Care Retention Alert Program
CARE Retention Alert
The CARE Retention Alert program was launched in Fall 2012 to support Augustana's efforts to identify and intervene with students at risk of attrition. It represents a new partnership between Academic Affairs and Students Services that will help us retain and graduate students. The CARE program creates a centralized database of information about students struggling with academic and nonacademic challenges, and the actions taken by various people/offices to support them.
The primary source of information about struggling students will be faculty in their roles as instructors and academic advisors. All faculty at Augustana can create a "CARE Report" for any student using the instructions below. Submitting a report is easy and assures others on campus will be notified and can take action promptly. If you have questions about how or when to use CARE after reading this document, please contact Mary Windeknecht, Director of First Year Advising, at x8290 or at firstname.lastname@example.org.
Some initial thoughts about the CARE program:
- The CARE program is one tool among many in the retention efforts at Augustana College. It is not a solution to the problem of student attrition.
- CARE is not a replacement for one-on-one communication about students. Email and in-person conversations among faculty and administrators about student concerns are beneficial. The CARE program is a supplement to those conversations.
- CARE is intended to enhance an academic advisor's knowledge about their advisees and their challenges. It is designed to support the advisor's efforts to help students have a successful experience at Augustana. Although CARE Reports are managed by the First Year Advising and Dean of Students offices, most concerns will be forwarded to and addressed by the academic advisor.
- Caution should be exercised in how we refer to "CARE Reports," especially around students. It is not necessary or helpful to tell a student that we've filed or received a CARE Report about them. That could result in an unproductive shift in focus from the current concern to the reporting method. The tools we use to share information internally are not relevant to the interactions we have with students to help them succeed.
- CARE Reports and related emails become part of a student's record. As such, it's possible that a student or other party may request access to the record. Please keep this in mind as you write descriptions of student performance and behavior, and of your own observations and judgments.
How to submit a CARE Report:
- Log in to WebAdvisor at https://webadvisor.augustana.edu/WebAdvisor/WebAdvisor?TYPE=M&PID=CORE-WBMAIN&TOKENIDX=5804363906
- Under "CARE Retention Alert," click on "Submit CARE Report." You will be taken to a login page for Augustana College Advocate.
- Click on "Staff Member" and enter your Augustana network username and password.
- On the next screen, click on "Create CARE Report."
- Begin typing the first or last name of the student. When you see the student's name appear below, click on it. If you have CARE Reports to file for more than one student, please use a separate report for each. This facilitates the tracking of each student's reports. Once the student's name is shown in the box, you can click on the name to see the student's photo and advisor.
- Choose the appropriate report type, or choose more than one as needed. This will generate additional options below for you to complete. Most fields are required (indicated by an asterisk), but some, like "Other Actions Taken" and "Time and Location" are not. Use these fields if relevant.
- Hit "submit" and your report is complete. You can now file an additional CARE Report or log out of the program.
How a CARE Report is processed:
- The First Year Advising office is notified immediately by email when a CARE Report is submitted.
- CARE Reports for first year students will be managed by Mary Windeknecht. Reports on students at the sophomore level and above are forwarded to Evelyn Campbell, Dean of Students.
- A student's advisor and the individual who submitted the report will be notified by email that the report was received. In most cases, notification occurs within an hour or two of the submission.
- In most cases, the student's advisor will be asked to follow up on the student concern. That includes meeting with the student to address the concern and connecting him/her to campus resources. The Director of First Year Advising will provide support as needed.
- In addition to notifying advisors, other people and offices that interface with the student will be notified and may be asked to take action on the student's behalf. These offices include Residence Life, the Reading/Writing Center, Counseling Services, Financial Assistance, Multicultural Services and others. The advisor will be included on these notices so he/she can coordinate as needed. Advisors are encouraged to communicate directly with other offices for an effective intervention.
- In situations where several CARE Reports have been submitted for a student, or the student is experiencing multiple challenges, the Director of First Year Advising and/or the Dean of Students may work with the student directly. They will work closely with the advisor in these circumstances.
For Academic Advisors:
- Advisors will be notified by email when a CARE report is submitted about one of their advisees. The email may include suggestions from the First Year Advising or Dean of Students office.
- To get an update on the status of your advisees' CARE Reports, please login to WebAdvisor and click on "My Advisees CARE Reports." The report is updated nightly.
For faculty who submit a CARE Report:
- Faculty who submit a CARE Report will be copied on the initial email notifying the advisor of the student's report.
- To get an update on the status of CARE Reports you submitted, please login to WebAdvisor and click on "CARE Reports I submitted." The report is updated nightly.
9/27/12 Mary Windeknecht