Alerts - Rules and Workflow

Use this page to find the details regarding how communication and workflow for alerts work. You will find answers to these questions:  What is each alert for? Who can raise an alert? Who is included on the message? Does the student receive a message? Does the student see my comments? Who resolves/clears an alert? Alerts are items in the Hive that result in a message being sent to someone – they alert someone of something.  There are three main types of alerts created by faculty/staff; Flags, Referrals, and High Fives. There are also student raised alerts using the “raise my hand” feature.

Scroll through this page and review the information about all of the alerts or you can click on the name of the alert you wish to review to go directly to the information for that particular alert on the page.  Use the "back to the top" option throughout the page as need to come back to the top and select additional alerts to review. 

Academic Flags: Attendance Concern, General Academic Concern, In Danger of Failing, Never Attended Action Needed,  Withdrawal from Course Recommended 

Informational Flags: End of Course Grade, Notification of Absence, Notification of Withdrawal/Leave of Absence  

Social Flags: Student Success Concern, Discreet Sensitive Concern, Never Checked Into Campus Housing - Action Needed

High Fives: General High Fives, Thank you for visiting... 

Raise Your Hand: I need help with... My Schedule, Financial Aid, Student Loans, Student Employment, In A Class, Outside the Classroom, With Online Learning/Technology

Referrals: Referal to...  Academic Advising, CSB Dean of Students, Experience and Professional Development (XPD), Financial Aid,  Library - Research Assistance, Registrar’s Office, Residential Life, SJU Dean of Students, Student Accessibly Services, or Writing Center. 

Helpful Tips: Filtering your student list for those with alerts, More about Filtering Your Student ListAdding Comments and Clearing Alerts 

Other tools: Notes, Messages, Student Support  Network

Helpful Information Regarding Alert Permissions

Permissions for Alerts are set based on the particular role(s) one has on campus and their relationship(s) with a student.  One may have View, Manage, or Assign permissions to an alert.  Your permission level may vary for the same alert depending on your relationship/connection to the flagged student. 

  • View permissions means you can see the initial alert and comments when the alert is raised. You cannot view nor add additional comments if you only have view permission. New flags will display in your "Recent Changes" feed on "Home" in The HIVE.
  • Manage permissions give the user additional access to read as well as to add ongoing comments in the alert process.  Anyone with Mange permissions may also be Assigned as the point person for following up with the student.  New flags will display in your "Recent Changes" feed on "Home" in  The HIVE and in the "Flags I'm Managing" feed on your "Home" in The HIVE.
  • Those with Assign permission can assign any team member with a Manage permission to be the point person assigned for follow up with a student.  An assignment message is sent when an assignment is made. Note - Academic Flags raised by instructors are assumed to be assigned to the instructor (flag raiser) unless it is observed that the concerns for the student extend beyond one class section in which case other members of a students support network may be assigned to follow up on the alert. 
  • When raising an alert in The HIVE, check the blue Permissions box at the bottom of the alert to see what other roles on campus have access to that alert. To review the details of who has View permissions and who has Manage permissions for an alert review the alert details found on this webpage.
  • Read the details for alerts below to see when students are included on alert messages. Keep in mind your comments are often part of the message and students will see your comments when they are included on the message.  The only time the student is sent a message if they are included in the alert workflow is when an alert is raised.  However, when you add comments to an alert you have the option to include a copy of your comments to the student should you choose to do so. 
    • Capability does not equal responsibility. Roles may have “manage” access because we want certain roles to be able to comment or view comment on an alert not because they are required to comment nor that they will be assigned for follow up. Read the details for each flag below to see how follow up should happen and who should close or resolve alerts. 
    • At times a specific staff member may be assigned to follow up on an alert. Anyone with Manage permissions can be Assigned as the point person for follow up with a student. Those with the Assign permissions can create an assignment.
    • Review your email notifications tab in your institutional profile for The Hive. If you see any alerts listed under “Flag Notifications” these are items where you will see a notification regarding alerts in your message digest from The Hive.
      • The timing of the digest email is based on user preferences which you can adjust on the email notifications tab.
      • Where indicated, alerts that are marked as “emergent” will result in a notice being sent immediately to your outlook email.

    Academic Flags 

    Flag Name: Attendance Concern 

    Use when a student has missed a consecutive week of class (2 to 3 sessions) or has regular on-going attendance concerns that may impact their grade (multiple absences over course of semester). A message is sent to the student from the Flag Raiser (Instructor). This message includes Raiser Comments.

    • The Instructor should continue to connect with and follow up with the student regarding this concern in the context of their academic interactions. 
    • The instructor should clear the flag when/if the student returns to class.
    • If a student drops the class, the flag will be cleared by the system when their enrollment in the class ends.  
    • Students who have multiple attendance flags from more than one instructor may be contacted by members of their support network or a member of the Academic Advising staff.  At times, a member of the students support network may be“assigned” to specifically follow up with the student. The instructor and primary faculty advisor would receive an update should somone be assigned to connect with the student.  
    • Athletics is also notfied when this flag is raised as coaches are an active part of students support network and partner connecting student athletes to resources on campus. 
    • Others with permissions to this flag have manage access and they may add comments or information to the thread if they are working with the student and have relevant information to share.  They should not close or clear the flag unless they have been assigned to follow up with the student.

    Message Template: Attendance Message to Student

    Subject:  The Hive – {Course Name} attendance

    {Student Name},

    You are receiving this message because your instructor, [Raiser Name], for [Course Name] has raised a concern about your attendance. Attending class is an essential part of succeeding at CSB/SJU. When students miss class, grades and academic performance suffer. Connect with your instructor to get back on track for the semester.  Also, please know that the Student Success Network at CSB/SJU is here to help you by providing access to tools for academic success.  Go to The Hive to access these tools and connect with your Support Network. 

    -           Student Success Team

     Message from Your Instructor: {Raiser Comments i.e. Rachel, I hope you are okay. I have an attendance concern: You have missed X classes so far this semester.  Any further absences may—and probably will—impact your final grade.  Please contact me to review the steps needed to get back on track this semester.  Here’s a link to The Hive’s appointment scheduler. I hope to hear from you and meet with you soon.}  - {Raiser Name}

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    Flag Name: General Academic Concern

    Use this flag to express any academic concerns you have about a student.  May include, but is not limited to, concerns about low test scores, a pattern of missing/late assignments, a noticeable change in participation, and so forth.  A message is sent to the student from the Flag Raiser (often an Instructor). This message includes Raiser Comments.

    • This flag may be raised by a students instructor, their faculty advisor, or an Academic Advisor. 
    • The Flag Raiser should continue to connect with and follow up with the student regarding this concern in the context of their academic interactions.
    • The Flag Raiser should clear flag if improvements are made and the concern is resolved. The flag will be cleared at the end of the term if the flag has not been resolved and cleared by instructor during the term.
    • A message is sent to the Flagged Student, their Primary Faculty Advisor, and Academic Advising.
    • Academic Advising will watch for students who have multiple academic concern flags from more than one instructor. In these instances, Academic Advising may connect with members of the student’s support network and “assign” someone to specifically follow up with the student. The instructor and primary faculty advisor would receive an update regarding the alert in the event that someone, such as an Academic Advisor, is assigned to take the lead on follow up for this alert.
    • Others listed in the permission box on this flag have manage access and they may add comments or information to the thread if they are working with the student and have relevant information to share. They should not close or clear the flag unless they have been assigned as the point person to follow up with the student.

    Message Template:  General Academic Concern

    Subject: General Academic Concern

    ‌[Student First Name,]

    You are receiving this message because [Raiser Name] {,  your instructor for [Course Name],} has raised a concern about your progress this semester.   Please take action to review your options and develop a plan for the rest of the term.  Your Success Network wants to see you succeed. Use The Hive to contact your support network and campus support services if you need assistance. 

    • Student Success Team‌

    Message from Faculty Member: {Raiser Comments i.e. Rachel, you have missed several classes this semester and have 4 missing assignments. I am concerned that unless you take action you will not be able to earn a passing grade.   Please contact me to review the options you have and steps you need to take to be successful this semester.}   - [Raiser Name]                                                              

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    Flag: In Danger of Failing 

    May be raised as part of a response to progress survey(s) or  at anytime during the term from the student file.  Meant to be raised by an instructor when a student is in danger of failing a course.   Message is sent to Student as well as their Primary Faculty Advisor. 

    • Instructor should continue to connect with and follow up with the student regarding this concern in the context of their academic interactions. If the student’s status improves in class, the instructor should clear this flag.
    • Academic Advisors, Instructor, Faculty Advisor(s), and Student Support team** have Manage Access to this flag and are able to view and add comments.  One of these membes of the support network may be“assigned” to specifically follow up with the student if the studen t. The instructor and primary faculty advisor will receive an email notice should somone be assigned to connect with the student.  
    • Athleteics is also notfied when this flag is raised as coaches are an active part of students support network and partner connecting student athletes to resources on campus.
    • Others listed have View Access to the flag, they are able to see a flag was created and the intial raise comments, they do not have access to make or view ongoing threaded comments.

    Message Template: In Danger of Failing Message to Student

    Subject: ‌Action Required in [Course Name] ‌

    [Student First Name],

    You are receiving this message because your instructor, [Raiser Name], has indicated that you are at risk of failing [Course Name].  Please take action to review your options and develop a plan for the rest of the term.  Your Success Network wants to see you succeed. Use The Hive to contact your support network and campus support services if you need assistance as you navigate your options.  Your Success Network believes that you can be successful in your academic studies and are here to help.

    • Student Success Team‌

    Message from Your Instructor: {Raiser Comments i.e. Rachel, you have not done well on the last two exams and are missing coursework.  You need to complete all remaining coursework and pass the last two exams with a B or better to earn a C for this class.  My office hours are M & W from 1 to 3.  Please set up a time for us to visit using scheduling feature in the Hive.}  

     [Raiser Name] 

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    Flag:  Never Attended- Action Needed

    The Never Attended flag is the only flag included on the Enrollment Verification Survey (which opens the first Friday of classes and closes the second Tuesday of the term).  If a student on your roster has not arrived for the term, please raise a Never Attended Flag for the student. Those who do not arrive for classes may be administratively withdrawn as of the 10th day. If the student starts attending class after you have raised the flag, please go to The HIVE and clear the alert. This message is used for students who have NEVER attended their courses. A message is sent to the student from the Flag Raiser (Instructor). This message does NOT include Raiser Comments.

    • The instructor should clear the flag when/if the student returns to class.
    • If a student drops the class, or withdraws from the college, the flag will be cleared by the system when their enrollment ends.
    • A message is also sent to Academic Advising, Financial Aid, and the students Primary Faculty Advisor.
    • Advising will watch for students who have multiple Never Attended Flags from more than one instructor. In these instances, Academic Advising may connect with members of the students support network and “assign” someone to specifically follow up with the student.
    • Athletics is also notfied when this flag is raised as coaches are an active part of students support network and partner connecting student athletes to resources on campus.
    • Others listed on this flag have manage access and they may add comments or information to the thread if they are working with the student and have relevant information to share. They should not close or clear the flag unless they have been assigned to follow up with the student.

    Message Template: No Show Message to Student

    Subject: ‌ Attendance - [Course Name]                               

    [Student First Name],

    Attending class is essential to your success.  You are receiving this message because your instructor, [Instructor Name], has indicated that you have not yet attended [Course Name].

    If there is a reason you cannot attend this class as scheduled, please follow procedures for dropping the course and/or contact Academic Advising for assistance as needed.  The last day for a permanent drop can be found under Semester Dates & Deadlines here.  If you will not be returning to CSB/SJU this term, please connect with Academic Advising for information on the process to request a Leave of Absence or Withdrawal.

    - Student Success Team 

    Use The Hive to find contact information for Academic Advising or to schedule an appointment with an Academic Advisor

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    Flag Name: Withdrawal From Course Recommended

    Often part of a progress survey prior to the W deadline.  Use to communicate with a student when withdrawal from a course is recommended or that the student should at least speak to support services who can help the student make the best decision. Flag is sent to Student as well as their Primary Faculty Advisor and Academic Advising.  This message includes Raiser Comments.

    • Instructor should continue to connect with and follow up with the student regarding this concern in the context of their academic interactions.
    • If the student’s status improves in class, the instructor should clear this flag.
    • Academic Advisors, Instructor, Primary Faculty Advisor, and Student Support team have Manage Access to this flag and are able to review and add ongoing comments.
    • Athletics is also notfied when this flag is raised as coaches are an active part of students support network and partner connecting student athletes to resources on campus. 
    • Others listed have View permissions to the flag and are only able to see a flag has been raised and the creation comments, they do not have access to make or review ongoing threaded comments.

    Message Template: Recommendation to Withdrawal from course Message to Student

    ‌[Student First Name],

    You are receiving this message because your instructor, [Instructor Name], has indicated that you may want to consider withdrawal from  [Course Name].  Please discuss your class standing with your instructor and take action to review your options, then develop a plan for the rest of the term.  Your Success Network wants to see you succeed. 

    We recommend that you use The Hive to contact members of your support network or to access campus support services for assistance figuring out your next steps. 

    • Contact  Academic Advising to discuss your options for dropping the course. 
    • Connect with  Financial Aid to address any questions you may have about how this could impact your financial aid.

    Let us know if there is anything we can do to help support or direct you to resources as you navigate this process.

    Sincerely - Student Support Team 
    [Raise Notes] 
    [Raiser Name] 

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    Informational Flags

    Flag Name: End of Course Grade - [letter grade value]   **Retired - only used in 2020-2021 Block Schedule** 

    Description: Instructors complete  in response to the End of Course Progress Survey to communicate the unofficial letter grade to students. Email is sent to student that includes the flag name, which indicates their grade, and includes instructors’ comments. Official grades will still need to be posted to Banner at the end of the term and will then be pulled to the HIVE in the official grade field. Permissions for this flag mirror those found in Banner related to grades.

    Flag Values for End of Course Grade Report, a progress survey, will appear as follows on the survey = A, AB, B, BC, C, CD, D, F, I, S, U. The flag value will populate into the message sent to the student and will display on the Course Tab in The HIVE under tracking items. 

    Email Notification: Notice is sent to student. 

    Message Template: 

    Subject: [Flag Name] for [Course Name]

    [Student Full Name] [Student Id]

    [Course Name] [Course Section Id] [Instructor Name]

    [End of Course Grade = ____] [Raise Notes] Default message: Official grades will be posted to Banner at the end of the term. The letter grade reflected here is for your information and reference. [**Instructor is able to add their own additional comments following the default message should they wish to do so.]

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    Flag Name: Notification of Absence

    Description: Alert Raised by Academic Advising when a student will be absent from class and is unable to communicate on their own behalf. Note - student is included on this message. Notice will be cleared by Academic Advising based on the circumstances and timeframes relevant to that particular notification. 

    Email Notice: Notice is sent to Instructor(s), Angela Mareck in Student Employment, Residential Life, and the Student. 

    Email Template:   
    This message serves as a notification of absence on behalf of [Student Name] who will be absent from class and is unable to communicate on their own behalf. 

    Details of Absence: [Comments from Advising at time of notice]  

    It is the student's responsibility to follow up with each professor.  The student and professor will communicate in order to determine an appropriate plan of action to make up work missed during the absence.  It should be noted that in some cases work cannot be made up.  These judgments are at the discretion of the faculty member. 

    If you have questions, please call the CSB/SJU Office of Academic Advising


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    Flag Name:  Notice of Withdrawal or  Notice of Leave of Absence 

    Description: Notfication is sent out when a student has completed the withdrawal or leave of absence process to document and communicate a student’s departure from CSB/SJU .   As this is an Informational flag – Active flags will be cleared every 30 days.  Also any remaining active flags for prior term will be cleared after 10 th day. Note- You can view flags that have been cleared by filtering by resolved status. 

    Email Notice of student departure is sent to Academic Advising, Instructor(s), Faculty Advisor(s), if applicable Varsity Coach and other administrative departments where records must be updated upon a students departure. 

    Email Template: 

    ‌Notice of [type of departure either Withdrawal/Leave of Absence] 

    [Student Full Name]  [Student Id]  has departed the institution.  Please update your records accordingly. 
    [type of departure] 

    [Raised Date] 
    [Raise Notes] 

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    Social Flags

    Flag Name: Student Success Concern  

    Use to document and communicate baseline concerns regarding student wellness, behavior or social concerns that are not of a sensitive/critical nature. This may include but is not limited to homesickness/trouble connecting, roommate concerns that the student does not seem to be navigating on their own, chronic lateness to student employment, or other items that do not rise to the level of a Sensitive Discreet Student Concern but have risen to a level where a check in from member of the Student Development Team with the student would be of benefit.

    Email Alert Goes to:  Residential Life Office Staff, CSB Area Coordinator, CSB Residence Director and SJU Faculty Residents.  This flag has a status in the system that does not follow digest rules but goes right away from the Hive to outlook email of recipient.  Even though the notice is sent when the flag is raised, please keep in mind that due to the volume of emails and individuals schedules immediate response is not guaranteed.

    Because this is a baseline type of concern, there is a larger group of service staff whom can support students and follow up on this alert.   Academic Advisor, Academic Deans, Athletic Trainers, CSB Residential Area Coordinator, CSB Residential Director, SJU Faculty Resident, instructor for any course concern is connected to, Registration Committee, Student Accessibility Services, Student Affairs Leadership, Varsity Coach. Residential Life Office Staff, Student Support team (view team members here) have manage access and they may add comments or information to the thread if they are working with the student and have relevant information to share.  They should not close or clear the flag unless they have been assigned to follow up with the student.

    Alert is not shared with student in the Hive (but is requestable via FERPA protocols).   

    Message Template: Student Concern – Sent to Student Development

    Subject: [Flag Name] – [Student Last Name]

    Attention! - please see information below regarding a [Flag Name] for [Student Full Name], Banner ID: [Student Id].

    [Raise Notes] 

    Student’s contact information: [Student Cell Phone] [Student Email]  

    Your Name: [Raiser Name]  
    Your Email: [Raiser Email]
    Your Phone: [Raiser Phone]

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    Flag Name: Sensitive Discreet Student Concern

    To be used for Sensitive or Critical Discreet Student Concerns of a non-academic nature.  Use to document concerns related to a student when you believe discreet follow up is needed by a member of the Student Development Staff.

    As always, if you have an immediate or life-threatening concern for someone’s wellbeing please call CSB Security (ext. 5000) or SJU Life Safety for assistance (ext. 2144).  Concerns related to this alert could include but are not limited to changes in behavior or hygiene, suspected substance abuse or eating disorder, emotional distress, safety concerns, and so forth.

    We would encourage these types of concerns be relayed via a direct call to Student Development and/or Residential Life and then documented in The Hive. An alert is sent via The Hive to Residential Life for action/follow up when this flag is raised but immediate response is not guaranteed. Student is not sent a copy of this flag.

     Residential Life Staff, CSB Area Coordinator, the CSB Residence Director or SJU Faculty Resident for the student, the Deans and Assistant Deans of Students, VP of Student Development and the Student Support team have manage access to this flag and they may add comments or information to the thread if they are working with the student and have relevant information to share.  They should not close or clear the flag unless they have been assigned to follow up with the student.

    Alert is not shared with student in the Hive (but is requestable via FERPA protocols).      

    Message Template Student Concern – Sent to Student Development 

    Subject: [Flag Name] – [Student Last Name]

    Attention! - please see information below regarding a [Flag Name] for [Student Full Name], Banner ID: [Student Id].

    [Raise Notes] 

    Student’s contact information:  [Student Cell Phone]  [Student Email]  

    Your Name:  [Raiser Name]  
    Your Email:  [Raiser Email]
    Your Phone: [Raiser Phone]

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     Flag Name: Never Checked Into Campus Housing - Action Needed

    Raised by Faculty Residents, Residence Directors or Area Coordinators when students do not arrive for the term (do not check into/arrive in campus housing).   The alert sends a message to Student and Residential Life Office Staff.  This message includes Raiser Comments.

    • Faculty Residents, Residence Directors or Area Coordinators, Residential Life Office Staff have Manage Access to this flag and are able to view and add comments.
    • Others listed have View Access to the flag and are only able to see a flag has been raised, they do not have access to make or view threaded comments.

    Subject:  Response needed -[Student First Name]-our records show you have not yet checked into housing this term! 

     [Student First Name],

    Our records show that you have not yet checked in or arrived to your campus housing for the term.  

     [Raise Notes]                                                                                         

    Please contact the Residential Life & Housing Office should you have any questions or concerns or in the event that you are no longer returning to campus.

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    Alert Type: High Fives

    Use to acknowledge positive progress/achievements of students. High Fives almost always include an email to the student with the comments of the person who is giving the High Five.  May be raised as part of progress surveys or on a individual basis to recognize positive achievements or milestones by students.  High Fives will be cleared administratively at the end of each term. 

    High Fives for Academic or General Recognition: 

    • Alert Name: Keep Up the Good Work   Use to recognize achievements, success and milestones in and out of class settings.
    • Alert Name: Showing Improvement.  Use when a student has shown improvement in the classroom
    • Alert Name: Off to a Good Start.  Use for students who have started strong to encourage them to keep up the momentum
    • Alert Name: Outstanding Academic Performance.  Use when a student has shown outstanding academic performance.

    Message Template:  High Five

    Subject:  High Five!  [High Five Name] [ in [Course Name*]

    [Student First Name],

    Nice work! You are receiving this message as [flag raiser] has sent you a High Five via The Hive!

    • Student Success Team‌

    Message from Your Instructor: {Raiser Comments i.e. You did an outstanding job with your prestation on scholarship and creativity day! }  - [Raiser Name] 

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    *If high five is not related to a course, this field will not display.

    High FiveThank you for Visiting .....

    The Writing Center, XPD and other campus services are starting to use a Thank you for Visiting High Five. This may be used by peer tutors or staff members after a student visits related campus service.  A copy of the high five is sent to the student and often times an instructor. Many of these are viewable by others in the students support network such Varsity Coaches, Academic or Faculty Advisors and SAS. so they can see when their students are connecting with campus resources.   

    Subject: Thank you for visiting the [Service Name]

    [Student First Name,] 

    Thank you for visiting the [Service Name]

     [Raise Notes] 

    Sincerely, 

    [Raiser Name] 
    [Raisers Role - i.e. Writing Center Peer Tutor]

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    Alert Type: Raise Your Hand

    Students can "raise their hand" to get connected to assistance and support services.  A general message to student confirming receipt of “Raise Your Hand” flag will be sent after they submit an item/request help.  Outreach will be done by appropriate corresponding offices regarding the students concerns.  The message the student sends will be directed to the right offices based on the item they select.  Staff in service areas should clear the flag as they are able to connect with and assist the student. 

    • Item Name: I have questions about my schedule.
    • Item Name:  I need help in a course.
    • Item Name: I need help with an issue outside the classroom.
    • Item Name: I need help with online learning or technology.
    • Item Name: I need help navigating my student account.
    • Item Name: I have a question about Student Employment.
    • Item Name:  I need help with my student loans.
    • Item Name: I need help with my Financial Aid.

    Message Template: Raise Your Hand Confirmation Message to Student (Recommended)

    Subject: ‌Help is on the way!‌

    [Recipient First Name],

    We have received the following request from you.

    Category: [Flag Name]  
    Raised On: [Raised Date] 
    Your Comments: [Raise Notes] 

    We are working to connect you to right resources.  Someone will contact you soon using the information you provided in your message and/or the contact information we have on file in The Hive.

    • Student Success Team‌

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    Alert Type: Referrals

    Referral messages should be addressed to the student.  Copy of the referral with raiser comments is sent via email to the student and to the service/department they are being referred to see.  Refer to the blue permissions box on a referral to see who has permissions to the alert.  Often, Academic Advisors, Primary Faculty Advisor, Student Support team and Registration Committee have Manage Access to referrals and are able to view and add comments.    Staff in service areas should clear the flag as students complete the referral process. 

    General Referral Template:
    [Student Name] - You are receiving this message because [Referral Creator] has created a referral for you to  [Academic Advising]

     [Referral Name] 
     [Student Full Name] [Student Id] 
     [Course Name] 
     [Creator Name]

     [Raiser Notes] example:  Ex: Hi Sarah Jane,  After our conversation about X, I would like to refer you to [Academic Adivsing] for more help on this issue.  - Prof. Smith

    Click here to connect with  Academic Advising.

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    Available Referrals:

    • Academic Advising
    • Center for Global Education Referral
    • CSB Dean of Students Referral
    • Experience and Professional Development Center (XPD) Referral
    • Financial Aid Referral
    • Librarian Referral - Research Assistance
    • Registrar's Office Referral
    • Residential Life Office Referral
    • SJU Dean of Students Referral
    • Student Accessibility Services Referral
    • Writing Center Referral

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    How can one filter their list to see if students have active alerts? 

    Start by going to the Menu at the top left of your screen. 

    • Go to Students.
    • Then go to Tracking.
    • Clear all filters to start to clear out any old filters.
    • Change your connection to the studetns you wish to view.  For example, change connection to “Primary Faculty Advisor” to see your Advisees.  To see students in a class you are teaching change connection to "Instructor" and you will only see students in your classes. 

    If there are several items or different flags or other alerts, use additional filters to limit the view to just the flag you want to see.  The filtering tools allow you to limit the list to those with a particular flag/high five and so forth.

    • Adjust Term 
      • Advisees are an ongoing relationship to see advises you must choose Active or Ongoing.  
      • Select a specific Term to see those who are in course you are teaching that term
    • Then use Additional Filters:
      • Tracking Items:  select the status you wish to review
        • ACTIVE - tracking item is still open and concern has not been addressed
        • RESOLVED – flag has been closed either because the concern has been addressed or is no longer relevant.
      • Select the Tracking Type - you can narrow down to one ore more tracking item type as needed.  If you only want to see Flags check the box for Flags. 
      • Select the Item Name  - select the name of the tracking item you wish to review 
      • You can also filter by "Created by" to get to the flag you have created when you wish to add comments or clear items. 
      • Filter by Assigned to Me if you want to find items that have been assigned to you for follow up and clearing. 

    IMPORTANT NOTE:  You will only see filtering options that will produce results. This means that you will only be to see flags to filter by that are assigned to students with the connection you are using.  If none of your connections have an a particular flag, example "Attendance Concern", you will not see that alert as an option to filter by. 

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    Other tools in The Hive:

    Notes

    Another tool available to use in The Hive are Notes.  Notes are not considered an “alert” as by default Notes do not send any communications out, rather they simply create a note in the students electronic file that can be viewed when/if someone with permissions to view that note type opens the students file for review.

    • Use notes to record comments, concerns, or matters of information in a student’s file that you want to be accessible by you and others – review shared access to each note as you create the note. If the note is only for your use, mark the item as private and it is no longer shared on the students file.
    • You may elect to send a copy of the note via email to the student as you raise it should you wish to do so.
      • There are not message templates for notes – they are comprised of the note raisers comments.
    • Notes can be useful for items you want to document but the matter being addressed does not yet rise to the level such that you need to raise an alert.
    • Your connection to a student will dictate which notes are available for your use.
      • Examples of note types include the following: Advising Note, Attendance Note, Faculty Advising Note, Course Related Shared Note, and General Note.

    Messages

    When you send a “message” via the Send Message button to a student or group of students this is simply a message sent via the Hive (and copied to their outlook email).  Messages are not shared with others in the Hive.  Look at the notes tab for a record of messages you have sent to a student.

    Students Support Network 

    If you are observe that a student is struggling you are not ready to raise a specific Alert (flag/referral/high five) use the support network in The Hive to connect with instructors, faculty advisors, and other staff who have a connected relationship to the student. As a faculty or staff member there are times you simply to connect with other faculty and staff in support of a student either to share brief details to contextualize why a student may be struggling, or to check in with faculty/staff to gauge if others are having similar concerns for a student. Use the “Network” tab to view contact information for those who are connected to a student. You can reach out to individuals or the group as a whole. Messages are viewable by the person who sent the message and the recipient. 

    • In The Hive, search for the name of the student you are looking for, open the student record then proceed to “Network”
    • Select the check boxes in front of those you wish to contact or click on select all to contact all members of a student’s support network. Once you have made your selection, click on Email Selected
    • Messages will be sent via Outlook Email to the recipients and a copy of the message viewable by the sender and the recipients in the support network on the students record. Messages are not viewable on the  student record by other faculty/staff.

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     Please remember, all information in The HIVE is protected by and subject to FERPA see here for more details.