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  Academic Enrichment Early Alert System

Early Alert System Help

PURPOSE OF EARLY ALERT SYSTEM
LOGIN
EARLY ALERT PROCESS
CREATING ALERTS AND RESPONSES
REPORTS
MANAGE USERS
MANAGE BLACK-OUT DATES
MANAGE ADVISORS/MENTORS

PURPOSE OF EARLY ALERT SYSTEM

The Academic Enrichment Early Alert System was designed to help the Delaware State University Faculty and Staff assist the students in their academic endeavors. The system will allow the Faculty and Staff to create Alert Tickets, enter Responses to Alert Tickets, search for and track Alert Tickets, pull reports based on specific criteria, and review statistical reporting information pulled from the system. When an Alert is created, an email is automatically sent to the student. At the end of each day, the system will automatically send emails to the Division of Academic Enrichment staff, Chairs, Faculty, and Advisors/Mentors that are required to provide assistance to the student based on the Type of Alert. An email will automatically be sent to certain staff in the Financial Aid Office if an Alert is created for a student currently receiving Financial Aid.

The student's advisors/mentors will follow up with the student to provide academic counseling as appropriate based on the Type of Alert created for the student. Each advisor/mentor associated with the Alert Ticket will contact the student, and will complete an Alert Ticket Response to explain how the student was advised.

Reports are available for the Faculty, Advisors/Mentors, Deans and their Administrative Personnel, Chairs and their Administrative Personnel, certain staff in the Financial Aid Office, certain staff in the Registrar's Office, and the staff in the Division of Academic Enrichment to track the progress of each Alert Ticket and Response.

LOGIN

To Login to the Early Alert System, enter your Banner Identification (ID) Number, your Personal Identification Number (PIN), select the appropriate Role using the drop-down list, and click on the Login button.

Valid Roles:

  • Faculty - Select the Faculty Role if you are a Faculty member.
  • Advisor/Mentor - Select the Advisor/Mentor Role if you are an Academic Advisor, Athletic Advisor, Band Advisor, Residence Life Advisor, or another type of Advisor/Mentor that does not work for the Division of Academic Enrichment. Athletic Advisors will only see Alert Tickets for students who are also Athletes. Band Advisors will only see Alert Tickets for students who are currently in Band. Residence Life Advisors will only see Alert Tickets for students who reside in the campus housing.
  • Financial Aid - Select the Financial Aid Role if you work in the Financial Aid Office. The staff in the Financial Aid Office will only be able to view Alert Tickets for students receiving Financial Aid.
  • Registrar - Select the Registrar Role if you work in the Registrar's Office. The staff in the Registrar's Office will be able to view All Alert Tickets.
  • Chair/Administrative Personnel - Select the Chair/Administrative Personnel Role if you are a Department Chairperson, or work as the Assistant to the Chairperson.
  • Dean/Administrative Personnel - Select the Dean/Administrative Personnel Role if you are a College Dean, or work as the Assistant to the College Dean.
  • AE Administrator - Select the AE Administrator Role if you work in the Division of Academic Enrichment.

EARLY ALERT PROCESS

When you successfully Login to the Academic Enrichment Early Alert System, the Home page will enable you to navigate through the available functionality of the system. The Early Alert System helps DSU Faculty and Staff to identify students who are experiencing unsatisfactory academic performance, misconduct, and/or other issues.

The Academic Enrichment Early Alert System allows all users the capability of creating an Alert Ticket. There are two (2) types of Alerts: Academic and Other. Academic Alerts are related to a specific course, and Other Alerts are not.

  1. Faculty will be able to send an Alert for one or multiple students in the same course.
  2. When the Alert Ticket is created, an email will be sent to the student's @desu.edu email address. At the end of each day, the system will automatically send emails to the Division of Academic Enrichment staff, Chairs, Faculty, and Advisors/Mentors that are required to provide assistance to the student based on the Type of Alert. An email will automatically be sent to certain staff in the Financial Aid Office if an Alert is created for a student currently receiving Financial Aid.
  3. The student is advised to go to the Division of Academic Enrichment for assistance and information about campus resources.
  4. After the student has been counseled, the Faculty will be notified of the outcome.
  5. A Ticket Number is automatically assigned when an Alert Ticket is created.

CREATING ALERTS AND RESPONSES

There are two (2) types of Alerts - Academic and General (other issues). Academic Alerts are related to a specific course. General (Other) Alerts are not related to a specific course and can be submitted by Faculty, Advisors/Mentors, Chairs and their Administrative Personnel, Deans and their Administrative Personnel, Financial Aid staff, Registrar's Office staff, or the Division of Academic Enrichment staff.

Create Alerts

To create an Alert, click on the Create Alert link on the left menu.

  1. The Date Created and Term fields will be populated automatically.
  2. Select the Type of Alert by clicking on the Academic Alert or Other Alert options.
  3. For Academic Alerts, click on the Select Course button, and select the Course for which you want to create Alerts. You can also enter the CRN if you have that information.
  4. For Other Alerts, the Course section will not be displayed on the form.
  5. The Submitted By section will be populated automatically with the information pertaining to who Logged in to the system. Correct the information if it is not correct.
    1. Click on the Select Students for Same Alert button.
    2. Use the Select Students form to Search for and select the Students for which you want to create Alerts.
    3. For each Student you want to select, click the box in the Select column.
    4. Click the Save Selected Students button to continue creating Alerts for those students.
      NOTE: Only select students who will all receive the same alert. If you need to create different Alerts for different students, each Alert needs to be created separately.
  6. For the Type of Alert section, click on the box(es) to the left of each Alert Type that applies to the student(s) selected.
  7. For the Academic Progress to Date section, click on Satisfactory or Unsatisfactory.
    Remember, if you selected multiple students, they must all have the same Academic Progress to Date value.
  8. Enter Comments that are related to the Alert.
    NOTE: Please remember that the comments must not be individualized if you have selected multiple students to receive the same Alert.
  9. Click the Submit button to create the Alert Ticket.

Create Responses

NOTE:  Creating an Alert Response does NOT send an email to the student. An email is sent to AE Advisors only.

To create an Alert Response, click on the Search / Update Alerts link on the left menu. You must first Search for the Alert Ticket(s) for which you want to create a Response by entering a Ticket #, Student Last Name, Student First Name, Student Middle Name, Student Type, Course Number, CRN, Term, Class, Status, Alert Type, and/or Alert Category. You must also choose if you want Alerts - Not Responded, Created Alerts, or All Alerts for the Search criteria. The Results of the Search will be displayed on the form, and you can select the appropriate student(s).

You can create Responses for multiple students at the same time, but you must be entering the same Response for each of the Students selected. For example, you must have contacted each of the students, and you must have contacted each of the students on the same Date. In addition, you must have taken/recommended the same actions for each of the students. You cannot individualize the Comments when creating Alerts for multiple students at the same time.

Click on the box(es) in the Select column for the Students receiving the same Alert Response, and click on the Create Response button.

  1. Check that you selected the correct Ticket #'s in the Student Information section.
  2. The Advisor/Mentor Information section fields will be populated automatically based on who Logged in to the system.
  3. The Date Added field will be populated automatically with today's date.
  4. For the Student Contacted section, click on the Yes or No options.
  5. For the Date Contacted section, enter the Date you Contacted the student.
  6. Enter the Response Comments related to the Alert Type. Remember that you cannot individualize the comments if creating Responses for multiple students.
  7. Click the Submit Alert Response button to create the Alert Response.

With the Search / Update Alerts form, you can also click on the View, Edit, Send Email, or Schedule links to the right of each record displayed in the Search Results section.

  • The View link to the right of the record will allow you to view the information related to the Alert Ticket.
  • The Edit link to the right of the record will allow you to edit the Alert Ticket. Only Academic Enrichment Administrators are allowed to Edit Alert Tickets.
  • The Send Email link to the right of the record will allow you to send an email to the Student, Faculty, and/or Staff related to the Alert Ticket.
  • The Schedule link to the right of the record will allow you to view the student's course schedule. Access to the student's course schedule will provide you with more information to offer the student better counseling/advising.

REPORTS

Click on the Reports link on the left menu to see the available Reports options. The Ad Hoc Reports link is used to open a page where you can enter selection criteria to pull the data you want to review. The Statistical Reports link is used to open a page where several pre-defined statistical reports can be reviewed: Report by Status and Report by Alert Type.

To create an Ad Hoc Report, click on the Ad Hoc Reports link, enter the Report criteria using the Ticket #, Student Last Name, Student First Name, Student Middle Name, Course Number, CRN, Term, Class, Status, Alert Type, and/or Alert Category fields. You must also choose if you want Created Alerts, Alerts - Not Responded, or All Alerts for the Search criteria. Click on the Run Report button to create the Report.

MANAGE USERS

Click on the Manage Users link on the left menu to manage the Advisors/Mentors and AE Administrators. The Manage Users functionality is only for the use of the Staff in the Division of Academic Enrichment.

  1. To Add a new User, click on the Add New User button. Select the new User from the drop-down list, enter the System, Role, Value, and Banner information. Click on the Save button to save the new record.
  2. To Delete an existing User, click on the Delete button to the right of the record. Verify that you wish to Delete the current record.

MANAGE BLACK-OUT DATES

The Manage Black-out Dates form will prevent the Early Alert System from being used during specific Black-out periods listed in the table on the form.

  1. To add a new Black-out Date, click the Add Black-out Dates button and enter the appropriate information.
  2. To modify an existing Black-out Date, click the Modify link to the right of the record.
  3. To delete an existing Black-out Date, click the Delete link to the right of the record.

MANAGE ADVISORS/MENTORS

The Manage Advisors/Mentors page is used to divide the student population among Advisors/Mentors by the last name.

If an Advisor/Mentor is not listed on the Manage Advisors/Mentors form, click on the Manage Users link on the left menu and add the Advisor/Mentor.

Advisors/Mentors will receive alerts related to their type for students with last names between their From Letter and To Letter.

For example, if a Residence Life Advisor/Mentor is already displayed on the form, and the Advisor/Mentor is designated to assist the students with their last names between A and P, make sure the From Letter is "A" and the To Letter is "P". If either the From Letter or To Letter is not correct, use the drop-down lists for the appropriate column to select the appropriate Letter, and click the Save button to the right of the record. Then, make sure there is another Residence Life Advisor/Mentor in the list and assign the From Letter to "Q" and to To Letter to "Z" if it is not already assigned correctly.

*** The information contained in the Early Alert System is confidential and is only intended for the
use of the Student, Faculty, Advisor/Mentor, Chair, Dean, Administrative Personnel, Registrar's staff, Financial Aid staff, or the Division of Academic Enrichment Staff. ***



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