Create at-risk definitions

At-risk definitions can be created in the District (Root Organization), Intermediate Organization, or School view. When you create an at-risk definition, you can specify:

At-risk definitions can also be copied and deleted.

An at-risk definition is owned by the organization that creates it.

  • At-risk definitions created in the District (Root Organization) view can be:
    • Viewed and run by District (Root Organization), Intermediate Organization, and School view users.
    • Edited or deleted by users in the District view who have the Manage District owned resources security privilege.
  • At-risk definitions created in the Intermediate Organization view can be:
    • Viewed and run by District (Root Organization), Intermediate Organization, and School view users.
    • Edited or deleted by users in the District (Root Organization) or Intermediate Organization views who have the Manage Intermediate Organization owned resources security privilege.

    • Note: When a user at an intermediate organization creates an at-risk definition, only the users at that organization and its associated schools can view and run it. Other intermediate organization users and their associated school users cannot. Likewise, an at-risk definition created by a school user cannot be viewed or run at other schools, or at intermediate organizations that are not associated with that school.

  • At-risk definitions created in the School view can be:
    • Viewed and run by District (Root Organization), Intermediate Organization, and School view users.
    • Edited or deleted by users in the District (Root Organization), Intermediate Organization, or School views who have the Manage School owned resources security privilege.

To create an at-risk definition:

  1. Log on to the District (Root Organization), Intermediate Organization, or School view.
  2. Click the Tools tab.
  3. Click the At Risk side-tab.
    • To view an existing definition's details, select it and click Details on the At Risk Definitions side-tab.
    • To create a new definition, on the Options menu, click Add. The New At Risk Definition page appears.

  1. Use the following table to enter information in the fields:
  2. Field Description

    Name

    Type a name for this at-risk definition.

    ID

    Type a unique term or number that Aspen can use to identify and reference this at-risk definition.

    Menu Group

    Type the name of the Options sub-menu the at-risk definition will appear on.

    Note: This field is optional. If not completed, the default Options sub-menu is At Risk. This sub-menu only appears if a Navigation record was added to the definition.

    Sequence Number

    Type a number to indicate the definition's placement on the Options menu.

    Weight

    Type a number to indicate the definition's priority when running multiple at-risk definitions simultaneously.

    Total Points

    This field displays the total number of points a student can receive for this definition, if they meet the criteria for every at-risk indicator associated with it.

    Student Filter

    Click to edit the student filter criteria associated with this definition.

    When an at-risk definition is run, Aspen uses the criteria specified here, in conjunction with the view in which the definition was created, and the location from which the definition is run. For example, if a definition was created in the District (Root Organization) view and run from an Intermediate Organization view, Aspen finds the students who are associated with that intermediate organization and meet the student filter specified here.

    Procedure ID

    Type an identifying number or code for the procedure, or click Search icon. to choose from the Procedure Definition pick list. If you do not enter a procedure ID, the field defaults to a standard procedure. The standard procedure adds the at-risk points for each at-risk indicator that is met by the student upon running the at-risk definition. (The procedure is defined in the District (Root Organization) view, Tools > Procedures.) You can also create a custom procedure to calculate a student’s at-risk points.

    Comment

    Enter a description for the at-risk definition.

    Schedulable

    Select this checkbox if this at-risk definition will run as a scheduled job.

    Disabled

    Select this checkbox to disable this at-risk definition. If you select the checkbox:

    • The at-risk definition no longer appears on the Options menu (if specified on the Navigation sub-tab).
    • Any scheduled job is disabled.
    • Any associated at-risk alert icon no longer appears on the breadcrumbs on student detail pages and on student pages that have an At Risk Alerts column in the field set.
    • Result records for that definition no longer appear.

    At Risk Levels

    Define one or more at-risk levels in this section. For example, you could specify that students who earn 70 or more points are “high risk”, while students with 50–70 points are “medium risk”. You could associate a different alert icon for each level.

    Name

    Click Add, and type a name for this at-risk level. For instance, a high school might have a medium at-risk level and a high at-risk level.

    Cutoff

    Enter the minimum point value (inclusive) for this level. You do not need to specify a maximum point value here. The next level’s minimum point value serves as the maximum point value (exclusive) for this level. The highest level has no maximum level.
     

    Specify an alert icon to represent this at-risk level (optional). Alert icons can appear in the breadcrumbs on student detail pages and on student pages that have an At Risk Alerts column in the field set, if specified in your district’s Student preferences.

    You could reserve the alert icon for the highest at-risk level, or give each level its own icon.

    Note: The alert appears in the breadcrumbs on student detail pages and on student pages that have an At Risk Alerts column in the field set, if allowed by the district’s Student preferences and the user’s security role privileges for Student Alert.
  1. Click Save.

To run this at-risk definition from the Options menu:

  1. Click the Navigation sub-tab. The page appears.
  2. Click Add.
  3. Enter a NavID (Aspen location name) to identify where you can run this at-risk definition.
  4. Select the School, Intermediate Organization, or District tab checkboxes to indicate the views where the at-risk definition will appear on the NavID indicated.
  5. Click Save.

To define which districts, intermediate organizations, or schools can run the definition from the Options menu:

  1. Click the School sub-tab. The page appears.

    2. Note: By default, all the educational units owned by your view's organization already have this ability.
  1. At Visibility type, select Include or Exclude to give or deny an organization the ability to run the definition.
  2. Click Add. The Organizations pick list appears.
  3. At Owner type, select the type of unit (such as District tab or School) that you are giving or denying the ability to run the definition from the Options menu. The pick list displays all the units that are defined in Aspen as owned by your view's organization.
  4. Select the district (root organization), intermediate organization(s) or school(s) you want from the pick list, and then click OK.
  5. Click Save.

To define which user roles can run the definition from the Options menu:

  1. Click the Role sub-tab. The page appears.

    2. Note: You can include or exclude user security roles at your organization level or below. For example, in the Intermediate Organization view, you can include or exclude roles at your level or the School level.

  1. At Visibility Type, select Include or Exclude to give or deny a user security role the ability to run the definition.
  2. Click Multi-Add. The Security Role pick list appears.
  3. Select the user security roles, and then click OK.
  4. Click Save.

Now you can define the indicators and indicator groups for this at-risk definition.