Office of Undergraduate
Studies
105 Norwood Hall
320 W. 12th St.
Rolla, MO 65409
Phone: 573.341.7276
Fax: 573.341.7912
ugs@mst.edu
Student Completes a Recommended Action
Alerts Not Reviewed by Students
Recommended Actions with Missed Deadlines
Alerts Not Reviewed by Students
Recommended Actions with Missed Deadlines
Purpose of Application
The Missouri University of Science and Technology is committed to the success of its students by providing an environment conducive to teaching and leaning. To ensure that every student takes full advantage of the educational opportunities and support programs on campus, the university has implemented this Academic Alert System.
The Academic Alert System is a web-based application that supports communication among instructors, advisors, and students in cases where students are not meeting academic course requirements. The Academic Alert System is intended to improve student retention through increased early intervention.
Summary of Application
Instructors can initiate academic alerts for students who are not meeting academic course requirements. The alert can indicate root cause, recommend or require specific actions be taken, and list potential consequences if actions is not taken.
When an alert is initiated, an email is immediately sent to the instructor, the student, and the student's advisor. The student is advised that they have 3 days to open the alert. If the student fails to open the alert within one week, email notification is sent to the advisor.
Once a student has taken action, as recommended by the advisor, the advisor may update the status of the academic alert on-line by entering a completion dates. If completion dates are not entered by the established deadline, advisors will be notified via e-mail as a reminder to follow up with the student and update the alert.
Advisor Views/Options
Main Menu (example)
The main menu consists of several parts.
- Search
- Student number
- Name
- Class List (if also an instructor)
- Outstanding Alerts
- My Students (if also an instructor)
- My Advisees
- Report Menu button
Search
To initiate an alert, instructors and advisors can search for a student by student number or by name. Advisors can view a current list of their advisees. Advisee lists are sorted by academic semester.
Class List
Instructors can view a current list of courses for which they teach. Course lists are divided by academic semester. Instructors may select specific courses to view a list of students in those courses. To initiate an alert, instructors may select students from this list.
Outstanding Alerts
This section contains information regarding academic alerts that have already been initiated. Outstanding alerts are divided into two subsections: 1) My Students and 2) My Advisees.
My Students
This subsection contains a list of students that are currently enrolled in an instructor's specific course. Academic alerts are grouped by term (with only recent terms being displayed) and are listed in the date order by which they were initiated. The most recent alerts are listed first.
The displayed contains: student name, course title, the name of the person initiating the alert, and the alert status (resolved/update/cancel). Click on the student's name to view the details of the alert. Click on the name of the initiator to send an email to that person.
The last column allows two options:
1. Update/Cancel: Click on update to update the alert or click on cancel to cancel the alert.
2. Resolved: This will display if all recommended actions have been completed by the student and completion dates have been entered by the student's advisor.
My Advisees
This subsection includes a list of current advisees that have received academic alerts. Alerts are grouped by term (with only recent terms being displayed) and are listed in the date order by which they were initiated. The most recent alerts are listed first.
The information displayed contains: student name, course title, the name of the person initiating the alert, and the alert status (resolved/update/cancel). Click on the student's name to view the details of the alert. Click on the name of the initiator to send an email to that person.
The last column allows two options:
3. Update/Cancel: Click on update to update the alert or click on cancel to cancel the alert.
4. Resolved: This will display if all recommended actions have been completed by the student and completion dates have been entered by the student's advisor.
Editing an Alert (example)
To edit an alert, click the update link next to the alert you would like to change. Add additional comments and/or make any changes, then click the "submit" button.
Canceling an Alert
Canceling an alert is similar to deleting an alert. This should only be done if an alert was initiated in error. To cancel an alert, click on the "cancel" link next to the alert.
If recommended actions have not been completed, a screen will appear. The user must verify that they wish to cancel the alert. To cancel an alert, click "yes". If you do not wish to cancel, click "no".
Viewing an Alert (example)
Students are required to view all alerts within 3 days. If they do not view the alert within one week, the system will automatically notify their academic advisor.
To view an alert in detail, click on the student's name next to the alert. The details of the alert will display.
Each alert contains the following information:
- Date Initiated: Date the alert was initiated.
- Student Info: Student's id and name, the term, course title, advisor's name and instructors name. Click on the student's name to send an e-mail to that particular student.
- Root Cause(s): The root cause(s) of the problem, selected by the alert initiator. Comments will be displayed along with the name of the person who entered the comments.
- Recommended Actions: All recommended actions will be listed with a deadline date. Advisors may update the status of each alert by entering a completion date when recommended actions are taken. Advisors will be notified by e-mail if alerts go unresolved by the established deadline.
- Consequences: One potential consequence will be displayed.
- Comments: The comments section is optional. Comments appear, along with the name of the name of the person that entered the comments.
- Home: Click on the "home" button to return to the home screen.
Student Completes a Recommended Action
Once the advisee completes the recommended action(s), advisors can update the system by clicking on the update link for the alert and entering the date in the resolved column for that recommended action. Once all recommended actions have a resolved date, the alert will show as resolved in the list and the update/cancel links will no longer be displayed.
Report Menu
By clicking on the Report Menu button, you will be taken to the reporting menu that contains two reports.
Alerts Not Reviewed by Students
This report contains a list of your advisees that have not reviewed their alert within the established deadline. If you are also an instructor, your students will be listed in a section titled My Students. Your advisees will be listed in a section titled My Advisees. Within each section, students will be grouped by term. Alerts are listed in date order for each term, with the oldest alert listed first.
Recommended Actions with Missed Deadlines
This section contains a report that lists the names of students who do not have a completion date for at least one or more of their recommended actions and the deadline date is past due. Instructors may obtain a list of their students under the My Students section. Advisors may obtain a list of their advisees under My Advisees. Students are grouped by term within each section; Alerts are listed in date order for each term, with the oldest alert listed first.
Instructor Views/Options
Main Menu (example)
The main menu consists of several parts.
- Search
- Student number
- Name
- Class List
- Outstanding Alerts
- My Students
- My Advisees (if also an advisor)
- Report Menu button
Search
Instructors and advisors can search for a student by student number or by name to initiate a new alert. A list will be returned divided by recent terms and you can select the correct student in the correct term.
Class List
Instructors will see a list of the courses they are teaching. The courses are divided by recent terms. elect a course in a specific term to list the students in that course and then select a student to initiate a new alert.
Outstanding Alerts
This section contains information about alerts that have been initiated. There are two subsections: My Students and My Advisees.
My Students
Instructors will see a list of alerts for students who are in their course(s). Alerts are grouped by term (with only recent terms being displayed) and are listed in the order by the date they were initiated inside each term with the most recent alerts listed first.
The information displayed contains: student name, course title, name of the person initiating the alert, and resolved/update/cancel. By clicking on the student's name, the details of the alert are displayed. Click on the name of the person initiating the alert to send an email to that person.
The last column has two possibilities:
- Update/Cancel: Click on update to update the alert or click on cancel to cancel the alert.
- Resolved: This will display if all recommended actions have been completed by the student and completion dates have been entered by the student's advisor.
My Advisees
Advisors will see a list of advisees with academic alerts. Alerts are grouped by term (with only recent terms being displayed) and are listed in the order by the date they were initiated inside each term with the most recent alerts listed first.
The information displayed contains: student name, course title, name of the person initiating the alert, and resolved/update/cancel. Click on the student's name, and the details of the alert are displayed. Click on the name of the person initiating the alert to send an email to that person.
The last column has two possibilities:
- Update/Cancel: Click on update to update the alert or click on cancel to cancel the alert.
- Resolved: This will display if all recommended actions have been completed by the student and completion dates have been entered by the advisor.
Initiating an Alert (example)
To initiate an alert, either search for the student with the search function at the top of the screen (by student number or name) or click on the appropriate class in which the student is enrolled. A list of students will appear. From this list, click on the name of the student you wish to contact and the search for and a blank alert screen will appear.
The screen is divided into several sections:
- Student info: The top will contain student info. The student name and advisor name are email links to each.
- Root cause(s): The person initiating the alert may choose more than one root cause, but they must choose at least one. Select other to type a description in the text box. The comment box is optional.
- Recommended actions: The person initiating the alert may choose more than one recommended action, but they must choose at least one. Suggested action is set by default, however, this may be changed to required action. The person initiating the alert must include a deadline date (format: MM/DD/YYYY) for each suggested or required action.. If other is selected, type in a description in the text box.
- Consequences: Only one potential consequence may be selected.
- Comments: Comments are optional.
After completing all the required sections, click the submit button to save the alert. If there are any fields that were missed, an error message is displayed. Click the back button on your browser and correct any errors, then click the submit button again.
Editing an Alert (example)
To edit an alert, click the update link next to the alert you would like to change. Add any additional comments and/or make any changes, then click the submit button.
Canceling an Alert
Canceling an alert is similar to deleting an alert. This should only be done if an alert was initiated in error. To cancel an alert, click on the cancel link next to the alert. If there are recommended actions that still have not been completed a screen will appear stating there are still open recommended actions and verifying that you do indeed wish to cancel the alert. To continue with the cancellation, click yes. If you do not wish to continue with the cancellation, click no.
Viewing an Alert (example)
Within 3 days, students are required to view all alerts that have been sent to them. If they do not view the alert within a week, their advisor will receive an email. Students are also required to contact their advisor to discuss resolutions.
To view an alert in detail, click on the student's name next to the alert you would like to view. The details of the alert will display.
There are several sections to an alert:
- Date Initiated: Date the alert was initiated.
- Student Info: Student's id and name, the term, course the alert was initiated for, and advisor's name. Click on the student's name or the advisor's name, to send an email to that person.
- Root Cause(s): The root cause(s) of the issue, as selected by the person initiating the alert. If there are any comments, the name of the person that entered the comments will be displayed. Click on this name to send an email to that person..
- Recommended Actions: All recommended actions will be listed with a deadline date. Upon the established deadline, advisors enter the resolved date for each action.. Advisors will receive an email of an academic alert goes unresolved. This email will serve as a reminder to update the system..
- Consequences: One consequence will be displayed.
- Comments: This section is optional. If comments appear, the name of the person that entered the comments will be displayed.
Click on the name to send an email to this person. Click the home button to return to the home screen.
Report Menu
By clicking on the Report Menu button, you will be taken to the reporting menu that contains two reports.
Alerts Not Reviewed by Students
This report contains a list of students that have not reviewed their alert within the 3 day deadline. Instructors can access a list of students in the section titled My Students. Advisors can access a list of student in the section titled My Advisees. Within each section, students are grouped by term. Alerts are listed in date order for each term, with the oldest alert listed first.
Recommended Actions with Missed Deadlines
Click on this link to view a report listing students that have not completed actions by the established completion date. Instructors may access a list of their students in the section titled My Students. Advisors may access a of their advisees in the section titled My Advisees. Within each section, students are grouped by term. Alerts are listed in date order for each term, with the oldest alert listed first.
Student Views/Options
Main Menu (example)
The main menu consists of.
- Outstanding Alerts
Outstanding Alerts
Academic alerts for recent semesters are listed and are grouped by semester. Within each semester list, alerts are in order by the date of alert with the most recent alert listed first.
The information displayed contains: student name, course title, name of person initiating the alert, and resolved/update/cancel. Click on your name to view the details of the alert.. Click on the name of the person initiating the alert to send an email to that person.
The last column has two possibilities:
- Update/Cancel: Students not have access to update or cancel academic alerts.
- Resolved: This will display if all recommended actions have been completed your advisor has updated the system, indicating the date you resolved the issue.
Viewing an Alert (example)
Students are required to view academic alerts within 3 days. If the student does not review the alert within one week, their advisor will be notified. Students are also required to contact their advisor to discuss suggested or required actions and to resolve the alert.
A student may click on their name to view the details of a specific alert.
There are several sections to an alert:
- Date Initiated: Date the alert was initiated.
- Student Info: Student id and name, the term, course title, and advisor's name. Click on the advisor's name to send an email to your advisor.
- Root Cause(s): The root cause(s) of the issue, as selected by the person initiating the alert. If there are any comments, the name of the person that entered the comments will be displayed. Click on the name to send an email to that person.
- Recommended Actions: All recommended actions will be listed with a deadline date. Advisors update the system by entering a resolution date. If a resolution date is not entered, your advisor will be notified.
- Consequences: One consequence will be displayed.
- Comments: This section is optional. If comments appear, the name of the person that entered the comments will be displayed.
Click on this name to send an email to that person. Click the home button to returned to your list of academic alerts.
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