Prior to mid semester faculty teaching courses served through the program have the opportunity to refer students to the Early Alert Program through their MyWCU course rosters. Faculty will see a "refer" button located on their course rosters. Students with C- grades or lower can be referred to the program. Please be sure to include grade at time of referral.
Early intervention should occur prior to mid semester. Students need to have enough time to make contact with the program and to obtain information regarding available options. For example, if withdrawing from a course may need to be considered students need to learn of withdrawal policies, have time to make contact with their assigned advisors, as well as learn of information related to possible effects on financial aid packages, all prior to actually withdrawing and prior to the withdrawal deadline.
Students with a grade of C- or lower are identified by the professor and referred. Once students are referred, an email letter is automatically generated to the students informing them of their low grades for the designated course(s) and introducing them to program services. An email is sent to the Program Coordinator, who assigns students with Program Assistants. An email is generated to the students' advisors informing them of their assigned students who are in academic jeopardy. Lastly, the Director of the Learning Assistance and Resource Center (LARC) receives a copy of the students' letter, informing the office of the low grade report. Only staff and faculty who have access to grade reports have access to Early Alert grades.
As noted in FERPA (Buckley Federal Privacy Law), the University can disclose student education records without prior consent to school officials with legitimate educational interest. A school official, as defined in West Chester University’s annual notification of FERPA rights, is a person employed by West Chester University in an administrative, academic, research, or support staff position (including law enforcement unit personnel and health staff); members of the board of trustees; third-parties acting on behalf of the University; or individuals, including students, serving on University committees. A school official as defined above is considered to have a legitimate educational interest if the student education information is necessary in order for that official to complete a task specific to their job description/contract, perform a task related to a student’s education, perform a task related to the discipline of a student, or provide a service or benefit relating to a student. The Director of the Learning Assistance and Resource Center is an identified school official with a legitimate educational interest who is granted access to all personally identifiable information from education records at West Chester University in order to fulfill her professional responsibility as a key provider of student support services. (The Family Educational Rights and Privacy Act of 1974, 20 U.S.C. § 1232g; 34 CFR Part 99.31, 2011; West Chester University annual notification of FERPA rights).
The NCAA requires student athletes to fill out a consent form, saying the students agree to disclose educational records to the association that are covered by FERPA. These consent forms signed by student-athletes here at West Chester University are to allow the disclosure of their personally identifiable information to/for the use of the National Collegiate Athletic Association. In other words, the written consent is to allow West Chester University to disclose educational information to a third party which is otherwise not a school official. Unlike the NCAA, the Learning Assistance and Resource Center does not disclose or release any educational/personally identifiable information of students; thus, there is no requirement for written consent to access student information on their academic progress.