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Center for Teaching and Learning

Academic Alert System

A message from Brian V. Reed, Associate Provost
for Curricular Affairs:

Early warning systems have been shown to be a successful method for improving academic success and retention. Early notification not only alerts students to their unsatisfactory performance, but also provides them with ample time to improve their academic performance.

It is our hope that all instructors of courses numbered at 100 or below will use the Academic Alert to notify students who are performing unsatisfactorily in class. (Instructors of 100- and 200-level courses are also encouraged to use the Academic Alert as needed.)

A key feature of the Academic Alert is that it can be used early and as many times as needed throughout the semester for faculty to communicate a variety of concerns to students when signs of risk occur.

Here are some examples of when Academic Alerts could be used:

  • When a student has not been attending class regularly or has had several absences.
  • When a student consistently arrives late for class or leaves early.
  • When a student has not turned in assignments, or assignments have been turned in late.
  • When a student receives poor grades on assignments, quizzes or exams.
  • When a student does not prepare for class or participate in class discussions.
  • When a student’s classroom behavior is inappropriate or disruptive.
  • The Academic Alert letter should also be used at mid-term to warn a student that if academic performance does not improve, the student will likely earn a poor grade or be in danger of failing.

To be most effective, Academic Alert letters should be sent as early as possible.

Mid-term Academic Alert letters should be sent by the middle of the semester (we are recommending that faculty issue letters between October 7th and October 21st during the Fall semester and between February 28th and March 23rd during the Spring semester). Faculty are strongly encouraged to inform their students that mid-term Academic Alert letters will be issued in their course, and what criteria are being used to determine whether or not a student receives a letter.

Faculty can easily generate alert letters by clicking on “Update” in the “Academic Alert” column on the class roster, which you can access via the MyUVM Portal at https://myuvm.uvm.edu.

Both a copy of the text of the Academic Alert letter - as well as more details related to the implementation of this program - can be found below.

Brian V. Reed,
Associate Provost for Curricular Affairs

Sample Letter

Dear [Student Name],

I am writing because I am concerned about your performance in my [full class name] class. (If you are not in this class, please contact me, immediately.) [FACULTY COMMENTS DETAILING CONCERNS INSERTED HERE]

I urge you to contact me to discuss your situation in this class. Please see me during my office hours or make an appointment by talking with me after class or emailing [instructor email address].

Please note that your academic advisor(s) will receive notification of this letter. I recommend that you contact your advisor [advisor name] at [advisor email] to discuss strategies for improving your performance.

Here is a link to additional campus resources that may be helpful to you: http://ctl.uvm.edu/academicalert

Your academic success is important to me, your advisor, and others at UVM. While we will do all we can to assist you, it is up to you to take the initiative.

Sincerely,

[Faculty Name]

cc: [Advisor Name]

Dates

Fall 2013

Add/Drop Courses, Pass/No Pass, Audit Deadline September 9
Faculty Submission of Mid-Term Academic Alerts October 7 - 21
Last Day to Withdraw October 28

Spring 2014

Add/Drop Courses, Pass/No Pass, Audit Deadline January 27
Faculty Submission of Mid-Term Academic Alerts February 28 - March 23
Last Day to Withdraw March 28

Instructions

The University of Vermont has implemented a uniform Academic Alert system for all undergraduate courses under the 100 level. Follow these simple steps to submit Academic Alert letters for students in your classes:

Step 1: Inform your students that you will be issuing Academic Alerts, and explain to them the criteria that you are using to determine if an Academic Alert is to be issued.

Step 2: Refer to your grade records to identify which students should receive an Academic Alert.

Step 3: Follow the steps below to complete the Academic Alert process:

3a: Get your course roster through the myUVM Portal Faculty Access:
  • Click on the myUVM link found on the upper right hand corner of any UVM web page.
  • Enter your UVM netid and password. This will bring you to your page in myUVM.
  • Click on the Class Roster.
  • Select the Term and CRN for the course from the drop down lists.
3b: Change the status of the class and the student(s):
  • For each student that should receive an Academic Alert, click on the Update link next to his or her name.
screenshot of page screenshot of page 3c: Display/send Academic Alert letter:
  • Preview the letter. Please be sure that all contact information is correct.
  • Please insert your comments in the highlighted text box. You may use your own words, or copy and paste any of the examples provided at the top of the screen. (You may leave the text box blank, but we recommend adding details here.)
  • Click on the Send Letter button to send the email to the student, or click on the Just Return to the Class Roster without updating link to return to the class roster without sending the email.

If you have questions or comments regarding the Academic Alert process, please email Academic.Alert@uvm.edu.

Advisor Information

As an advisor, you can access Academic Alert Letter Reports for all of your advisees.

  • After logging into your myUVM portal, click on the Advisee List Report.
  • The last column on the right will show you whether an Academic Alert has been sent to your student, and how many have been sent.
  • Click on the Academic Alert link to view specific information for your advisee. You will see a list of classes that indicate where the Academic Alerts came from.

Resources for Students who Receive an Academic Alert Letter

NOTE: The link to share with students for this list is: http://www.uvm.edu/ctl/academicalert

Contacts in Colleges and Schools

Agriculture and Life Sciences, 108 Morrill Hall, Rose Laba or Ja Yun Lee, Phone: 656-2980

Arts and Sciences, 438 College Street, Lise Larose, Phone: 656-3344

Business Administration, 101 Kalkin, Cathy Carlson, Phone: 656-4015

Continuing Education, 322 S. Prospect, Beth Taylor Nolan, Phone: 656-2085

Education and Social Services, 528 Waterman, DeMethra Bradley, Phone: 656-3468

Engineering and Mathematical Sciences, 109 Votey, Marnie Owen, Phone: 656-8413

Honors College, 50 University Heights, Patricia Redmond, Phone: 656-0427

Nursing and Health Sciences, 002 Rowell, Erica Caloiero, Phone: 656-3858

Rubenstein School of the Environment and Natural Resources, 106 Hills Building, Marie Vea-Fagnant,
Phone: 656-3003

UVM Dean of Students, Nicholson House, 41 South Prospect Street, 656-3380

Other Student Support Offices

The ACCESS Office is available to support students with ANY type of documented disability. A170 Living/Learning, Phone: 656-7753

The ALANA Student Center provides assistance and support to African, Latino(a), Asian, Native American and bi/multiracial students. Blundell House, Phone: 656-3819

The Center for Health and Well Being assists students with a wide range of medical issues. 425 Pearl St., Phone: 656-3350

Counseling and Psychiatric Services is available to help students with a wide range of personal issues that affect academic performance. 146 South Williams, Phone: 656-3340

The Learning Cooperative offers a number of programs to support students in their academics. 244 Commons, Living/Learning, Phone: 656-4075

  • Learning Skills - tutoring to create an efficient study system
  • Subject-Area Tutoring - group and individual peer-based tutoring
  • Supplemental Instruction - facilitated group study in selected large lecture courses

LGBTQA Services provides advocacy and support to lesbian, gay, bi, transgender, questioning students and allies. 100 Allen House, 656-8637, lgbtqa@uvm.edu

The Office of International Education, B162 Living/Learning Center. Phone: 656-4296

The Student Health Clinic assists students with a wide range of medical issues.
425 Pearl St., Phone: 656-3350

The Women's Center addresses women's concerns and promotes opportunities and educational equity for women. 34 South Williams Street, 656-7892, women@uvm.edu

The Writing Center offers one-on-one sessions with a writing tutor, writing partners, workshops, and writing mentors. 105 Bailey/Howe Library. Phone: 656-4075

Contact UVM © 2014 The University of Vermont - Burlington, VT 05405 - (802) 656-3131