We are asking you to encourage faculty and instructors to participate in ASU's Academic Status Report system which will be part of the OASISFacultyCenter. This system is available to all instructors for all courses (graduate and undergraduate). A separate note will be sent to instructors of 'gateway' courses (courses with the highest percentage of 'D' and 'E' grades) encouraging them specifically to participate.

As communicated in the 7/31 note below, the Early Warning System and Mid-term Grade Reporting have been combined into the Academic Status Report. It is our hope that this upgrade will assist colleges/schools with improving retention rates for undergraduate students by moving from a passive warning system to an upgraded system that facilitates student action based on instructor feedback. This new system and process should add a personal touch of encouragement and attention to students not accustomed to the freedoms of college life.

Orientation for this new system is/will be available......

The rosters for submitting the first Academic Status Report will be available to faculty from September 17 through September 19. In addition to reporting a current grade status of D’s and E’s or unsatisfactory progress in the course, faculty will be presented with menus of reasons for the report (such as poor attendance, poor overall performance) and recommended actions for students (such as meet with the instructor or TA; meet with a tutor; seek tutoring). Faculty can check any applicable reason(s) and action(s) for any or all students in a course. The status report, along with the reason(s) and action(s), will be sent to the student and the student’s advisor.

xc: Roster Contacts

From:Elizabeth Capaldi
Sent: Tuesday, July 31, 2007 11:42 AM
To: DL.WG.DEANS
Cc: Arthur Blakemore; David Young (Senior VP); Emily Dalton Smith; Gail Hackett; Maria Allison; Mark Searle; Sheila Ainlay
Subject: Schedule: early warning, course withdrawal, Spring Registration

As colleges/schools become more accountable for retention, we want to assist you by providing as many effective services as possible. An active Academic Status Reporting system, that includes early warning, is just one of the changes being implemented. Pleaseforward this email to your department chairs and take steps to insure that all of your instructorsare aware of the changes described in this memo.

Over the past few months, we have been working to upgrade the current early warning / mid-term reporting system to the Academic Status Reporting system. It is our hope that this upgrade will assist colleges/schools with improving retention rates for undergraduate students by moving from a passive warning system to an upgraded system which facilitates student action based on instructor feedback. This new system and process should add a personal touch of encouragement and attention to students not accustomed to the freedoms of college life. It also is our hope that by integrating the early warning component of the Academic Status Report with follow-up actions, instructors will see more purpose to the notice and will be more diligent in sending these notifications. For this to be effective, instructors teaching lower division classes should attempt to have major assignments completed before each Academic Status Report submission date so students can have their learning assessed and understand their deficiencies in a timely manner to take the appropriate action.

The Fall schedule for early warning, course withdrawal and Spring registration follows. I wish to call your attention to several items:

  • Spring 2008 registration appointment dates and the Fall 2007 course withdrawal deadline date have been modified from previously published dates.
  • There will be two academic status reports (previously known as “early warning” and “midterm”) provided to students. The first academic status report will be during the 5th week of classes, and the second coincides with a second common midterm period within the semester. This second report will also coincide with notices of progress on eAdvisor/critical tracking. Registration for Spring courses will occur after the second report/eAdvisor notice so students can plan their spring schedule accordingly.

With respect to the early warning/midterm notification system, besides reporting D’s and E’s, faculty will be presented with a menu of recommended or required actions for students such as: meet with the instructor; meet with the TA; attend specified assisted study sessions; perform extra assignments; mandatory class attendance; and so forth. Faculty can check any applicable action. The notice, along with the actions, will be sent to the student and the student’s advisor,. The advisor is expected to follow-up with the student. The advisor will find out if the student is having any particular problems outside of class; provide encouragement while also providing a very clear warning that immediate action is required before it becomes too late to save a grade; and provide any necessary guidance to elicit completion of all recommended or required actions in a timely fashion. The second status report during the 10th week of classes will allow for similar reporting options, but will also show the instructor their previously suggested actions during the 1st notification, in order to better track information and resources provided to the student. The advisor is also expected to follow-up with the student after the second status report and provide similar guidance.

Fall 2007 Academic Status (Early Warning) Report Dates and

Changes to fall 2007 course withdrawal deadline and spring 2008 registration dates

August 20 First Day of Classes

August 20-26 Late Registration & Drop/Add

September 3 Labor Day

September 10 21st Day

September 17-19 Early Academic Status Report #1

October 29-31 Academic Status Report #2 & eAdvisor off-track report

November 2 Course Withdrawal Deadline (changed from 10/28)

November 5-21 Spring 2008 Registration/Enrollment Appointments Begin

(changed from 10/1-10/31)

November 12 Veteran’s Day

November 22-23 Thanksgiving

December 4 Complete Withdrawal Deadline/Last day of classes

Background Info

  • Both instructors and delegates will be able to submit Academic Status Reports.
  • Dates of Reporting Periods – Each reporting period will be 3 days. The dates that an instructor can submit the Academic Status Report can be found on the Registrar’s Semester Calendar. The calendar is under General Information on the Registrar’s website.
  • Communications will be sent by the Provost’s Office before each Academic Status Reporting period. There will be two Academic Status Reporting periods per semester.

Information related to functionality

  • The academic status report icon will display on the screen the first day that the academic status report period is available. For this fall it will not display until Sept. 17th. The icon will remain for the duration of the term and the instructor will be able to view the academic status report information.
  • The instructor can submit the status report during the three day reporting period. If there was an error in what was submitted, they have until the period closes to resubmit. Once the period closes, they cannot make changes to what was submitted.
  • When the second reporting period starts, the Roster Type drop down box will have the option to view the information from the first reporting period.