IRP Reporting System: External User Guide

 

 

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Getting Started

 

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System Access

Access the IRP Reporting dashboard through your Ignite Reading portal by navigating to Reports > Session Attendance. The system opens to your All Schools overview, providing immediate insight into program performance.

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Dashboard Navigation

The dashboard has two main views:

All Schools Dashboard: See how all your schools are doing at once. To access an individual school view, click the ‘Details’ link in the column on the far right.

School Dashboard: Dive deeper into one school’s student details. Navigate between views by using the “Back to all Schools” link at the top of the page.

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Understanding Your Data

Understanding Key Metrics

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Attendance Measurement

Schools’ Attendance Rate measures the percentage of scheduled sessions that students attend:

• Present: Student spent any time in the session (more than 0 seconds)
• Absent: Student did not join the session (0 seconds logged)
• How this is calculated: Number of attended sessions ÷ Total Scheduled Sessions

Time Period:

• In metric cards: Uses selected day only (Today/This Week/This Month)
• In the data tables: Uses selected day only

Note: Includes both standard sessions and Accelerator Pack students

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Instructional Time Measurement

Students’ Average Instructional Time tracks the quality of session engagement:

• Measurement: Average minutes spent per attended session

• Maximum: Capped at 15 minutes per session for calculation purposes

• Purpose: Helps assess whether students are getting meaningful instruction time

• Only Counted: For sessions where students were present
  
  

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Risk Assessment Framework

The dashboard uses a traffic light approach to identify students and schools needing attention:

🟢 Good (Green): 80-100% attendance rate

• Students are consistently attending and engaging
• Minimal intervention needed

🟡 Watch (Yellow): 65-79% attendance rate

• Some attendance concerns are emerging
• Monitor closely and consider outreach

🔴 At Risk (Red): Below 65% attendance rate

• Immediate intervention recommended
• May indicate barriers to participation

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Program Capacity Management

Program Seats shows enrollment efficiency:

• Filled Seats: Active student enrollments (excludes Accelerator Pack students)
• Total Seats: Purchased program capacity

• Formula: Active Program enrollments / Total purchased seats

• Purpose: Helps optimize resource allocation and identify additional needs

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Choosing Your Time View

Three Ways to Look at Your Data

You can easily switch between different periods to get the information you need:

Today: Perfect for your daily check-ins

• See what’s happening right now
• Great for tracking attendance issues in the moment

This Week: Your go-to for weekly progress meetings

• Spot patterns and trends are developing
• Ideal for weekly staff discussions

This Month: Best for bigger picture planning

• See overall progress and identify long-term trends
• Perfect for monthly reports and planning sessions

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Understanding Different Calculation Dates

Different metrics use different time periods for calculation. Here’s what you need to know:

Metrics using “Day Selected Only”: 

• School Attendance Rate (in metric cards and columns)
• Sessions Missed Rate
• Program Seats
• Missed and Late Sessions (Only show on “Today” view)

Metrics Using “Beginning of Enrollment Until Date Selected” (Cumulative)

• Schools with Attendance Risk
• Students’ Average Instructional Time
• Attendance Risk Level (in both All Schools and School Views)
• Student Sessions with Attendance Risk

Why this Matters:

• Daily metrics help you see immediate issues
• Cumulative metrics help you see long-term patterns and persistent concerns
• Risk levels need a longer view to avoid showing false positives from single-day absences
• This is why the Attendance Risk Level doesn’t align with the daily School Attendance Rate - they serve different purposes
  
  

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Understanding Student Information

What Each Status Means

When you look at individual students, you’ll see different status indicators that tell you exactly what’s happening:

• Complete: Student finished their Ignite Reading Session - great job!
• In Session: Student is currently in their Ignite Reading Session.
• Upcoming: The Student has a session scheduled later
• Missed: Student didn’t show up for their scheduled session.
• Late: When the session should be “in session” but the student hasn’t shown up yet
• Cancelled: the session was cancelled (either because it’s a Non-Instructional Day, A Non-Scheduled Day, or other reason)

Where Students Are in Their Reading Journey

Each student is working on specific reading skills based on their level. You’ll see what they’re currently learning, which helps you understand their progress and what to expect next.

Reading Program Levels Explained

Where Students Start (Their “Baseline”)

Every student begins their Ignite Reading journey at the level that’s right for them. Here’s what the different starting levels focus on:

Building Basic Skills:

• BAK (Basic Alphabet Knowledge): Learning letters and their sounds (30 lessons)
• ULS (Using Letter Sounds): Putting sounds together to read simple words (14 lessons)

Learning Word Patterns: 

• ULP (Using Letter Patterns): Reading words with different vowel patterns (14 lessons)
• VCe (Vowel-Consonant-e): Words with silent ‘e’ like “cake” and “hope” (16 lessons)

More advanced Reading:

• B+D (Blends + Diagraphs): Complex sounds like “ch,” “th,” and “bl” (29 lessons)
• RCV (R-Controlled Vowels): Words like “car,” “her,” and “for” (29 lessons)
• VT (Vowel Teams): Tricky vowel combinations like “ea” and “oo” (30 lessons)

Advanced skills:

• MSD (Multisyllabic Decoding): Breaking apart and reading longer, complex words (90 lessons)

What Students Are Working On Now

The Current Skill/Lesson” shows exactly what each student is learning today. Students may progress to a new level, so their experience may differ from where they started.

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Taking Action Based on What You See

When You Notice Students Struggling

If the dashboard shows students or schools with red “At Risk” indicators, here are some steps that often help:

For Individual Students:

• Check if the session time works with the student’s schedule
• See if the student needs additional support or encouragement
• Consider if there are technical barriers preventing participation
• Reach out to families to determine if there are any barriers (such as technology issues or scheduling conflicts).

For Whole Schools

• Meet with school leaders to understand any systemic challenges
• Review whether teachers need additional support or training
• Look at the technology infrastructure and internet connectivity
• Examine if the session scheduling conflicts with other school activities

Getting Extra Help

The dashboard includes links to helpful resources:

• Attendance Resources: Research-backed strategies for improving student participation
• Enrollment Management: Tools to adjust program capacity and student assignment
  
  

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Good News Indicators

Signs Your Program is Working Well

Here’s what to look for when things are going great:

• Most schools show a green “Good” status (80%+ attendance)
• Very few students are in the red “At Risk” category
• Students spending reasonable amounts of time actively learning (close to 15 minutes per session)
• High enrollment numbers that show student seats are being utilized effectively
  
  

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Making the Most of Your Dashboard

Building Good Habits

Set up regular check-in routines that work for your schedule:

• Daily: Quick morning look at attendance to catch any immediate issues

• Weekly: Deeper review during staff meetings to discuss trends and plan support
• Monthly: Comprehensive review for reports and long-term planning

Sharing Information

Use what you learn from the dashboard to:

• Keep school leadership informed about Ignite Reading program success
• Report progress to district administrators
• Identify which schools or teachers might benefit from additional support
• Communicate with families about their student’s participation

Continuous Improvement

The dashboard helps you make your reading program even better by:

• Showing you what’s working well so you can do more of it
• Highlighting areas that need attention before minor problems become big ones
• Tracking whether your interventions are helping students improve
• Supporting decisions with real data rather than guesswork

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Frequently Asked Questions

System Access & Navigation

Q: How do I access the IRP Reporting system?

A: Log in to your Ignite Reading portal, click Reports in the left navigation menu, and select Session Attendance from the dropdown. You'll land on the "All Schools" Dashboard if you have more than one school. If you have a single school, you'll land on the "Individual School View."

Q: What views are available in the system?

All Schools Dashboard: Overview of all schools with key metrics (your default landing page)

Individual School View: Detailed view for a specific school with student-level data. You can drill down by clicking on any school name or the "Details" button. A "Back" button appears when viewing individual schools to return to the All Schools view.

Q: Can I search for specific schools or students?

A: Yes, there's a search box at the top of the data tables where you can search by school name or student name.

Q: How do I sort the data?

A: Click any column header to sort the data. Click again to reverse the sort order. Use this to identify top/bottom-performing schools quickly.

Q: What's the difference between what I see on the All Schools view vs. what I see when I drill into a specific school?

A: All Schools shows school-level aggregated data, while the School View shows individual student-level detail with specific lesson information and student attendance risk.

Understanding Metrics

Q: What are the four primary metric cards on the All Schools Dashboard?

• District Attendance Rate: Overall attendance percentage across all schools for the selected time period
• Schools with Attendance Risk: Number of schools with attendance concerns (indicated by red warning icon)
• Students' Average Instructional Time: Average instructional time across all schools (displayed in minutes)
• Program Seats: Enrollment status (enrolled/total capacity). This may differ from rostering filled seats due to the Accelerator Pack exclusion. Click "Go to Submitted & Enrolled" to access the rostering page.

Q: What metrics appear on the School Dashboard?

A: Four metric cards similar to district level, but school-specific:

• School Attendance Rate: Percentage for this specific school, links to Attendance Resources
• At Risk Students: Number of individual students flagged as at-risk
• Missed and Late Sessions: Count of sessions where students were absent or tardy (only shown on "Today" view)
• Program Seats: Enrollment status for this school (enrolled/total capacity)

Q: How is Session Attendance Rate calculated?

A: Formula: Number of sessions the student attended ÷ Number of sessions scheduled. A student is marked as Present if seconds_in_session > 0, and Absent if seconds_in_session = 0. This includes both standard sessions and Accelerator Pack (AP) sessions.

Q: How is Average Instructional Time calculated?

A: Formula: Average instructional time per attended session (in minutes). Calculated from session_user_logs with join/leave actions, capped at 15 minutes (900 seconds) per session. Important: Only counts sessions where the student was present (seconds_in_session > 0).

Q: What's the difference between School Attendance Rate and Attendance Risk Level?

A: School Attendance Rate shows attendance for the selected day only, while Attendance Risk Level uses data from the beginning of enrollment up to the selected date. This is an important distinction - a school could have good attendance on one particular day but still be "At-Risk" based on its overall pattern since enrollment began.

Q: Why does a school's daily attendance percentage not match its risk level color?

A: The daily School Attendance Rate only shows attendance for the selected day, whereas the Attendance Risk Level utilizes data from the beginning of enrollment up to the selected date. A school could have good attendance on one particular day but still be "At-Risk" based on its overall pattern since enrollment began. This design choice allows you to view the risk of the student/school over time, rather than just displaying "Watch" or "Good" for a single day.

Time Periods and Data

Q: What time periods can I select?

A: Use the dropdown in the upper left to switch between:

• Today: Current day's data only

• Last 7 days: Rolling 7-day period from the current date

• Last 4 weeks: Rolling 28-day period from the current date

Q: Which metrics use "Day selected only" vs. "Beginning of enrollment until date selected"?

A: This is important and can be confusing! Here's a breakdown:

• Day Selected Only (snapshot of selected period):
• District Attendance Rate (card)
• School Attendance Rate (card and column on All Schools view)
• Sessions Missed Rate (column)
• Program Seats (card)
• Missed and Late Sessions (school card - only shown on "Today" view)
• Beginning of Enrollment Until Date Selected (cumulative):
• Schools with Attendance Risk (card)
• Students' Average Instructional Time (card and column)
• Attendance Risk Level (column in both views)
• Student Sessions with Attendance Risk (school card)

Q: Where does the IRP data come from?

• Session Data: Session-service recurring sessions and user session logs
• Attendance Calculations: Based on seconds_in_session metrics
• Program Enrollment: Spark program enrollments (excluding Accelerator Packs)
• Seat Counts: HubSpot data for purchased seats
• Student Information: Spark student records and program assignments

Q: How often does the data refresh?

A: Data refreshes automatically throughout the day. However, large districts may experience slower load times due to real-time calculations.

Ember Practice Session

Q: What is the Ember Minutes column?

A: Ember Minutes shows how much time each student spent actively practicing in Ember, our adaptive reading practice platform. It appears alongside tutoring attendance data so you can see the full picture of a student's engagement — both during tutoring sessions and during independent practice.

Q: What's the difference between a dash (—) and 0 minutes?

A: Great question — these two look similar but mean different things!

• — (dash): No Ember session record exists for this student. The system has no data for them in Ember during that time period. This often means the student was absent or late to their tutoring session, so they never got to Ember.
• 0 min: A session record exists, but the student didn't actively practice. They had access to Ember but didn't engage during that time.

Think of it this way: a dash means "we have no record of them being there," while 0 means "they were there, but didn't practice."

Q: Why does a student have a dash when they seem to be attending their sessions?

A: A few things could cause this. The most common reason is that the student arrived on time for their tutoring session but didn't make it into Ember — so no Ember session record was created. It can also happen if a student was marked Late or Missed, since those students wouldn't be expected to have an Ember session at all.

If you're seeing a lot of dashes for students who appear to be attending regularly, reach out to your Literacy Success Partner so they can look into it.

Q: What does NA mean in the Ember Minutes column?

A: NA only appears in the Today view and simply means the student's session is scheduled for later in the day — it hasn't happened yet! Once the session window has passed, the column will update to reflect what occurred.

Q: How is Ember Minutes calculated when I'm looking at This Week or This Month?

A: In the This Week and This Month views, Ember Minutes shows the student's average daily practice time across the selected period. Hover over the number to see a day-by-day breakdown of their practice.

Q: Is Ember Minutes included if I export my data?

A: Yes! When you download a CSV export of the dashboard, the Ember Minutes column is included so you can analyze or share the data outside the dashboard.

Q: A student has a high tutoring attendance rate but lots of dashes in Ember Minutes — should I be concerned?

A: It's worth paying attention to! A student who consistently attends tutoring but has no Ember practice time may be missing out on valuable independent practice between sessions. This could be a good conversation to have with the student's teacher or family to encourage home or classroom practice in Ember.

Student Information

Q: What session status indicators will I see?

• Complete (Green): Session successfully finished
• Upcoming (Blue): Scheduled future session
• In Session (Blue): Currently active session
• Missed (Red): Student absent from scheduled session

Q: What student information is shown at the school level?

A: The data table includes:

• Student name and teacher assignment
• Grade and session time
• Status (Complete/Upcoming/In Session/Missed)
• Current Skill/Lesson: What the student is currently working on (Format: [Protocol]|[Skill Focus] Lesson [Number])
• Baseline: What the student started with
• Attendance Risk Level: Color-coded (Good/Watch/At Risk) based on cumulative attendance from enrollment

Q: When/Why is a student considered late and marked as such?

A: A student is considered late if they arrive at least one minute after their session has started.

Q: What does "present" actually mean for a student? Do they need audio and video connected?

A: No, "present" is based on whether the student joined the session, not whether their audio and video are connected. Here's how it works technically:

• For Live Sessions (currently happening):A student is marked "Present" as soon as they press the GO button and the system receives a "join" event. This happens when they launch into the Lessonspace waiting room. They're considered present even if they're still setting up their audio/video devices.

• For Past Sessions (Today or previous days):The system looks at seconds_in_session. If seconds_in_session > 0, the student is marked as "Present." This means they did join (or at least got to the Lessonspace screen) and then left. The system calculates the time between the "join" and "leave" events to determine how long the student was in session.

Important: "Present" doesn't mean audio and video were working—it only means the student launched into the session and was there for at least some amount of time.

Q: If a student joins but leaves after 2 minutes due to tech issues, are they still marked as "Present"?

A: Yes, if seconds_in_session > 0, they will be counted as present. The system tracks when a student joins (receives "join" event) and when they leave (receives "leave" event), then calculates the seconds between these two events. Even if they were only there briefly due to technical issues, this still counts as present because they did join the session.

Ignite Reading Program Structure

Q: What do the program codes mean (BAK, ULS, ULP, etc.)?

• BAK: Basic Alphabet Knowledge (30 Lessons)
• ULS: Using Letter Sounds (14 Lessons)
• ULP: Using Letter Patterns (14 Lessons)
• B+D: Blends and Digraphs (29 Lessons)
• RCV: R-Controlled Vowels (29 Lessons)
• VCe: Vowel-Consonant-e (16 Lessons)
• VT: Vowel Teams (30 Lessons)
• MSD: Multisyllabic Decoding 1-19 (90 Lessons)

Q: What's the difference between Baseline Program Codes and Current Skill/Lesson?

• Baseline: What students started with when they enrolled
• Current Skill/Lesson: What students are working on now (may differ from baseline if student has progressed to a new protocol)

Operational Workflows

Q: What should my daily monitoring routine look like?

• Check attendance data daily for early intervention opportunities
• Use risk indicators to prioritize outreach efforts
• Coordinate with teachers when students show declining attendance
• Leverage instructional time data to optimize session scheduling

Q: What should I analyze monthly?

• Use the "Last 4 weeks" view for comprehensive reporting
• Analyze chronic absence patterns
• Review program seat utilization
• Plan interventions for consistently underperforming schools

Q: How do I identify schools that need immediate attention?

• Look for schools with "At Risk" (red) attendance risk level
• Check the "Schools with Attendance Risk" card number
• Sort by the Attendance Rate or the Sessions Missed columns
• Review schools showing declining patterns week-over-week

Q: Can I filter to see only "At Risk" schools?

A: The "Show At Risk Schools" filtering functionality is coming in a future release. For now, use the sorting capabilities by clicking on the "Attendance Risk" column header to group schools by risk level.

Troubleshooting

Q: Does the "District" view show the entire district?

A: No! The "District" view displays the aggregate of schools to which the admin has access, based on their permissions, not necessarily the entire district. 

Q: Why can't I see certain schools?

• Ensure proper role permissions for district/school access
• Contact Tech Support if you are unable to access specific schools that you should have access to
• Verify active enrollment in the Ignite Reading program

Q: Why is the dashboard loading slowly?

A: Large districts may experience slower load times due to real-time calculations. Data refreshes automatically throughout the day.

Support & Resources

Q: Where can I find help resources?

• Attendance Resources: Click the links in metric cards for knowledge base articles
• Technical Support: Contact Ignite Reading's technical support team

Q: What are the best practices for using IRP Reporting?

• Check attendance data daily for early intervention opportunities
• Use risk indicators to prioritize outreach efforts
• Coordinate with teachers when students show declining attendance
• Leverage instructional time data to optimize session scheduling

Getting Help & Support

When You Need Assistance

If you have questions about what you’re seeing in the dashboard or need help interpreting the data, help is available through the built-in resource links in the Ignite Reading Knowledge Base.

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The IRP Reporting dashboard is here to support your work in helping students become successful readers. The data is most powerful when combined with your expertise and knowledge of your students and schools.