Hi Cap Learning Plans: Managing Referrals

The Hi Cap Learning Plans Application can be utilized to manage your HiCap Referral Process from beginning to end including managing screener and qualifier scores, enrollment recommendations and parent acceptance into the program.  Letters can also be generated for groups of students in this section of the application to communicate with parents throughout the process.

Referring Students

Students can enter the referral process one of two ways:  

• Being individually referred, when a referral form is completed about the student
• Being identified and assigned to the referral process with a group of students based on assessment scores

The referred students table will list all students who have been identified and each student's data can be managed here.  

Entering Individual Referrals - Educator

On the Educator role, click Referral Form in the left navigation.  This will bring up a student selector where you can click to search for a student whom you would like to enter a referral for.  This simple form has just two fields used to capture basic information about why the user is referring the student.  Click “Save” in the bottom right corner when you are done adding information.   Upon saving, the student will now appear in the “Referred Students” table.

Entering Individual Referrals - Public

Via an unauthenticated form that can be accessed by any user: https://yourdistrictnamehere.schooldata.net/v2/highly-capable-student-plans/#/public/refer-student, any individual can submit a referral.  The form asks for information that will help identify the student

The resulting referrals will be surfaced in a table for the Data Admin titled “Public Referrals” in the left nav. Using the row action for any one record, choose “Validate Referral” and using the resulting search fields, find the student whom this referral is for.

Upon clicking save, you will now see this student appearing in the Referred students table.  If a record for that student already existed there, you will now see an additional referral record for that student on the Manage Student Referrals page.

Entering Referrals for Multiple Students

There are several tables that will allow you to identify groups of students to refer. On the Educator role, in the left navigation choose Assessment Scores, Screener Scores or Qualifier Scores.

If you have predefined screener or qualifier scores and there are students with results from the current school year, they will automatically load.  Otherwise, use the selector to choose an assessment and year you’d like to review.  

Once scores have loaded, use the available data points to sort and filter including:

• Gender
• Ethnicity/Federal Race
• School
• Grade Level
• Services
• Assessment Scores

Once you have identified students you would like to refer, use the checkmarks at the left side of the screen to select one or more students. Then, click the blue “Select Row Actions” button at the top right to select “Refer Students.”  All selected students will immediately be displayed in the “Referred Students” table.

Managing Individual Student Referrals

Once students are in the referred students table, you can access additional information about each student by clicking on the “Manage Referral” link.

This will open a page with multiple tabs displaying information about the selected student.  The first Details  tab lists school, gender, race and a selector where information about how the student was referred can be recorded.  

The Referrals tab will display a table listing all referrals that have been made for the student.  If multiple referrals have been made, they will all be displayed here along with basic information.  Existing referrals can be edited via the row actions, or additional referrals can be added by clicking “Add Record” at the top right.

The Assessments Scores tab displays any configured automatic assessments that exist for the selected student.  Additional assessments can also be incorporated into the referral process by clicking the “Add Record” button at the top right corner.

If configured for your district and part of the referral process, the Parent and Educator Surveys tabs will be available to review.

The last tab to the far right displays Additional Services. This container is surfaced from the Student Spotlight and displays any current year services for the student.  You can view prior year information by clicking on the gear at the top right and select “Data Settings” then choosing the school year you’d like to view.    

Managing the Referred Students Table

The Referred Students Table can be used to track all the steps as the student moves through the referral process. 

You can view important information about the student, basic info about how they were referred, as well as their assessment results.   From there using the row actions, you can track students who are:

• Recommended for the Qualifier Test
• Recommended to the Committee
• Recommended for Enrollment in the Program
• Parent Acceptance into the Program

After each student is marked accordingly, the columns will clearly indicate “Yes” for students who are progressing through the steps towards placement in the program  This table will retain whatever filtering and sorting settings are applied, so they can be used to view whatever subset of students you would like.  

There is also a default set of notification letters that can be generated via this page for selected groups of students, including:

• Parent Permission to Assess
• Did not Qualify for Testing
• Did not Qualify for Placement
• Parent Permission to Participate

Using the selected row actions, letters can be generated and downloaded for groups of students  in each category.

The current letters are the default versions, but these can be customized for your district if custom versions are provided.