When a student is flagged for poor performance, most early alert systems will automatically send them an email in an attempt to get the student back on track. In theory, automated alerts are an effective and efficient tool to help students. However, in practice, many of these systems fail- sending irrelevant or incorrect emails to students, or worse, sending multiple emails that only further the confusion. Most of these early alert systems use AI tools to determine whether or not intervention is required to help a student. Unfortunately, these systems are far from perfect, and are only as good as the programs that create them. There are many reasons why early alert systems fail. This article will help you navigate the difficult task of reaching out to struggling students.
A system that notifies an administrator to the alert is far more effective. An administrator can use their discretion to determine the best department to refer the student to, and also write a detailed and personalized message to the student- a key contributor to their success.
Although these emails need to inform students that their academic standing is a concern, many institutions forget it is also necessary to be more personable and create genuine connections with their students. These connections can build long lasting relationships and help with student retention and morale.
Writing emails to struggling students can be difficult. To help you with this, we have prewritten some sample emails that you can use as a guide. We recommend using these as templates within your student success system. By doing this, staff can quickly re-use and more importantly customize the emails to achieve the best results.
Email Example: General Early Alert
Subject line: We are here to help you succeed in <insert course name>
Hello <Student First Name>,
You are receiving this email because your <instructor name> in <course> is concerned with your progress so far.
We encourage you to contact your instructor as soon as possible to address their concern.
Additionally, my role as your Student Success Coordinator is:
-To provide academic advising to help you reach your goals,
-Guide you to all supplemental resources available to you and,
-Provide access to additional services whether it involves learning, test taking, life matters, or other personal concerns.
We are here to help figure you get back on track. Please don’t hesitate to reach out and set up an appointment with me <link to your TutorOcean profile> to develop a customized learning success plan!
Sincerely,
Your Student Success team
Email Example: Attendance Concern
Subject line: We miss you in <Course Name>
Dear <Student First Name>,
Our records indicate that you have not been attending your class, <Course Name>.
I believe that you can be successful in your academic studies and know that attending class is the first step to accomplishing your goals. Missing class content can affect your grades and academic performance. It is not too late to change your attendance habits.
We encourage you to contact your instructor as soon as possible to address their concern.
Additionally, my role as your Student Success Coordinator is:
• To provide academic advising to help you reach your educational goals (in partnership with your program advisor) and,
• Discuss resources available to students. Whether it involves learning, test taking, life matters, or other personal concerns, we are here to help figure out some options to get you back on track.
Please don’t hesitate to reach out and set up an appointment with me to develop a success plan!
Sincerely,
Your Student Success Team
Email Example: Low Scores
Subject line: Get help to improve your class grade in <Course Name>
Dear[Student Full Name],
Based on your course grades, you’ve been flagged for [Flag Name] in [Course Name].
It is not too late to improve your overall grade in this class!
We have many services that you can use to help with tutoring, study help, and writing. Please reply to this email ASAP so that we can create a plan to get your academic performance back on track.
I look forward to hearing from you.
Sincerely,
Your Student Success Team
Email Example: Danger of Failing
Subject line: We can help with your <Course Name> academic progress
Dear <Student First Name>,
Each term, we ask our faculty to provide us with information regarding how well students in their classes are performing academically.
Your professor alerted us that there is a concern about your academic progress in [Course Name]. Your instructor raised this flag because we care about you and your academic success. Based on your progress in this course thus far and without a substantial change in your work, you might be in danger of failing this course.
It is not too late to improve your final grade in this course. Please reply to this email ASAP and we will create a plan to get you back on track.
Sincerely,
Your Student Success Team
Key Takeaways
It can be difficult or embarrassing for students to confront their poor course performance. When alerting them to the fact they are not meeting expectations, it is important to move tactfully while also stressing urgency.
Pointing out that it isn’t too late for a student to save their grade can give some hope to the student. As well, referencing the departments that are available to the student can build confidence that they are supported. Students who feel supported by their university are more likely to graduate.
Building trust and rapport with students is very important for retention. By demonstrating that the school is proactive in ensuring their success, the student is more likely to believe they can earn a passing grade.
From an administrative perspective, it is important to develop systems and processes that focus on the student. Oftentimes, administrators and managers become focussed on optimizing systems for the sake of administrative efficiency. While this is certainly necessary for student success, it is not sufficient on its own. Efficiency serves to support process. Design your processes around the goal of student success and you will see positive results.
When considering purchasing an early alert tool, use one that can meet your specific needs. Many products offer myriad functions that are unnecessary, expensive, and difficult to use- which will have a negative impact on your streamlined operations.
If you have any specific questions about student success, early alerts, or optimizing student retention, continue reading our blog for further insights. If you would like to speak with one of our subject matter experts, click “Talk to us” at the top of the page, and we’ll be happy to help you.
