Early AlertEarly Alert at Sinclair Community Collegeat Sinclair Community College

Elizabeth A. PriceElizabeth A. PriceEarly Alert Coordinator

Student Success Planning Services

Sinclair Community CollegeSinclair Community College• An urban community college of 22,000

students in Dayton, Ohio.

• Sinclair has 2 additional campuses at local YMCAs and a regional campus in Mason, Ohio.

• Vanguard Learning College by the League for Innovation in the Community College

• Achieving the Dream: “Community Colleges Count” grant.

History of Early AlertHistory of Early Alert• A part of the award-winning Student

Success Plan software and program designed for at-risk student retention.

• Implemented the “home-grown” early alert software and program in 2005.

• Funded by Title III.

Presentation OverviewPresentation Overview• Intro and definition

• Process in six steps

• Benefits

• Data processing

• Implementation Considerations

• Results

Sinclair’s Early Alert SystemSinclair’s Early Alert System

• Early Alert is an intervention program that allows faculty to notify advisors/counselors of ANY issues that may affect the success of a student. 

• It is a simple way of assisting students in difficulty find the help they need while taking very little time.

• Electronic Early Alert notifications are easy ways to promote retention and the success of students in classes.

• Currently utilized in all DEV courses, English 111, select Math courses, and the First Year Experience courses.

• “Preventative measure”

Creating the LinkCreating the Link

• Faculty have frequent contact with students enabling them to identify potential problems.

• Advisors/counselors have the resources available to address problems.

The Link:The Link: an online system that facilitates communication, provides information on campus and local resources, and records data.

The The Early Alert ProcessEarly Alert Process

In Six Steps

Instructor identifies a student or students having difficulty in class:

Never Attended Class Excessive Absences Tardiness Academic Concern Low Homework/Quiz Scores Low Test Scores Personal Concern Other

STEP 1

Notification is sent by the Notification is sent by the instructor through the Student instructor through the Student Success Plan (SSP) website.Success Plan (SSP) website.

STEP 2

Steven L Johnson

Angela Sinclair ILP

Mary Q Thomas

Charles X Jones EAL

Margaret Y Tartan CAP

2). Double click on the student’s name until a box appears. Click “Send Early Alert.”

1). Choose the Class

Angela Sinclair

0123456

angela.sinclair@sinclair.edu

ILP

Yvonne Dorsett

10-424

512-3032

Student Success Planning Services

Select the reason for the early alert

Click “Add/Edit” to insert your suggestions.

Opportunity for Comments

Angela Sinclair

0123456

angela.sinclair@sinclair.edu

ILP

Yvonne Dorsett

10-424

512-3032

Student Success Planning Services

Click “Send Early Alert.”

Professors have the option of sending a

general information letter to the student

An email is automatically distributed to the student’s advisor. 

• Students without an assigned advisor are automatically distributed to a pre-selected office or individual.

• Faculty receive an automatic email confirming the alert was delivered to the advisor.

STEP 3

Class and name of instructor

Tiffany Carlisle

00055555

937-555-1234

Tiffany Carlisle

Reason

Student’s Name, ID, phone number and address

Instructor’s suggestions

Instructor’s comments

Class and name of instructor

Tiffany Carlisle

00055555

937-555-1234

Tiffany Carlisle

Reason

Student’s Name, ID, phone number and address

Instructor’s suggestions

Instructor’s comments

Student’s name, tartan id, phone number, and address

Withdraw

Advisor Contacts Student  Advisor Contacts Student 

1. Phone

2. Email

3. Letter

STEP 4

22ndnd STEP STEP

Steps to closing Steps to closing an early alertan early alert

Student Action PlanStudent Action Plan• Optional: an Action Plan can be created

and given to the student.

• An action plan is a to-do list for the students with target dates the advisor can set.

• Information about local and campus resources appears providing the student with details, phone numbers and locations.

STEP 5

Recording the Outcome Recording the Outcome

• The advisor records any attempt at reaching the student in the system.

• Any contact with the student should be recorded in the system.

• When the early alert is resolved, it is also recorded.

STEP 6

Insert Comments

“Save” to enter comments

Yes = Contact was made and student responded by

phone, email, mail or in person. No further action

can be taken.

No = Contact was attempted

either by phone or email. No response from the

student. Further action can be taken.

BenefitsBenefits

BenefitsBenefits • Supports a “team approach” in student retention

• Less time consuming, easy to use

• Accessible from anywhere at anytime

• Flexible for the faculty and advisor to communicate freely

• Tracks and records Early Alerts and provides updates to the faculty throughout the process

• Creates detailed reports at any point during the year: weekly, monthly, annually, or each semester. 

Producing DataProducing Data

Data ToolsData Tools

Early Alert data provides information on:

• Total number per semester, for each department

• Reason per class

• Resulting action

• Grade outcome per class

Implementation Implementation ConsiderationsConsiderations

Initial Questions to AskInitial Questions to Ask• Is there a need?

• Do we have the manpower & financial backing?

• How will the instructors submit the early alerts?

• What classes should be included?

• Do the instructors & advisors support this endeavor?

• Who would train the faculty and advisors?

• Who will distribute unassigned early alerts?

• Who will promote the program & answer questions?

Considerations Considerations 1. Determine key players: advisors, faculty,

counselors, department chairs, Dean of Students, etc… Get feedback and support.

2. Decide how an early alert program will work best on campus: paper, phone, email, internet system.

3. Select pilot classes.

4. Design process, identify participants & duties.

5. Constant and formal review of process.

ResultsResults

Within the SSP Database SystemWithin the SSP Database System• As an important tool within the SSP system for at-

risk students, Early Alert contributes to higher retention rates for SSP students than the general “not at-risk” population.

• Minority students participating in the ILP program have retention rates 8% higher than the general minority population and 21% higher than their non-participating, at-risk counterparts.

Questions?Questions?Sinclair Community CollegeStudent Success Planning Services 444 West Third StreetDayton, Ohio 45402-1460

Elizabeth A. Price, M.S.Ed.Post-Transition ILP & Early Alert Coordinator

Phone: (937) 512-2449Fax: (937) 512-2392

elizabeth.price@sinclair.edu