Early Alert System

“A Holistic Approach to Student Success”

Triton College

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.

A Resource Referral System

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.

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.

1. The instructor identifies a student or students who could benefit from outreach: Academic ConcernAssignment AssistanceExcessive AbsencesFinancial Aid ConcernLow Homework/Quiz/Test ScoreNever Attended Class Suspected Learning DisabilityPersonal ConcernTardiness

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)CounselorsFinancial 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.

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.

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.

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.

Step-by-Step Process

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.

Alert Functions

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.”

How to Send an Alert

Select the “My Administration Center” tab.

Click the “Submit” button.

Select the “Early Alert”

link.

Click the “Login to Early Alert”

button.

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.

Displays previous alerts sent to the student.

Allows you to send alerts to the student.

Displays RALPH functions (SOAP, Learning Style, Restrictions, and Transcripts).

NOTE: YOU ONLY HAVE ACCESS TO FUNCTIONS THAT YOUR SECURITY LEVEL ALLOWS.

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

Click the arrow to display the drop-down menu.

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.

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

Reminder: Student contact information can be found at

the top of the page.

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.

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.

Choose the support area you would like to contact.

Prescripted message options.

Concern Support StaffStudent could benefit from tutoring. Academic Success Center (ASC)Student could benefit from accommodations.

Center for Access and Accommodative Services (CAAS)

Student could benefit from attending an academic workshop.

Academic Success Center (ASC)

Student has a personal concern that is affecting the student`s academic success.

Counselors

Student has questions about financial aid status/Student has not purchased textbook due to lack of financial aid/ Student receiving financial aid is contemplating withdrawing from class.

Financial Aid

Student missed an assignment/quiz/exam.

Academic Success Center (ASC)

Student is earning a failing grade in the class.

Academic Success Center (ASC)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.

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.

When to contact them:

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.

If you believe the student could benefit from CAAS resources.

If the CAAS student has been struggling or is repeatedly late for class.

When to contact them:

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.

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).

When to contact them:

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.

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.

When to call instead of sending an Early Alert:

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.

When to contact them:

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.

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.

When to contact her:

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.

Incorrect.The Counselors and Academic Success Center should not be contacted unless there is a concern that needs to be addressed.

Original Ticket: FACULTY

TO: STUDENT

 TO:  ASC

TO: COUNSELORS

Hi, Welcome to the SPN 101 on-line course. This course is located on: www.myspanishlab.com.

To log in, you will need: •An access code (Access code and text are sold in Triton’s bookstore). •The course ID number. •A valid e-mail.

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.

Original Ticket: FACULTY

 TO:  STUDENT TO: COUNSELORS

Reason: Other Sue has a really good grasp of the material and has completed all the LearnSmart assignments. Keep up the good work!

Incorrect.Contact Jacquelyn Werner, Student Success Strategist, for student contact information.

Original Ticket: FACULTY

TO: COUNSELORS

Message to support: Student did not have updated contact information.

Original Ticket: FACULTY

TO:  STUDENT

TO: COUNSELORS

Jane has not done all of the LearnSmart assignments and did not do well on the first exam. At this rate it will be really hard to pass the class.

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).

Incorrect.The Counselors are unable to treat students in that capacity.

Original Ticket: FACULTY

 TO:  STUDENT  

Reason: Excessive Absences Reason: Academic Concern We missed you last week. I hope you are OK. We did a really neat lab Wednesday which I think you would have enjoyed. I am concerned that you have missed several labs and I only drop one. I hope you can be with us on Monday. Please bring your paper.

 TO:  COUNSELORS  

Message to support: I was so encouraged when STUDENT did well on a hard test and also did his online work that I sent him a note complimenting his good performance. He hasn't been there since. Can you determine if something is wrong and if STUDENT needs a treatment plan?

Original Ticket: Faculty- 10/15/2012

 TO:  Student  

Reason: Excessive Absences Hi Jane, due to your excessive absences you are now dropped from class. See the syllabus for more information about the attendance policy.

 TO:  Counselors  

Message to student: Hi Jame, due to your excessive absences you are now dropped from class. See the syllabus for more information about the attendance policy. Message to support:

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.

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.

Original Ticket: FACULTY

 TO:  STUDENT  

Reason: Excessive Absences Reason: Academic Concern Thus far you have failed to complete three assignments and two quizzes. As noted in the syllabus, late work is not accepted in this class. If you miss anything else, you will be withdrawn. If you require technical assistance contact the ETRC immediately.

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.

Original Ticket: FACULTY

TO: STUDENT

 TO:  COUNSELORS  

TO: ASC

Reason: Excessive Absences Reason: Low Test Scores Joe, I am concerned that you have missed 6 out of 18 total classes. Is everything okay? I believe that attending class, and preparing for each class, will help improve your grade. If you would like to meet, I am available before each class.

Correct.This provides information as to why the alert was sent and what the student can do to catch up.

Original Ticket: FACULTY

TO: STUDENT

Julie, You were absent from class yesterday, Wednesday, February 22, for Test #1. Please contact me immediately as to the reason. You can meet with me at my office tomorrow, Friday, February 24, at 7 am or at 9 am to discuss the situation and possibly make up the exam at that time.

Original Ticket: FACULTY- 10/15/2012

 TO:  StudentReason: Low Test Scores Reason: Assignment Assistance You spoke to me about being concerned about your test grades. Have you gone over the previous tests to see what kinds of mistakes you are making? Have you tried the study suggestions that 2 of the students gave to the class (see announcements). I am willing to help you. We need to get this under control as soon as possible. Also, I see that even though the Learn Smart homework is due in an hour you haven't started it yet.

 TO:  Counselors  Message to student: (See above)Message to support: This student is having trouble with tests. I wonder if she has test anxiety. Also, I wonder if she is trying to cram for the tests?

Correct.It would be even more beneficial if the faculty member also alerted the ASC.

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.

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 StrategistPhone: (708) 456-0300, Ext. 3769

[email protected]