Academic Referrals & Student Behavior Support
To fill out an Academic Alert Referral form, click here.
Early and consistent semester outreach from a Faculty, Staff or Department is a key component to supporting student academic success. Many departments have support in place for their students (i.e. workshops, one-on-one sessions, mentor help, etc.). The CCS Academic Alert Referral is one retention effort in place as a central support resource to help address priority student concerns that cannot be resolved within the classroom or department. Academic concerns should be addressed with students directly prior to filing out a referral form. The student may wish to resolve the concern with you directly. The student may also be more receptive to follow up on outreach if they are aware of your concerns and that a referral is being made.
For High Level Non-Academic emergency situations, please contact campus safety immediately at 313-664-7444 for the Ford Campus or 313-664-1444 for the Taubman Center. Behavioral concern processes are detailed below for your convenience.
If a student has disclosed a disability, please email the Dean of Students (email@example.com) directly with the student’s name and that the student should be contacted regarding accommodations. There is no need to include information that the student disclosed.
Non-academic related concerns for dual enrollment students should be relayed to the Director of Pre-College and Continuing Studies (firstname.lastname@example.org) with details of your concern. Academic related concerns for dual enrollment students should be filed through this form.
About Academic Alert Referrals (AAR)
Why use an Academic Alert Referral
The earlier we help students, the more likely they are to have a better outcome for the semester. We want to support and retain students who want to be here and help those who need guidance or alternative options for the semester.
The AAR system is intended to provide faculty and staff an easy way to refer a student to the appropriate campus office and can be used to submit alerts for Academic or low level Non-Academic concerns. Please note, the AAR form is not intended for emergency situations or serious behavioral concerns.
When to submit an Academic Alert Referral Form
Submit an alert for a concerning student early! Review the alert chart for referral recommendations during the semester. This also displays other procedures that take place within student services, in lieu of an academic alert referral.
|Week||Faculty/Department||Enrollment & Student Services (ESS)|
|Week 1-2||Take First and Second Week Attendance (required for all students)||Schedule Changes take place. Please monitor course rosters.||ESS Monitor attendance reports & make outreach to students not attending|
|Week 3||Check for Priority Concerns: i.e., Never attended, etc. Faculty/Dept. outreach||Priority! Submit Academic Alert for students who have not attended any courses or other “priority” concerns.||Monitor Alerts & make outreach|
|Week 4||Monitor student high concerns (if any). Faculty/Dept.outreach||Academic Alert form available as needed for additional support.||Monitor Alerts & make outreach|
|Week 5-6||Monitor student high concerns (if any) Faculty/Dept.outreach||Academic Alert form available as needed for additional support.||Monitor Alerts & make outreach|
|Week 7||Monitor high concerns to note for midterms. Faculty/Dept.outreach||Academic Alert form available as needed for additional support.||Monitor Alerts & make outreach|
|Enter midterm grades for progress review.
Important! Enter grades of WF for students who stopped attending and failed due to non-attendance
|Submit Non-Academic related Alerts anytime during the semester.
Mindful support is provided additionally during the week of midterms.
|Monitor low midterm grades.
Note! Student Services will reach out to students based on low midterm grades to address Semester Concerns and/or drop needs.
|Week 9 – 12||For students who are not passing:
Determine if they can pass with support available from your dept.
Determine if they will need to drop.
Notify students of drop needs BEFORE the last day to withdraw.
|Advisor triage with Academic Departments to address student concerns.||Academic Alert form available as needed for additional support.
Please do not submit drop/withdraw concerns after the last day to withdraw.
|Monitor Alerts & make outreach|
|Week 13 – end of semester||Grading concerns and options should be addressed with the Department Chair.||No option to withdraw.
||Monitor low final grades.Students are notified of low grade/academic concerns..|
How Student Service Offices help
Center for Tutoring & Writing Academic Support
- Studio and Foundations Tutoring
- Writing Assistance
- Academic Coaching
- Strategies for managing courses
- Communication and participation coaching
Academic Advising & Registration Office Academic Support
- Advising for Undergraduate Students
- Overwhelmed with credits/workload
- Failing a class/drop options
- Concerns with major/educational goals
- Unsure of educational/college or course plans
- Guidance with resources
Wellness & Counseling Center Non-Academic Mental Health & Wellness Support
- Anxiety and depression
- Emotional well-being
- Relationship conflicts & loneliness
- Self-care, grief & identity
- Adjustments to CCS culture or -homesickness
- Substance use concerns
- Personal issues affecting academic performance
- Health needs (resources – access to care, etc)
International Student Services Office (ISSO) & Graduate Student Advising
- International Student Academic Support
- Graduate Student Academic Support
- Cultural Adjustment Issues
- Extra Help navigating local or CCS resources
Student Affairs Non-Academic Support
- Disability Disclosure & Accommodation Review
- Behavior concerns
The AAR form will guide you through a series of questions that will provide the appropriate office with the information needed to make an outreach to the student of concern while also taking the guesswork out of making the referral for the faculty or staff member. Please note, the AAR form is not intended for emergency situations or serious behavioral concerns. A team of staff from the Enrollment & Student Services Division will monitor incoming alerts.
The AAR form will automatically route your student referral to one of the following offices:
- Academic Advising and Registration
- Wellness and Counseling Services
- Center for Tutoring and Writing
- International Student Services
- Dean of Students Office
Depending on the nature of the referral you may be contacted for additional information related to the referral. It is also possible that you may not receive additional contact or information if the situation is private and confidential (particularly relevant for Wellness and Counseling referrals).
Problematic behavior can take a variety of forms both in the classroom and outside of the classroom. The information below is meant to guide, not dictate, the process to resolve the concern. It is always appropriate to discuss your concerns with your direct supervisor or Department Chair to determine the best course of action. If there is any doubt about the safety of the situation, contact Campus Safety immediately to help diffuse the situation. Behavioral concerns have been divided into five levels with recommended next steps and examples.
Level 1 Low Concern
Examples: occasional class disruption of a non-violent manner, frequent interruption of instructor or classmates, repeated/habitual tardiness
Next Steps: usually resolved through one-on-one private conversation between the student and instructor. Establishing a clear and mutual understanding of what the instructor’s expectations are and how the student can change their behavior to meet those expectations. Consultation with the Department Chair is appropriate.
Level 2 Moderate Concern
Examples: plagiarism or academic dishonesty, unreasonable and frequent demands for instructor’s time, open disrespect for instructor and/or fellow students, failure to change behavior related to a level 1 concern, attendance concerns
Next Steps: the faculty member should take their concerns to the Department Chair and follow the Academic Integrity policy if applicable. An AAR may be warranted after consultation with the department chair. An AAR should not be filed for academic misconduct and should be managed through the Academic Integrity policy.
Level 3 Elevated Concern
Examples: bizarre behavior that makes others uncomfortable, angry outbursts that are not threatening or violent in nature, significant and sudden change in mood or engagement, disruptive behavior that has continued after instructor and Department Chair intervention
Next Steps: complete an AAR form for the concerning behavior or contact the Dean of Students directly.
Level 4 High Concern
Examples: direct threats of violence towards others, expressing intentions of suicide, verbal harassment
Next Steps: immediate contact should be made with the Dean of Students or the Wellness Center for direction. If unable to reach either office or the situation is occurring after normal business hours, Campus Safety should be contacted to coordinate communication with the appropriate office.
Level 5 Emergency
Examples: acts of violence, property destruction, weapon on campus, medical emergency
Next Steps: immediate contact made to Campus Safety for intervention. Campus Safety should be advised if a police presence is needed as well. It may be appropriate to contact outside emergency services prior to Campus Safety. If this is the case, Campus Safety should be contacted immediately after emergency services are contacted or should be informed by another community member of the situation.