Academic Alert Resources for Faculty and Advisors
The following are resources and information links for faculty, staff and advisors to facilitate the Academic Alert process.
Faculty Guide for Academic Alert
- Faculty Guide
- Academic Alert ADMIN (for Advisors)
- Submit an Academic Alert Referral (for Instructors) - Submitting an Academic Alert referral does not replace the Student Attendance and Course Deletion/Withdrawal or Student Conduct process.
- SDV Resources for Faculty
Purpose and Process
The Academic Alert Program consists of student-centered, intervention activities that focus on students who may be experiencing academic difficulties.
The success of Academic Alert is rooted in the implementation of college and campus-wide collaboration and the commitment of faculty to be proactive, supportive, and involved in facilitating the academic components of student retention.
The Academic Alert referral form is a tool that helps identify students who are having academic difficulties to connect them with services to help them become successful.
What happens after I submit an alert?
- The referred students receive an email message encouraging them to contact the Academic Alert team and visit the suggested services based on the concerns selected.
- A copy of the student email message is sent to the referring faculty member.
- The Academic Alert team and designated responders of suggested services are automatically notified by email.
- Once student contact is successful, a follow-up email is sent to the referring faculty member and student.
Here are the basic steps for the Academic Alert Advisors:
- An initial email notification is received when a faculty-identified student is referred in the Academic Alert Referral System.
- The advisor contacts the student within 48 hours using the phone number listed in the email. Add all contact attempts in the comments box in the Academic Alert System.
- If contact is not successful, then the advisor contacts the student again in one week. If contact still unsuccessful or phone number is invalid, then a postcard is sent and the advisor emails the instructor letting them know contact was unsuccessful.
- When contact is successful, the advisor records the contact using the SARS DROP IN system. This is how we keep track of successful contacts.
- An "Early Alert Pop-up" window will appear on the advisor's screen.
- The advisor needs to click on the "Transfer Reasons" button in the Alert pop up box to record the visit in the Academic Alert Referral System.
- The status of the alert for the academic alert advisor will then be marked as "Satisfied Automatically" in the Academic Alert Referral System, replacing the attempt comments.
- This will also trigger the automated email communication to the faculty member and student regarding successful contact.
- The Academic Alert Advisor can keep notes on the student either using the SARS Notepad, in a spreadsheet, on a form, or in any manner they choose. The notes are confidential and should not be placed in the comments box on the Academic Alert Referral System.
Here are the basic steps for Designated Responders:
As a Designated Responder, you do NOT follow the same procedures as Academic Alert Advisors.
- An initial email notification is received when a faculty-identified student is referred to use your services due to a concern in the Academic Alert Referral System.
- When the student visits the service area and is checked-in using the SARS DROP IN system, an "Early Alert Pop-up" window will appear at the staff member/advisor’s station alerting them that the student has been referred in Academic Alert.
- Once the advisor meets with the students, then they need to click on the “Transfer Reasons” button in the alert pop-up window to record the visit in the Academic Alert Referral System.
- The status of the alert for the service area will then be marked as "Satisfied Automatically" in the Academic Alert Referral System.
- The "Transfer Reasons" button selection will also trigger the automated email communication to the faculty member and student regarding successful contact.
- The service area advisor (Designated Responder) can keep notes on the student in the same manner as all the other students that visit their office.
*The advisor only needs to use the GRID for scheduled follow-up appointments.