Message Regarding Important Changes to Alerts & Cases

We have seen increased engagement from both faculty—raising the Alerts—and professional advisors—who are navigating a high volume of Alerts that generate Cases. To address these issues, we have made changes to which Alerts generate Cases. A summary of these changes (also reflected in the Alerts & Case Management Workflow chart) is outlined below.

Changes

Please Note: when an Alert is raised via a Progress Report, students can now view comments, if provided by their instructor.

Currently, this feature is only available when an Alert is raised via a Progress Report. Students cannot view comments when an Alert is raised ad-hoc.

1. Convert certain case-generating alerts to standard alerts
The first seven (7) Alerts on the chart have been modified so they no longer open Cases. Instead, these will function as standard Alerts where:

  • The faculty member documents their concern, and
  • The student receives an email notification that a concern has been raised.

These seven (7) Alerts are:

  1. 3+ Attendance Absences
  2. Attendance - Never Attended Class
  3. Class Engagement Concern
  4. In Danger of Failing
  5. Kudos - Great Effort / Showing Improvement
  6. Missing/Late 2+ Assignments
  7. Referral - Tutoring Services

Rationale:
a. This encourages the student to communicate directly with their faculty member who is best positioned to discuss course-specific issues.  Should this interaction occur, there is no case for the faculty member to close.
b. It will reduce the number of Cases advisors need to close. Advisors can still review these Alerts during student meetings and address them in a more holistic context.

2. No change – “Missing/Late 2+ Assignments”
This Alert already functions similarly to the other Alerts and will be used in a similar fashion. 

3. No change – “Kudos: Great Effort/Showing Improvement”

This positive feedback message will continue to go directly to the student, with no follow-up required. 

4. No change – “Recommend Pass/Fail or Withdrawal”
Because this Alert signals a potential academic impact, it will continue to create a case. An advisor (faculty or professional) must meet with the student to discuss academic and financial implications and will close the case upon completion. 

5. “Referral: Tutoring Services” case Alert converted to a standard Alert

Each time a student visits the Tutoring Center, an Appointment Summary Report is generated for them, which faculty has access to through the “History” tab on that student’s Navigate profile. The Alert will encourage the student to seek academic assistance but will streamline the way the Director of Academic Services can acknowledge that the student received help, whether once or multiple times. This approach will significantly reduce workload and improve our ability to analyze the impact of these interventions. 

6. New Case Alert – "Meet Your Academic Advisor"
To maintain opportunities for proactive outreach, we will introduce a new Alert type encouraging students to connect with their advisor.

  • Staff raising this Alert are encouraged to include specific context in the Comments field to guide the academic advisor’s conversation. 
  • Without some specific context, the academic advisor is responsible for closing the case, but if they lack context, they won't know the problem(s) they are supposed to solve, slowing down the outreach process and making the system less proactive.
  • The academic advisor will be responsible for closing this case.

An example when you may want to raise the Meet with Your Academic Advisor case Alert might be initiated if a staff member has general concerns that either they can't specifically identify (intuition) or that they feel they might not have the experience or resources to provide the kind of assistance the student might need.