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Lynda,
I facilitate our early alert system.  Ours is a home grown system using a Sharepoint site and Forms Builder.  From about the 3rd week of the semester through about the 10th week, the Early Alert program is the bulk of my day.  I receive and triage the alerts.  Our system electronically notifies student that they have been referred, but for the more pressing (personal, crisis) issues- I make immediate personal contact.  (I would like to note that I don't advocate that early alerts are used for issues of crisis and student safety issues, but ours often is)  I would say about 60-70% of my time is working in the system, tracking, and contacting students, as well as following up with faculty.   I am blessed that our notification system invites students to come in to Counseling and Advising for assistance, so that team helps receive/meet with/respond to the referrals.  I generally take the financial/immediate need ones- just short of those who need personal counseling, as I am not credentialed for that treatment. 

I receive alerts through two different systems, so there is some jockeying and data entry to ensure we capture and track each referral.

At the end of the semester (and various times throughout), I run all our referrals against our electronic lobby to ensure students are responding to our outreach efforts.  Once the semester concludes, we establish who our group of "Served" students are and who those "Not Served" are and then I have a support staff member who runs those student numbers and tracks success, persistence, and retention.  That job takes a while - as we wait until after final grades are posted, and the next semester has begun so we can get persistence into next semester data.

Because Early Alert is not my only responsibility, this help in running the numbers from the previous semester is critical.  At that time, I am advising and doing the other portions of my job. 

It is a lot of tracking and busy work- as well as lots of time on the phone and in email.  We are a good sized community college, with about 10,000 students a semester.  Our early alert referrals are falling a little, but we have averaged between 300-500 referrals a semester. 

I am happy to answer any further questions you might have.

Marcie A. Carter
Bridge Program Coordinator
Delta College
University Center, MI 48710
989-686-9163

"Education is for improving the lives of others and for leaving your community and world better than you found it."
- Marian Wright Edelman

"Your life is an occasion. Rise to it."
- Mr. Edward Magorium, Mr. Magorium's Wonder Emporium

-----Original Message-----
From: Open Forum for Learning Assistance Professionals [mailto:[log in to unmask]] On Behalf Of Jennifer Salmon
Sent: Thursday, March 17, 2016 9:30 AM
To: [log in to unmask]
Subject: Re: Early Alert/Academic alert management

Hi Lynda,
 
I run the academic part of the early alert system. An associate dean of students runs the non-academic part. I would say it take a majority of my time. Maybe 60-80% of my time per day; which may be a higher amount of time than other colleges. We receive a ton of early alerts. 
 
I process the report through the maxient system. Reach out to the student and then meet with them. The meetings can be anything from study skills and strategies to writing petitions or an appeal of college policy to discuss ways to connect with therapists. Meetings can take anywhere from 30-90 minutes initially and then I meet weekly with a lot of the students. 
 
Once the issue is resolved I close the case. At the beginning and end of each case I update the reporter. That is the most important part because then I get more early alerts sooner. 
 
If you have additional questions, please feel free to contact me. 

Jenny Salmon
Director, Student Academic Success Programs Center for Student Success North Central College
630-637-5111
[log in to unmask]


>>> Lynda Sukolsky <[log in to unmask]> 3/17/2016 8:23 AM >>>
Good Morning,
For those who have some type of management/oversight to an early alert or academic alert system, can you share approximately how much of your time is spent on these duties?  If you can, also include what you are doing during that time.

Thank you!
Lynda Sukolsky



Lynda J. Sukolsky, M.Ed.
Assistant Dean of Student Success/
Academic Achievement Center Director
Seton Hill University
Greensburg, PA

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