, centre, days missed this week, trend indicator
• Use to plan individual student interventions

Trend Indicators:

• Visual arrows showing improvement/decline vs previous week
• Helps identify if interventions are working

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Weekly Report Use Cases

Leadership Meeting (Every Monday):

• Share previous week’s report with leadership team
• Discuss performance trends
• Plan school-wide initiatives based on data

Supervisor Review (Every Friday):

• Send weekly report to all supervisors
• Highlight areas for improvement
• Celebrate centres with excellent performance

Board Reporting (Monthly/Quarterly):

• Compile 4-week or 12-week reports
• Show cumulative trends
• Document school performance for governance

ACE Accreditation:

• Demonstrate systematic Goal Check implementation
• Show data-driven decision making
• Provide evidence of student progress tracking

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At-Risk Student Intervention Strategies

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Tier 1: Lower Goals

When to Use:

• Student consistently missing by 2-3 pages
• Pattern: Effort is there, goals just too high

How to Implement:

1. Identify average pages student completes daily (e.g., 4 pages)
2. Set new goals slightly above average (e.g., 5 pages)
3. Monitor for 1 week
4. Gradually increase as student succeeds

Expected Outcome: Immediate improvement, builds confidence

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Tier 2: One-on-One Support

When to Use:

• Student struggling with specific subject/concept
• Pattern: Completes some PACEs fine, struggles with one

How to Implement:

1. Assign supervisor or peer tutor for 30 min/day
2. Focus on the struggling subject
3. Re-teach concepts as needed
4. Continue until student catches up

Expected Outcome: 2-3 weeks to see improvement

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Tier 3: PACE Reassignment

When to Use:

• PACE is too difficult for student’s current level
• Pattern: Student completely lost, not making any progress

How to Implement:

1. Assess student’s true level with diagnostic test
2. Reassign to appropriate PACE level (may be 1-2 levels lower)
3. Set achievable goals at new level
4. Build up gradually

Expected Outcome: Immediate relief, 1-2 months to catch back up

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Tier 4: Schedule/Workload Adjustment

When to Use:

• Student overloaded (too many PACEs)
• Pattern: Missing goals across ALL subjects consistently

How to Implement:

1. Reduce total PACEs from 6 to 4
2. Focus on core subjects (Math, English, Science)
3. Lower daily page goals across the board
4. Gradually increase workload as student stabilizes

Expected Outcome: 1-2 weeks to stabilize

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Tier 5: External Support

When to Use:

• Interventions 1-4 not working
• Pattern: Persistent struggle despite adjustments

How to Implement:

1. Meeting with parents to discuss challenges
2. Assess for learning disabilities or external factors
3. Consider professional educational assessment
4. Develop individualized education plan if needed

Expected Outcome: 4-8 weeks to see results

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Centre Performance Analysis

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Comparing Centre Performance

Why Centres Differ: Supervisor Effectiveness (30-40% of variance):

• Experienced supervisors set better goals
• Strong classroom management = better completion
• Engaged supervisors = more student support

Student Composition (30-40% of variance):

• Centre with advanced students performs better
• Centre with many struggling students performs worse
• Age/grade mix affects dynamics

PACE Difficulty (20-30% of variance):

• Some PACE subjects inherently harder (e.g., advanced Math)
• Centres with harder PACEs may have lower completion

Centre Size (10% of variance):

• Smaller centres (10-15 students) often perform better
• Larger centres (25+) harder to manage

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Identifying Top-Performing Centres

Characteristics:

• Consistent 85%+ completion
• Low at-risk count
• Positive week-over-week trends
• Low variance between students (all succeeding)

What to Learn:

1. Interview supervisor: What strategies work?
2. Observe classroom: What’s different?
3. Document best practices
4. Share with other supervisors

Share Success:

• Feature centre in staff meetings
• Document supervisor’s approach
• Use as mentors for struggling supervisors

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Supporting Struggling Centres

Characteristics:

• Consistent <60% completion
• High at-risk count
• Declining trends
• High variance (some students thriving, many struggling)

Intervention Steps:

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Data-Driven Decision Making

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Using Variance Data

Positive Variance Patterns:

• Consistent +2 to +4 across all students in a centre
• Indicates: Goals too easy, students not challenged
• Action: Gradually increase goals by 1-2 pages

Negative Variance Patterns:

• Consistent -2 to -4 across all students in a centre
• Indicates: Goals too high, students discouraged
• Action: Immediately lower goals by 2-3 pages

Mixed Variance (Wide Spread):

• Some students +5, others -5 in same centre
• Indicates: Goals not individualized enough
• Action: Set different goals per student based on ability

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Subject Performance Analysis

Example Scenario:

• Math: 65% completion
• English: 85% completion
• Science: 80% completion
• Social Studies: 82% completion

Analysis:

• Math significantly lower than other subjects
• Pattern consistent across multiple centres
• Indicates: Math PACEs too difficult OR Math instruction needs improvement

Actions:

1. Review Math PACE levels for all students (are they appropriate?)
2. Provide Math-specific training for supervisors
3. Consider peer tutoring for Math
4. Lower Math-specific goals until students stabilize

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Trend Analysis for Strategic Planning

Month-Over-Month Trends:

• Plot completion rates for 3-4 months
• Identify long-term patterns
• Example: If completion declines every term, indicates need for mid-term break or workload reduction

Year-Over-Year Comparison:

• Compare Term 1 2025 to Term 1 2024
• Shows if school improving overall
• Useful for board reporting and strategic planning

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Best Practices for Administrators

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Daily Routine (2 minutes)

1. Open administrator dashboard
2. Note today’s completion % (target: >80%)
3. Check at-risk count (target: <5% of students)
4. Scan centre performance badges (all green?)
5. Review any critical alerts
6. Address urgent issues immediately

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Weekly Routine (15 minutes)

1. Generate weekly school report every Friday
2. Analyze:
   • Overall completion vs last week (improving?)
   • Centre comparison (any centres struggling?)
   • Subject performance (any subjects lagging?)
   • At-risk list (who needs intervention?)
3. Share report with supervisors and leadership
4. Plan interventions for next week

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Monthly Routine (30 minutes)

1. Generate reports for all 4 weeks of the month
2. Analyze cumulative trends
3. Evaluate intervention effectiveness
4. Assess supervisor performance
5. Plan curriculum adjustments if needed
6. Prepare board/leadership report

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Communication Cadence

Daily:

• Quick check-ins with supervisors in struggling centres
• Address any urgent at-risk alerts

Weekly:

• Email weekly report to all supervisors
• Highlight successes and areas for improvement
• Share leadership insights

Monthly:

• Staff meeting to review cumulative data
• Celebrate top-performing centres
• Provide training for struggling supervisors
• Share strategic initiatives based on data

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Troubleshooting Common Issues

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”Dashboard Shows 0% Completion”

Possible Causes:

• No goals set today yet (morning)
• No progress marked yet (throughout day)
• All centres inactive
• Wrong active term selected

Solution: Verify goals are being set, check that active term is correct, ensure centres are active

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”Weekly Report Shows No Data”

Possible Causes:

• Selected week has no Goal Check data
• Week range includes future dates
• Active term doesn’t cover selected week

Solution: Verify date range is within active term, ensure Goal Check data exists for that week

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”Completion Rate Suddenly Dropped”

Possible Causes:

• Goals increased too much
• Supervisor absent (substitute not setting goals properly)
• External event (field trip, illness outbreak)
• Data entry error

Solution: Investigate cause, review goals vs previous week, talk to supervisors, verify data accuracy

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”At-Risk Count Keeps Growing”

Possible Causes:

• Interventions not effective
• Goals systematically too high
• Curriculum too difficult
• Lack of follow-through on interventions

Solution: Review intervention strategies, consider school-wide goal reduction, assess PACE levels, ensure interventions are actually implemented

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