How Often Should School Leaders Review Academic Data?

We know that learning doesn’t just happen at the end of the semester when test results roll in. It’s happening—and signaling—every single day. That’s why smart instructional leadership requires a rhythm for reviewing academic data that’s intentional, not overwhelming.

But with so many types of data—formative, diagnostic, summative, observational—how often should principals and vice principals really look?

Let’s break it down by data type and purpose.

🔍 Formative & Observational Data — Weekly or Biweekly

What it is (Examples):

• Exit tickets, quick checks, do nows

• Small group observations

• Student work samples

• Teacher team data discussions

Why it matters: This is your “real-time pulse” on what students are learning—and what they’re not.

Review cadence:

• Weekly: In PLCs or grade team meetings

• Biweekly: Classroom walkthroughs focused on evidence of learning

Use it to:

• Spot instructional gaps early

• Identify students who need small group or Tier 2 support

• Coach teachers on checking for understanding and scaffolding

🧠 Diagnostic Data — After Each Assessment Window

What it is (Examples):

• i-Ready, NWEA MAP, DIBELS, FastBridge

• Beginning-of-year or mid-year benchmark assessments

Why it matters: Diagnostic assessments give a big-picture view of where students are starting—and what interventions or enrichments they need.

Review cadence:

• 3x/year: Fall, winter, spring (within a week or two of the window closing)

Use it to:

• Group students for intervention

• Compare to weekly and summative data

• Set and adjust student growth goals

• Align small group instruction or tutoring support

• Communicate with families about progress

🧾 Summative Data — Monthly to Quarterly

What it is (Examples):

• Unit tests, projects, final essays

• District or schoolwide interim assessments

• End-of-quarter grades

Why it matters: Summative data helps you evaluate mastery and track progress toward standards-based outcomes.

Review cadence:

• Monthly: Brief checks of unit or interim data

• Quarterly: Deep dives into grades and subgroup performance

Use it to:

• Identify instructional strengths and gaps

• Align PD or planning time to areas of need

• Monitor equity in grading and assessment outcomes

• Ensure interventions are actually impacting achievement

🗓️ Keep It Practical, Keep It Actionable

You don’t need to be buried in spreadsheets every day. Instead, build a data rhythm that fits your leadership flow. Here's an example:

The goal isn’t to collect more data—it’s to use what you already have strategically and consistently.