1. Early Alert at Sinclair Community College
Elizabeth A. Price
Early Alert Coordinator
Student Success Planning Services

2. Sinclair 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.

3. History 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.

4. Presentation Overview
Intro and definition
Process in six steps
Benefits
Data processing
Implementation Considerations
Results

5. Sinclair’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”

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

7. The Early Alert Process
In Six Steps

8. Low Homework/Quiz Scores Low Test Scores Personal Concern Other
STEP 1
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

9. STEP 2
Notification is sent by the instructor through the Student Success Plan (SSP) website.

10. 2). Double click on the student’s name until a box appears.
1). Choose the Class
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.”

11. Select the reason for the early alert
Angela Sinclair
ILP
Yvonne Dorsett
10-424
Student Success Planning Services
Select the reason for the early alert
Click “Add/Edit” to insert your suggestions.
Opportunity for Comments

12. Click “Send Early Alert.”
Angela Sinclair
ILP
Yvonne Dorsett
10-424
Student Success Planning Services
Click “Send Early Alert.”

13. Professors have the option of sending a general information letter to the student

14. An email is automatically distributed to the student’s advisor.
STEP 3
An 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 confirming the alert was delivered to the advisor.

15. Student’s name, tartan id, phone number, and address
Withdraw

16. Advisor Contacts Student
STEP 4
Advisor Contacts Student 
Phone
Letter

17. Steps to closing an early alert
2nd STEP
Steps to closing an early alert

18. STEP 5
Student 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.

22. STEP 6
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.

25. “Save” to enter comments
Insert Comments
“Save” to enter comments

26. Yes =
Contact was made and student responded by phone, , mail or in person. No further action can be taken.
No =
Contact was attempted either by phone or . No response from the student. Further action can be taken.

27. Benefits

28. Benefits 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. 

29. Producing Data

30. Data Tools Early Alert data provides information on:
Total number per semester, for each department
Reason per class
Resulting action
Grade outcome per class

32. Implementation Considerations

33. Initial 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?

34. Considerations
Determine key players: advisors, faculty, counselors, department chairs, Dean of Students, etc… Get feedback and support.
Decide how an early alert program will work best on campus: paper, phone, , internet system.
Select pilot classes.
Design process, identify participants & duties.
Constant and formal review of process.

35. Results

36. Within 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.

37. 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.

38. Post-Transition ILP & Early Alert Coordinator
Questions?
Sinclair Community College Student Success Planning Services 444 West Third Street Dayton, Ohio
Elizabeth A. Price, M.S.Ed.
Post-Transition ILP & Early Alert Coordinator
Phone: (937)
Fax: (937)