Thank you 

Thank you for being an Early Alert Case Manager for the 26-27 academic year. Your participation is crucial to driving better outcomes for our students and delivering better experiences for our faculty. I truly appreciate your involvement. 

Case Management Model 

The Early Alert Program Manager (PM) will monitor incoming Alerts. When the PM finds a student affiliated with a scholar group(s), the PM will assign ownership of the case to the designated Case Manager of that group (Montana 10, Hilleman, TRIO, AIAN, etc.). 

That Case Manager is responsible for sending outreach from their program to encourage students to meet and/or engage with campus resources to improve their academic performance. 

Case Managers may choose methods for outreach best for their program and staffing considerations. For example, the Case Manager may choose to use the “assignee” option within a NavMSU case to delegate follow-up to a staff member or manage all the cases themselves. The PM should always remain in the assignee role during the case’s lifecycle. Ultimately, the Case Manager is responsible for closing the case. 

Expectations 

The expectations of the Early Alert Program are that Case Managers: 

  • Attempt to contact a student at least twice 
  • one of those attempts should be by phone or text 
  • Add case notes 
  • log contact attempts and their results 
  • topics of conversation 
  • agreed-upon next steps 
  • if an additional advising meeting was scheduled, etc. 
  • Close your case within two weeks of assignment 

Advising Meetings 

It is the opinion of the Early Alert Program that in-person meetings with students are best. However, virtual meetings and phone calls are also acceptable. Ultimately, the goal of outreach is to contact students, guide them to appropriate academic and/or wellness supports, and help them change trajectories. 

Scheduling 

UseNavMSUto schedule youradvisingappointments. If you are notestablishedin NavMSU,contact the Nav Team in the Registrar’s office forassistance.

Appointment Summaries 

Log the topics of conversation, agreed-upon next steps, and whether a follow-up meeting is scheduled.Provide helpful details with the understanding that your notes are subject to FERPA regulations.

Report on Appointment 

Like Appointment Summaries, the“Report on Appointment”functionlocatedon student profile pages in the righthand navigation,allowsyou tosummarizeunscheduled meetings.If you make contact by phone,for example,in addition to logging the result of the callin your case notes, use theReport onAppointmentfeature tologyour noteslike any other scheduled meeting. 

Case Notes vs. Appointment Summaries 

Case Notescan only be seen by individuals associated with the case,e.g.PM, Case Manager, Assignee.The student, faculty, and other staff cannot see your case notes(with one exception explained in the next section).AppointmentSummaries can beseen by everyone who has access to the student’s History inNavMSU.This is helpful to other stakeholders in the student’s success.Therefore, it is important that Case Managers and Assigneeslogboth note types.Faculty want to know the results of their submitted alerts. 

Closing a Case 

 A goal of the Early Alert Program is to provide timely information to faculty about the alerts they submitted. It is an expectation that Case Managers do their best to reach out, meet with (ideally), educate students about academic resources, coach students on improved study methodologies and strategies, and close a case within two weeks of assignment. 

As mentioned above, only those associated with a particular case can see Case Notes. When a note is added, the associated staff is notified by email. Similarly, associated staff are notified with an update when a case is closed. However, the faculty/staff member that opened the case via alert is sent a specific message about the case being closed. 

When closing a case, it is required that you choose an appropriate Closing Reason from the drop-down menu, and it is important to include a closing note and check the box that will include your note in the Case Closed notification email. Your closing note should provide a summary of your outreach attempts, and the results of your outreach efforts including whether contact was ever made. This note may be the faculty member’s only summary of our work they read.