Concerns/Alerts, Referrals, Cases, and Kudos

Throughout Navigate you will see alerts, referrals, kudos, and cases. Some will appear in an instructor's Progress Report while others are options available to you within Navigate.

Definitions

What is a…

Alert: a way for a faculty or staff member to indicate particular student behavior.

  • Alerts are added to student profiles for a support network to see
  • Alerts can be queried for reporting purposes.

Cases: These are similar to alerts but require a staff member to close the case via follow-up.

Referral: a way for faculty to automatically link students with campus resources.

  • Referrals need to be closed by the appropriate care team

Kudos: a way for faculty to say job well done, keep it up!

Review the table below to see the reason for an alert or referral during the soft-launch and who is responsible for responding.

Alert Reason (add details in comments on all alerts/referrals - students do not see comments) Type of Alert Case or Alert Reason for Concern Intervention Steps i.e. what happens when I submit this alert? Auto Email to Student Will the submitter hear back?

Kudos (Positive Alert)- Add when you want to give a complement to a student.

Write your comments as if you are talking to the student.

Progress Report and Adhoc

Alert

Positive motivational alert to encourage student engagement and celebrate progress.

The Navigate team passes along comments entered by staff/faculty to students via a Navigate email. This is the only alert/case/referral/kudo in which comments are shared with students.

Yes

No. This is just a kudos communicaiton to students

No/Low Attendance

Progress Report and Adhoc

Case

Add this alert if the student is not attending your course/ engaging in D2L. Please indicate in the comments if you have reached out to the student.

Academic Support & Advocacy (ASA) Team receives these cases. Within 3 days of the original alert, the ASA staff will send a text message to students and encourage them to make an appt. with their office.

Escalation: The case is escalated to SSET if the student does not engage with ASA

Yes

Yes. ASA & SSET will communicate the status of supports

Academic Concern: (missing assignments/low scores)

Progress Report and Adhoc

Case

Add this alert if the student is engaged in your class, but quiz/test/assignment scores are low.

The student will receive a detailed email recommending they contact their instructor and providing the information about support services. Case is opened and sent to Success Coaching to engage with students. If Success Coaching isn't successful connecting with students, the case will get escalated to SSET.

Yes

Yes. Success Coaching & SSET will communicate the status of supports

Alert: Other. Raise if none of the other alerts apply. Please add detailed comments.

Adhoc

Case

Add this alert if your concern is outside the previously listed alerts/referrals.

Please be careful not to use the Other alert reason for items that should go to the CARE team

Academic Support & Advocacy (ASA) Team receives these cases. Within 3 days of the original alert, the ASA staff will send a text message to students and encourage them to make an appt. with their office.

Escalation: The case is escalated to SSET if the student does not engage with ASA

No

Yes. ASA & SSET will communicate the status of supports

REFFERRALS: Use to refer to other offices with more expertise of the issues that need to be addressed

Referral: Success Coaching - Raise this referral if you think the student would benefit from skills coaching

Adhoc

Alert

Success Coaching includes Time Management, Study Skills, and organizational skills

An alert goes to the Sucess Coaching team. The team reaches out to students to invite them to meet with a success coach.

No

No

Referral: Autism Services - Raise this referral if you the student discloses to you that they would benefit from autism support services.

Adhoc

Case

Riase this referral if the student discusloses to you that they would benefit from autism suppot services.

D-Cap Staff receives these referrals and reaches out to the student to offer support services.

Yes

Yes from D-Cap staff

Referral to Career Development Center: You feel the student would benefit from attending mock interview sessions, resume review, inquirung about a internship, or student expressed they are interested in changing majors.

Adhoc

Case

Refer student who have questions about interships, changing majors, what to do after graduation, etc…

The student will receive a very detailed email highlighting the services available to the student and links to create an appointment with the staff in the Career Development Center.

Career Development Center team reaches out to students to schedule appointment.

Yes

Yes from Career Development Center Staff

Referral to Counseling: Student would benefit from services offered by WCU Counseling Services

Progress Report and Adhoc

Alert

Refer student to the Counseling Center services

The student will receive a very detailed email highlighting the services available to the student and links to create an appointment.

Yes

No

Referral to Financial Aid & Billing/Payments: Student express concerns about being able to pay for college or billing disputes

Adhoc

Case

Refer student to FinAid and Bursar

The referrals are reviewed and assigned to the office that can assist the student with their concerns

Yes

Yes from financial aid and Bursar

Referral to Library & Research Resources: You feel the student would benefit from interacting with library staff to better understand research techniques and APA.

Adhoc

Case

Refer students who need assistance with research for undergraduate or graduate studies.

The student will receive a very detailed email highlighting the services available to the student and links to create an appointment.

Library Team reaches out to students to schedule appointment.

Yes

Yes from library team

Referral: Office of Educational Accessibility (OEA): refer to see if this office can assist the student

Adhoc

Case

Referring students to OEA does not guarentee accommodations, but staff will investigate how thy can help the student be more successful

The student will receive a very detailed email highlighting the services available to the student and links to create an appointment.

OEA Team reaches out to students to schedule appointment.

Yes

Yes from the OEA team

Referral: Student Enrollment Concern: The student may be at risk of retention

Progress Report and Adhoc

Case

Student has expressed interest in transferring, withdrawing, or dropping below FT.

Academic Support & Advocacy (ASA) Team receives these cases. Within 3 days of the original alert, the ASA staff will send a text message to students and encourage them to make an appt. with their office.

No

Yes from the ASA team

Referral to Transfer Services: student raised concerns about their transfer past and future credits

Adhoc

Case

The student has questions related to transfer credits.

Transfer Service Office: A staff member will reach out to the student to assist the student with their transfer questions

Yes

Yes from Registrar team

Referral to Tutoring: Students would benefit from tutoring (FYE courses are exempt- no tutoring available)

Progress Report and Adhoc

Alert

Referring student to the Tutoring services at WCU.

The Tutoring Services department will investigate if tutoring is available for the course and reach out to student to offer services, or the faculty member if tutoring is not available for this subject.

Yes

No

Referral to Writing Center: You feel student could improve their writing, if they connected with the writing center.

Progress Report and Adhoc

Alert

Refer students to Writing Center to improve their writing, outlining, research, and APA skills.

The student will receive a detailed email highlighting thes services provided and how the student can make an appot. With the Writing Center staff.

Yes

No

Accessing Alert Reports in Navigate

To access a report which will show you alerts, click on the icon which looks like a spreadsheet with a magnifying glass – this is your REPORT Folder in Navigate.

Monitoring Alerts - From homepage, click on the Reporting folder on the left-hand navigation. In the intervention reports, Click on Alerts. Here you can filter alert activity. Recommended you filter by alert reason for the reasons you are responsible for monitoring:

You can filter the list displayed by timeframe, care unit, alert issuer, alert type, and more.

Accessing Case Information in Navigate

Referrals will often open up a case, which requires follow-up with the student and the person who referred the student for additional services. To access Cases, click on the folder icon with the ribbon.

Monitoring Cases - From homepage, click on the cases folder on the left-hand navigation. Can filter on Care unit and other categories to see students who received the alert.

Like alerts, you can customize your list by using filters such as status, care units, name, opened by, assigned to, alert reason, and my students.

Managing a Case

There are three options associated with managing a case in Navigate.

  1. You can assign the case to someone else in your care unit
  2. You can add comments to the case
  3. You can close the case

Responding to Cases & Referrals - when seeing open cases, you will be able to: Access Student Profile: Add Profile actions such as to-dos, send communications, schedule appointments, etc. Manage Cases: Assign case to team members; add comments; close cases.

All cases should be closed in a timely manner, which will be determined by the department.