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Academic Support

Student Retention Faculty Resources

Early Alert System Frequently Asked Questions

Overview

  • What is WSU’s Early Alert System?

    Wright State University is utilizing the Progress Reports within the Raider Academic Progress System (RAPS) to enable faculty to issue at-risk alerts to help identify students in the classrooms who could benefit from early intervention.

    Early intervention is key. We are acting under a belief that identifying a student’s barrier to success earlier in the semester will provide them more time to self-correct OR to make important academic and curricular decisions regarding their path for the current semester AND to reflect on their overall path at WSU. The faster and fewer course corrections the quicker the student can reach graduation.

  • What is a Progress Report?

    Progress Reports are a product of a student information system called RAPS (Raider Academic Progress System). We use RAPS to manage WSU’s early alert initiative.

    The Progress Report is a set time during the semester that we have identified to ask faculty to identify students that may require assistance or support to pass their course. We have four progress report dates in the Fall and Spring semester and three in each term (A, B, & C) over the summer.

    Progress Reports do NOT include ALL students in a course. They correspond to a set of students who have been identified as at risk for that semester. For instance, we may include all New Direct from High School student (NDHS), all probation students, all new students (so- first semester transfer students). This does not prohibit faculty from reporting any student, just not using the link (see issuing an Anytime Alert).

  • How does the Progress Report work?

    Faculty will receive an email with a link to the students their classes. They will have the option of selecting students for whom they have concerns based on grades/academic performance, attendance, and other factors (see Alert categories).  

    A notes field allow faculty to provide the SRT with additional information to guide both students and SRT Success Coaches to appropriate resources. The more specific faculty can be in identifying student issues regarding performance, the easier it will be to assist the student. You can follow the directions for how to utilize Progress Reports at this tutorial: Progress Reports

  • Who is included in the Progress Reports?

    A targeted group of students that are deemed most at risk for retention are included in the Progress Reports. The targeted group can change each semester. For the most up to date information on the targeted group, email raidersupport@wright.edu.

Process

  • How often will I receive Progress Report request?

    The SRT will send Progress Reports four times throughout the semester for the targeted groups of students that have been deemed most at risk for retention. HOWEVER, faculty can ALWAYS produce an “Anytime” Alert on students in their classes.

  • What is the focus of each Progress Report?

    Each Progress Report has a particular focus, although the SRT encourages faculty to provide information on any student at any time for any issue. For instance, just because the focus is on attendance does not mean that faculty should wait to let the SRT know if a student has indicated they are struggling to purchase their books.

    The focus for each Progress Report are broadly targeting (but not limited to) the following themes:

    • 1st Progress Report: Attendance Issues
    • 2nd Progress Report: Early indicators of academic issues
    • 3rd Progress Report: Mid-Terms: What, if anything, can the student do to earn a passing grade in the course?
    • 4th Progress Report: Is there anything the student can do to pass and/or are other options possible (e.g. incomplete/ re-taking the course in the future, etc…)

    Note: Not all faculty track attendance. Informing the SRT about the student who has never shown up/logged into pilot allows the office to identify students who may have forgotten to cancel their courses to avoid charges.

  • If a student I am concerned about has an emergency, should I issue an alert?

    The Early Alert System is not meant for emergencies that require immediate attention. Please use this resource: www.wright.edu/help for a list of appropriate resources for emergencies.

  • How do I raise an alert outside of the Progress Report? How do I issue an Anytime Alert?

    To raise an “Anytime” alert outside of the Progress Reports, access RAPS in WINGS on the right hand tab under Faculty and Advisor Resources. When you log in, faculty will see a FULL roster of their classes and can raise an alert on individual student at any time.

     

    Note: Some professors have both professor and advisor roles within RAPS, therefore faculty should make sure to have the professor role set to view and issue alerts on students in their classes.  You can follow the directions for issuing an “Anytime” alert at this tutorial: Anytime Alert

  • What type of language should I use in the comments of the alerts I raise?
    1. Please be brief, concise, and as bias free as possible with your language. Since this is considered part of the student record, write as if the student may be reading it someday.
    2. Do provide detailed information as it relates to the student academic performance or struggles as you perceive them.
    3. Do provide information that will aid the Success Coach and/or Academic Advisor in assisting the student.
    4. Do not provide details if the issue concerns a medical or mental health issue. Please use your discretion if the subject matter is of a sensitive nature or is complicated, such as related to an illness or family situation. If in doubt please utilize the raidersupport@wright.edu for these delicate student challenges.
    5. Do not provide intimate details about a students’ life unless it is pertinent to assisting them in passing the course. This may be difficult. It is always better to be more conservative in what you share (see #4 above).

Intervention

  • Why do an Early Alert intervention?

    For WSU to function we must have students and we must have them be successful. In this context we are equating success with completion of academic milestones in particular completing their courses with a passing grade. If they can do that, they can persist to the next semester. If they persist, they are checking items off their degree plan and are progressing towards graduating. If they persist and progress for a year, we retain them. If we retain them long enough, they graduate.

  • What is WSU’s retention rate?

    Our current retention rate for the 2019 Fall cohort of entering students is about 64.5%. That is an increase of about 2% from last year when it was about 62%.

  • Why is it important that I participate in WSU’s Early Alert Initiative?

    Issuing an alert provides the SRT the opportunity to reach out to students who may be struggling with issues beyond the classroom. Faculty’s participation in these alerts will help the SRT optimize resources across the campus service units to provide the right interventions through our coordinated care network in Student Affairs, Equity and Inclusion, and Student Success.

  • Are students notified when I raise an alert?

    When you issue an alert for Attendance Issues, Academic Concerns, or Technological Barriers your students will receive an email from the system indicating that the instructor of “X” class has issued an alert. No other category chosen will send an email notification of the alert directly to the students.  The Success Coaches will follow through given the directions you place in RAPS.

Resolution

  • What happens when I issue an alert?

    When faculty issue an alert on a student, this will generate a “Case” in RAPS that will be managed by the SRT. Each student is assigned to one Success Coach regardless of the number of alerts. Cases are assigned by the alphabet.

    A-F         Michelle Dixon – michelle.dixon@wright.edu
    G-L         Carolyn Gunn – Carolyn.gunn@wright.edu
    M-R        Catherine Hernandez - catherine.hernandez@wright.edu
    S-Z          Genevieve Jomantas -genevieve.jomantas@wright.edu

    The Success Coaches will reach out to students using email (WSU and Personal), phone, and text to encourage students to participate in class or put them in touch with appropriate resources, including meeting with the Success Coach or Academic Advisor. If the Success Coach has been successful in interacting with the student and they feel like there is nothing else to be done with this specific alert, the Success Coaches will close the “case.”

  • What happens when I receive a “Case Closed” email?

    The Success Coaches will make every effort to contact a student to address the specific alert.

    If they contact a student, they will have a discussion based on the context of the alert and the faculty’s directions and comments. Their actions may end after a single conversation with a student or they may include referrals to other offices and resources on campus.

    If the Success Coach is unable to make contact with the student within six days after multiple attempts, they may also close the case due to no response.

    The SRT cannot make students take certain actions and they do take students at their word. For example, if a student says “I’m ok, I understand what I have to do” that may indicate to the Success Coach that they have fulfilled their obligation in the spirit of the alert. 

    It may also mean that by the next alert the student may not have addressed that particular issue and faculty may need to inform the SRT again about the same student.

    Since RAPS currently functions with the alert issuing a case, RAPS automatically will tell faculty when the case is closed. If you want specific information about why the case was closed, please reach out to the Success Coach.

  • How do I know what actions were taken to support the student base on my raised alert?

    Faculty can log into RAPS directly (follow the directions for issuing an Anytime Alert and fast forward to 2:37) to read the comments of what actions were taken by the Success Coach. You can also contact the Success Coach directly and ask them about the resolution of the case. Cases are assigned by the alphabet.

    A-F         Michelle Dixon – michelle.dixon@wright.edu
    G-L         Carolyn Gunn – Carolyn.gunn@wright.edu
    M-R        Catherine Hernandez - catherine.hernandez@wright.edu
    S-Z          Genevieve Jomantas -genevieve.jomantas@wright.edu

  • Since we have a Student Retention Team, does this mean I should stop my personal retention efforts?

    Faculty’s personal contact and outreach to students are incredibly valuable. The SRT efforts are meant to supplement work faculty already do, not replace it. The SRT adds a layer to support students who are unable, unwilling, or do not know to ask faculty questions directly. Faculty should not stop outreach to students who are not attending or struggling in the classroom.  

Additional Assistance

  • I am not as comfortable with new technology such as RAPS. Is there any other way I can communicate student concerns?

    If you are uncomfortable with the technology or have a student issue that is particularly sensitive in nature, you may use the raidersupport@wright.edu email to inform us of the students’ particular challenge.

  • Who do I reach out to if I have questions or feedback regarding the Early Alert System?

    You can contact the SRT at 937-775-5000 or email raidersupport@wright.edu

    Seth Gordon is the Director of Retention and First Year Programs. He can be reached at seth.gordon@wright.edu or 937-775-5553. Seth Gordon reports to Associate Provost of Student Success Tim Littell (tim.littell@wright.edu).


Additional Resources

Your personal contact and outreach with students are incredibly valuable. Assisting us in our early intervention initiatives provides the student retention team the opportunity to reach out to students who may be struggling with issues beyond the classroom. Your participation in our retention efforts help us to optimize resources across the campus service units and provide the right interventions through our coordinated care network in student affairs, equity and inclusion, student success, and student retention. The following resources are available to assist you in participating in our retention efforts:

RAPS Progress Report Video Tutorial
Anytime Alert Video Tutorial

Who Do I Call?

If you encounter any students with the following issues, please reach out to one of the resources below or visit Student Union 023.

Student Advocacy and Wellness

  • Self-harm
  • Behavioral issues
  • Power-based violence (relationship-based, physical or sexual abuse)
  • Loneliness
  • Isolation
  • Test anxiety
  • Medical issues and emergencies
  • Drug and alcohol abuse
  • Housing issues (e.g., homelessness)
  • Food insecurity
  • Family issues
  • Mental health

Contact Student Advocacy and Wellness

Access services call/text: 937-260-0167
Power-based violence issues call: 937-775-2727
Serious mental health issues call Raider Cares (24 hr line): 833-848-1765 or TTY: 341-485-4345
To anonymously report about a student or staff member visit wright.edu/anonymous-reporting

Student Retention Team

  • Experiencing financial insecurity that affects their education (e.g. car repairs, child care, inability to purchase books)
  • Struggling with any courses due to poor or underdeveloped study habits
  • Require petition support or assistance navigating the internal bureaucracy of Wright State
  • Are not succeeding for non-academic or non-clinical reasons (i.e. not fitting it; lack of engagement)

Contact Student Retention Team

Call: 937-775-5000
Email: raidersupport@wright.edu