Dropout Detective Overview 🔗

Using Dropout Detective to Review Student Risk, Activity, and Notes

1. Check the data refresh status before reviewing students 0:00

• Data is updated each evening within your LMS.
• Open Dropout Detective and confirm the platform is being used with current data.
• Scroll to the bottom of the screen to find the last updated date and time.
• Use this timestamp to verify that the student information reflects the most recent evening update.

2. Review the risk index and available filters 0:23

• Locate the Risk Index for each student.

  Use the risk index as a quick indicator of student concern level.

  Review the data points contributing to the index, such as:

  • Grades
  • Missing assignments
  • Zeros
  • LMS activity

  • Other available indicators

    Apply filters as needed:

  • High
  • Medium
  • Low
  • Any custom filters configured by the Access Manager admin.

3. Select the appropriate dashboard or student list 0:49

• Review the dashboards at the top of the screen.
• Choose the dashboard assigned to you or created by an Access Manager.
• If needed, switch to All Students to broaden your review.
• Use dashboards to focus on a specific group of students or responsibilities.

4. Use search, trend, and last note fields to narrow your review 1:04

• Use the search bar to quickly locate a specific student.

  Review the trend field to see the student’s seven-day rolling risk change:

  • Increasing
  • Decreasing
• Check the last note field to see when the most recent note was entered.
• Use these fields to prioritize students who may need immediate attention.

5. Open a student profile to review course-level data 1:20

• Click the student’s name to open their profile page.

  Review the student’s current courses displayed on the profile.

  Confirm whether you are viewing:

  • Administrative/advisory access, which may show all courses
  • Classroom teacher access, which may show only your course data
• Use the profile view to understand the student’s current academic context.

6. Review course performance indicators 1:43

• Examine the course data that updates each evening.

  Check the following indicators for each active course:

  • Grades
  • Zeros
  • Missing assignments
  • Last access within the course
  • Last upload time into the course
• Use this information to identify courses where the student may be struggling or disengaged.

7. Expand zero details to identify missing work 2:02

• Click the Show buttons next to zero indicators.

  Review the list of assignments where the student has zeros.

  Capture the following details for each assignment:

  • Due date
  • Assignment name
  • Points possible
• Use this information to determine which assignments need follow-up or intervention.

8. Send individual or group messages when intervention is needed 2:17

• Use the messaging tools to contact the student or a group of students.
• Select Send individual message to begin a message workflow.
• Choose one or more students if sending a group message.
• Draft and send the message through the solution.
• Note: This messaging option is available only through the Canvas LMS.

9. Add and review notes for student support tracking 2:49

• Navigate to the Notes tab for the selected student.

  Enter notes documenting actions taken, observations, or follow-up plans.

  Remember that anyone with access to the student may see the notes unless restricted by Access Manager permissions.

  Review existing notes at the bottom of the tab.

  Filter notes by:

  • Note type
  • Tags
• Use tags to organize notes by activity, intervention type, or support category.

10. Use history data to identify patterns over time 3:15

• Open the History tab to review historical student data.
• Check the risk index over time, including the last 30 weeks or 30 days.
• Review the week-by-week historical view.
• Click the grades view to see the last 30 days of grades.
• Look for patterns that may explain changes in performance or risk.

11. Review context and associated allies 3:42

• Open the Context tab to see allies associated through the dashboard system.
• At the administrative level, review the instructors connected to the student’s course data.
• Use this information to coordinate support with the appropriate staff members.