The Academic Alert System (AAS) provides an opportunity for faculty, staff, and other campus constituents to share any academic concerns they may have about undergraduate students with the Office of Academic Advising. Academic alerts are an opportunity to partner with the Office of Academic Advising to offer additional support to any student who may need it and is not intended to be a punitive measure for any reason.
What Constitutes an Academic Concern?
It is helpful for us to receive any information about students who may be struggling academically or about students who may be experiencing personal difficulties that could affect academic performance. In the absence of more general concerns (i.e. excessive absences, lack of communication, etc.), we will accept information about but typically do not reach out to students based on one low exam grade or missing assignment. You may wish to give us a phone call prior to submitting an academic alert.
Who has access to the information I submit via the AAS?
The Office of Academic Advising makes note of academic alerts in our internal records and will only share this information with parties outside our office who have an educational need to know as defined by FERPA guidelines.
Remember that what you report here becomes part of the student’s record. Please describe objective behaviors of concern and refrain from subjective interpretations of those behaviors. If you would like to discuss your concerns more fully, you are welcome to contact our office.
What happens when I submit an academic alert?
Soon after submission, you will receive an email from our office. If you have requested that the student receive outreach based on your concerns, the appropriate Academic Counselor will be connected to you and will subsequently reach out to the student.
If OAA reaches out to a student at my request, will I know whether contact is made?
Yes! If you request that we reach out to a student, you will receive a follow-up email from our office within 2-3 weeks of your submission with updates on our outreach attempts (although you may hear from us and are welcome to contact us prior to this 2-3 week follow-up). This follow-up email will also provide the opportunity for you to let us know whether your concerns have been alleviated within that time period.
Will the student know that I submitted an academic alert?
It is often helpful for us to share with a student why we are reaching out. We have found that we can more effectively engage with students and provide support around specific concerns if we are able to speak openly about those concerns. If appropriate, reporting faculty and staff have often found it helpful to let the student know ahead of time that they will be submitting an academic alert and to explain what the student can expect as a result. However, if you do not wish for a student to know that you have communicated with our office, please let us know.
Have a question that isn’t answered here? Email Sara Morgan (firstname.lastname@example.org)