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Academic Advising

Progress Reports and Alerts

UAAs will send messaging to identified students about their “at-risk” status in identified courses, and why success in the course is important. Advisors will use the messaging to encourage students to to discuss options and potential referrals for the “at-risk” course. 

Intended Outcomes

Leveraging the 1:1 connection that students have with their academic advisor to ensure students stay on track in courses. Advisors will reach out to assigned students who have been referred by a faculty member for class absence.

Timeline for Intervention

Fall: Late September – end of the semester 

Spring: Late February – end of the semester 

Intervention Process

  • When faculty members create alerts (either via a progress report campaign or on a standalone basis), advisors will receive an email notification for their assigned students for all alert reasons (class absence, poor grades, and other). Cases will automatically be opened and assigned to the advisor for all class absence reasons. Cases for poor grades may be elevated/reassigned to the advisor if the Student Success Center is unable to make contact with the student to get them in for course specific support. Cases with “other” will be triaged by SSC and UAC case managers and assigned to the appropriate person for outreach.
  • Perform outreach to at-risk students via email, text messages, and phone calls.
  • Conduct initial outreach to students within two-three days of the case being assigned.
  • Conduct two outreach attempts over the course of a week (or until the student is reached).
    • Please consider the variety of methods available to contact your students. All professional staff advisors have access to texting through EAB Navigate. Navigate texts cannot exceed 160 characters but can be a great way to reach students who are unresponsive to email.
    • Consider “elevating” the contact method with each subsequent attempt to reach the student.

Objectives

  • Student returns to class/improves attendance
  • Student makes contact with instructor regarding absences and makes a plan to get back on track if needed
  • Student utilizes academic support resources as need to catch up on missed content/work
  • Student drops the class (if it is no longer possible to pass and the W/WF deadline has not passed)

Hello (student),

Your (course) instructor submitted a progress report indicating that you are not attending class, and are at risk of not succeeding in the course. We know that success in (this class) is important to (progression in your major, on time graduation, etc). Because of this, I'm concerned. Is there anything I can do to help?

Please let me know. (Insert instructions for how to contact you)

Hi (student), this is your advisor, (your name). I noticed you might need some assistance with (class). When is a good time to talk?

Hi (student), this is your advisor, (your name). I heard from your (class) instructor, that you have # classes. Is everything ok?

Advisors should attempt multiple outreach efforts over a period of days including email and text messaging through Navigate. Once advisors have either made contact with the student or have exhausted outreach efforts, they can close the case by clicking the “Close Case” button. Before closing the case, always check the box labeled "Allow closed comments to be shown in email."

This will prompt the advisor to note how the case was closed. You can choose one of several options:

Select "Student Utilized Resource"  if you had an in-person or virtual meeting with the student to discuss their situation or if you made contact with the student via phone call, text, or email and helped the student resolve the issue at hand..

Select "Student Unresponsive to Multiple Approaches" if you were unable to make contact with the student after several outreach attempts using various platforms (email, phone calls, and/or text messaging).

Select "Student Cancelled/No Showed Appointment" if you made initial contact with the student, but the student canceled or avoided further consultation.

Select "Student Declined Resource" if you made successful contact with the student, but the student chose not to accept assistance. 

Select "Alert Issued in Error" if the alert seems to be erroneous. 

Select "Student Withdrew from the Course" if the student is no longer enrolled in the course for which they were referred.

*Case close reasons are intervention specific. Please use one of the above reasons when closing a progress report/alert case. If the above reasons don't capture your specific situation, please contact Paige McKeown.

When a case is closed, the faculty who originally submitted the alert/progress report will receive an email informing them that the case is now closed. Please leave a detailed comment in the comment box that includes your outreach attempts and any information gleaned from contact with the student. Then, check the box labeled "Allow closed comments to be shown in email" and close the case. This will ensure the faculty are informed on the status of their referral and the student.

Faculty and instructors can submit academic alerts until the end of the semester. While you may not be able to work miracles at that point, advisors are encouraged to use the opportunity to build trust and rapport, educate referred students about services they may not have used,  and let them know that you are there to support them.  

Encourage the student get in touch with their faculty member to be sure they have all necessary information, then assess the academic and other support that might be needed to finish the semester.

In some circumstances, it might be appropriate for the student to ask the referring instructor faculty if they would be willing to give an incomplete, let the students get through the rest of their finals, and then turn their attention to the incomplete when the their other courses are behind them.  This is, of course, a case-by-case situation. Faculty members who refer late in the term and indicate that the student still has a chance, be open to  the incomplete option.

Finally, consider adding the student to a watchlist and checking in with them early in the following term.

Fall 2022 Progress Report Schedule

Progress Report Dashboard Fall 2022

The Progress Report Dashboard reflects details about the current statistics of this intervention. During the semester, the dashboard will be updated with the latest information on Mondays. 


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