Retention Alert

  • Retention Alert
  • Instructor
  • Employee
  • No-Show & Retract
  • Change of Grade
  • Case Status

Retention Alert is a student tracking and alert system that allows the College to reach out to students before they get off track. It provides a communication system throughout the institution which helps identify at-risk students and provide opportunities to improve student success.

Note: Due to the fact that users could be timed out while writing a lengthy case report, we recommend that it be written in Word or Word-pad first and then copied and pasted into the Retention Alert case.

Faculty Create a Retention Alert Case

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Faculty should always create cases through Class Roster>Select Section

Click here to be directed to the Class Roster Select Section within the Bruin Portal

  1. Locate and click on the class for the Student that a case is being created.
  2. Click on Create Case on the right of the screen
  3. Click on the drop down menu for Type of Issue and select only one.
  4. Write a brief Statement for the Summary. The Detailed Notes is where all the information with the last day of reporting is beneficial. Any attempted contact should be documented in the case. Check all that apply. Submit when finished.
  5. Once you have submitted the case, you will receive a Case Confirmation Form.

1.

Select a class that a RA case is being submitted.

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2.

Create Case image

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3.

Select a case using the drop down menu

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4.

Enter Details about student

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5.

Confirmation Case

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*** Please note some cases are Auto-Closed as they are used for reporting processes.***

Cases only an Instructor can submit:

  • Academic Integrity Issue (cheating, fabrication, plagiarism…)
  • Advising Hub (Hub Adviser ability to create notes for a student)
  • Academic Department Student Issue (issue reported to chair/director)
  • Faculty Submitted Administrative Withdrawal (student cannot pass the course)
  • Faculty Submitted Change of Grade (change a submitted grade)
  • Faculty Submitted Early Academic Alert (initiate help for student)
  • Faculty Submitted Excessive Absence (students missing a lot of class)
  • Fin.Aid Student Does Not Report To Class (student does NOT show up to class)
  • Fin.Aid Student Reports After Reported As No Show (student start to come to class)
  • Public Safety – Harassment (any form of harassment)
  • Public Safety – Student Behavior Emergency Situation (Call 911 for emergencies, report suspicious activity)
  • Public Safety – Student Welfare Emergency Situation (Call 911 for emergencies, report suspicious activity)
  • Student Code of Conduct – Behavior (disorderly, lewd, indecent, loud, abusive… behaviors)
  • Student Welfare – Non Emergency (initiate help with a counselor)

Employee Cases

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Please be aware that Employees are limited on the different case types to only Advising, Conduct and Public Safety.

Click here to be directed to the Create Case KRIS for Employees > Retention Alert > Create Case

  1. When you click on Create Case, you will be redirected to another web page, choose All Other Cases
  2. Enter the Students k-id without the leading “k”, or you may search by their last name.
  3. Click on the drop down menu for Type of Issue and select only one these are limited to Advising, Conduct and Public Safety.
  4. Write a brief Statement for the Summary. The Detailed Notes is where all the information with the last day of reporting is beneficial. Any attempted contact should be documented in the case. Check all that apply. Submit when finished.
  5. Once you have submitted the case, you will receive a Case Confirmation Form.

1.

Employee create Retention Alert Cases use All Other Cases

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2.

student-look-up

3.

Employee Retention Alert Case Types

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4.

Enter Details about student

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5.

Confirmation Case

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* Please note some cases are Auto-Closed as they are used for reporting processes.*

Employee Case Types:

  • Advising Hub (Hub Adviser ability to create notes for a student)
  • Public Safety – Harassment (any form of harassment)
  • Public Safety – Student Behavior Emergency Situation (Call 911 for emergencies, report suspicious activity)
  • Public Safety – Student Welfare Emergency Situation (Call 911 for emergencies, report suspicious activity)
  • Student Code of Conduct – Behavior (disorderly, lewd, indecent, loud, abusive… behaviors)
  • Student Welfare – Non Emergency (initiate help with a counselor)

Click to No Show instructions

Click for instructions

Click for Instructions

Click for Instructions

Financial Aid No Show

Reporting through KRIS system at the beginning of the course for those who have never shown up to class or have showed to one class and never again.

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If a student has not completed one or more of the following, please fill out the FinAid – No Show.

  • Physically attending a class where there is an opportunity for direct interaction between the instructor and students.
  • Submitting an academic assignment.
  • Taking an exam, completing an interactive tutorial, or participating in computer assisted instruction.
  • Attending a study group that is assigned by the school.
  • Participating in an online discussion.
  • Initiating contact with a faculty member to ask a question about the academic subject.

Click here to be directed to the Class Roster Select Section within the Bruin Portal

  1. Locate and click on the class for the Student that a case is being created.
  2. Click on Create Case on the right of the screen.
  3. Click on the drop down menu for Type of Issue and select Fin.Aid – Student Does Not Report to Class
  4. Write a brief Statement for the Summary. The Detailed Notes is where all the information with the first day of reporting is beneficial. Any attempted contact should be documented in the case. Check all that apply. Submit when finished.
  5. Once you have submitted the case, you will receive a Case Confirmation Form.

1.

Select a class that a RA case is being submitted.

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2.

Create Case image

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3.

Financial Aid No Show

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4.

Enter Details about student

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5.

Confirmation Case

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*** Please note some cases are Auto-Closed as they are used for reporting processes.***

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Financial Aid Student Reported as No Show, show us to class.

If a student begins attending class after the “No Show” has been reported, please log back in to the Web Portal and create a new case for them and their financial aid will be reinstated. Use the Type of Issue “Fin.Aid – Student Reports After Reported As No Show”

Short Video

Click to play short video

 

Click here to be directed to the Class Roster Select Section within the Bruin Portal

  1. Locate and click on the class for the Student that a case is being created.
  2. Click on Create Case on the right of the screen.
  3. Click on the drop down menu for Type of Issue and select Fin.Aid – Student Reports After Reported As No Show.
  4. Write a brief Statement for the Summary. The Detailed Notes is where all the information with the last day of reporting is beneficial. Any attempted contact should be documented in the case. Check all that apply. Submit when finished.
  5. Once you have submitted the case, you will receive a Case Confirmation Form.

1.

Select a class that a RA case is being submitted.

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2.

Create Case image

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3.

Financial Aid No Show RETRACT

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4.

Enter Details about student

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5.

Confirmation Case

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*** Please note some cases are Auto-Closed as they are used for reporting processes.***

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Change of Grade

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Faculty should always create cases through Class Roster>Select Section

If the course is over a year old, please contact the Records and Registration office for a Change of Grade paper form 269-965-5522 or ext. 2540.

Click here to be directed to the Class Roster Select Section within the Bruin Portal

Printable Instructions: Change of Grade

  1. Locate and click on the class for the Student that a case is being created.
  2. Click on Create Case on the right of the screen (you may have to scroll over).
  3. Click on the drop down menu for Type of Issue and select Faculty Submitted Change of Grade.
  4. Write a brief Statement for the Summary – “Revised Grade = B+”. The Detailed Notes is where the original grade, revised grade, and reason for the change should be entered. The last day of reporting is beneficial. Any attempted contact should be documented in the case. Check all that apply. Submit when finished.
  5. Once you have submitted the case, you will receive a Case Confirmation Form.

1.

Select a class that a RA case is being submitted.

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2.

Verify the student and click create case

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3.

Select a case using the drop down menu

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4.

Enter Details about student

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5.

Confirmation Case

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*** Please note some cases are Auto-Closed as they are used for reporting processes.***

To check the case(s) that you have submitted, click here to be directed to KRIS for Faculty > Faculty Information > My Contributions To Cases.

  1. Click on the link above and Login to the Bruin Portal.
    1. Or Navigate from within the Bruin Portal – KRIS for Faculty, Faculty Information and then My Contributions to cases.
  2. Change each of the drop down menus to Include, click the Submit button.
  3. When you are finished, click on the red “x” that is next to the word “My Contributions To Cases”.

KRIS for Faculty, Faculty Information, My Contributions to Cases

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Change the drop down menus to "Include"

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View the case status

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