Early Alert Early Alert Notification SystemNotification System

Sinclair Community College

Elizabeth PricePost-Transition ILP & Early Alert Coordinator

• Early Alert Program:

A system that allows for faculty to notify advisors of issues* that may affect the success of a student.

*Not just academic difficulty

Overview of the Overview of the Early Alert ProcessEarly Alert Process

In Steps

Faculty identifies a student or students who are having difficulty in class:

• Never Attended Class• Excessive Absences• Tardiness• Academic Concern• Low Homework/Quiz Scores• Low Test Scores• Personal Concern• Other

STEP 1

Notification is sent by the Notification is sent by the instructor through the instructor through the Student Success Plan Student Success Plan (SSP) website.(SSP) website.

STEP 2

Select the course

Click student on your roster

Indicates ILP/CAP Programor prior early alerts

Kristan attended the first class and has not returned. I recommend she withdraws.

An email is automatically distributed to the student’s advisor. 

• Students without an assigned advisor are distributed to the Academic Advising Department or Counseling Services depending on the reason for the notification

• Faculty receive an automatic email confirming the alert was delivered to the advisor.

STEP 3

Excessive Absences Withdraw

Kristan attended the first class and has not returned. I recommend she withdraws.

Advisor’s View

Advisor Contacts Student  Advisor Contacts Student 

• Phone

• Email

• Letter

STEP 4

Advisor updates faculty on the progress of the early alert via email.

• The SSP system sends the email on the advisor’s behalf.

• Records are kept by the system.

STEP 5

After speaking with Kristan, I found out that she was going through a divorce and was unable to attend full-time. I suggested she withdraw from this course and start fresh another quarter.

Advisor’s Response Screen

STUDENT EARLY ALERT SYSTEM CONFIRMATION MESSAGE

This email is to confirm that you sent the following early alert message from Student Success Plan. Please note the details of the message.************************************************************************************************STUDENT EARLY ALERT SYSTEM MESSAGE

This email is in response to an early alert notice initiated on 02/05/2007 for the following student:

Student Name: John X. SmithStudent ID: 000000001

In the class: DEV-108-16

Instructor: Jones, GeorgeAdvisor(s): Price, Elizabeth

This incident was addressed and CLOSED on 02/08/2007. The final outcome for this incident was: Letter Sent

The student has been referred by his/her counselor to the following departments or services based upon early alert status:

Academic CounselorsInstructor for CourseFinancial Aid Office

******************* COUNSELOR COMMENTS *******************John's phone has been disconnected.A letter was sent explaining his options in regards to dropping the course. ******************* COUNSELOR COMMENTS *******************

Sample Emailfrom the SSP Website

BenefitsBenefits • Supports a “team approach” in student retention

• Less time consuming, easy to use

• Accessible from anywhere at anytime

• Flexible for the faculty and advisor to communicate freely

• Tracks and records Early Alerts and provides updates to the faculty throughout the process

• Creates detailed reports at any point during the year: weekly, monthly, annually, or each semester. 

Early Alert Program at Sinclair Community College

Elizabeth A. PricePost-Transition ILP & Early Alert Coordinator

elizabeth.price@sinclair.edu

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