TEAMS ~ TCSG Early Alert
Management System
TEAMS Overview
Andy Parsons
November 19th, 2014
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Overview of Early Alert Systems
Ultimate goal is to improve student
retention and graduation rates.
This is done by identifying at-risk students
as early in the term as possible.
Connect those students to college
resources or interventions that can help the
student be successful.
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Which Students are at-risk?
Any student, who in the opinion of the
faculty or staff, is unlikely to be successful
in a given course or term.
This could be due to attendance, lack of
participation, academic difficulties,
personal hardships, etc.
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Background Information about TEAMS
• The Student Navigator initiative was proposed as part of
TCSG’s FY15 budget request.
• With one per college, the student navigators will be tasked with
coordinating an early alert system that will help track student
performance in required courses and targeted interventions.
They are responsible for “intrusive, on-time advising.”
• The funding recommendation was approved as follows:
• 24 Student Navigators - $75,000 per college ($1,800,000)
• 1 Retention Coordinator at the System Office ($90,000)
• Student Success Early Warning and Intervention Data System ($700,000)
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Various Types of Early Alert Systems
Human Analytics
Real-Time Analytics
Predictive Analytics
The faculty or staff
flag a student
based on warning
signs from their
interactions.
The system uses data
as it is generated
during the term to
flag students when
they become at risk.
The system uses
historical data to
predict how well a
student will perform
based on similar
students in the past.
Hybrid Models
Banner
DegreeWorks
Angel
GALIS
GED
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What Colleges asked for…
• A hybrid model that incorporates real-time
analytics, human analytics, and predictive analytics
– using all available data sources (Banner,
DegreeWorks, & Angel primarily).
• The solution should be…
• Easy to Use
• Web-based
• Automated to the extent possible
• IT solution supported by the System Office, but
application managed by the College
• Customizable by the college
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Role of the JAD Team
• The JAD Team consists of college staff from IT,
Student Affairs, and Academic Affairs from the
following colleges: Athens, Chattahoochee, Coastal
Pines, Columbus, Gwinnett, Lanier, North Georgia,
and Wiregrass Georgia.
• The JAD Team assisted in setting the development
priority and features functionality.
• Members assist in defining common functions versus
customizable functions.
• Participate in user acceptance testing.
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TCSG Early Alert Management System ~ TEAMS
Phase I
Predictive
Analytics
GALIS
Future Options
PASSPORT
Navigator
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Hardware & Software Architecture
The TEAMS Website and Database
reside in the TCSG Data Center.
There is no on-campus software or
hardware to install.
TCSG Cloud
Database
TEAMS Users
All TEAMS users access the website, either from
on-campus or off-campus, through
https://teams.tcsg.edu.
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Overview of TEAMS & its Modules
TEAMS is a web-based early alert system
that allows colleges to identify at-risk
students, communicate with them, track the
application of interventions, and monitor
their success.
Phase I involves manually submitted alerts,
but later phases will have automated
alerts.
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TEAMS’ Basic Workflow
(ex: Retention Team)
All Members of
the Team Receive
the Alert
Team Member
‘Works the Alert’
It is now Assigned
Team Member
Reviews Alert &
Academic History
Team Member
Communicates w/
the Student
Team Member
Recommends
Interventions…
Records Contact
Attempts &
Success (Y/N)…
And Closes the
Alert
Alert is Submitted
(ex: Attendance)
It is Routed to a
Team Unassigned
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TEAMS’ Modules
• TCSG Admin Module: Allows for the overall management of TEAMS
by the TCSG staff.
• College Admin Module: Allows for the college-level configuration of
TEAMS to meet specific college needs (Manage Personnel, Alert
Routing, Interventions, and Student Email Processing).
• Dashboard Module: Provides user access to the Dashboard, Alert
Details, Communications, and Interventions forms.
• Submit Alert Module: Allows users to manually submit alerts.
• Reporting Module: Grants users access to available reports.
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Phase I Implementation Strategy
Plan is to support our most at-risk
population - Learning Support students.
Phase I will focus on students enrolled in
Learning Support courses taught by fulltime faculty.
Student support teams will be trained as
well.
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Phase I Alert Types
Specific:
General:
 Academic Concerns
 Attendance
 Personal Hardships
 Withdrew All Courses
 Academic Affairs
 Business Office
 Financial Aid
 Student Affairs
 Student Navigator
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Leadership Role
 Faculty should be strongly urged to submit a referral as soon as
the situation occurs
 Staff should provide students with options to address and
resolve the issue, better the outcomes, and in turn positively
affect the retention and completion rates at the college
 Student Navigators should periodically assess the operative
processes and modify as warranted
 Executive teams should emphasize TEAMS’ role in the completion
agenda
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Unfinished Business… Version 1.0
TEAMS Components still under Development
1. Spell-check is not implemented site-wide
2. Clickable/re-sortable Grids
3. Student Email will be based on Banner and not the Yahoo test
email address.
4. Preserve Sort and Filter on Dashboard
5. Expand/Collapse Alert Details Message
6. Communications marked as Private not fully implemented yet
7. Fine-tuning the Security Features (who has access to which alerts
and what they can do with them)
8. Mobile Platforms – may or may not work as is right now. DPR will
test in December.
9. TEAMS User Management through Active Directory
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Beyond Version 1.0 (What’s Coming?)
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Method to batch run alerts against Source Systems (i.e. Banner)
Integration of Attendance and Grade data from LMS
Ability to run Population Selections against Banner
Integration of Predictive Analytics
Integration of other Source Systems (GALIS, DegreeWorks, GED)
Adding Email CC, BCC, Forward, and non-TEAMS accounts
Changes based
on user feedback.
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TEAMS Questions
Contact: Datacenter@tcsg.edu