1. Successfully
monitoring
CA
How to make room for our
students and increase your
yield and completion rate!

2. Create a CA tab
 Add the following columns using the “edit” button
on the tab.
Needs WC
-Use physical school type to identify homeschoolers who can
be contacted during the day.
-Use ready to be activated, CA date, and total credits to find
segment 2 kids needing to be contacted. Don’t rely only on 0.5
credit .
-Use flags to indicate 2 welcome calls and 2 emails (more on
this in a moment).
-Use comments section to keep yourself organized!

3. Check your CA daily
(once in the morning and again in the late
afternoon if you are double loaded)
 Call the day you receive a student (or within 2
days, at most)
 FLVS research shows that if a student is not
contacted by you within 1-2 days of being
placed, they lose momentum and we may
lose that student.
 Make every effort to call the student between
1-2 days of placement, and ALWAYS make it a
daily routine to email them immediately so
they know they have a seat in the class.

4. Using the flags
Utilize the flag
system in VSA!
 Flag one- highlight for first welcome call email
(day of student placement)
 Flag two- highlight when you make first call (aim
for same day as placement, or within 48 hrs)
 Flag three- highlight when you send second
attempt email
 Flag four- highlight when you make second
attempt call

5. How do you know when to activate or set NAC?
Utilize the
comments
section in
VSA
 Keep yourself organized! See at a glance exactly who you
need to contact next.
 Detailed comments also allow anyone to go into your VSA and
get a clear picture of where all your students are in the CA
process (this is extremely helpful for when you go out on
vacation, as well. )
 First thing Monday morning, send activation reminder email via
“group action” at the bottom, and activate.

6. Second attempt WC email
Be specific! Communicate to the student & parent via
voicemails and email the exact date they need to contact you
by to avoid being set NAC.
Subject: Still interested in English 3? Please call Mrs. Teacher asap!
Hello FLVS student,
Once again, welcome to your English 3 course! This email is to
remind you that I need to speak with you and your family over the
phone in order to be activated into the class. If I do not hear from
you by 9/27/2012, I will assume that you no longer need the course
and you will be removed from the roster. Please contact me as
soon as possible to avoid withdrawal! You can reach me anytime
at 123-123-1234 from 8am-8pm daily. Thank you for your attention
in this matter, and I look forward to speaking with you soon.
Thank you,
Mrs. Teacher

7. Activation reminder email
When activating a student, send out an email to the parent and
student to remind them that they’re now in their first official week of
being activated.
(It also helps cover you if they say they didn’t know they were
started.)
Hello!
Welcome to English 3! I am so excited to have you join our wonderful course. I just
wanted to send a quick reminder to let you know that on Monday, September 24th,
you will be officially activated into English 3. Starting on Monday, 9/24, you will need
to submit 3-6 assessments weekly (due each week on Sunday at midnight)
depending on the pace you have chosen to complete the course. Please see the
Pace Chart under Course Information if you are unsure of how many assessments you
should be turning in by the end of each week or contact me for a personalized pace
chart. Good luck on your assignments this week and let me know if you need any
help! I am only a phone call, email, or text message away. 
Smiles,
Mrs. Teacher

8. Sample WC log for VSA
Went over course
guidelines/expectations, target date of
completion, grace period
expectations, communication, DBAs, live
sessions.
Parent/Guardian agrees to enroll their student in
the class.
Add any other specific information
regarding the student that you feel is
useful to document. Always remember
that it’s better to OVER document than
under document. 

9. Start up sessions
Have you ever had a large group of students loaded into
CA all at once?
Offer a group start up session!
 Avoid wasting time with countless cold calls to a large group
of CA students.
 Help get students activated quicker (which keeps up that
momentum)!
 Materials have already been created for you. Be clear that
students must call/text you at the end of the session alerting
you they have attended the presentation and are ready to
be started. Be sure to also encourage the parent to attend
the session so their half of the wc is quick and easy.
 When you have large groups of CA students loaded, send
out a One Call Now message alerting them that they’ve
been placed and to invite them to attend your start up
session.
 Team with another teacher to reach even more students!

10. Reminders
 Check CA daily and call within 1-2 days of placement.
 Call ALL numbers listed before setting NAC.
 WCs must be completed with the student & parent/guardian
via telephone.
 Set students NAC if the welcome call is not completed within 2
weeks of placement (maximum). Students should only be in
CA for approximately 10 days. Remember, if you are chasing
students in CA, you will be chasing them while they’re active.
Set clear expectations and follow through!
 Take an extra couple of minutes to verify their contact info
during the WC (ask for student cell, parent cell, and 1 back up
# - such as other parent/guardian or home #). Also verify
parent email listed.

11.  Getting organized and building time into your
schedule M-F for CA will help your yield and
completion rate go up.
 Please let me know if you need any help! 