Using Email vs Text 

When determining how to reach out to a student, consider their unique case and your prior relationship/communication. Be aware that there are character limits on text messages, so be mindful of which method you select and how you craft your message. Text messages can be a great way to grab the student's attention, and emails will allow for deeper/extended conversations. It is recommended to use both methods when possible.

Advisors should attempt multiple outreach efforts over a period of up to two weeks 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 and include comments with your reasoning.

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 Alyssa Stephens.

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.