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At-Risk Student Pastoral Digest

Example prompt: "Every Monday morning, read our Year 10 attendance, recent assessment grades, and behaviour points from these Google Sheets. Flag any student whose attendance has dropped below 90% in the last fortnight, whose latest two grades are at least one level below their target, or who has picked up three or more behaviour points in a week. Draft a short pastoral digest grouping students by concern, with a one-line summary per student, and post it only to our private #pastoral channel on Slack (restricted to pastoral staff). Save the underlying flagged list to our pastoral-only follow-up sheet so we can track follow-ups."

The Problem

Heads of year and pastoral leads want to spot struggling students early, but the signals are scattered across attendance registers, mark books, and behaviour-tracking systems. By the time a tutor notices a pattern, the student has often missed several weeks of work or had a difficult half-term. Building a weekly cross-system view by hand is tedious — open three reports, eyeball the numbers, mentally cross-reference, and remember which students you already spoke to. The result is that intervention happens when something boils over rather than when the first warning sign appears.

How GloriaMundo Solves It

We build a workflow scheduled for Monday morning that pulls the three signal sources into one view. Integration steps read attendance, assessment grades, and behaviour points from your tracking sheets. A code step applies your thresholds — attendance drop, grade dip below target, behaviour points in a rolling week — and builds the list of flagged students with the specific reason for each flag. A second code step cross-references the flagged list against last week's digest to highlight students who have appeared two weeks in a row, which usually matters more than a single bad week. An LLM step drafts a readable pastoral digest grouped by concern type, with a single line per student.

An integration step posts the digest in your private pastoral Slack channel and writes the underlying list to a pastoral-only follow-up sheet, so the team can record who spoke to whom. The Slack channel and the follow-up sheet should be restricted to pastoral staff under your existing safeguarding access rules — the workflow inherits whichever permissions you grant the Composio connection. Glass Box preview shows the full flag list and the digest before posting, so the head of year can spot false positives and add context before pastoral staff see it.

Example Workflow Steps

  1. Trigger (scheduled): Runs every Monday at 07:30.
  2. Step 1 (integration): Read attendance percentages from the attendance Google Sheet for the last fortnight.
  3. Step 2 (integration): Read the latest two assessment grades per student and their target grades from the mark book.
  4. Step 3 (integration): Read behaviour points logged in the last seven days from the behaviour tracker.
  5. Step 4 (code): Apply thresholds and build a flagged list with reasons (attendance drop, grade dip, behaviour spike, or multiple flags).
  6. Step 5 (code): Compare against last week's flagged list and mark students who have appeared two weeks in a row.
  7. Step 6 (LLM): Draft a pastoral digest grouped by concern type, with a one-line summary per student.
  8. Step 7 (integration): Post the digest in the private #pastoral Slack channel (restricted to pastoral staff).
  9. Step 8 (integration): Append the underlying flagged list to the pastoral-only follow-up Google Sheet, so the team can record check-ins.

Integrations Used

  • Google Sheets — holds attendance, grades, behaviour points, and the pastoral-only follow-up tracker (share with pastoral staff only)
  • Slack — delivers the weekly digest to a private pastoral channel restricted to pastoral staff

Who This Is For

Heads of year, pastoral leads, and senior tutors in secondary schools or colleges who are accountable for noticing struggling students before patterns harden. Also useful for SENCOs and safeguarding leads who need a regular cross-system view of vulnerable cohorts.

Time & Cost Saved

A head of year manually cross-referencing attendance, grades, and behaviour for a year group of 200 students typically spends 60–90 minutes building a usable view, and many do not do it weekly because the time is hard to find. This workflow brings the effort down to a five-minute Glass Box review of the digest before it goes out. The earlier-intervention value is hard to quantify but is the reason pastoral teams care about the data in the first place.