Managing Cohort-based Success Scores

Creating a Cohort for Success Scores

Note: When using Cohort Scores, the At Risk rollup is based on students with a Cohort Score lower than 75.

Cohorts should be created using the Success Score option in TargetX Builder.

1. Navigate to the TargetX Builder tab.
2. Click Success Scores.
3. Click the + in the top right corner.
4. On the Details tab, enter a Cohort Name and Description.
5. Click the Query tab.
6. Select an Object (Contact or Academic Profile).

Note: If you are using Academic Profile in your criteria, consider including the criteria Academic Profile. Current Academic Period = Yes to ensure you are getting the latest records.

7. Enter Criteria.
8. Click the toggle for Advanced Expressions if you would like to include and/or logic.
9. Click the Success Score tab. A chart will display at the top of the page to illustrate the score breakdown. This will only display AFTER the Daily Job has been completed.
10. A series of rules will default broken down into numerous categories:
    1. Academic
    2. Engagement
    3. Financial
    4. Demographics
    5. Behavioral
    6. Other
11. Update the values in each default rule to accommodate your institution’s requirements.

Note: If you don’t want to use the default rule,  you can  ‘turn off’ the rule by setting the Weight to 0.

12. To create multiple variations of the rule, select the  to clone the rule. Adjust the values and weight to meet your institution's requirements.

Note: Creating multiple variations will assign points for EVERY variation a student meets. For example, if you set a rule as follows:

Cumulative GPA is less than
3.0 - weight = 2
2.5 - weight = 2
2.0 - weight = 2

Success Scores will calculate as:
A student with a Cumulative GPA of 2.9 will have 2 points deducted
A student with a Cumulative GPA of  2.4 will have 4 points deducted
A student with a Cumulative GPA of 1.9 will have 6 points deducted

13. The Weight for all your Rules must add up to 100 to make the rules Active.
14. Save your rules. The system will only validate that the rules add up to 100 when Active and Saved.

Note: The All Students Cohort can NOT be deleted or modified and serves as a ‘catch-all’ to ensure every student's success score is calculated.

15. Make the rule Active by selecting the toggle for Make Active.
16. Once you’ve created all your Cohorts and Success Rules; validate the Order of the Cohorts. You can drag cohorts higher or lower as needed; the Order will automatically update. Success Scores will be calculated based on the First Rule a student meets.
17. Turn on the Scoring by following these steps:
    1. Navigate to the TargetX Builder tab.
    2. Click Success Scores.
    3. Click theon the top of the window to turn on/off the Success Scoring.
    4. Enter Batch Job Settings.

Once the daily job to calculate scores has run, you will see a graphic breakdown of your Success Score model. For example:

Configuring Batch Job Settings for Success Scores

1. Navigate to the TargetX Builder tab.
2. Click Success Scores.
3. Click the  on the top of the window to turn on/off the Success Scoring.
   1. If the Scoring batches are already running, the icon will display as a Pause button: 

Note: We recommend you keep the Default values for the Batch jobs. If errors occur when the jobs run, you would then consider making the values smaller. 100 means that 100 Contacts will run per job.

4. The Batch Job settings window will display:
   1. At the top, you will see if the Scoring is running or is paused along with the last time the batch ran, if applicable.
   2. Students Roles to Score enables you to indicate which Student Roles should be included in the calculation. Student Roles are stored on the Contact record.
   3. Two batch jobs run to assign cohorts and calculate scores:

• Batch size to determine Cohort will default to 100.
• Batch size to determine Success Scores will default to 100.

4. Run Batch Job will turn ON the batch jobs.
5. Scheduled Time will default to 12:00am but can be updated to your preferred time.

Viewing the Status of Success Scores batches

You can view the status of the Success Scoring batch by following these steps:

1. Navigate to Setup and search for Apex Jobs.
2. Look for the following jobs:
   • SuccessScoreAssignCohortBatch
   • SuccessScoreCalculateBatch
3. If either of the Batch Jobs is listed with a Status of Complete, you can view the Completion Date, Submitted By, information on Batches, and any Failures that may have occurred.

Reporting on Cohorts and Success Scores

You can report on Cohorts using any Report that includes the Contact object. In the example below, we’ll use the Student & Schools Report Type:

1. Navigate to Setup and search for Reports.
2. Click New Report.
3. In the Search Report Types field, search for and click Student & Schools.
4. Click Continue.
5. Add the following Columns:
   • Success Cohort
   • Success Score
   • Success Score Last Updated
   • Role
6. Add or remove additional Columns as needed.
7. Save and Run your report.