Alert Tracking
The Alert Tracking page lists all the early alerts. Early alerts help identify students facing potential challenges so faculty and support staff can provide timely support for their success.
Each row in the list is an individual alert for an individual student. Each alert includes the following fields, all of which are optional unless noted:
Student / ID: The student's name and ID are a link to open the Student Information Summary pop-up.
Alert Type: Types are defined on the Alert Type Definitions page. Required.
Status: New, In-Progress, or Closed. The status is New when the alert is created. It changes automatically to In-Progress when an assignment is made.
Assignments: This column contains the Manage Assignments button on each row. The number inside the button is the count of assignments for the alert. Click the button to view the list of assignments.
Last Updated: Date and Time the alert was last updated. (This is different from the Submitted Date.) If the alert hasn't been updated since it was created, the value is "None".
Alert Summary: A link that opens the specific alert in a new browser tab.
Alert Description: Up to 1000 characters. Required.
Attachments: Files can be PDF or TXT.
Follow-Up Needed: Yes or No. Required.
How did you address the concern? If Follow-Up Needed is Yes, then this value is n/a (not applicable). If Follow-Up Needed is No, this is where the alert submitter describes how they solved the issue.
Recommended Support Strategy: If Follow-Up Needed is Yes, then this is where the submitter or an editor details the plan to support the student.
Severity: Low, Medium, or High.
Submitted Date: Populated automatically when the alert is submitted.
Submitted By / Connection Type: The submitter's name is a link to their Summary page.
Note
Connection Types are defined on the Relationship Type Definitions window in the Campus-wide Definitions hub. They're assigned to Student Success on the Setup Connections pop-up on the Connections page.
Relevant Catalog Course: Optional. The particular course that's the cause for concern.
Relevant Section / Year / Term / Subterm: Optional. The particular course section that's the cause for concern. (This appears when the alert submitter searches for the student by course section in a particular year/term.)
Last Updated By: The updater's name and ID are a link to their Summary pop-up.
Alert ID: Automatically assigned when the alert is created. Each new alert's ID number is one higher than the previous one.
Assignees: List of the staff members who have assignments for this alert. Their names are links to their Summary pop-ups. From there you can view their information and send them a communication.
Other Alerts for This Student: List of the other alerts for the student. Each alert's name is a link to its Summary pop-up. From there, you can link to the alert's Summary page.
Alert Outcome: For closed alerts. The end result of the alert, selected by the person who closed the alert. The date the alert was closed is included, and the closer's name is a link to their Summary page. If the alert was closed, reopened, and closed again, the Alert Outcome for each closing is listed.
Use the Alerts Filter to find particular alerts. You can filter for any of these fields:
Alert ID
Alert Type: As defined on the Alert Type Definitions page
Confidential: Yes or No
Last Updated: Select a date range.
Relevant Course
Severity: Not Assigned, Low, Medium, or High
Status: New, In-Progress, or Closed
Student / ID: Name or ID
Submitted By: Name or ID
Submitted Date: Select a date range.
When you select the checkbox for one or more alerts, the Actions button is enabled. You can edit, download, close, reopen, or delete the selected alerts.
This summary slides out like a drawer when you click the student's name and ID. A drop-down lets you select a view:
Summary
Workflows
Student Conduct History
The Summary view provides a glance at the student's contact information. The View drop-down offers a General view and a Details view.
General view:
Summary Page Link: Click this to open the student's main Summary page in a new window.
Preferred Name
Most Recent Contact Date
Phone
Email Address
Details view:
Preferred Name
Most Recent Contact Date
Response Rate
FERPA Restricted (Yes or No)
Phone
Phone Verification Status
Email Address
Email Verification Status
Address
Stop All Mail
Campus Portal Username
The Summary view also has Create communication button to let you send formatted and tracked communications to the student.
The Workflow view shows any workflows associated with the student. It lists the workflow, tells whether it's completed, shows the completion percentage, and lists the stage it's in.
The workflow's name is a link that opens the workflow's Summary pop-up.
The Workflow view also a button to associate a workflow with the student.
The Workflow view also has a button view all existing workflows. The Workflow Instances page opens. You can view workflows you might want to associate with the student.
The Student Conduct History view lists each student conduct case for the student. Fields include the following:
Case Number
Violation Type
Sanction Type
Sanction Start / End Date
Sanction Status
Incident Number
Incident Date
Violation Category
Involvement Type
Conduct Department
Involved Party Response
The Alert Summary link on each alert in the list opens the individual alert's summary page in a new tab. The summary page is a workspace for an individual alert. For more information and instructions, see the Alert Summary topic.
How To
On the Navigation panel, under Student, click Student Success, and select Alert Tracking. (Or use the Find a Page field to search, and select Alert Tracking from the results.) The Alert Tracking page opens.
To sort the alerts, click on a column heading.
To search for alerts, select a checkbox on the Alerts Filter, and select a value to search for. (You can select multiple filters.) Click Apply. The list now shows only alert that match your filters.
To view all the information for an alert, click the Expand icon
.To view and manage all the assignments for an alert, click the Manage Assignments button in the alert's Assignments column.
Select the checkbox for an alert.
Click the Actions drop-down, and select Edit. The Edit Alert Details pop-up opens.
Edit the fields as needed. The Description field can't be blank.
Click the Update button. Your edits are saved.
Select the checkboxes for the alerts you want to edit.
Click the Actions drop-down, and select Edit. The Edit Alerts pop-up opens.
To remove an alert from the list to edit, click its Remove icon
.Under Select a Detail to Update, select a field from the drop-down.
In the next field, select a value.
To edit another field, click Add another detail. Again, select a field and a value.
Click the Update button. Your edits are saved.
Select the checkboxes for the alerts you want to close.
Click the Actions drop-down, and select Close. The Close Alerts pop-up opens.
To remove an alert from the list to close, click its Remove icon
.Click the Yes, close alerts button. The selected alerts are closed.
Select the checkboxes for the closed alerts you want to reopen.
Click the Actions drop-down, and select Reopen. The Reopen Alerts pop-up opens.
To remove an alert from the list to reopen, click its Remove icon
.Click the Yes, reopen alerts button. The selected alerts are reopened.
You can view, create, edit, reassign, close, and delete assignments.
An an alert's row, click the Manage Assignments button. The Alert Assignments pop-up opens.
Select a radio button: Assigned to you or All assignments.
The Comments icon for each assignment has a number in it indicating how many comments there are.
(The icon is blank if there are no comments 
.)To view comments, click the Comments icon
. The Assignment Comments panel opens with the comments showing.To edit a comment, click the Edit icon
, make your edits, and click the Save button.To delete a comment, click the Ellipsis icon (. . .), and select Delete. The comment is deleted.
Warning
There's no confirmation pop-up, so be sure you really want to delete the comment before you click Delete.
To add a comment, click the New comment button. A text editor box opens.
Enter up to 1000 characters.
For information on the text editor (such as keyboard shortcuts for formatting), click in the text editor and press Alt + 0 (zero). The text editor's help panel opens.
To add an attachment to the note, click the Attach button, select the file, and click the Open button in the file explorer. The file is attached.
Click the Add button. Your comment is added.
To mark all comments as read, click the Mark all read button.
In the Alert Assignments pop-up, click either the Assigned to you or All assignments radio button as needed.
Click the Ellipsis icon (. . .) for a particular assignment, and select Edit from the drop-down. The Edit pop-up opens. The following fields are editable:
Task: Up to 80 characters. Can't be empty.
Task Details: Up to 500 characters. Can't be empty.
This assignment is high priority (checkbox): Select or deselect as needed.
Make your edits, and click the Save button. Your changes are saved, and the pop-up closes.
In the Alert Assignments pop-up, click either the Assigned to you or All assignments radio button as needed.
Click the Ellipsis icon (. . .) for a particular assignment, and select Reassign from the drop-down. The Reassign pop-up warns you that reassigning the task may affect the current assignee's permissions to the alert.
In New Assignee Name / ID, begin typing a name or ID, and select it from the list. Required.
Click the Yes, reassign button. The assignment is reassigned, and the pop-up closes.
In the Alert Assignments pop-up, click either the Assigned to you or All assignments radio button as needed.
Click the Ellipsis icon (. . .) for a particular assignment, and select Close from the drop-down. The Close Assignment pop-up opens.
Under What was the outcome of the assignment?, select either the Completed or Not Completed radio button.
In Outcome Details, enter up to 500 characters to describe the outcome. These may be important notes for record keeping.
Click the Mark as closed button. The assignment is closed, and the pop-up closes. On the Alert Assignments pop-up (and the Alert Assignments block on the Overview tab of the alert's Summary page), the assignment is marked either as Completed or Unresolved, depending on which radio button you selected.
In the Alert Assignments pop-up, click either the Assigned to you or All assignments radio button as needed.
Click the Ellipsis icon (. . .) for a particular assignment, and select Delete from the drop-down. The Delete pop-up warns you that deleting can't be undone.
Click the Yes, delete button. The assignment is deleted, and the pop-up closes. The assignment no longer appears on the Alert Assignments pop-up or the Alert Assignments block on the Overview tab of the alert's Summary page, and the count on the Manage Assignments button on the Alert Tracking page is reduced.
In the Alert Assignments pop-up, click the Create assignment button. The Create Assignment pop-up opens.
Enter the information:
Assignee Name / ID: Begin typing a name or ID, and select it from the list. Required.
Task: Enter a name for the task you want to assign. Up to 80 characters. Required.
Task Details: Enter details for the task—what the assignee should do, deadlines, and any information that will help the assignee complete the task. Up to 500 characters. Required.
This assignment is high priority: Select the checkbox as needed. Not required.
Click either the Save and create another assignment button or the Create assignment button. The assignment is saved and appears in the Alert Assignments pop-up. It appears also on the Alert Assignments block on the Overview tab of the alert's Summary page.
Use an alert's summary page to manage an alert. See the Alert Summary topic for information and instructions.