Best Practices for Filing Alerts

Use this guide for best practices when filing student alerts.

TABLE OF CONTENTS

• Alerts are 411 calls, not 911 calls
• Have Conversations with Students, When Possible
• Add Notes to the Alert 
• Provide Updates 

Alerts are 411 calls, not 911 calls

Alerts serve as a proactive tool for providing (411) information, documenting and addressing student challenges or accomplishments early and throughout the semester. They provide a mechanism to communicate concerns or celebrate successes, ensuring students receive timely support or recognition. 

Alerts can help identify potential problems early on, allowing for preventative measures and avoiding more serious (911) issues later in the semester/term.  They are not as effective when used only for emergency support needs.  Don't wait until the concern (Alert) is a "Risk of Failure."

Have Conversations with Students, When Possible

Here are some guidelines for having conversations with students specifically regarding the Alert process.

• Initiate the Conversation: When you notice an issue that might warrant an alert, start by having a direct conversation with the student. Express your concerns in a supportive but concrete manner and let them know that you are committed to their success and well-being.
• Explain the Process: Clearly explain to the student that the alert you are filing is a routine part of the support system designed to help them. Let them know that this alert will notify their advisor, who will reach out to them.
• Provide Reassurance: Reassure the student that the goal of involving their advisor is to provide them with more comprehensive support and resources. Emphasize that this is a collaborative effort to help them succeed.
• Offer to Address Questions: Let the student know they can reach out to you or their advisor if they have any questions or concerns about their best way forward in the class.
• Unresponsive Student:  We understand that sometimes students may not be responsive to your outreach.  Even if you haven't been able to connect, please file an Alert anyway and make a note indicating your outreach efforts and lack of student response.

By keeping the student informed and involved in the process, you help to ensure they feel supported rather than caught off guard.   

Add Notes to the Alert 

• Include Specific Details: When filing an alert, include concrete details.  For example, rather than filing an Alert with no notes, specify the exact number of classes or assignments missed, the quality of work submitted, or the grades earned.   
  • Be factual and exclude opinions, including subjective judgments about motive or character.
  • Don’t evaluate or diagnose a student.
  • Record concise, bulleted statements or summaries rather than long narratives.
  • These notes are considered part of a student’s educational record. Therefore, students can obtain copies if they request.
• Document Communication: Clearly note if you’ve had any discussions with the student about their absences or other concerns. For example, “I spoke with the student on [Date] about their recent absences.”  Notes can assist a staff member in keeping track of goals the student has developed.
• Provide Context: If there are any circumstances that might offer further insight into the student's situation, please include them in the notes.  
• Next Steps: If you’ve made recommendations, such as referring the student to additional resources or providing them with specific advice, include this information. For example, “I referred the student to the tutoring center for additional support.”

By providing detailed and specific notes, faculty help advisors to better understand the situation and offer appropriate support to students, making the alert system more effective.

Provide Updates 

Use Alert Emails for Updates: Once you've filed an Alert, use the corresponding email thread to provide updates on the situation. This ensures that all relevant information is centralized and easily accessible in Advise. Avoid creating new Alerts solely for the purpose of providing updates.  Advisors routinely follow-up with students upon receiving the alert.