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Aeries Referral Reports

How Accurate is Our Data?

This training supports Tier 1 Climate & Culture Teams in using Aeries Referral reports to determine if data entry is complete and accurate.

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TFI 1.12 EVALUATION:Discipline Data

The Tier 1 Team has instantaneous access to graphed reports summarizing discipline data organized by frequency of problem behavior events by behavior, location, time of day, and by individual student.

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Aeries Referral Reports

Average Referrals per Day per Month

Referral by Administrator & by Problem Behavior (PB)

Referral by Approximate Time & by Problem Behavior (PB)

Referral by Environment & by Problem Behavior (PB)

Referral by Function & by Problem Behavior (PB)

Referral by Grade & by Grade/Gender

Referral by Location & by Problem Behavior (PB)

Referral by Primary Ethnicity & by by Problem Behavior (PB)

Referral by Staf & by Problem Behavior (PB)

Referral by Student

Referral by Team & by Problem Behavior (PB)

Referral by Track & by Problem Behavior (PB)

Referral Details

Top 15 Referral Offenders

Go to the Aeries website and enter through the ADMIN/STAFF PORTAL

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By Location & Problem Behavior

Referrals by Location & Problem Behavior

Location & Problem Behaviors

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Are staff accurately entering Office Referral data into Aeries?

Are staff correctly completing Office Referral Forms?

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By Location & Problem Behavior

Problem Behaviors

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By Location & Problem Behavior

If there are more than 5% ‘Others’...

Are staff correctly completing Office Referral forms?

Are staff accurately entering Office Referral data into Aeries?

Problem Behavior

“Other” = 1

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In order to use data to problem solve and action plan, Teams require a clear picture of the specific Problem Behaviors that are occurring. When high rates of Problem Behaviors are coded as “other,” it is difficult to know what is occurring and how to intervene. In this example, only one Problem Behavior was coded as “Other.”

If Teams find that they have a high percentage of “others”, they should ask and investigate the following 2 questions:

Are staff correctly completing Office Referral forms?

For example, if staff select a ‘fill-in-the-blank’ Major Infraction or Minor Offense, they may have failed to write in one of the specific Problem Behavior options provided to them on the back of the referral form. Instead, they may have described the behavior using language that differs from the options available in Aeries. If this happened, it leaves the office staff to guess or default to “other”.

Are staff accurately entering Office Referral data into Aeries?

For example, office staff may default to entering “other” rather than looking for the behavior written on the referral form.

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By Location & Problem Behavior

Locations

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By Location & Problem Behavior

If there are more than 5% ’Others’ and ‘Not Applicables’...

Are staff correctly completing Office Referral forms?

Are staff accurately entering Office Referral data into Aeries?

Location

Not Applicable = 6

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In order to use data to problem solve and action plan, Teams require a clear picture of the specific Locations as to where Problem Behaviors are occurring. When high rates of Locations are reported as “other,” or “Not Applicable,” it is difficult to know how to intervene. In this example, 6 Locations were coded as “Not Applicable”.

If Teams find that they have a high percentage of either in their data reports, they should ask and investigate the following 2 questions:

Are staff correctly completing Office Referral forms?

For example, if staff select a ‘fill-in-the-blank’ Location, they may have failed to write in one of the Locations available in the Aeries database, thus the office staff would have to select “other”.

Are staff accurately entering Office Referral data into Aeries?

For example, if the office staff fails to select a Location in the database, it will appear as “Not Applicable” on the Referrals by Location Report.

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By Environment & Problem Behavior

Environmental Factors

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If there are more than 5% blanks, ‘None Reported’ and/or ‘Others’...

Are staff correctly completing Office Referral forms?

Are staff accurately entering Office Referral data into Aeries?

By Environment & Problem Behavior

Environment

“Other” = 8

Environment

Blank = 8

Environment

“None Reported” = 3

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In order to use data to problem solve and action plan, Teams require a clear picture of the specific conditions occurring in the environment at the time the Problem Behaviors occurred. When high rates of Environmental Factors are reported as “other,” “None Reported,” or ‘blank’, it is difficult to know how to intervene. In this example, 8 Environmental Factors were left Blank, 3 were coded as “None Reported” and 8 were reported as “other” for a total of 13% of the referrals.

This Team should consider answering the following 2 questions:

Are staff correctly completing Office Referral forms?

For example, if staff select a ‘fill-in-the-blank’ Environmental Factor, they may have written in a factor that is not an option in the Aeries database; OR staff may have failed to select an Environmental Factor, leaving the column blank.

Are staff accurately entering Office Referral data into Aeries?

For example, if Environmental Factor written on the office referral is not an option in Aeries, the office staff must determine what to select - this will most likely result as an ‘other’ entry.

Or, If the office staff fails to select an option, it will appear as ‘blank’ on the Referrals by Environmental Factor Report.

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What are we looking for, Team?

Not Applicables!

Blanks!

Others!

None Reported!

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Thank You!

Student Wellness and Support Services

Johns & Patrick

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