We have an early alert system we would love to share from LWTC, it goes by the name of “FAST”. Let me know if this develops into a real event. Dennis Long

We have one here at SCC—not sure if that got to the correct person. Terri M. McKenzie, Ph.D. Home grown system developed by Bob Nelson, webmaster.

Tacoma Community College has a home-grown system. Information is entered by faculty and an email goes to the student's advisor notifying them of problems with attendance/progress and suggesting campus resources that may be helpful.

Purdue's Signals system looks good. The student see a red, green, or yellow light depending on how the student is doing. The system uses predictive modeling combined with data-mining from Blackboard.

Another interesting sytem is Starfish. One of the attractive features of this program is that as faculty enter grades into the regular course managment system (Angel) information is automatically generated, so no need to enter things in more than one system.

Pierce does have an AEW application developed by the Pierce IT staff. For more info on function contact Ericka Morales, Retention Manager, emorales@pierce.ctc.edu. There is also an AEW list serve you can subscribe to: http://lists.ctc.edu/mailman/listinfo/aew Patty Nelson, Director of Student Development, Pierce College Puyallup

Walla Walla does… Kristi Wellington-Baker, MSW | Director CESC & Retention Services

For the rest of the faculty, the more widely used option is our Early Alert program. When a student has not been attending, the faculty sends a notice to our Director of Student Success, who convenes a quick meeting of a few representative student services staff members each week to see who might know the student and be able to contact them. Many of these students end up withdrawing. Those who have not yet paid are withdrawn by the Registrar for nonpayment. Some can be helped and salvaged. Melissa Barnes, Director of Advising and Counseling, Grays Harbor College

from Sandra Fowler-Hill - compilation
Academic Progress Tools
We have just redesigned the basic Academic Early Warning system that Walla Walla developed. We are currently piloting our version and we’ll be making a presentation at the WSSSC conference in Wenatchee this spring. I think Edmonds CC is also presenting on their system at the conference. If timing works for you, join us for the presentation and then we can see if that’s something you’re interested in. I know Bill Storms at Walla Walla is very willing to share what they have developed.
Ted J. Broussard, M.A.
Dean of Student Success & Retention

Clark College

Spokane Community College
DataExpress (DX) reports that SCC uses and that both Spokane Falls Community College and the Institute for Extended Learning use. While your subject line refers to an automated academic warning process, I would call this a semi-automated process.
Our series of DX reports identify and assign unusual action codes to students who fall within the following categories. They’re also used to remove academic standard unusual action codes for students once they meet our academic guidelines.
· Academic Warning – quarterly GPA less than 2.0 – non punitive. (A1 U.A. code)
· Academic Probation – next time their quarterly GPA is less than 2.0 – punitive. (Students on probation must meet with a counselor and create an educational plan. A counselor must approve all changes to their class schedule until they’re no longer on probation.) (A2 U.A. code)
· Academic Suspension – next time their quarterly GPA is less than a 2.0 – punitive. (Students on suspension must stop out (not be enrolled) for one quarter or petition for reinstatement. Before being allowed to enroll again, students must meet with a counselor, create an educational plan, then petition for reinstatement and meet with the Dean of Student Services. If the petition is approved, for two quarters the student must maintain a 2.0 quarterly GPA, achieve at least a 2.0 in all enrolled classes, take a minimum of six credits each quarter, and is allowed only one physical education credit each of the two quarters.) (A3 U.A. code)
o Note: This is a recent change and not reflected in the attached word documents that begin with “ASP-QTR”.
· Academic Final Suspension – students not meeting the conditions of reinstatement are placed on Final Suspension – punitive. (Students on Final Suspension must stop out (not be enrolled) for one full calendar year (four quarters). They have to meet the same guidelines as reinstated suspended student. (A4 U.A. code)
o Note: This is a recent change and not reflected in the attached word documents that begin with “ASP-QTR”.
I run a series of DX’s in this order that accomplish the following. (See attached document “SCC Sequence for Reviewing Academic Standards after Quarterly Grading - Updated Feb 2011.docx”)
1. A series of DX’s identifies currently attending reinstated students. (suspension and final suspension) I manually review this list, it’s never very many. I remove suspension and final suspension coding if they’ve met the requirements. If they haven’t, they’re placed on final suspension.
2. A series of DX’s identifies currently attending probations students with quarter GPA greater than or equal to 2.0 and remove their probation coding.
3. A series of DX’s identifies currently attending probations students with quarter GPA less than a 2.0 and add their suspension coding.
4. A series of DX’s identifies currently attending warning students with quarter GPA greater than or equal to 2.0 and remove their warning coding.
5. A series of DX’s identifies currently attending warning students with quarter GPA less than a 2.0 and add their probation coding.
6. A series of DX’s identifies currently attending students without any academic standard coding with a quarter GPA less than a 2.0 and add their warning coding.
7. A DX identifies students who have been suspended, had previously enrolled for the upcoming quarter, have not been reinstated and need to be disenrolled.
· At each stage of this process, I download and merge information into letters that are then mailed and emailed to students.
· I also use a series of DX’s to locate grade changes after the academic coding has been assigned and make grade change adjustments periodically throughout the quarter prior to the next grading cycle.
Caveat: When I wrote this series of DX’s, SCC was in the early stages of forming our academic standards and for a while these standards were adjusted from quarter to quarter. In addition, we had been using DX reports written by someone else. We later found that those reports weren’t what we needed and I was asked to create new DX’s and processes. Some of the DX’s in this series are a bit redundant but at the time I wrote them my DX skills were not as advanced as they are now and I wasn’t very familiar with the data sets - it was truly trial by fire. And, I felt it was necessary for me to “prove” my data correct at each stage of the process. If I could find the time now, I would gladly re-write all of them and reduce the amount of steps for each stage of this process.
JoAnn Burchell
Program Coordinator
Student Information and Technology Services
Office of the Registrar
Edmonds Community College
EdCC was able to retrieve a software program that was started at Tacoma CC about 4 years ago. Since its arrival here the software has gone through repeated changes and enhancements. The initial intent of Early Alert/Student Progress System (EA/SPS) was to report students who are not making satisfactory academic progress and attending classes on a regular basis. This quarter we piloted the ability to report midquarter progress electronically through this data base rather than requiring faculty to complete hard copies as required by particular programs.
EA/SPS is accessed through Instructor Briefcase beginning the third day till the 8th week of the quarter. Faculty access their class rosters through EA/SPS and can make an entry on a student at any time. The interface also has a drop down menu for comments or manual entry of a comment (for midquarter progress reporting a drop down menu for grade ranges has been added as well). Once the information has been submitted a student may receive a letter, e-mail, or phone call depending upon the program (i.e. athletics, TRiO, Workfirst, Opportunity Grant, GED etc.) to which s/he is enrolled.
Several of the major issues that we continue to address deal with faculty participation, mining data to determine program and student success (getting better at this), and at times technology. However, of those faculty and programs who do participate the reports are they are very pleased with the program. Each quarter we continue to modify and improve practices.
Linsi Moy, EA/SPS Project Coordinator is part-time and manages this program for me. I’ve copied her to this e-mail just in case you want more detailed information such as screen shots or other more specific data. I’d be happy to answer other specific questions if you like as well. Also, I’m sure Vic Portolese, IT would be glad to speak with your IT folks to discuss technology logistics.
Grays Harbor Community College
In my position I run our academic alert program and I’m not sure I have the type of information you are looking for since what I do is very low tech and not really automated. I can tell you however, that I am going to a conference next week on early alert programs and I anticipate that I will hear about automated systems being used at other colleges. There are over 125 people registered for this conference from both 4-year and 2-year colleges in the US and a few other countries as well. I would be happy to share any relevant information when I return.
For our program, about the only thing automated right now are our forms that are posted on our web site. These forms provide a way for anyone (faculty, staff or exempt) to refer a student to the program. You can look at the forms at this web page: http://www.ghc.edu/intranet.htm. When someone completes the form it comes directly to me and then I take over from there. Unfortunately we do not have a widely used GHC email system that I could use to contact students. We have an email system in place (chokermail) but it is not currently well publicized or used as the main point of information for students so I choose not to use it for our EA program. I am trying to push a little harder to see if we can move in that direction but we have a long road to go.
Diane Smith
Director for Student Success
Grays Harbor College
Lake Washington Technical College
Under LWTC’s Title III grant we have developed a web application called FAST (Faculty Advising Support Tools) for faculty to submit early academic alerts. We have been using it for over two years. Previously it was all done manually. Faculty were asked to email a list of students to the Director of Advising. She would compile letters and mail them to the students referring them to advising for help.
Now faculty submit a report via FAST. They have preselected options, once they click submit an email is generated and sent to the student immediately. I have attached our user’s guide which might give you a better idea how it works. Let me know if you would like more information. For the coding I can get you in touch with our IT developer.
Christina Harter
Title III, Student Retention
YVCC, CBC and Walla Walla developed an Academic Early Warning system with funds from a Title V Cooperative grant. YVCC has shared the programming with other and would be glad to share with you, too. The contact person is Scott Towsley, Director of Technology Services. Stowsley@yvcc.edu
Students who receive both “missed test or assignment” and “low test scores” on the Academic Early Warning tool are blocked from registration until that student meets with an advisor. The advisor e-mails the Registration Office when it is ok to lift the block.
Leslie Blackaby
Dean, Student Services
Ext. 6867
North Seattle Community College
I had helped set up an academic warning system some years ago on this campus. I have an advisor whose responsibility it is to run the DATAX job, notify students, track them in our HP system, work with staff who have cohorts of students.
Marci Myer
Interim Vice President and Dean, Student Development Services
North Seattle Community College
Phone: (206) 527-3669