Current Grade Alert

Overview

The current grade alert identifies students who have a low grade below the configured threshold.

The current grade is pulled from the Learning Management System. As a result, only those sections that are recording grades via the LMS will be eligible to receive this alert.

Base Criteria

The Current Grade Alert will only run on the following selections:

  1. Select in-progress course sections. In-progress course sections are defined as those where the current date/time is between the start date and end date of the course section in the student information system.
  2. Student has current registrations in the course sections.
  3. Has Configured Total Column is configured in the LMS and set in Course Section Administration.
  4. Synchronization with the LMS has occurred successfully for this registration in the last twelve hours.
  5. Person has the Student role.
  6. The Current Grade alert will only run on courses in the current term.

FAQ

Why did the Current Grade alerts go out even when the instructor had never entered any grades?

  • In some LMS systems there is an option within an instructor's grade book to where they can have ungraded assignments contribute to the current grade.
      • When ungraded assignments contribute to the current grade then SS&E receives the grade as 0.
      • When ungraded assignments do not contribute to the current grade then SS&E receives the grade as a non-existent value i.e. a null value.
      • If a student has a null value for their current grade, then the alert will not run for them.

Where can I see the Current Grade Alert History?

  • To troubleshoot the current grade alert and view alert history, please follow instructions found here.

How can I run alerts on different "course lengths" within the same term?

  • To run alerts for different courses/course lengths, you can set up multiple current grade alerts with names that identify each alert and/or only include specific courses.

Current Grade Alert Configuration Fields

Type

Alert type of this alert. Will be "Current Grade".

Name

Name of the alert

Description

Internal, administrator only, description of the alert.

Active

Whether the alert is active. An active alert is shown in SS&E and is able to be selected on the Settings screen by users in order to receive notifications of this alert type.

Staff UI Text

The template text that will be used on the news feed, in the daily digest email, and on the student's profile. This text is copied from the default text setup for this alert type.

The Staff UI Text template variables that are supported for this alert are:

  • ${fullName}
  • ${creatorName}
  • ${institutionPersonId}
  • ${code}
  • ${currentGrade}

Staff Roles

The roles that can view and opt in to being notified of the alert. This is done in a user's Settings area.

Notify Students

Whether to notify the student, by email, when the alert is awarded.

Student Email Subject

The subject text for the email to be sent to the student

Student Email Body

The body text for the email to be sent to the student. The following variables may be used in the body of the email text:

  • ${advisor.firstName} - Advisor First Name
  • ${advisor.lastName} - Advisor Last Name
  • ${advisor.fullName} - Advisor Full Name
  • ${advisor.emailAddress} - Advisor Primary Email Address
  • ${coach.firstName} - Coach First Name
  • ${coach.lastName} - Coach Last Name
  • ${coach.fullName} - Coach Full Name
  • ${coach.emailAddress} - Coach Primary Email Address
  • ${instructor.firstName} - Instructor First Name
  • ${instructor.lastName} - Instructor Last Name
  • ${instructor.fullName} - Instructor Full Name
  • ${instructor.emailAddress} - Instructor Primary Email Address
  • ${student.firstName} - Student First Name
  • ${student.lastName} - Student Last Name
  • ${student.fullName} - Student Full Name
  • ${student.emailAddress} - Advisor Primary Email Address
  • ${transcriptCourse.courseSection.course.code} - Course Code
  • ${transcriptCourse.courseSection.course.name} - Course Name
  • ${transcriptCourse.courseSection.section} - Course Section
  • ${transcriptCourse.currentGrade} - Current Grade Value

Repeatable True/False

  • If true, the alert can repeat multiple times for a single registration/student.
  • If false, the alert will not repeat per student and will only run one time. There is also no time frame so this is not limited by term/year, therefore SS&E can only run this alert one time per student.
      • The alert job will check the alert setting and if it's not repeatable and an alert has already been created at any time in the past for a student, the system will not create another alert of this type for the student, no matter what.
  • If the alert needs to repeat itself then it must be set to repeatable=true.

Current Grade Percentage

The threshold of the alert. When the student's current grade is below this threshold the alert is sent.

Number of Days Before Repeating

If the alert is repeatable, the number of days after an alert is created when it is eligible to be created again.

Included Tags

The tags this alert will run for. If this is empty, no filtering on tags will occur.

Excluded Tags

The tags to exclude from this alert.

Included Courses

The courses this alert will run for. If this value is empty, no filtering on courses will occur.  If multiple courses are selected, each course will be treated individually with separate alerts, specific to each course.

Excluded Courses

The courses to exclude from this alert.

Included Course Sections

The course sections this alert will run for. If this is empty, no filtering on course sections will occur.

Excluded Course Sections

The course sections to exclude from this alert.

Included Programs

The programs this alert will run for. If this is empty, no filtering by program will occur and all programs are eligible.

Excluded Programs

The programs to excluded from this alert.

Included Locations

The locations this alert will run for. If this value is empty, no filtering on locations will occur. This value maps to the location of the student.

Excluded Locations

The locations to exclude from this alert.

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