Embedded Files
Active Students
Active Students
Grace Period
Grace Period
For a period of 28 days after being moved to Active status, a student is eligible for withdrawal with a final grade of W. Instructors must closely monitor students in their first 28 days of enrollment to ensure that quality work is being consistently submitted.
Instructors will attempt to contact by phone, text/email any student who does not submit work that demonstrates a commitment to learning. Disengaged students in the grace period who do not respond to contact attempts or do not reach 20% completion will be removed from the course with a grade of W. If a student has submitted 0 assignments prior to the end of the grace period, they must be withdrawn.
The grace period policy is in place to protect the district from being charged the curriculum fee for a course. We follow this policy so that when a student is reinstated, the district is aware that they are authorizing the cost of the curriculum fee from FLVS ($42 - $97/enrollment). FLVS is very strict regarding the timeline for charging the curriculum fee (on day 30), so we cannot ease up on our 28-day policy. We feel that if a student is serious about completing the course, they will contact their guidance counselor and request reinstatement.
Withdrawal During Grace Period
Withdrawal During Grace Period
Please be sure to document each contact you make with students. If you request a Withdrawal and the system indicates that the student hasn’t been contacted verbally (2 times) and/or written (1 time), the request will be denied and you will need to document the contacts before submitting a withdrawal again.
In your Teacher Dashboard, go to the student and click on Change Status -> Go.
You will see these options for students in Classroom Assign (CA) status.
Withdraw the student and choose the reason:
If a student is withdrawn and you have a question about it, for instance you know it is a senior that needs the course for graduation, please submit a FreshDesk ticket with this information so MDVS staff can follow up with a district representative.
Monitor your grace period on a weekly basis throughout the year. Set a day (preferably Wednesday) to activate students so that you build that day each week into your work plan to check on grace period students.
Although it is the instructor’s responsibility to monitor grace period for their students, we have put a process in place to ensure that students who are not meeting grace period requirements are withdrawn. Daily (Monday - Friday), a MDVS staff member pulls a report and manually withdraws any student whose grace period is up on that day. That means that if a students’ grace period ends today, they will be withdrawn from the segment sometime today during working hours, not at midnight. Usually it occurs first thing in the morning.
Students have 28 days to reach 20%, but you may want to back the date up by three days to ensure that you have 2 days to grade the work and 1 day for the two systems to sync so that VSA will show the correct percentage.
Contact Log
Contact Log
Caregiver Monthly Contact
During the Welcome Call, the instructor asks the caregiver if they would like a monthly update if their student is in good academic standing. Explain “good academic standing” to the caregiver with the following definition:
70% or higher in the course
Making forward progress and has submitted work within last 7 days
No more than 4+ weeks past the course-specific average weeks to complete
If a student is in good academic standing and the caregiver says they do not wish to receive monthly contacts regarding student progress, instructors are not required to conduct a caregiver monthly contact. Log the required Monthly Call with “Student is currently in good academic standing and caregiver did not request a monthly update.”
If a student is in good academic standing and the caregiver says they do wish to receive a monthly update, the instructor should update the caregiver according to their preferred method – call, text, email. Log the Monthly Call as complete. No caregiver reply needed.
If the student is not in good academic standing, then instructors must contact the caregiver via phone call.
You can set up a tab in VSA to help you monitor who is coming up or is past due for a monthly contact. If you want to find out who is past due for a call, you can use these filters:
Reinstated Students and the Contact Log
Reinstated Students and the Contact Log
If you have a student who is reinstated into your classroom, please feel free to reset their Parent/Student Call Date by logging a successful monthly call with the subject of Student Reinstated.
Working with Disengaged Students
Working with Disengaged Students
This is a guideline for students who are not working or communicating with the instructor. Document all communication in VSA.
7 Days - Reengagement email from instructor to student and caregiver
14 Days - Reengagement phone call from instructor to student and caregiver. If you cannot reach the family, place the student in Contact Instructor status
21 Days - Phone call from instructor to student and caregiver and follow up with an email explaining that if you do not hear from them, they will be withdrawn in 48 hours
On Day 23 - Withdraw the student from the course
Using Contact Instructor (CI) Status
Using Contact Instructor (CI) Status
Contact Instructor (CI) - Active Students Only
Contact Instructor status is a tool that can be used to encourage students/caregivers to reach out to you for communication purposes. Please do not put a student in this status unless they haven't submitted work and haven't had content in 14 Students should not be in this status for an extended period of time. If a student or caregiver does not contact you within two weeks of being placed in CI status, they should be withdrawn from the course. Any time that you place a student in CI status, please create an entry in the Contact Log regarding the reason why this occurred. This is very helpful when students, caregivers or the district contact has questions.
You can place a student in Contact Instructor status from the Teacher Dashboard. Locate the student and click on the Action dropdown menu and choose Change Status and then press Go.
Next, from the dropdown menu choose Contact Instructor. Share notes regarding the reason why you are placing the student in CI status. **Copy this information so that when you are done, you can create a Log of this without having to retype the same information. Finally, Submit the change status request.
Once you have communicated with the student/caregiver, you can Lift Contact Instructor Status. Follow the same steps as above and choose Lift Contact Instructor.
Reset Your Student's Password
The reset password is only good for 24 hours.
Reset Your Student's Password
The reset password is only good for 24 hours.
Log in to VSA and locate the student in your Teacher Dashboard. Click on the student to open them in Student Contact Dashboard. Follow the following steps:
Click the hamburger menu at the top left corner of your screen.
Click on Student Records.
Scroll down to Student Profile and click to open.
You will see Reset Password. Click that link.
Click on Confirm. You will see a pop-up window with the new password (good for 24 hours) and the email address that it was sent. to.
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