Information Item# 4: Submitted by the Academic Center for Excellence (2016/2017 - Apr)


Early Academic Alert System and Midterm Grades 


What is the Early Academic Alert System? What are Midterm Grades?

The Early Academic Alert System (EAAS) allows faculty members to alert a student and his or her assigned academic advisor when there is concern about the student’s academic performance in the faculty member’s course.  Advisors follow up and refer students to resources such as the Ombudsman, DRC, etc., as needed.


Midterm Grades (MTG) provides a dropdown menu of S (Satisfactory) or U (Unsatisfactory) for each student. Faculty can focus on the D or F students in the course by only submitting those grades.


Using these programs is an easy way for faculty to help students in need and contribute to our metrics. Utilizing these programs enables an intervention and can increase the student’s chance for success in the course. This could increase UNF’s retention and graduation rates, two of UNF’s performance metrics.


How do I use it, and when?

Both items appear within MyWings/Faculty/Faculty Self Service.


EAAS: select the correct term and course, and then click on the student’s N-number to refer them. You may use the 100-character comment line to describe the issue, and you may select from the dropdown menus if they fit the situation. A student does not see the faculty member’s written comments but does see any dropdown menu selections. EAAS has no deadline, can be filled out any time during the semester, and can be filled out more than once for the same student.


MTG: select the correct term and course to see your course roster. Then select “U” for students whose current grade is a D or F. MTG are due at about the eighth week of the semester during fall and spring.


Then what happens?

EAAS: once a faculty member submits a referral, an automatic email is sent to the student, their academic advisor, and the ACE EAAS Coordinator. ACE advisors follow up via phone calls and additional emails with their assigned students. The EAAS coordinator monitors the student responses and encourages additional contact by the College advising units.


MTG: Each advising unit can run a report of the unsatisfactory grades for their student population and makes outreach to the students via email and phone calls.


Does this work? Tell me some examples of outcomes.

Suzie Freshman is referred through EAAS late September by her professor Dr. J.  Her current grade is an F, she had incomplete assignments due to not participating in the online class for the past two weeks.  Suzie’s assigned advisor met with her a few days later discovering that Suzie had actually forgotten about the online assignments.  After the meeting, Suzie was able to catch up and complete the class with an A- grade.


A Philosophy instructor referred Jimmy Freshman through EAAS for “sporadic attendance and incomplete assignments.” His advisor reached out to him finding out that he was late getting the textbook, involved heavily in ROTC, and had poor time management strategies.  The Advisor helped the student to create a semester calendar which Jimmy could use to map out his assignments, tests, and other activities. He was able to catch up and finish the semester with a final grade of B.


What are the numbers on the effectiveness of this program?

62-69% of all EAAS referrals result in the student either passing the course or withdrawing. It is hard to estimate how many would have passed/withdrew without EAAS intervention, but it is a positive and simple step faculty can take to help a student find the resources they need.


How many faculty participate now?

Over the last four semesters, 7.7-31.5% of eligible professors provided midterm grades.







Professors Eligible





Provided Midterms











What does the student receive?


Example email from ACE


Dear Student:

You have been referred through the Early Academic Alert System (EAAS) to your academic advisor because your professor is concerned about your current academic progress in _course_. Please make an appointment with your academic advisor as soon as possible to discuss this referral.

Reasons for Referral

·  Sudden Stop in Attendance

·  Incomplete Assignments

Instructions provided on How to make an Advising Appointment in MyWings

We look forward to hearing from you soon to discuss this important matter.

Sincerely, Academic Advisor

Example MTG email


Dear Student,


You have an unsatisfactory midterm grade in one or more class(es) listed below. This means that you are earning less than a "C" grade for the course(s) at this time. 

• ANT2000 - (CD) Introduction Anthropology (CRN: 51095)
• ENC1101 - (GW) Rhetoric and Writing (CRN: 50985)


Here are some measures you can take to improve your grade:

  • Talk with your professor during office hours
  • Schedule an appointment with me to discuss additional academic support resources.


There is still time to improve your grade, however, if you are considering withdrawing from a course(s), be advised the deadline to withdraw from a summer B course is Friday July 15th. In addition, please be aware of the University's withdrawal policy,

If you receive financial aid please speak with a One Stop Student Services staff member to discuss the impact of a withdrawal on your financial aid.


Sincerely, Academic Advisor


What if the student doesn’t answer these emails?

This is a common and hard-to-solve problem. ACE is working with IT to potentially pilot a text messaging product. ACE also partners with Housing and Residence Life to outreach to on-campus residents and the Office of Fraternity and Sorority Life to do an additional outreach to their constituents. 


For more information, please contact Kellie Woodle, Director of Academic Center for Excellence
at (904) 620-1017.