Academic Alert project update and implementation plan

Academic Alerts, formerly known as mid-term alerts or in-progress notifications, will be changing this fall. In the past, instructors have been notified to submit midterm grades into PeopleSoft to alert advisors if a student is at risk of failing a course. Advisors would receive an alert to follow up with the student to discuss ways they can work through academic challenges.

The current system has a low adoption rate (only 15% of 1000-level rosters were reported at midterm in Spring 2018) despite the fact that it is a requirement per University policy. Additionally, other units have developed their own systems to meet different requirements. This means that instructors may have to use different systems within the same semester. Lastly, in the current system, instructors were unsure when mid-term alerts went out to advisors or when the student had been contacted. This ambiguous time frame caused the alerts to feel less meaningful.

This fall, the following changes will be implemented:

• We will change and standardize the language from “midterm alerts,” “in-progress notifications,” or any other term used to “academic alerts.”
• We will move the process from PeopleSoft to APLUS.
• Instructors will receive a narrow, easy-to-use role in APLUS allowing them to enter academic alert information into APLUS that will automatically trigger alerts sent to both the student and their advisors. We will provide resources to instructors on how to add, modify, and remove alerts.
• Instructors will be asked to enter grades into APLUS.
• Instructors may use the Academic Alert system any time during the semester to notify the academic advisor that a student is struggling, which is not limited to midterm.
• We will reduce the number of overlapping systems. Athletics will still maintain their own system to ensure their eligibility requirements are met. But, we hope to meet system requirements for Athletics in Phase II.

Timeline:

• Usability testing with Usability Services is from August 13 - 14.
• After Usability, we will be working creating resources for faculty.
• We will send out communication and resources after the start of the term (approximately after the second week of the term).
• We will send official reminders to instructors to add grades in APLUS and comments at midterm per usual, but it’s important to note again these can be sent any time during the semester.

Schedule on classroom doors

General purpose classrooms are available as study spaces during unscheduled times. To see if a classroom is available, students can view each classroom schedule by using the QR code on the classroom sign in the hallway.

Study Space Finder

As students return to campus this fall, areas, such as study spaces, libraries, classrooms not in use, and lounges, will be made available so that students will have various areas to study and attend classes, whether their course is online, remote, or blended. To find these areas, students should be directed to the Study Space Finder.

Maximum room capacity

In order to accommodate social distancing, the maximum capacity for each general purpose classroom has been reduced. Each classroom will have a maximum occupancy sign at its entrance, as well as an additional sign next to the new room layout.

WiFi coverage map

Since classes will be taught in a mix of in-person, online, remote, or blended formats this fall, students and staff should check out the WiFi coverage map throughout the semester. This interactive map will indicate the best wifi coverage in each campus building, which will be helpful as students attend their online, remote, or blended classes across campus.

Room layouts

Each general purpose classroom will have an updated room layout to accommodate for safe, 6-foot social distancing. Seats that are designated for students will be identified with a floor decal, while other unusable seats will be labeled with a “Do not use” sign. Examples of 6-feet physical distancing layouts for various room types can be found on OCM’s 2020 explanations and guidelines.

One Stop reopening plan

One Stop Student Services is planning to resume limited in-person services on August 24 at their Bruininks Hall location. The St. Paul and West bank locations will remain closed.

• Offering limited 15-minute, in-person appointments
• Launching virtual drop-ins via Zoom
• Scheduling will be available online via the One Stop website
• Drop box available for form and scholarship check submission

University Veterans Services, Graduate Student Services & Progress (GSSP), and the Helping U desk will remain temporarily closed for in-person services until a later date. Due to limited availability and staffing for in-person appointments, students are highly encouraged to contact One Stop by email, phone, Zoom drop-in, or web chat.