Student Alert

At any point in the semester, faculty may identify students they believe would benefit from outreach from the student success team. They can note the success challenges students are experiencing and recommend students for outreach through their rosters by utilizing the Progress Report or Ad Hoc Alerts function through Navigate.

How Do I Refer a Student?

Use the Progress Reports or Ad Hoc Alerts to refer students at any time. Learn how to use Navigate to issue Ad Hoc Alerts and Progress Reports.


When should I Refer a Student?

A student should be referred for outreach after you have personally reached out and communicated to them and about your concerns, but have been unsuccessful in connecting with the student. (see the Successfully Supporting Student guide for tips) Use the “Student Alert & Attendance” system to refer a student for support for:

  • Frequent Absences
  • Missing Assignments
  • Lack of Preparation
  • Poor Test Scores
  • Time management/organization

Where Do Referrals Go?

When Faculty refer a student for support through Navigate, the Success Coaching program receives the request for student outreach. A Success Coach will send an email informing the student about the alert and instruct them to make an appointment to meet. The Success Coaching program will record the outreach in Navigate. The Success Coaching office will reach out to the student a second time if the student has not engaged with services by meeting with a success coach within two weeks after the first outreach. If the student does not initiate engagement by setting up a meeting with a success coach, the Success Coaching office will email the student a second time after two weeks and record the outreach in Navigate. 


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.

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