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Early Alert System

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  1. Early Alert System “A Holistic Approach to Student Success” Triton College

  2. Early Alert System A Resource Referral System • Intervention program that allows faculty to notify students and support staff of issues that may affect the success of a student. • Web-based notification system that assists students in locating the help they need. • Proactive: provides early feedback and takes preventative action to address at-risk student behavior in an anticipatory fashion—before it requires reactive (after-the-fact) intervention.

  3. Purpose • To communicate early with students who need some type of intervention including concerns with academic performance, excessive absences, financial concerns, suspected learning disabilities or the need for academic assistance. Ideally, both the faculty member and a staff member will be following up with students based on the resources the student needs. The Early Alert System should not replace directing students to immediate help in a crisis situation.

  4. Communicate Grades and Academic Resources • The Early Alert System can also be used by faculty throughout the semester to alert students and support staff of the student’s academic standing. Example: If a student is earning a failing grade at midterm, you could alert the student and the Academic Success Center, who will contact them to discuss the tutoring services they offer, and/or the Counseling Department, so they student may be assisted in the creation of an academic plan.

  5. The Process 1. The instructor identifies a student or students who could benefit from outreach: • Academic Concern • Assignment Assistance • Excessive Absences • Financial Aid Concern • Low Homework/Quiz/Test Score • Never Attended Class • Suspected Learning Disability • Personal Concern • Tardiness

  6. The process Continued 2. Notification is sent to the student, the selected area of support, or both the student and the selected area of support: • Academic Success Center (ASC) • Center for Access and Accommodative Services (CAAS) • Counselors • Financial Aid Specialists • Jacquelyn Werner (Student Success Strategist) 3. The staff member contacts the student and updates faculty on the status of the Early Alert notification.

  7. Example of Use • A faculty member notices that one of her students is coming to class late, has not purchased the textbook for the class, and has failed the first test. • The faculty member sends an alert to the student, the Financial Aid Office and the Academic Success Center. • The student realizes the faculty member cares about his success, and he is now more comfortable discussing his progress with the instructor.

  8. Continued Example • A Financial Aid Specialist checks to make sure the student has submitted all of the necessary financial aid paperwork, and contacts the student if they have not. A staff member from the Academic Success Center contacts the student and informs them about the free tutoring services Triton College provides. • The ASC Staff Member and Financial Aid Specialist respond to the instructor, updating them on their communication with the student.

  9. Accessing the early alert system Step-by-Step Process 1. On Triton`s home page, click the “My Administration Center” tab. 2. Log into the Administration Center. 3. Select “Early Alert” from the left-hand menu. 4. Click “Login to Early Alert.” 5. Select the “My Classes” option from the left-hand menu. 6. Choose the current term. 7. Select the course you would like to access.

  10. Accessing the early alert system Alert Functions • Three functions will become available once you select a class: 1. Past Alerts: This function brings up any alerts you have previously sent. 2. New Alert: This function allows you to send an alert to the student and/or selected support staff. 3. Portal Function: This link allows you to view information available on RALPH such as the student`s learning style, restrictions, and standards of academic progress.

  11. Accessing the early alert system How to Send an Alert To Student: 1. View class list. 2. Select student. 3. Click on “New Alert.” 4. Select up to three reasons for the alert. 5. Type a message to the student. 6. Click “Create Alert” if you only want to send an alert to the student. If you would also like to send an alert to Support Staff continue to: 7. Route to Support and select a person or a College department. 8. Type a message for support staff. 9. Click “Create Alert.”

  12. Select the “My Administration Center” tab.

  13. Click the “Submit” button.

  14. Select the “Early Alert” link.

  15. Click the “Login to Early Alert” button.

  16. Click “My Classes” and this menu will appear. Click the arrow to display the drop-down menu. Choose the appropriate semester and click the “Go” button.

  17. Displays previous alerts sent to the student.

  18. Allows you to send alerts to the student.

  19. Displays RALPH functions (SOAP, Learning Style, Restrictions, and Transcripts). NOTE: YOU ONLY HAVE ACCESS TO FUNCTIONS THAT YOUR SECURITY LEVEL ALLOWS.

  20. Click the “New Alert” button next to the student’s name.

  21. Click the arrow to display the drop-down menu.

  22. Select the “Another Reason” button to add a second alert reason and repeat the previous steps. OR click on the “No Other Reason” button. You can select up to three reasons for an alert.

  23. Compose a message and click the “Create Alert” button to send.

  24. Reminder: Student contact information can be found at the top of the page.

  25. Route to Support • Counselors • Academic Success Center (ASC) • Center for Access and Accommodative Services (CAAS) • Financial Aid • Jacquelyn Werner (Student Success Strategist) • After sending the referral: • The staff member will reach out to the student within 48 hours of receiving the referral. The staff member will then notify you that they have received the alert.

  26. Choose the support area you would like to contact. You can copy the message you sent to the student to support staff. Faculty and support staff can choose a prescripted message and/or write an original message.

  27. Prescripted message options.

  28. Remember: Staff members cannot see the message you sent to the student unless you click the “Check here to include a copy of your student message to support staff” checkbox.

  29. Academic Success Center When to contact them: • If the student missed an assignment/quiz/exam. • If the student is earning a low or failing grade. • If the student needs tutoring beyond what you can provide. • If you believe the student could benefit from an academic workshop. What they can do in response to your alert: • May send a message offering their services (explaining what the ASC offers and what their hours of operation are). • May recommend that the student schedule an appointment.

  30. Center for Access and Accommodative Services When to contact them: • If you believe the student could benefit from CAAS resources. • If the CAAS student has been struggling or is repeatedly late for class. What they can do in response to your alert: • For a non-CAAS student: CAAS will send information to the student explaining what they offer and encouraging the student to contact them if they believe CAAS is something they could benefit from. • If they are already getting services, they may contact the student directly asking them to come in for a meeting.

  31. Counseling Department When to contact them: • If the student needs assistance with their academic plan or scheduling. • If student communicates a personal concern in a written assignment (i.e. time management, anger issues). • If (non-immediate) disciplinary measures need to be taken (this is ultimately a Dean of Students issue and the counseling area will forward this Alert). What they can do in response to your alert: • May send hours of operation, contact information and services they offer. • May explain the add/drop schedule, and can explain the withdrawal process, if necessary. • May encourage (not require) students to set up an appointment with a Counselor.

  32. Counseling Department When to call instead of sending an Early Alert: • If it is an emergency/urgent issue. • If you would like to have a Counselor come in as a third party during a discussion with a student. • If you would like a Counselor to present to your class about the services they offer.

  33. Financial Aid Office When to contact them: • If a student does not have textbooks for class and it is affecting their ability to be successful. • If a student is going to be dropped from a course due to excessive absences. • Student has questions about his/her financial aid status. What they can do in response to your alert: • Expedite a student’s financial aid file to determine if they have enough funding to purchase textbooks. • If a student is going to be dropped from a course and the student is receiving financial aid, the Financial Aid Office will send an e-mail or contact the student letting them know if his or her financial aid will be affected by withdrawing.

  34. Student Success Strategist When to contact her: • If the student does not have updated contact information. • If you are not sure where to send an alert. • If a student needs to add or drop a course and needs to know the withdrawal schedule. What she can do in response to your alert: • Call the student to inquire about his or her correct e-mail address. • Search academic records to determine if he or she has accurate contact information on file with a different department. • Contact the student to discuss tips for academic success. • Refer the student to resources and services on campus.

  35. Example one: Correct or incorrect usage? • Incorrect. The Counselors and Academic Success Center should not be contacted unless there is a concern that needs to be addressed.

  36. Example Two: Correct or incorrect usage? • Incorrect. Though providing documented praise is a correct use of EAS to the student, it does not warrant an “alert” to the Counselors. Counselors are unable to close an alert without responding and should only be contacted when they are needed to support a student.

  37. Example Three: Correct or incorrect usage? • Incorrect. Contact Jacquelyn Werner, Student Success Strategist, for student contact information.

  38. Example Four: Correct or incorrect usage? • Incorrect. This alert should be sent to the Academic Success Center. If this alert is sent to Counselors, faculty must include a message explaining what they would like the Counselors to do for the student (i.e. help the student develop an academic plan or explain the withdrawal policy).

  39. Example Five: Correct or incorrect usage? • Incorrect. The Counselors are unable to treat students in that capacity.

  40. Example SIX: Correct or Incorrect Usage? • Incorrect. It is not clear what the instructor would like the Counselors to do. Help the student choose a new class? The faculty member should alert Financial Aid.

  41. Example seven: Correct or incorrect usage? • Correct. This faculty member has clearly stated their attendance/withdrawal policy. It would be even more beneficial to the student if the ETRC contact information was given as well. If there is an opportunity for the student to still catch up, the ASC should also be alerted.

  42. Example Eight: Correct or incorrect usage? • Correct. The Counselors can reach out to students and inform them of the services offered in the Counseling Department and the ASC can help the student catch up on missed coursework after they meet with their instructor. It would also be beneficial if the instructor could mention their attendance policy in their Alert to Support Staff.

  43. Example Nine: Correct or incorrect usage? • Correct. This provides information as to why the alert was sent and what the student can do to catch up.

  44. Example Ten: Correct or Incorrect Usage? • Correct. It would be even more beneficial if the faculty member also alerted the ASC.

  45. Reminders • Staff and Faculty members cannot see the message you sent to students unless you click the “Check here to include a copy of your student message to support staff” checkbox. • By allowing support staff to see the message you sent to the student, they will then know how to best respond to the student. • Include your campus phone extension and/or office location in the alert. • Following up with faculty/staff by providing information about your communication with the student is vital to the intent of the Early Alert System.

  46. Questions? Thank you for your commitment to student success! Please contact me with any questions, concerns or comments. Contact Information: Jacquelyn Werner, M.Ed. Student Success Strategist Phone: (708) 456-0300, Ext. 3769 jwerner1@triton.edu