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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 and cases will be elevated to advisors where students are referred for poor grades when the Student Success Center has not made contact with the student.

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 48 hours of the case being assigned.
  • Conduct three 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.
    • Best practice would entail “elevating” the contact method with each subsequent attempt to reach the student.

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.

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.

After closing the case, please follow up via email with the faculty member who originally submitted the alert/progress report. Your follow up could include information on your outreach attempts, information gleaned from contact with the student, and plans you and the student made. 

Fall 2021 Progress Report Schedule

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