Early Alert Program
The Early Alert Program was instituted during the fall 2007 semester as part of the University's Partnering for Student Success Initiative. The program is designed to identify students who might be having academic difficulty and to direct them to assistance.
An integral part of this process is the Early Alert Survey which was introduced during the fall 2014 semester. The survey currently allows faculty to identify students who are not attending class and/or students who are performing poorly in class (“D” work or less). Faculty can also submit comments about any additional concerns they may have about the student so that academic advisors can connect with the student and provide more detailed assistance and direction.
*Prior to the implementation of the Early Alert Survey, faculty submitted early alerts (DEF grades) using the mid-term grading function in CyberBear. This early alert method is still available for faculty. However, it should be noted that this method does not allow for the entry of attendance concerns or additional comments and details about the student’s performance. Therefore the Early Alert Survey is the preferred reporting tool.
Important points regarding the initiative:
- The Provost has asked that all instructors teaching subjects at the courses numbered 200 level and below participate in Early Alert each semester. Only those students who are not attending or are experiencing academic difficulty (“D” work or less) should be marked on the survey (or have a grade of DEF (deficient) or RDEF (remedial deficient) entered into CyberBear).
- Students who are attending and are doing satisfactory work in the course should not be marked on the survey or assigned a grade at this time.
- Please announce to your class that you will be providing early alert information for those students who are having difficulty, and that these students will receive an email on their university email account with additional details.
The Early Alert Survey and mid-term grading function will be available at the end of the 2nd week of each fall and spring semester and will be open through the end of the 6th week of each semester. If you have any questions about the process or have difficulty accessing your grade rosters, please contact the Office for Student Success by email.
The instructions for processing early alerts using the survey tool and the mid-term grading process follow. Thank you for your efforts in helping to assure that our students succeed.
The Office for Student Success will send an email at the end of the second week of the semester to all undergraduate teaching faculty. The email will contain a link to the Early Alert Survey tool. No login is required. The survey tool will contain a drop down list of the instructor’s course(s) and the associated course roster with each student’s name, email address and primary major.
- Click the “Academic” checkbox for each student performing “D” work or below.
- Click the “Attendance” checkbox for any student who is not currently attending or whose academic performance is impacted by their lack of attendance.
- Enter any comments that may help the student’s advisor better understand the nature of the alert or instructions you would like the advisor to pass on to the student.
- Click Finalize when all alert entry is complete and ready to be shared with the students and their respective advisors.
- Click “Save”, if needed, to capture the current alert entries and complete the alert survey at a later time.
- The survey will expire at the end of the 6th week of the semester.
If you require any assistance, please contact the OSS Systems Administrator, Trevor Rehm, at 243-2297.
Early Alert grading is much like mid-term grading, except a grade of deficient (DEF) or remedial deficient (RDEF) is submitted ONLY for those students performing "D" work or below as of the end of the 4th or 5th week of the term. Grades are submitted electronically in CyberBear using the following process:
- Access CyberBear
- Click on Login.
- Enter your NetID and password. Information regarding your NetID and password can be found on the Registrar's web page titled CyberBear Instructions in the Faculty/Staff tab.
- Click on CyberBear for Faculty and Advisors.
- Read FERPA WARNING, then click on "I understand the FERPA Warning" button.
- Click Mid Term/Early Alert Grades link on the left hand side of the page.
- Select the appropriate term and click Submit.
- Use the drop down menu to select the CRN you wish to access, then click Submit. Click the Submit button at the bottom of the page. Submit grades often. There is a 30 minute time limit on a single session.
- For linked courses, the grades will be submitted for the lecture roster, not on the discussion/lab rosters.
If you are grading more than one class:
- After submitting the grades for the first class, click on Return to Menu
- Click on CRN Selection
- Choose the next class you wish to grade from the drop down menu and click on Submit
- Click on Mid Term Grades
- Enter grades and click on Submit
If you require any assistance, please contact Bonnie Holzworth at 243-2997.