When you recognize a problem might exist, please attempt to contact the student first. Please give the student at least 24 hours to respond. The goal is to establish a rapport where the student feels comfortable engaging faculty at all times. If the student does not respond, or you feel additional support is needed, please utilize Advisor Alert.
During week one, an Advisor Alert is not necessary. This is the first week of classes and students are getting acclimated to the online environment. Online Student Services is keeping close track of student login during this week. We reach out to students who have not logged in on Wednesday by email (Webster and personal) and phone on Friday. During week two, we will reach out to students who have not logged in on Wednesday. If they have not logged in by Friday, they will be administratively dropped.
Please remember the Friday of week 2 is the final day to drop and the Friday of week 6 is the final day for students to withdraw. Students who wish to drop or withdraw should contact their academic advisor, or Academic Advising, prior to 4:00pm CDT/CST that Friday. Please refer to the Academic Calendar for specific dates, as schedules are different between Undergraduate, Graduate, and the School of Education.
Who are At Risk Students?
- Students who are randomly participating in the course, or not participating at all
- Students who have missed assignments, deadlines, or poor grades
- Students who have disappeared (they were active within the course and have suddenly stopped for unknown reasons)
- Students with unusual circumstances, such as major illness, accident, or death
- Students who are struggling with reading, writing, or comprehension of course materials
- Students who have expressed that they need additional support that you cannot provide, such as: WorldClassRoom navigation, academic, or personal problem(s)
Activating an Advisor Alert
When Advisor Alerts is enabled (by going into Dropout Detective in your course), a check box will be added under the text box in the Notes area. While Advisor Alert was created to allow instructors to send an alert to advisors, any user who is tied to the student (Instructor, Advisor, Student Success Coach, Administrator) will be notified. To activate an alert, a note must be entered. Enter comments in the text box. Please be as detailed as possible. Since intervention plans are uniquely created for each student, the more details advisors have, the better they can assist the student. Check the box to activate an advisor alert and click on save.
Flags on Notes
When an Advisor Alert is activated on a student, a red indicator will appear in the note that activated the alert. In this area, a time-stamp of when the alert was activated, who activated the alert, and their role is displayed. If it is an instructor that activated the alert, the course name will be displayed.
Banner on Student Profile
When an Advisor Alert is active on a student, a banner will be displayed on the student's profile. This banner will remain on the student's profile until the alert is acknowledged.
Alert Icons in Dashboard
When an Advisor Alert is active on a student, an icon will appear next to their name in the dashboard. This icon will remain next to the student's name until the alert is acknowledged.
When an alert has been activated on a student, an email will be automatically sent to any advisor associated with the student. If a student has multiple advisors, all advisors assigned to the student will be copied on the email. Any student who does not have an assigned academic advisor, will be monitored by an OLC Student Success Coach.
While an alert is activated on a student, any note entered on that student will be automatically forwarded to the advisor via email. This allows the advisor to stay informed as to any other user's communication with or outreach to a student without them having to check the Notes area on a daily basis.
Acknowledging an Advisor Alert
To deactivate or remove an alert from a student, a note must be entered and the box must be checked to 'Acknowledge Advisor Alert.'
When an Advisor Alert is acknowledged, an indicator will appear in the note that deactivated and removed the alert. In this area, a time-stamp of when the alert was acknowledged, who acknowledged the alert, and their role is displayed.
Any user that has access to view the student in Dropout Detective has the ability to acknowledge, and thereby deactivate and remove, an Advisor Alert. This allows instructors to remove an alert that they have placed on a student if they later learn that the issue has been resolved and no longer requires the attention of an advisor. The information about who acknowledged the alert will be permanently recorded in the Notes area.
Only administrators have permissions to delete a Note. If an administrator attempts to delete the 'advisor alert acknowledged' note, the comments entered on the note will be deleted - but the green 'advisor alert acknowledged' stamp will remain intact with the information as to who acknowledged the alert.
When an Advisor Alert has been acknowledged, an email will be automatically sent to the advisor and the person that activated the alert. The email contains the name of the person that acknowledged the alert and the comments entered on the note. In many cases, it will be the advisor that acknowledged the alert. But, in some cases, it will be the instructor that originally activated the alert. This email will ensure that the advisor is informed of any alerts acknowledged by others.