Conducting an Intervention - 5-Star Students · record in 5-Star Students. Print barcode list: During intervention check-in, a damaged or forgotten ID card can cause delays. Having

This guide will assist you with planning and conducting interventions using 5-Star Students

ü Determine which interventions to track attendance using 5-Star Students ü Understand requirements for barcode ID scanning at interventions ü Understand various intervention options ü How to manage eligibility lists and invitations in interventions ü Plan an effective intervention check-in strategy ü How to check in individuals online at an intervention ü How to check in individuals using your smartphone or tablet ü How to check in individuals using a mobile barcode scanner ü How to check in individuals using the 5-Star Students Desktop program

Tracking attendance at interventions

One of the primary features of 5-Star Students is the ability to capture and store attendance data for school interventions.

Interventions in 5-Star Students were created to help keep track of attendance for academic sessions that are separate from a school’s involvement calendar. For example, a school can keep track of tutorials, library, and study hall in interventions.

There may be multiple reasons for wanting to know the students, faculty or community members that attended a specific intervention:

• Immediate feedback on how many students attended an intervention

• Liability concerns during a free class period

• Holding students accountable to the interventions they need to attend

You’ll also need to think about which interventions will be one-time or repeating. One-time interventions will occur on a specific date (e.g. SAT Prep course). For a repeating intervention, like a daily library check-in, a specific intervention date may not be applicable. You can set how often and when the intervention repeats.

Another consideration is how to “value” your interventions. If you are planning to use 5-Star Students to manage an activities recognition program, you can assign a point value to each applicable intervention. However, interventions are not part of the involvement metrics. Prior to assigning a point value, consider whether certain interventions should be “worth more” than others.

Conducting an Intervention

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Keep in mind that intervention point values can always be changed, even after an intervention is completed. Thus, a change in point value strategy during the school year can easily be accommodated.

Once you’ve decided on the interventions to track, they should be added to the 5-Star Students system. Select “Add new” from the Interventions page to get started.

ID barcode scanning

Most schools today utilize barcoded ID numbers on their student identification cards. You can take advantage of this technology to scan ID cards for activity, event, behavior and intervention tracking.

If your school doesn’t have a barcoded ID on student identification cards, the 5-Star Students program can help you generate a barcode list for printing on labels.

A barcode scanner, when connected to a computer or paired with a mobile device, is essentially another input device. Instead of typing on a keyboard or clicking a mouse button, the barcode scanner will read the barcode and send the decoded numbers and/or characters to the connected device.

Many schools already employ USB barcode scanners for other uses: library book check-out, student purchases, etc. In addition to USB barcode scanners, a Bluetooth-capable scanner can do the same job without the wires. This aligns perfectly with mobile devices that don’t have regular computer ports to connect cables.

Some wireless barcode scanners can store barcode data directly on the unit via onboard memory. Think of this like the small USB “flash” drives that you may use to move files between computers. The scanned barcode data is stored on the scanner until you copy the information somewhere else or remove it.

You can purchase barcode scanners directly from 5-Star Students. We offer an extremely flexible mobile barcode scanner from Motorola (Bluetooth and non-Bluetooth models) or the basic USB scanner units. Check out 5starstudents.com/pricing for more information about these devices and pricing.

5-Star Students supports the use of any wired USB barcode scanner to check in individuals at interventions. The system also supports the use of Bluetooth scanners, connected to a computer or mobile device (phone or tablet)

Barcode scanning at an intervention allows for a much faster check-in process than typing in a student ID or cross-checking from a paper list. Several computer stations or mobile devices with scanners can handle the job even faster by offering multiple intervention entry points. It’s also possible to scan ID cards and store data without any computer connectivity at the intervention, using a mobile scanner with batch capabilities.

Here are a few intervention check-in scenarios that are supported with 5-Star Students:

• A laptop or desktop computer at the intervention, running the 5-Star Students web application, with a connected USB or Bluetooth barcode scanner

• A tablet or mobile phone at the intervention, running the 5-Star Students Manager mobile application, with a paired Bluetooth barcode scanner

• A mobile barcode scanner at the intervention, scanning and storing barcode data (batch scanning). The scanned barcode data is later uploaded to the 5-Star Students web application

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In addition to the use of barcode scanners, the other requirement is that all individuals uploaded to 5-Star Students have an assigned ID. This ID should match the barcoded number on the individual’s identification card. If no ID exists for an individual in the system, the scanned barcode will not result in a successful match on the system. Some schools have more than one ID for each student. 5-Star Students can accommodate this situation by utilizing a “secondary ID” field. Please contact us directly if you need assistance for this scenario.

Remember that barcode scanners are not required to use 5-Star Students program. However, their benefits and ease of use will usually justify the additional investment.

Intervention options

There are multiple intervention options that can be utilized within 5-Star Students. You may require a different combination of options based on the nature of each intervention.

Prior to the intervention

Load eligibility list: Some interventions may have a specific list of eligible or non-eligible students. You can use 5-Star Students to validate whether a person is eligible to attend during intervention check-in. This requires the eligibility list be uploaded to 5-Star Students in advance of the intervention. On the intervention page, click the Manage Eligibility button to navigate to the eligibility page for this intervention.

You have a variety of options to add eligible or non-eligible individuals to an intervention. Keep in mind you must have previously uploaded the complete student, faculty or community lists to the program, prior to adding any eligible or non-eligible individuals.

• Add from list: You can manually add students or other individuals from the available list(s) on the system. This may be the simplest option if you have a small number of eligible individuals to add.

• Add from IDs: You can copy and paste a list of ID numbers into the text box to add individuals to the eligibility list.

• Add from file: The only required data is the individual’s ID number, used to match with an existing record in 5-Star Students.

Print barcode list: During intervention check-in, a damaged or forgotten ID card can cause delays. Having a backup list of names, IDs and associated barcodes can help to keep the process flowing smoothly. You can easily generate this list from several locations in the 5-Star Students program in either PDF or Excel formats.

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• Select the Barcode list option from the Students, Faculty or Community pages.

• Select the Barcode list option from any intervention eligibility page. The resulting list will include all of the eligible or non-eligible individuals for the selected intervention.

Non-eligible list: Some interventions use a non-eligible list. This will allow schools to check all students in and show a warning any time a student on the non-eligible list is scanned into that intervention.

The non-eligible students can be added using the same options as the eligible individuals. Switch to the Non-eligible list to add individuals.

View eligibility for other interventions: Clicking on the search icon next to an individual’s name will show the other interventions they are eligible to attend and when they were added.

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Email Invitations and Notifications

Email Invitations: Once an eligibility list is updated, you can send email invitations to individuals.

• Create New Email: Provide a subject and message for the email invitation. Be sure that the student email addresses have been uploaded into the 5-Star Students roster before sending an email.

• Checking Invitation Status: Once the email has been sent, the status of the invitation will appear under the email message. Check whether the message was delivered and if they accepted the invitation to attend the intervention.

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Notifications: Once an eligibility list is updated, individuals can be sent push notifications if they have the 5-Star Students mobile application.

• Create Notification: Provide a message for the notification and the date and time it will be sent. Any individual on the eligible list with the 5-Star Student mobile app will receive the notification at the set date and time.

Intervention check-in strategies

When planning for an intervention, you should consider the various methods for capturing attendance with 5-Star Students. Each method is further described below.

• Manual check-in

• Offline mobile barcode scanner check-in

• Online intervention check-in (add from eligible lists, groups, or activity participants)

• Online intervention check-in (scan barcodes)

• 5-Star Students mobile app check-in (Bluetooth scanner)

• 5-Star Students mobile app check-in (Camera scanner)

Manual check-in

This method requires that each attendee’s ID is captured at the intervention on paper or in a computer file. It could be as simple as having a sign-in sheet at the intervention entry point. The IDs could also be keyed into a text or Excel file.

At a later date, a user must transfer the hand-written IDs or the file to 5-Star Students. Individuals can be manually added to an intervention using the Add from list option on the intervention page. A file of IDs can be uploaded to an intervention via the Add from file option.

The manual check-in strategy might be an acceptable option when the number of attendees is very small (<25) and capturing arrival/departure times is not required.

Offline mobile barcode scanner check-in

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If you have a compatible mobile barcode scanner (such as the Motorola CS3000/3070 series) you can scan barcode IDs for an intervention without any connectivity to a computer or other device.

When a barcode is scanned in “Batch” mode, the resulting ID is stored on the unit itself. Subsequent scanned IDs will continue to be stored along with a date/time stamp for each entry. The scanned data will remain on the device until it is cleared.

After scanning IDs for an intervention, a user must transfer the data to 5-Star Students. This is accomplished by navigating to the intervention page and selecting the Import from scanner option. Follow the instructions to upload the scanner data file to the system. After the data has been uploaded, the scanner should be cleared for the next intervention.

It’s important to remember that offline barcode scanning requires dealing with one intervention at a time. Scanning IDs at multiple interventions before transferring and clearing will ultimately “mix up” data stored on the device and make it difficult to accurately get results into the correct 5-Star Students intervention.

Excellent use cases for offline mobile barcode scanning would be interventions that do not have eligibility lists.

Online intervention check-in (add from eligible lists, groups, or activity participants)

This method assumes that the intervention attendees are current participants of another activity in the 5-Star Students program or are on an eligible list or in a group.

During the intervention, select the Add from list option on the intervention page. Then, navigate to the Activities, Groups, or Interventions tab and select an activity, group, or intervention to view participants. Finally, select each individual in attendance and click the Save List button.

A great example of this check-in method in action is capturing attendance at an intervention with an eligibility list. Adding attendees via the Add from list (select intervention) option can quickly get the job done.

Online intervention check-in (scan barcodes)

For large interventions, barcode scanning is a must-have to check in individuals quickly and accurately. 5-Star Students offers the ability to scan IDs directly into the system via a web-based interface.

Navigate to the intervention page and select Check-in. Connect a wired or Bluetooth scanner to the computer and start scanning. The system will attempt to match the scanned ID with an existing individual on the system, taking into account any of the check-in options selected.

In addition to matching the ID, the system will validate against the eligibility list for the intervention (if applicable). The operator will be warned if the individual is not eligible to attend. Otherwise, the individual will be checked into the intervention.

Mobile app check-in (Bluetooth scanner)

5-Star Students offers native applications for both the iOS and Android mobile platforms. One of the primary features of the apps is the ability to check in individuals at interventions using your smartphone or tablet.

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After locating an intervention in the 5-Star Students mobile app, you’ll find an option to enter Manually Add or Bluetooth Scan mode. Pairing a Bluetooth scanner with your device will allow you to scan barcode IDs and process the results immediately within the app.

Like the online intervention check-in method, the app will check the ID against the current student/faculty and community available on your device. It will also validate against the intervention’s eligibility list if applicable. The operator will be warned if the individual doesn’t meet the criteria.

It is also interesting to note that the mobile app can be used for intervention check-in without a live data connection. All of the information required for check-in must be downloaded to the device prior to the intervention start. Because the student list, intervention eligibility list, etc. is available locally, any interruptions to Wi-Fi or mobile data service will not impact your ability to operate the check-in process.

Mobile app check-in (camera scanner)

If using the 5-Star Students app on a smartphone, you have the option of using the camera as the barcode scanning engine.

After locating an intervention in the 5-Star Students mobile app, you’ll find an option to enter Camera Scan mode. The camera will be activated and attempt to read the barcode aligned in the viewer window.

Intervention check-in using the camera scan option will process the ID in the same way as if using a barcode scanner. However, you’ll likely notice it takes longer to scan a barcode with the camera vs. an actual scanner. There are many more variables in play with the camera (camera quality, focus, lighting, clarity of barcode) that may make this method unusable in some intervention situations.

We recommend using the camera scan option only for smaller interventions, where check-in speed is less critical. As camera technology in mobile devices continues to improve, this may increasingly become a more popular option in the future.

How to check in individuals online at an intervention

Online check-in allows you to capture intervention attendance in real-time using one or multiple computers connected to the 5-Star Students web application.

1. Log into 5-Star Students at https://app.5starstudents.com

2. Navigate to the intervention page for the upcoming intervention

3. Click the Check-In option

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4. Connect a wired USB barcode scanner or pair a Bluetooth scanner to the computer

5. Scan each barcode ID (you can also manually type in the ID).

6. Watch for “not eligible” warnings. Decide whether to continue check-in or cancel

7. Return to intervention page when finished to review attendee list

Notes:

If the check in only intervention option is selected, the operator will be warned if the same ID is scanned again at a later time. If the check in/out option is selected, an individual will be “checked out” of the intervention when the same ID is scanned at a later time.

All user roles have access to perform online check-ins, except Viewers.

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How to check in individuals using your smartphone or tablet

Using the 5-Star Students mobile app, you can easily check in individuals at an intervention. Multiple mobile devices can be used in combination with two different scanning options to maximize flexibility.

1. Install the 5-Star Students app from the iOS App Store (iPhone/iPad) or Google Play (Android users). The app is free to download.

2. Log into the app using your existing 5-Star Students credentials. You will stay “logged in” during subsequent uses unless you specifically sign out.

3. Navigate to the Students screen. This action will download the current list of students available in 5-Star Students online. As the student list changes over time, be sure to refresh your list to stay in sync.

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4. Navigate to the Interventions screen. This action will download the current list of interventions available online. As new interventions are added over time, be sure to refresh this list to see the changes.

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5. Tap the upcoming Intervention to access the intervention detail screen. If the intervention contains an eligibility list online, tap the Eligibility icon and then the wait for the list to be downloaded. As the eligibility list is modified online, you must remember to sync your device immediately prior to the intervention to get the most current list.

6. Navigate to the Settings screen, and review available intervention options. Modify options as necessary and return to the intervention detail screen.

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7. If using a Bluetooth scanner, turn it on and wait for device connection. If this is your first time using the scanner, consult the “pairing” instructions to enable the scanner to connect to your mobile device.

8. From the intervention detail screen, select one of the Scan options to enter scanning mode (manual add, Bluetooth scan or camera scan).

9. In Manual or Bluetooth Scan mode, scan the barcode ID to check in individuals. In Camera Scan mode, position the camera viewer over the barcode to read.

Barcode scan check-in

Camera scan check-in

10. Watch for “not eligible” warnings. Decide whether to continue check-in or cancel.

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11. Go back the intervention detail screen and tap the Attendees icon to review current attendees on your device. This action will upload attendees from your device and download any additional attendees synced from other devices.

Notes:

If the check in/out option is selected, an individual will be “checked out” of the intervention when the same ID is scanned at a later time. Keep in mind, for intervention check-in using multiple devices, you must synchronize your list of attendees to ensure everyone has the complete list from all check-in stations. It’s usually a good idea to instruct each operator to sync their attendee lists periodically or before performing any intervention check-out actions.

Once a Bluetooth scanner is connected to your device, the on-screen keyboard will be unavailable. If necessary, temporarily turn off Bluetooth mode on the scanner and the on-screen keyboard will re-appear (see scanner instructions for specific steps).

All user roles have access to perform check-ins on the mobile app, except Viewers.

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How to check in individuals using a mobile barcode scanner

Using a compatible mobile barcode scanner (such as the Motorola CS3000/3070 series) you can scan barcode IDs for an intervention without any connectivity to a computer or other device. Using multiple scanners at an intervention can make the check-in process even more flexible by allowing several entry points.

1. Make sure each barcode scanner is charged and ready for use.

2. Clear the barcode scanner(s) of any existing barcode data, prior to the intervention. Consult the instructions included with your scanner to perform this step.

3. Make sure Bluetooth mode is disabled on the scanner(s), if applicable

4. Take the barcode scanner(s) to the intervention and scan barcode IDs. The scanned ID and timestamp (if available) will be stored on the device.

5. Collect the barcode scanner(s) after the intervention. You may want to invent a labeling or envelope system to keep track of which scanners were used for different interventions. The scanned data will remain on the scanner(s) until you transfer to 5-Star Students or clear the device.

6. Log into 5-Star Students at https://app.5starstudents.com and navigate to the intervention page for the applicable intervention.

7. Select the Import from scanner option. Follow the instructions for your device to upload the scanner data file to the system.

8. Select from several options before processing the data file. If selecting the check in/out intervention option, the second time the same ID is detected in the file, the associated individual will be “checked out”.

9. The system will attempt to match IDs located in the scanner data, with an existing individual in 5-Star Students. If a match is found, the individual will be added as an attendee to the intervention and the timestamp of the scan will be included as the arrival time.

10. After the data has been uploaded, the scanner should be cleared for the next intervention. Consult the instructions for your scanner model to determine how to remove scanned data from the device.

Notes:

In addition to uploading scanned data to an intervention, you can also upload scanned barcode data to an eligible list in 5-Star Students. An example would be scanning all student IDs at the first intervention, and using that data as the initial eligibility list for that intervention in 5-Star Students. In this case, the timestamp of the scan is not applicable and the individual would simply be added as an eligible individual.

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All user roles have access to upload offline scanner data, except Viewers.

Documents

Conducting an Intervention - 5-Star Students · record in 5-Star Students. Print barcode list: During intervention check-in, a damaged or forgotten ID card can cause delays. Having