By Mike Killian - EMPOWER Student Information System · A representation of all of the risk events within a term or academic year, which were recorded for a student, according to

WER

Student Trouble AlertsBy Mike Killian

EMP

This presentation provides an overview of administration and use of functionality in EMPOWER to assist in identifying students who may be headed for, or are already experiencing academic difficulty or other problems.

Purpose

AudienceEMPOWER Student Records Specialists

Update 65

•Definition•Defining the Risk Matrix•Factors available for consideration

Options•Reporting Options•Defining Recipients•Administrative Query•Notifications•Glossary of Terms – Academic Trouble Alerts•The Complete Academic Trouble Alert Process

Academic Trouble AlertsPresentation Outline

Trouble Alerts are an “Early Warning System”

• with a process of notification to designated academic andadministrative personnel

• identification of students who may be experiencing difficulty

• using evidence from student records in the database according touser defined categories and rules

Student Trouble Alerts - Definition

Using the Academic Trouble Alerts “Early Warning System”

1. Define the applicable rules for the risk matrix (one or more)2. Identify the students for whom the risk matrix will be evaluated3. Define risk reporting4. Define the personnel who will be alerted to risk reporting5. Personnel review risk reporting and take action

Student Trouble Alerts - Process

Defining the Risk Matrix

Student Trouble Alerts

1. Determine the number of different matrices to be utilized

2. Identify the elements to be included in each matrix

3. Define the evaluation rules for each element in the matrix


1. Determine the number of different matrices to be utilized (function SR/RMX)


Different risk matrices

Possible Reasons for Different Rules

Differences between students• Part time / full time• Undergrad / graduate• Distance / on-campus

Academic program variation• Technical / arts & humanities

Different assessment criteria• Grading elements• Use of narrative evaluation• Importance of test scores• Non-academic criteria

Note: Utilize EMPOWER Help

2. Identify the elements to be included in each matrix (function SR/RMX)



Identify elements to use in (each) risk matrix(inclusion implied by definition (next slides)

Depends on assessment methodology at the school

Possible Elements in the Risk Matrix

Intermediate assessment • Grading element grades

• Papers, presentations, etc.• Intermediate grading

• Narrative evaluation• Instructor assessment• Any defined category

• Midterm grades• Milestone assessment

Coursework assessment• Final grades

Assessment outside coursework• Test scores recorded• Disciplinary events on campus


3. Define the evaluation rules for each element in the matrix (function SR/RMX)

Type Threshold Critical Indicator


Matrix being defined

a. Element Grades

Type of evaluation• Cumulative

• Net affect up to date• Adjust as more grades given

• Individual• Each grade could indicate risk

Risk threshold• At or below numeric or letter grade

Critical element indicator• Risk element indicates problem• Yes/No per the threshold

Inactivate to turn off



Narrative Category Eval Type Threshold Critical Indicator



b. Evaluation Levels

Narrative Evaluation Category• Identify the narrative rules to use • Evaluate specific category• Evaluate any category

Type of evaluation• Count (# of occurrences)• Individual (specific occurrence)

Risk threshold• At or below performance threshold








c. Midterm Grades

Type of evaluation• Individual(always, no user option presented)



Note on risk threshold logic:• If using numeric grading, the specific numeric grade is compared to the defined risk threshold.• If using letter grading, the threshold comparison used the grade order defined on the grade table.







d. Final Grades

Type of evaluation• Individual(always, no user option presented)



Note on risk threshold logic:• If using numeric grading, the specific numeric grade is compared to the defined risk threshold.• If using letter grading, the threshold comparison uses the grade order defined on the grade table.




Test / Element Type Threshold Critical Indicator



e. Test Scores

Type of evaluation• Latest score(always, only option in list)

Risk threshold• Test score at or below


Note on test scores:• These are recorded in the common test scores area in EMPOWER.• The student test scores are seen on the degrees and test scores screen (SR/GT).




Incident Involvement Critical Indicator



f. Disciplinary Action

Type of evaluation• Incident Involvement (Yes/No)

Risk threshold• Recorded incident involvement implies crossing the threshold.


Note on Incident involvement:• Applicable for schools using campus discipline incident reporting in EMPOWER.• Involvement codes are user defined.


Associate Students to the Risk Matrix


1. Determine which student groups are to be tracked by the process.

2. Identify the matrix to use for each student group.

3. Update student records with the risk matrix to use.


Considerations

• It may not be desired to track all students.

• Different groups of students can use different matrices.

• A student’s applicable matrix may change as he/she advances.


1. Determine which student groups are to be tracked by the process (function SR/RMM)


Identifying Students to Track

SR Reporting Profile Query is the tool• Multiple profiles may be needed • Determined by groups to track


Students can be de-selectedbefore processing the profile

2. Identify the matrix to use for each student group (function SR/RMM)


Identify Risk Matrix to Associate

• Previously defined rules • Select appropriate matrix


Rules can be inspected for reference, or as a reminder for the user to confirm the choice

3. Update the student records with the matrix to use (function SR/RMM)


Update Students

• Provide Matrix and Profile • Initiate student record update


Student record noted with risk matrix to use Note: Multiple risk matrix association is allowed but would not be typical.

Replaceany mappingwith this

Clearany mapping(to initialize)

Glossary of Terms – Student Trouble Alerts


Student Trouble Alert

A notice provided by EMPOWER, based on user defined rules and student records in the database, that a student may be in academic difficulty, or may be in danger of academic difficulty.

Risk Matrix

The rules under which a student is evaluated for consideration of possible academic difficulty.

Risk Matrix Mapping

The process of associating a risk matrix to a student for use in possibly predicting academic difficulty.

Glossary of Terms

Performance Categories

An area of student performance defined for evaluation on a narrative or peer evaluation.

Performance Levels

A scale of values used to evaluate student performance in categories defined on narrative evaluations and peer evaluations.

Risk Event

Creation of a record in the student’s records, of a grade, evaluation, test score, or disciplinary incident that falls below the defined threshold for that event in a risk matrix element assigned to that student.

Glossary of Terms

Risk Report

A representation of all of the risk events within a term or academic year, which were recorded for a student, according to the rules of the risk matrix associated with that student.

Risk Reporting Rules

Criteria for notification of designated academic or administrative personnel when a defined set of risk events have been recorded for a student.

Academic Watch List

A list of students who meet a particular set of risk reporting rules.

Glossary of Terms

1. Confirm the risk reporting functionality is “turned on” (PM/PSR Student Records Parameters)

Complete Process

2. Define or confirm the elements of each risk reporting matrix (SR/RMX Academic Risk Matrix)a. Determine categories to be used in the risk matrixb. Determine threshold levels in each category and evaluation method that indicate risk

Complete Process

3. Confirm or define grade risk thresholds are defined, add appropriate definitions, or copy them using the rollover functions (rollover for grades use PM/RCI Roll Catalog Initiation, and rollover for grade elements use PM/RTI Roll Term Initiation)

4. If grading elements are to be considered, confirm or define the threshold level indicating a critical alert level (Set defaults with SR/CMM Course Master, and define with SR/G22 Course Section Update)

Complete Process

5. If faculty narrative evaluation rating levels are to be considered, confirm or define the trouble thresholds for the categories in the evaluation (SR/NGD Narrative Evaluation Rules)

Complete Process

6. If using campus discipline in the reporting matrix, confirm or define the offense codes that are subject to alert reporting (PM/D4 Offense Codes)

Complete Process

7. Confirm or define different reports created from the risk records (SR/RRC Risk Report Criteria)

Complete Process

a. Determine which categories to consider for the reportb. Determine whether to consider only critical level risksc. Determine the threshold for each category to indicate inclusion

d. Determine whether to report on a term or school year basis

8. Assign the appropriate risk matrix by which groups of students are evaluated (SR/RMM Risk Matrix Mapping)

Complete Process

a. Use profiles to define the student groups (SR/PRF Student Reporting Profiles)b. Identify and associate the desired matrix with the students in this group

9. Confirm the appropriate matrix has been identified for students (SR/SM Student Maintenance)

Complete Process

10. Confirm or define the users who will be notified when students are added to the “watch list” as a result of events (such as grades and assessment) which identify risk (SR/RRD Risk Report Distribution)

Complete Process

a. Risk Reports defined under SR/RRC (Risk Report Criteria) generate automatic notification events. See them in PM/NE (Notification Events)

b. Review/Define the text of the notification defined in letter text (PM/32 Letter Text Maintenance)

c. Define the recipients and notification method for these (SR/NR Notification Recipients)

11. Perform the functions comprising the risk matrix a. Element Grading (SR/AGR Course Section Grading w. Elements,

and {Web Function: Grading Roster})b. Narrative Evaluations {Web Function: Narrative Evaluation}c. Midterm and Final Grading (SR/AGR Course Section Grading w. Elements,

and {Web Function: Grading Roster})d. Record Test Scores (SR/GT Graduation Info and Tests)e. Record Campus Discipline Incidents (PS/IR Incident Reporting)

Complete Process

12. Users identified on the distribution list are notified by email or EMPOWER notes when their assigned students are put on the “watch list”.

Complete Process

13. Advisors and other identified users access the web portal and view the risk report of students “assigned” to him/her who are on their “watch list” {Web Function: Risk Report}

Complete Process

Academic Watch List - Risk Report Example

Academic Risk Report Example

14. Option: At any time, administrative user may invoke a function to re-apply the rules and create risk records. Also, a purge of old risk records may be performed. (SR/CRR Create Risk Records)

Complete Process

Please answer the following one question survey that will appear when you close this session: Has this information been helpful?

A text box will be available to provide feedback and/or to leave questions that will be addressed during the Q&A session to be held September 27, 2012 at 2:00PM. (Submitting questions ahead of time is helpful but not mandatory.)

If you would like to attend the Q&A session, please register here: https://empowersis.webex.com/empowersis/onstage/g.php?d=739440555&t=p

Documents

By Mike Killian - EMPOWER Student Information System · A representation of all of the risk events within a term or academic year, which were recorded for a student, according to