Monitor Goal Check Workflow

Simplified Goal Check data entry workflow for monitors - setting goals and marking progress

Monitor Goal Check Workflow

This guide shows monitors how to use Zion for Goal Check data entry. Your role is focused and streamlined: enter goals in the morning and mark actual progress at end of day.

Monitor vs Supervisor: Monitors focus solely on data entry (setting goals, marking progress). You won’t have access to dashboards, reports, or analytics - those are supervisor features. Your interface is simpler and faster for efficient data collection.

Your Role as Monitor

Primary Responsibilities:

• Set daily PACE page goals for students in your assigned centres
• Mark actual pages completed at end of day
• Add notes for students who struggled

What You Will NOT Do:

• Generate reports (supervisor function)
• View dashboards or analytics (supervisor function)
• Manage students or PACEs (administrator function)
• Make strategic decisions (supervisor/administrator function)

Estimated Time:

• Morning goal entry: 5 minutes for 20 students
• End of day marking: 5 minutes for 20 students
• Total: ~10 minutes per day

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Getting Started

Prerequisites

Before you can use Goal Check, your administrator must:

1. Invite you as a monitor (you’ll receive email invitation)
2. Assign you to one or more learning centres
3. Ensure students in your centres have PACE assignments

Accessing Zion

1. Check Your Email

   Look for invitation email from Zion (via Clerk)

2. Click Invitation Link

   Opens Zion sign-up page with your email pre-filled

3. Set Your Password

   Create a secure password for your account

4. Log In

   Use your email and password to access Zion

5. Verify Role

   You’ll see “Monitor” badge in top right corner

Monitor Interface

Sidebar Navigation:

• Goal Check - Your primary workflow
  • Set Goals (morning task)
  • Mark Progress (end of day task)
• Profile - Update your personal info
• Help - Access documentation and support

What You WON’T See:

• Dashboard (supervisor only)
• Reports (supervisor/administrator only)
• Students management (administrator only)
• Learning centres management (administrator only)

Simplified Interface: Your interface is intentionally simple to keep you focused on data entry. This makes your work faster and reduces cognitive load.

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Morning: Setting Daily Goals

Step 1: Access Goal Entry

1. Log Into Zion

   Use your email and password

2. Click Goal Check

   In sidebar navigation

3. Click Set Goals

   Opens goal entry interface

4. Confirm Date

   Ensure date is today (or select different date if needed)

Step 2: Understand the Goal Entry Table

Table Structure:

• Rows: Each row is a student in your assigned centre(s)
• Column Groups: Each student has columns for their assigned PACEs
• Fields per PACE:
  • Goal Start Page (where they’ll start today)
  • Goal End Page (where they should end today)
  • Goal Total Pages (auto-calculated: end - start + 1)

Example:

Student: John Smith
PACE: Math 1015

Goal Start Page: 15
Goal End Page: 20
Goal Total Pages: 6 pages (auto-calculated)

Step 3: Enter Goals for Each Student

For Each Student and PACE:

1. Enter Goal Start Page

   Type the page number where student will begin today (e.g., 15)

2. Enter Goal End Page

   Type the page number where student should finish today (e.g., 20)

3. Verify Total Pages

   System auto-calculates total pages (should be reasonable: 5-10 pages typically)

4. Move to Next PACE

   Press Tab or click next field to continue

5. Repeat for All PACEs

   Each student typically has 4-6 PACEs

Auto-Save:

• Goals save automatically as you type (500ms after you stop typing)
• Checkmarks appear when data is saved
• No “Submit All” button needed - just enter data and navigate away when done

Step 4: Use Quick Templates (Optional)

Copy Previous Day:

1. Click “Copy Previous Day” button at top of page
2. Yesterday’s goals pre-fill for all students
3. Adjust as needed for students who did/didn’t complete goals

Why Use Copy Previous Day:

• Saves time (pre-fills all fields)
• Maintains continuity (students pick up where they left off)
• Requires minimal adjustments (only change for students who struggled or excelled)

Standard Goal Guidelines by Grade:

• Grades 1-4: 5-6 pages per subject
• Grades 5-8: 7-8 pages per subject
• Grades 9-12: 9-10 pages per subject

These are guidelines - your supervisor may adjust based on student ability and PACE difficulty.

Step 5: Validation and Error Handling

Zion Validates Your Entries:

Valid Entry:

• Goal start page ≤ goal end page
• Goal end page ≤ PACE total pages (typically 36)
• All fields numeric (no letters or special characters)

Invalid Entry Examples:

• Goal start page 25, goal end page 20 (start > end) - ERROR
• Goal end page 40 (PACE only has 36 pages) - ERROR
• Goal start page “abc” (not a number) - ERROR

Error Display:

• Red border around invalid field
• Error message below field
• Cannot save until fixed

Fix Errors:

1. Review error message
2. Correct the value
3. Error clears automatically when fixed
4. Data saves when valid

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End of Day: Marking Actual Progress

Step 1: Access Progress Marking

1. Log Into Zion

   If not already logged in

2. Click Goal Check

   In sidebar navigation

3. Click Mark Progress

   Opens progress marking interface

4. Confirm Date

   Ensure date is today (or select different date if needed)

Step 2: Understand the Progress Marking Table

Table Structure:

• Same layout as goal entry
• Shows goals you set this morning (read-only)
• Has fields for actual pages completed

Fields per PACE:

• Goal Pages (read-only, set this morning)
• Actual Start Page (where student actually started)
• Actual End Page (where student actually finished)
• Actual Total Pages (auto-calculated)
• Variance (actual - goal, auto-calculated)

Example:

Student: John Smith
PACE: Math 1015

Goal Pages: 6 pages (15-20, set this morning)
Actual Start Page: 15 (enter now)
Actual End Page: 19 (enter now)
Actual Total Pages: 5 pages (auto-calculated)
Variance: -1 page (missed by 1 page)

Step 3: Mark Progress for Each Student

For Each Student and PACE:

1. Check Physical PACE

   Look at student’s PACE to see which pages they completed

2. Enter Actual Start Page

   Type the page number where student actually began work today

3. Enter Actual End Page

   Type the page number where student actually finished work today

4. Verify Actual Total Pages

   System auto-calculates total pages completed

5. Review Variance

   System shows difference between actual and goal (+ or - pages)

6. Move to Next PACE

   Press Tab or click next field to continue

Auto-Save:

• Progress saves automatically as you type
• Checkmarks appear when saved
• Status badge updates (Completed, Missed, Exceeded)

Step 4: Understanding Variance

Variance = Actual Total Pages - Goal Total Pages

Positive Variance (+pages):

• Student did MORE than goal
• Example: Goal 6 pages, Actual 8 pages = +2 variance
• Status: “Exceeded” (blue badge)

Zero Variance (0 pages):

• Student met goal exactly
• Example: Goal 6 pages, Actual 6 pages = 0 variance
• Status: “Completed” (green badge)

Negative Variance (-pages):

• Student did FEWER than goal
• Example: Goal 6 pages, Actual 4 pages = -2 variance
• Status: “Missed” (red badge)

Color-Coded Badges:

• Green “Completed”: Met or slightly exceeded goal
• Blue “Exceeded”: Significantly exceeded goal
• Red “Missed”: Did not meet goal

Step 5: Adding Notes (Optional)

When to Add Notes:

• Student missed goal (explain why)
• Student struggled with specific concept
• Student excelled (note what went well)
• External factors affected performance (illness, disruption, etc.)

How to Add Notes:

1. Click Notes Field

   Below student’s PACE entries

2. Type Brief Note

   Example: “Struggled with multiplication tables in pages 15-17”

3. Save Automatically

   Notes auto-save as you type

Note Guidelines:

• Keep notes brief (1-2 sentences)
• Be specific about what struggled/excelled
• Include page numbers if relevant
• Avoid vague notes like “did ok” (not helpful for analysis)

Good Note Examples:

• “Missed goal due to spelling difficulty in pages 22-24”
• “Exceeded goal - very focused today, completed early”
• “Absent for second half of day, partial completion”

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Best Practices for Monitors

Goal Setting Best Practices

1. Copy Previous Day First

   Start with yesterday’s goals as baseline

2. Adjust for Completion

   If student completed yesterday’s goal, continue from where they left off. If not, repeat same pages.

3. Check with Supervisor

   If unsure about goal difficulty for a student, ask your supervisor

4. Be Consistent

   Set goals at same time each morning (e.g., 8:00 AM before students arrive)

5. Double-Check Entries

   Glance through entries before navigating away to catch typos

Progress Marking Best Practices

1. Mark Daily

   Don’t let marking pile up - daily marking is crucial for accurate tracking

2. Check Physical PACEs

   Look at actual PACEs to see what students completed (don’t guess)

3. Be Honest

   Enter actual pages completed, not what you wish they completed

4. Add Notes for Struggles

   Always note why student missed goal (helps supervisor plan support)

5. Mark Consistently

   Same time each afternoon (e.g., 3:00 PM after students finish)

Time Management Tips

Morning Goal Entry (5 min for 20 students):

• Use “Copy Previous Day” to save time
• Only adjust for students who struggled/excelled yesterday
• Work in batches: All Math goals, then all English goals, etc.

Afternoon Progress Marking (5 min for 20 students):

• Have all PACEs collected before starting
• Work student-by-student (mark all PACEs for one student, then move to next)
• Add notes as you go (don’t save notes for end)

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Mobile/Tablet Data Entry

Optimized for Tablets:

• Zion is designed for tablet-based data entry
• Use landscape mode for better table visibility
• Number pad inputs for page numbers (touch-friendly)

Tablet Tips:

Landscape Orientation:

• Table fits more columns on screen
• Less horizontal scrolling needed
• Easier to see full student roster

Touch Targets:

• All input fields are ≥44x44px (finger-friendly)
• Tap field to activate number pad
• Swipe table to scroll horizontally

Internet Connection:

• Zion requires internet for auto-save
• Offline banner appears if connection lost
• Data saves when connection restored
• Don’t close browser until data saved (checkmarks visible)

Recommended Devices:

• iPad (Safari browser)
• Android tablet (Chrome browser)
• Minimum screen size: 9 inches for comfortable data entry

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Common Questions

Q: What if I make a mistake entering goals? A: Goals are editable until you mark progress. Just go back to Set Goals and correct the entry.

Q: Can I set goals for past dates? A: Yes, if you forgot to set goals yesterday, you can select past date and enter goals. Same for marking progress.

Q: What if a student was absent? A: Set goals anyway (for record-keeping), then at end of day, mark 0 pages completed (leave actual start/end blank or enter 0).

Q: Student completed different pages than goal - is that okay? A: Yes! Enter the actual pages they completed. Variance will reflect the difference. This is normal and expected.

Q: How do I know if my data saved? A: Look for green checkmarks next to fields. If no checkmark, data may not have saved - check internet connection.

Q: Can I see reports of the data I entered? A: No, monitors don’t have access to reports. Your supervisor generates reports using the data you enter.

Q: What if I don’t know what goal pages to set? A: Use “Copy Previous Day” or ask your supervisor for guidance. They can provide standard templates for your students.

Q: Student completed a different PACE than assigned - what do I do? A: Contact your supervisor. They can adjust PACE assignments. Don’t enter data for PACEs not showing in the table.

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Troubleshooting

”I Can’t See Any Students”

Causes:

1. You’re not assigned to any learning centres
2. Your assigned centres have no students
3. Students in your centres have no PACE assignments

Solutions:

1. Contact your administrator to verify centre assignment
2. Ensure students exist in your centres
3. Verify students have PACEs assigned

”Goal Entry is Slow”

Causes:

1. Slow internet connection
2. Too many browser tabs open
3. Device memory low

Solutions:

1. Check internet speed (need 1+ Mbps)
2. Close other tabs and apps
3. Restart device if sluggish

”Data Not Saving”

Causes:

1. No internet connection
2. Invalid data (errors in fields)
3. Session expired (logged out)

Solutions:

1. Check internet connection (look for offline banner)
2. Review fields for red error messages
3. Refresh page and log in again

”I Forgot My Password”

Solution:

1. Go to Zion login page
2. Click “Forgot Password”
3. Enter your email
4. Check email for password reset link
5. Set new password

”Students Showing in Wrong Order”

Not an Error:

• Students sort alphabetically by default
• This is normal behavior
• Use search if you need to find specific student quickly

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Working with Supervisors

Your Supervisor’s Role

What Your Supervisor Does:

• Uses the data you enter to generate reports
• Analyzes student performance trends
• Plans interventions for struggling students
• Sets strategic goals for the centre

How Your Work Helps:

• Your accurate data entry enables all supervisor functions
• Timely entry (daily) keeps data fresh and actionable
• Notes you add help supervisor understand student struggles

Communication Tips

Report to Your Supervisor:

• Students consistently missing goals (3+ days)
• Data entry issues or technical problems
• Questions about appropriate goal difficulty
• Students with special circumstances (illness, etc.)

Ask Your Supervisor:

• “What goal pages should I set for new student?”
• “Student struggling - should I lower goals?”
• “I’m unsure how to handle [situation] - advice?”

Don’t:

• Make strategic decisions (that’s supervisor role)
• Skip data entry without notifying supervisor
• Guess at goal pages if unsure (ask first)

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Daily Workflow Summary

Morning Routine (5 minutes)

1. Log Into Zion (30 sec)

   Use email and password

2. Navigate to Set Goals (10 sec)

   Sidebar → Goal Check → Set Goals

3. Copy Previous Day (10 sec)

   Click button to pre-fill all goals

4. Adjust Goals (3-4 min)

   Modify for students who struggled or excelled yesterday

5. Verify Save (10 sec)

   Look for checkmarks, then navigate away

Afternoon Routine (5 minutes)

1. Collect PACEs (before Zion)

   Gather all students’ PACEs to see actual pages completed

2. Navigate to Mark Progress (10 sec)

   Sidebar → Goal Check → Mark Progress

3. Mark Each Student (4-5 min)

   Enter actual start/end pages for all PACEs, add notes for struggles

4. Verify Save (10 sec)

   Look for checkmarks and status badges

5. Log Out (5 sec)

   Click profile → Sign Out

Total Daily Time: ~10 minutes (vs hours of manual compilation!)

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Next Steps

Setting Goals Guide

Detailed guide on goal entry best practices

Marking Progress Guide

Detailed guide on progress marking techniques

PACE Catalog

Reference for all 144 PACEs and their page counts

Terminology

ACE and Zion terminology explained

Need Help?

Contact Support

Get help from our support team

Ask Your Supervisor

Your supervisor can answer school-specific questions