Embedded Files
Classroom Assigned Students:
Classroom Assigned (CA) Students (The first 14 days)
Instructors are responsible for ensuring that CA’ed students and caregivers are contacted for a Welcome Call. Best practice is to reach out to the student within 24 hours with a welcome email with directions on how to complete the welcome call. Another option is to make a cold call to the family to see if it is a good time to have a welcome call.
Students should not be in Active status if they have not had a Welcome Call logged unless otherwise approved by MDVS Staff. The first call attempt to the student should be made and logged within one to two days of CA placement. Students who do not respond to multiple (minimum 2) attempts to contact them using at least 2 contact formats (number/email) on file in VSA over two weeks should be moved to Withdrawal status. We call this the 2-2-2 Rule. Except for extenuating circumstances that are documented in the notes section of the status request, no student should be withdrawn without several call attempts and emails logged in VSA.
Additional Guidelines
Students should not stay in CA status in a segment that he is working in for more than 14 days.
Do not activate a student until a Welcome Call has been completed
If a student does not reach out for the welcome call, withdraw them. Do not place the student in Contact Instructor (CI) status. This will Activate the student and start their grace period and may lead to an unnecessary curriculum charge for the district.
If you grade work, make sure that the student does not complete more than 15% of the course before having a welcome call. If they are completing more than 15% without a welcome call, withdraw them from the course. When the student completes 20% of the course, the grace period is over and the district is charged a non-refundable curriculum fee.
Please document the Welcome Call in VSA using the Welcome Call indicator button along with the successful contact button.
While having the Welcome Call, open your Teacher Dashboard and click on the blue lock to confirm student data. When you click next, you will confirm the enrollment data, which will lock the yellow lock.
Documenting Contacts in VSA for a Student in CA Status
Students who do not respond to multiple (minimum 2) attempts to contact them using at least 2 contact formats (number/email) on file in VSA over the course of two weeks should be moved to Withdraw status. We call this the 2-2-2 Rule. When you withdraw a student, the system clarifies the following:
Tip: Use the Comments box to remind you of what was done for each student:
Week 1
REQUIRED: First contact (within 24 hours) Written - Written email from Educator to parent/guardian and student that includes:
Welcome to your course
Who you are and how to contact you
How to complete a welcome call
OPTIONAL: First Contact Text - Written - If you have their texting number, you can also send a Welcome Text Message. It is a successful contact if the message goes through to the recipient.
OPTIONAL: First Contact Phone Call - Verbal - If you want to attempt an impromptu call, use the phone numbers you have on file and make the call. If their parent/caregiver is available, have the Welcome Call. This is a quick way to get activations.
If you must leave a message then it was an attempted General Contact.
REMEMBER
Only use Welcome Call when you have (successful) or should have had (attempted) the actual welcome call.
All other contacts should be documented as General Contact.
Successful written communication means that you sent a message and it wasn't kicked back. This includes emails and text messages.
Successful verbal communication for a Welcome Call means that you spoke with both the parent/caregiver and student.
Week 2
Second contact (if no returned contact) - If you have made at least one written attempt (email) and left a voice message, you only need to complete one more voice contact during week 2.
Call the student/caregiver again. Leave a message explaining that the student will be withdrawn within the next 7 days if the welcome call does not occur. Document in VSA as a General Contact - Successful
Week 3
If no contact occurs - Withdraw the student. If they reach out to be placed back in, they will go back to your classroom.
If no contact occurs, but the student is working - Withdraw the student. If they reach out to be placed back in, they will go back to your classroom. They should not get past 20% complete in the course without completing the welcome call.
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