Concerns/Alerts, Referrals, Kudos, and Cases

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.

You can assign the case to someone else in your care unit
You can add comments to the case
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.

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