Dropout Detective Best Practices Guide

Dropout Detective surfaces the data — this guide is about turning that data into consistent, timely action. The Risk Index (0-100, color-coded green/yellow/red) flags students who may need outreach, but it's a starting point for a conversation, not a verdict on a student's outcome.

Best Practices for Faculty Course Setup

1       Keep the gradebook up to date (recommended at least once per week).

2       Create assignments worth points and set due dates on those assignments.

3       Encourage students to submit assignments on time.

4       Review assignments' due dates and ensure they are current (especially when course content is copied from one term to the next).

Dropout Detective Leading Practices for Faculty

■     Be mindful of FERPA and HIPAA regulations, and don't note anything personal, private, or confidential.

■     Instructors should capture all student interactions in the Notes area.

▪      Any one-on-one meetings with students.

▪      All instances of missed work are to be turned in with or without a penalty.

■     Instructors should keep the gradebook current (at least once per week).

■     Instructors should create assignments worth points and set current due dates on those assignments.

■     Instructors should review courses before the start of a term for old due dates and update them before the start of the term.

■     Instructors should encourage students to submit assignments on time.

■     Instructors should input zeros when an assignment is missed so the grade accurately reflects the student's standing.

If the Alerts Feature Is Enabled

■     Instructors should escalate concerns that are beyond their control by activating an alert for the student, for example (not an exhaustive list, just a few examples):

▪      Financial aid concerns

▪      Medical emergency or Family Emergency

▪      Academic Integrity Issues (first and multiple violations)

▪      Tutoring Request

▪      Loss of Transportation

▪      Bereavement

▪      Multiple Absences or Non-Responsive Student

If Using the Tags Feature

■     Apply a Tag to a Note if there is one that applies to what is documented. Some examples include but are not limited to:

▪      Academic Dishonesty

▪      No Response from Student

▪      Not Submitting Assignments

▪      Email Communication

▪      Phone Communication

▪      One-on-one meeting

▪      Transportation Issues

▪      Tech support needed

■     Use the Tag filter in the Notes area.

■     If activating an Alert, also apply a Tag. Tags are included in the notification email with Alerts to allies.

Dropout Detective Leading Practices for Account-Level Users (Admins/Advisors/Coaches)

■     Be mindful of FERPA and HIPAA regulations, and don't note anything personal, private, or confidential.

■     Account-level users should capture all student interactions in the Notes area.

▪      Note all interactions and future advising appointments.

▪      Note all referrals to other departments, such as tutoring/library services.

▪      Any exceptions granted.

■     Check the dashboard daily to monitor student progress.

■     Acknowledge all Alerts (if the Alerts feature is enabled). Ally (could be an advisor or admin) should acknowledge the Alert with a Note so that the acknowledgment is captured.

■     Apply Tags to Notes where applicable.

Need Help? Reach out to your Business Relationship Manager or email support@aspiredu.com.