Pulling Reports for the Weekly Student Progress Tracker

Pulling Reports for the Weekly Student Progress Tracker

Purpose

The Weekly Student Progress Tracker is an essential tool for monitoring student progress, identifying students who may need additional support, and ensuring timely intervention throughout the program. Each instructor is responsible for updating their tracker weekly using reports generated in Populi. The completed tracker is stored in the shared files and reviewed regularly by the Director of Education.

This Knowledge Base article provides step-by-step instructions for locating and generating the Populi reports needed to accurately complete your Weekly Student Tracker. Following these procedures will help ensure consistency across instructors, maintain accurate student data, and support effective student success initiatives.

Instructor Weekly Expectations

  • Generate each required Populi report.
  • Review student academic and externship progress.
  • Update the Weekly Student Tracker with the most current information.
  • Identify students who are not meeting Satisfactory Academic Progress (SAP) requirements.
  • Communicate with students who are not meeting SAP to discuss their current standing, provide guidance, and establish an action plan for improvement.
  • Save the updated Weekly Student Tracker in the designated shared location.
  • Ensure the tracker is complete before it is reviewed by the Director of Education.
  • Be prepared to discuss students who are not meeting Satisfactory Academic Progress (SAP) during the weekly Instructor Huddle with the Director of Education, including student progress, communication efforts, and planned interventions.

Maintaining an accurate and up-to-date Weekly Student Tracker helps identify students who may need additional support, promotes consistency across instructors, and ensures timely interventions that contribute to student success throughout the program.

Reports Needed for the Weekly Student Progress Tracker

The following reports and data points are reviewed each week to monitor student academic performance, externship progress, attendance, and overall program success. Information from these reports is used to complete the Weekly Student Progress Tracker, identify students who may require intervention, and prepare for weekly discussions with the Director of Education.

The reports include:
  1. Block & Cumulative GPA
  2. Block & Total Externship Hours
  3. Failing Courses
  4. Course Remediation & Retake Plans
  5. Outstanding Skills
  6. Seminar & Skills Lab Attendance

1. Block & Cumulative GPA

Notes
The Student GPA report is pulled weekly by the Lead Instructor to populate the GPA section of the Weekly Student Progress Tracker. This report is then incorporated into the tracker that is shared with instructors and reviewed by the Director of Education. This does not mean you cannot use this report to check your students' GPAs when needed. 

Purpose

Use this report to review both Block GPA (courses currently in progress) and Cumulative GPA (completed courses).

Important Notes:

1. Include Unfinalized Courses

The Include Unfinalized Courses option determines which GPA is displayed.

  • Checked – Displays the Block GPA, which includes courses currently in progress.
  • Unchecked – Displays the Cumulative GPA, which includes only finalized courses.
2. GPA Definitions
  • Cumulative GPA: Includes courses that have been completed and finalized.
  • Block GPA: Includes only the courses currently in progress during the active block.

Notes
This report is pulled weekly by the Lead Instructor to create the Weekly Student Progress Tracker.

Navigate to: Academics → Academic Term → Students

Report Filters

  1. Term: Select the appropriate academic term.
  2. Load: Select the appropriate cohort tag.

NotesInstructor Tip: Individual instructors may also apply their Instructor Tag to filter the report and view only their assigned students.


Export

Download the report to an Excel spreadsheet for sorting and review.

Notes
Exporting the report to Excel allows you to sort, filter, and organize the data before updating the Weekly Student Progress Tracker.

2. Block & Total Externship Hours

Purpose

Use the Externship Hours – All Blocks report to monitor each student's progress toward completing the required externship hours. Reviewing both Block Hours and Total Hours each week helps identify students who are on track and those who may require additional support to meet graduation requirements.

To generate the report in Populi: Academics → Reporting → Reports

Apply the following filters:

  • Report: Externship Hours – All Blocks
  • Tag: Select the appropriate enrolled cohort (e.g., F24 Enrolled).
  • Instructor: Select the instructor whose students you are reviewing.

After applying the filters, export the report to an Excel spreadsheet. Use Excel to sort, filter, and review the report, making it easier to review each student's Block Hours and Total Externship Hours before updating the Weekly Student Progress Tracker.


Information to Review

Review each student's:

  • Current Block Externship Hours
  • Total Externship Hours
  • Overall progress toward meeting the required externship hour expectations

Updating the Weekly Student Progress Tracker

For each student:

  • Record the student's Block Externship Hours in the appropriate column.
  • Record the student's Total Externship Hours in the appropriate column.
  • Identify students who are falling behind on their externship hours and may require additional outreach or intervention.

Instructor Expectations

  • Review externship hours weekly for all assigned students.
  • Monitor student progress toward meeting the required externship hours for both the current block and overall program completion.
  • Communicate with students who are behind on their hours to discuss their progress, identify barriers, and develop a plan to help them get back on track.
  • Update the Weekly Student Progress Tracker with the most current hour totals each week.
  • Be prepared to discuss students with low externship hours during the weekly Instructor Huddle with the Director of Education, including their current progress, communication efforts, and planned interventions.

Notes
The Block Externship Hours and Total Externship Hours reported on the Weekly Student Progress Tracker should reflect the most current data available in Populi when the tracker is updated.

3. Failing Courses

Purpose

Use the Course Grades by Student report to identify students who are currently failing one or more courses. This information is used to monitor academic progress, initiate timely interventions, and update the Weekly Student Progress Tracker.

To generate the report in Populi: Academics → Reporting → Enrollments

Apply the following filters:

  • Course Term: Select the appropriate academic term.
  • Course Faculty: Select the faculty member you are pulling the report for.
After applying the filters, export the report to an Excel spreadsheet. Use Excel to sort, filter, and review the report, making it easier to identify students who are currently failing one or more courses and to update the Weekly Student Progress Tracker accurately.

Information to Review

Review each student's course grades and identify any courses in which the student is currently earning a failing grade.

Updating the Weekly Student Progress Tracker

For each student with a failing course:

  • Record the course name(s) in the Failing Courses column of the Weekly Student Progress Tracker.
  • Update the tracker weekly to reflect any changes in the student's academic standing.
  • Review whether the student requires a Course Remediation Plan or Course Retake Plan, if applicable.

Instructor Expectations

  • Review the report each week for all assigned students.
  • Communicate promptly with students who are failing a course to discuss their current standing and available support resources.
  • Document significant communication and intervention efforts in Populi, as appropriate.
  • Monitor students' progress throughout the week and update the Weekly Student Progress Tracker as needed.
  • Be prepared to discuss students with failing courses during the weekly Instructor Huddle with the Director of Education, including current grades, interventions implemented, and recommended next steps.
Notes
Students who are failing one or more courses should be monitored closely. Early communication and timely interventions are essential to improving student success and maintaining Satisfactory Academic Progress (SAP).

4. Course Remediation & Retake Plans

Purpose

Use your individual remediation tracking system to monitor students who are currently on a course remediation or retake plan. This information helps ensure students remain on track, receive timely support, and have accurate documentation of their academic progress.

Information to Review

Each instructor should maintain an up-to-date tracking system for students with active Course Remediation or Retake Plans. This tracking system should be reviewed and updated regularly to monitor student progress and upcoming due dates.

In addition to maintaining your personal tracking system, instructors are expected to update the appropriate Course Remediation and Course Retake forms in Populi to ensure all actions and communications are properly documented in the student's record.

Updating the Weekly Student Progress Tracker

For each student with an active remediation or retake plan, record the following information on the Weekly Student Progress Tracker:

  • Course(s) currently in Remediation or Retake
  • Student's current grade in each course
  • Due date of the remediation or retake plan
  • Progress updates in the Notes section, including the student's current status, completed milestones, communication provided, and any concerns or next steps

Instructor Expectations

  • Maintain an organized tracking system for all active remediation and retake plans.
  • Monitor student progress throughout each plan.
  • Update the corresponding Course Remediation or Course Retake forms in Populi to ensure the student's record remains accurate and complete.
  • Review upcoming due dates and communicate with students as needed to support successful completion of their plan.
  • Be prepared to discuss students with active remediation or retake plans during the weekly Instructor Huddle with the Director of Education, including their progress, current standing, and any recommended interventions.

Notes
The Weekly Student Progress Tracker provides a summary of each student's remediation or retake status. The official documentation for all remediation and retake plans must be maintained in the corresponding Populi forms.

5. Outstanding Skills

Purpose

Use your individual skills-tracking system to monitor each student's completion of the required Core Skills competencies and identify any outstanding skills that must be completed for graduation eligibility.

Information to Review

Each instructor should maintain an up-to-date tracking system that records the completion status of all required Core Skills for each student. This tracking system should be updated as students successfully complete their skills throughout the program.

A recommended tracking method is a pre-populated spreadsheet that:

  • Lists each student in individual rows.
  • Lists each required Core Skill in its own column.
  • Is updated as students successfully complete each skill with a minimum score of 85% or higher.

Maintaining this tracker throughout the program makes it easy to identify outstanding skills during weekly progress reviews.

Notes
An example of a skills tracking spreadsheet is provided below. Instructors may use a different tracking method, provided it accurately reflects each student's completed and outstanding Core Skills.


Updating the Weekly Student Progress Tracker

  • Review your individual skills tracker.
  • Identify any required Core Skills that have not been successfully completed with a score of 85% or higher.
  • Record the outstanding skills in the appropriate Outstanding Skills column on the Weekly Student Progress Tracker.

Instructor Expectations

  • Update your skills tracker regularly as assignments are graded.
  • Verify that only skills completed with a minimum score of 85% are marked as complete.
  • Use your tracker during weekly reviews to identify students who may be at risk of falling behind in their Core Skills requirements.
  • Be prepared to discuss students with multiple outstanding skills during the weekly Instructor Huddle with the Director of Education.

6. Seminar & Skills Lab Attendance

Purpose

Use the attendance percentages from the Seminar and Skills Lab courses to monitor student participation and identify students who may require outreach due to low attendance.

  1. Open the appropriate Seminar or Skills Lab course in Populi.
  2. Select the Roster tab.
  3. Locate the Attendance column.

Information to Review

  • Record each student's Attendance Percentage displayed in the Attendance column.
  • Enter the attendance percentage into the corresponding section of the Weekly Student Progress Tracker.
  • Review attendance trends and identify students with declining or consistently low attendance.

Instructor Expectations

  • Verify that attendance has been accurately recorded before updating the tracker.
  • Reach out to students with attendance concerns to discuss barriers, reinforce attendance expectations, and provide support as needed.
  • Document significant attendance concerns on the Weekly Student Progress Tracker and be prepared to discuss students with ongoing attendance issues during the weekly Instructor Huddle with the Director of Education.
Notes
Attendance percentages are pulled directly from the Attendance column on the Roster tab for each Seminar and Skills Lab course.


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