Persona: Athletic Coaches
- Aprile Keith
Overview:
IntelliBoard uses a persona-based approach to deliver customized data analytics solutions tailored to the unique needs of coaches. By focusing on the specific responsibilities and challenges that coaches face, IntelliBoard ensures that the most relevant data is available, helping coaches make informed decisions enhance student-athlete retention, engagement, and academic performance.
Role Summary:
Athletic coaches play a pivotal role in shaping the success of student-athletes, both on and off the field. They are dedicated to fostering academic achievement while maintaining athletic performance, but balancing these priorities can be difficult without access to timely academic data. With real-time insights, coaches can proactively support their athletes' academic progress, identify early signs of risk, and ensure eligibility requirements are met. This data-driven approach enables coaches to enhance the overall student-athlete experience by promoting academic excellence alongside athletic success.
Key Responsibilities:
Identify At-Risk Student-Athletes:
Detect student-athletes who are underperforming academically or showing signs of disengagement.
Use predictive data to identify those at risk of losing academic eligibility, enabling early intervention.
Monitor Academic Progress:
Track academic performance across all enrolled courses to ensure athletes are meeting both academic and athletic eligibility requirements.
Analyze trends in grades, participation, and assignment submissions to assess whether student-athletes are on track.
Engage in Timely Communication:
Communicate regularly with student-athletes who require academic support, providing resources and guidance to help them stay eligible and succeed.
Use real-time academic data to initiate targeted conversations, ensuring that interventions are both timely and effective.
Support Academic and Athletic Balance:
Remind student-athletes of upcoming academic deadlines, missing assignments, or any signs of declining performance.
Encourage sustained academic engagement to maintain both academic eligibility and overall well-being, preventing issues from escalating.
Foster Student-Athlete Success:
Proactively support student-athletes in balancing their academic responsibilities with their athletic commitments, promoting overall success.
Ensure that academic progress is aligned with institutional goals, while supporting student-athletes in reaching their full potential on the field and in the classroom.
Challenges
Identifying At-Risk Student-Athletes Early:
Difficulty in predicting which student-athletes may become academically at-risk without timely access to real-time data.
Struggles in balancing the need to provide personalized academic support while managing the diverse needs of multiple athletes.
Tracking Academic Engagement Across Multiple Courses:
Challenges in monitoring student-athletes' engagement and performance across various courses and academic requirements.
Limited visibility into how athletes are interacting with course content and resources, making it harder to pinpoint where academic support is needed.
Managing Communication with Student-Athletes:
Overwhelmed by the need to communicate with many student-athletes, making it difficult to prioritize academic-related outreach effectively.
Ensuring that communication is timely, consistent, and aligned with both academic success and athletic responsibilities.
Balancing Academic and Athletic Responsibilities:
Difficulty in helping student-athletes juggle the demands of academic commitments while ensuring they maintain peak athletic performance.
Struggling to keep track of both academic progress and athletic obligations.
Lacking Data:
Coaches often lack access to in-term data from the Learning Management System (LMS), making it difficult to stay updated on athletes' academic performance.
Without real-time academic data, coaches are unable to intervene promptly with at-risk student-athletes, potentially jeopardizing their eligibility and success.
Common Questions
Which of my athletes are at-risk of becoming ineligible?
Are my athletes actively participating in their courses?
Which of my athletes have not completed their submission for financial aid documentation?
How do I support athletes who are at-risk of becoming ineligible?
Datasets:
These datasets are identified by IntelliBoard as providing critical information to Advisors. The Advisor Org Role Template includes these datasets. Organization Administrators may provide additional datasets or may not include all the datasets below. Contact your administrator for questions regarding dataset availability.
First Submission Monitoring Dashboard:
The First Submission Monitoring Dashboard combines two datasets, both narrowed to users with a learner role in the course. Activities included in the datasets are assignments, forum/discussions, and quizzes.
First Learner Submission (Assignment, Forum/Discussion, Quiz): The Learner First Submission identifies users with learner role with an active enrollment in a course who have submitted an assignment, forum/discussion or quiz in a selected time period. Users who have not submitted to one of these activity types is not included in the dataset. This datasets is often used as a base for Census reporting.
Purpose: To track the initial engagement of learners by monitoring their first submission to key activities (assignments, discussions, quizzes) as a marker of academic participation.
Use: To monitor whether student-athletes are engaging with their coursework by submitting assignments, discussions, or quizzes early in the term, allowing the coach to identify those who may be at risk of academic disengagement or eligibility issues.
Missing Learner Submission (Assignment, Forum/Discussion, Quiz): The Missing Learner Submission identifies users with learner role with an active enrollment in a course who have not submitted an assignment, forum/discussion or quiz to a course. Users who have submitted an assignment, forum/discussion or quiz to the relevant course are not in this dataset. This datasets is often used to encourage learners to complete an item to confirm financial aid.
Purpose: To identify learners who have not yet submitted required assignments, discussions, or quizzes, which can be used to track academic engagement and ensure compliance with financial aid requirements.
Use: Athletic Coaches use this report to identify athletes that have not yet submitted any activity (assignment, discussion, quiz) in a course in order to address disengagement early and ensure athletes maintain eligibility for both athletics and financial aid.
Athlete Eligibility Risk Dashboard:
This Dashboard shows student's score, progress and activity in courses. This version is intended to monitor academic eligibility, and uses the following scale: 0-72%, 73-82%, and 83+% as risk benchmarks.
Athlete At-Risk Courses: This bar chart displays the summary of a learner's enrollments, breaking their course load into at risk or okay courses groupings. The default At-Risk Calculation (Learner has below a course grade at 72) is leveraged.
Purpose: To visually track student-athletes' courses and quickly identify those where they are at risk of falling below the 72% threshold.
Use: Athletic Coaches use the Athlete At-Risk Courses chart to monitor athletes' academic performance across all courses, enabling timely interventions to help them maintain eligibility and stay on track academically.
Athlete Course Progress Monitoring: The Athlete Course Progress Monitoring report shows student's score, progress and activity in courses. This version is intended to monitor academic eligibility, and uses the following scale: 0-72%, 73-82%, and 83+% as risk benchmarks.
Purpose: To monitor student-athletes' academic progress and performance in real time, using specific percentage benchmarks to assess risk levels.
Use: Athletic Coaches use the Athlete Course Progress Monitoring report to track athletes' scores and course activity, ensuring they remain academically eligible by identifying those in danger of falling below required thresholds.
Learner Success Dashboard:
Primarily used for those working to support learner success, this Dashboard highlights the learners who's total course average is below a 59, between 60-70, or over 80. Identify which learners are at-risk, their last dates of system login, course access, course average, missing submissions and late submissions.
Learners Average Course Grade: This chart displays the average of the learner's current course grades. For example, if a learner is taking 5 courses, the bar represents the average grade of those 5 courses.
Purpose: Displays the average of each learner's current course grades across all enrolled courses.
Use: Helps coaches gauge overall academic performance across multiple courses, allowing them to spot trends and identify athletes who may need support. For example, if a learner is taking five courses, the dashboard will show the average grade across those five courses. This helps in identifying patterns in academic performance, allowing for targeted interventions where needed.
Learners Average Course Grade Distribution: Represents number of Learners with average grade across learner's courses distributed across grade threshold: 0-59 %, 60-69 %, 70+ %
Purpose: Visualizes the distribution of learners' average grades across threshold ranges (0-59%, 60-69%, 70+%).
Use: Enables coaches to quickly categorize athletes into risk levels based on their average grades and prioritize outreach efforts accordingly. For example, a large concentration of learners in the 0-59% range would signal a need for immediate intervention strategies, while a higher number in the 70+% range indicates overall good performance.
Learner Course Progress Monitoring: The Learner Course Progress Monitoring report shows learner’s score, progress and activity in courses. This version is intended to monitor academic progress, and uses the following scale: 0-59%, 60-69%, and70+% as risk benchmarks.
Purpose: Monitors learner progress, activity, and grades within courses.
Use: Helps coaches identify athletes who are falling behind academically. By evaluating scores within the 0-59%, 60-69%, and 70+% ranges, they can prioritize learners who need more immediate attention. For instance, a learner consistently scoring below 60% may require more intensive support or intervention.
Learner Activity Submission Progress: This tabular report displays the learners' submitted activities to courses, including the activity type, activity score, completion (or submission) date and when the activity was graded (if applicable).
Purpose: Provides a detailed record of learners' submission activity, including the type of activity, score, submission date, and grading date.
Use: Provides coaches with detailed insights into athlete’s engagement by showing which assignments have been submitted or are overdue, helping them address gaps. For example, if an athlete has several unsubmitted or late assignments, the coach can reach out to offer support or resources to help the learner catch up.
Inactive Learners in Courses Dashboard:
The Inactive Learners in Courses Dashboard identifies users with a learner role who have an active enrollment status in a specific course. This does not include other non-learner roles or inactive enrollment statuses. To be counted 'active' the learner must access the course (does not consider activity submission to be active).
Inactive Learners in Courses Bar Chart: Using a Bar Chart, this shows the total number of learners (with an active enrollment) who have either never accessed or access more than 5 days ago as two separate bars lines per course. Only users with an active enrollment and a learner role are counted.
Purpose: To visually represent the number of learners who have either never accessed a course or have not accessed it in more than five days. This helps coaches quickly identify where learner engagement is lacking.
Use: Athletic Coaches can use this chart to pinpoint courses with high numbers of inactive learners, allowing them to prioritize follow-up and support for students who may need additional encouragement to engage. By identifying patterns of inactivity across courses, coaches can address potential barriers to access, facilitate check-ins, and collaborate with instructors to implement strategies that boost course engagement and retention.
Inactive Learners in Courses: The Inactive Learners in Courses dataset identifies users with learner role with an active enrollment in a course who have not accessed a course in a particular time period. Last Access, Last Participation and Last Login Dates also are included to provide additional context. Used to evaluate users with at-risk access behavior.
Purpose: To provide a detailed list of learners who have an active enrollment status but have not accessed the course within a specific time frame. This dataset also includes information like Last Access, Last Participation, and Last Login Dates to give instructors deeper insights into learner engagement.
Use: Coaches can leverage this dataset to monitor athletes who are at risk of disengagement by identifying those who haven’t accessed their courses recently. With details on Last Access, Last Participation, and Last Login Dates, coaches can address individual needs, follow up with specific students, and collaborate with academic support to keep athletes on track and engaged in their coursework.
Learner Activity Submission Progress:
This tabular report displays the learners' submitted activities to courses, including the activity type, activity score, completion (or submission) date and when the activity was graded (if applicable).
Purpose: To provide detailed insight into the submission status of learner activities, including scores and submission dates, offering a comprehensive view of academic progress.
Use: Registrars use this report to assess learner progress across their courses, particularly for tracking completion rates and ensuring alignment with course milestones and deadlines.
Last/Never Learner Submission (Assignment, Forum/Discussion, Quiz):
The Last or Never Learner Submission identifies users with learner role with an active enrollment in a course and their last submission to an assignment, forum/discussion or quiz. Users who have not submitted to one of these activity types is also included and flagged as "Never". This datasets is often used as a base for Attendance reporting.
Purpose: To track learners' most recent or absent submissions to core activities, enabling coaches to identify learners at risk of disengagement or academic failure.
Use: Athletic Coaches use this report to identify student-athletes who either haven't submitted key assignments or whose last submission was significantly delayed, allowing for timely interventions to prevent academic disengagement and eligibility issues.
At-Risk Athlete with Courses:
At-Risk Athletes a list of all learners, their course grade, their course grade compared to peers in the course, as well as the percent of activities complete, and missing and unsubmitted assignments. At-Risk is defined by having a course grade 72 or less. This is intended to inform athletic eligibility risk.
Purpose: To provide a detailed overview of student-athletes at risk of academic ineligibility by tracking their course grades, activity completion, and missing or unsubmitted assignments.
Use: Athletic Coaches use the At-Risk Athlete with Courses report to identify athletes with grades below 72%, compare their performance to peers, and address missing assignments to prevent eligibility issues.
Suggested Notifications:
Weekly Summary of Athletes with Any Course Grade Below 73
This automated notification will send you a list of athletes that have below 73 in any course they are currently enrolled to allow for interventions to preserve eligibility.
Steps to Set Up Your Notification
Notification Details:
Notification Name: Weekly Summary of Athletes with Any Course Grade Below 73
Notification Description: This notification automatically emails a list to me of my athletes that have below 73 in any course they are currently enrolled using the At-Risk Athlete with Courses dataset.
Send to: Select “Enter Recipients” from the drop down menu.
Email: Enter your email and/or the email(s) of those who will receive the notification.
Subject: "Weekly Report: Athletes with Course Grades Below 73” (Example)
Message: "Attached is the list of athletes that currently have a course grade below 73. Log in to your IntelliBoard account to see more information. Use the Learner Activity Submission Progress to drill down into missing and late assignments and send notifications directly from the dataset." (Example)
Attachment:
Dataset: Select "At-Risk Athlete with Courses" from the dropdown menu.
*Datasets must be linked or cloned to “My Datasets” to use as an attachment.Set Appropriate Filters:
You can set “Course” filter to filter report to show only athletes in specific courses if desired.
If applicable, set the “Terms” filter to filter report to only the current term.
Set the “At-Risk” filter to show only athletes with “At-Risk” status.
You can also set filter to show only specific athletes using the “Full Name” filter.
Save the filters.
File Type: Choose your preferred format for the dataset attachment using the drop down menu (CSV, XLSX, or PDF).
You can also check the box next to “Do Not Send Empty Report” so the report is not sent if empty.
Select Date Range:
Start Date: Choose the term start date or a date that fits your needs.
End Date: Choose the term end date or your preferred end date to receive this report.
Notification Schedule:
Frequency: Set for Weekly.
Time: Select the preferred time for the report to be sent (24-hour format).
Additional Fields: You may need to select additional information dependent upon the frequency, including the day you want the notification sent.
Final Steps:
Click Save to schedule your notification, or Save and Send Now to receive the first report immediately.
Weekly Summary of Athletes with No Login Activity in the Past 7 Days
This automated notification will send you a list of athletes who have not logged in to their course in the past 7 days to promote intervention efforts to maintain athletic eligibility.
Steps to Set Up Your Notification
Notification Details:
Notification Name: Weekly Summary of Athletes with No Login Activity in the Past 7 Days
Notification Description: This notification automatically emails a list to me of my athletes that have not logged in to their course in the past 7 days.
Send to: Select “Enter Recipients” from the drop down menu.
Email: Enter your email and/or the email(s) of those who will receive the notification.
Subject: "Weekly Report: Athletes with No Login Activity for 7 Days” (Example)
Message: "Attached is the list of athletes that have not logged in to their course within the last 7 days. Use the Learner Activity Submission Progress to drill down into missing and late assignments and send notifications directly from the dataset." (Example)
Attachment:
Dataset: Select "Inactive Learners in Courses" from the dropdown menu.
*Datasets must be linked or cloned to “My Datasets” to use as an attachment.Set Appropriate Filters:
You can set “Course” filter to filter report to show only athletes in specific courses if desired.
Set the “No Course Access Within” filter to “Past 7 Days”
If applicable, set the “Terms” filter to filter report to only the current term.
Save the filters.
File Type: Choose your preferred format for the dataset attachment using the drop down menu (CSV, XLSX, or PDF).
You can also check the box next to “Do Not Send Empty Report” so the report is not sent if empty.
Select Date Range:
Start Date: Choose the term start date or a date that fits your needs.
End Date: Choose the term end date or your preferred end date to receive this report.
Notification Schedule:
Frequency: Set for Weekly.
Time: Select the preferred time for the report to be sent (24-hour format).
Additional Fields: You may need to select additional information dependent upon the frequency, including the day you want the notification sent.
Final Steps:
Click Save to schedule your notification, or Save and Send Now to receive the first report immediately.
For additional support, email us at helpdesk@IntelliBoard.net
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