Academic Progress Reporting in Student Success GPS

NC State University uses the Academic Progress Reporting tool to allow instructors to easily communicate quick feedback to students. It is designed as a timely intervention to identify and contact students who are having academic challenges, with the goal of providing subsequent interventions before students withdraw or fall too far behind in their coursework.

If you are participating in the Academic Progress Report pilot using the Student Success GPS platform, you will receive an email request to submit reports for the students in your course. The email will contain instructions along with a unique URL link to access the progress reports for your course.


Goals of Academic Progress Reporting

  • Notify students and advisors that the student is potentially at risk of not being successful in a course
  • Actively assist students in becoming academically successfully by connecting them to university resources
  • Demonstrate care, support, and encouragement to students


Reasons Why a Student Might be Identified in Academic Progress Reporting

A student should be identified by an instructor if he/she is not doing well in a course, which could be due to any number of factors including:

  • Poor Attendance
  • Consistent Tardiness
  • Lack of Participation/Motivation
  • Poor Quality or Failing Work
  • Late/Missing Assignments
  • Incomplete Assignments
  • Low Exam/Quiz Scores


Sharing On-Going Concerns

When students have repeatedly missed classes and have not responded to outreach (either personally or through an academic progress report), it can often be a sign of larger concerns. In this case, instructors are encouraged to separately submit a referral through the University’s NC State Cares website.

NC State Cares is devoted to supporting students when others in the community have expressed a concern about their well-being or where the student has exhibited some concerning or worrisome behavior. Once a referral is submitted, a staff member will work with you and the student to provide support and resources. Other examples of concerning or worrisome behavior may include direct statements indicating distress, significant changes in mood, angry or hostile outbursts, deterioration in physical appearance, and excessive fatigue. Please click here to access additional resources for faculty on staff. 

Directions to Submit a Report

The Progress Reporting Tool in the Student Success GPS is currently only available for use via a centralized process, as opposed to faculty members submitting ad-hoc progress reports. Faculty members for specific courses with high D/F/W rates who have chosen to participate will receive an email notification alerting them to submit progress reports for their course(s). The email notification will contain a unique link to submit progress reports for students in the faculty members courses. Please follow the directions below once you receive the email requesting your submission of progress reports for your course(s). 

Steps for completing Progress Reports via Student Success GPS:

  1. Scroll to the bottom of the progress report email and click on the link that says “click to begin entering student feedback.” This will open a new window that will list the students enrolled in your class(es) this term.
  2. Please mark each student who is “at risk to earn C- or lower”. Select a reason from the drop-down menu that best describes the reason why the student is at risk to earn a C- or lower.
  3. You can indicate how many absences the student currently has in your class. Additionally, you can assign a letter grade for the student based on the work that they have submitted thus far.
  4. If you mark a student as “at risk to earn C- or lower,” you may wish to add a comment. Please note that at this time, comments will only be visible to advisors, and not to students


What Happens Next?

After an instructor submits an Academic Progress Report, advisors will receive an email notification for any student that was marked “at-risk to earn a C- or lower.” The student may then be contacted by his/her academic advisor to discuss specific strategies for improvement, as well as be referred to the various university resources to assist the student.

Students will also receive an auto-generated email if the instructor marked them as “at-risk to earn a C- or lower.” The email will include information such as the reason why they are at-risk to earn a C- or lower, number of absences from class, and the current cumulative grade, if the faculty member provided that information.

Reporting Tips for Faculty

  • Faculty must select an “alert reason” if they mark a student “at-risk to earn a C- or lower.” These alert reasons include: 1) Excessive Absences, 2) Incomplete/Missing Assignments, 3) Poor Grades, and 4) Other Concerns. If you mark a student at-risk and do not select an alert reason, the progress report form cannot be saved.
  • Entering absences are recommended, particularly when the student is in jeopardy of missing close to or above the maximum number of allowable absences in your course. 
  • Please consider submitting a referral to NC State Cares if you are concerned about a student’s well-being or if the student has exhibited some concerning or worrisome behavior, and is not responsive to outreach from either you or other individuals on campus.
  • Research indicates that engagement with faculty is critical to a student’s success in the classroom. A recent Gallup study of college graduates demonstrated the importance of emotional support to student success in college. Students who reported receiving strong emotional support (having an instructor get them excited about learning, feeling like an instructor cared about them as people, and having a mentor that provided encouragement) were twice as likely to be engaged in their work. Read more here: Make a Difference: Show Students You Care


Note for Advisors

If you receive an automated email notification for one of your assigned advisees, please follow up with the student to offer support and make any appropriate referrals to campus resources. After following up with a student, if appropriate, you can make a note in the advising comments notes in the Student Success GPS platform. 

Advisors will also be able to see progress reports for their assigned advisees by navigating to the students’ profiles in the Student Success GPS system, until the History tab.