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Staff Resources

Aviso Resources

Aviso: What is my role?
Aviso Guide

Aviso Alerts

Spring 2021 Alert Deadlines
  • Friday, Feb. 5, 2021
  • Friday, March 5, 2021
  • Wednesday, April 14, 2021
Frequently Asked Questions

What is an Alert?

An alert is simply a referral for a campus office to address an outstanding student issue or question. There are two types of alerts: Faculty or Staff-Initiated Alerts and Automated Alerts. Faculty or Staff-Initiated alerts are manually submitted by faculty or staff when they notice a student is struggling or having a personal issue. Staff-Initiated alerts are not viewable to students. Automated alerts are sent out to both students and designated staff members based on the data that imports into the system.

How do I submit a Faculty-Initiated Alert?

If a student is struggling in your course or if you have any other concerns about a student, please submit an alert. You can submit an alert by clicking on your roster from the Aviso homepage. Use the checkbox next to the student name(s) and select the alert button at the top of your screen. A pop-up alert box will appear. The drop-down allows you to select the alert type. In the text, you can write why you are creating an alert on the student’s behalf. It is okay to submit more than one alert if the student continues to struggle.

When submitting a Faculty-Initiated Alert, which alert type should be used?

The most commonly used alert types are “Academic Concern” and the referrals to a specific office. If the alert is regarding a student’s mental health or personal issue, it should always be directed to Counseling. The “Referral to Counseling” alert type is private, and the information is kept confidential within the Counseling team. If you are submitting an alert for a student who isn’t turning in assignments, hasn’t completed the EV, or is having attendance issues, the “Academic Concern” type is appropriate for these situations. Regardless of the alert type, students do not see Faculty-Initiated Alerts in Aviso.

What follow-up should be expected after submitting a manual alert?

Immediately after submitting the alert, an email will be sent to the student’s Sea Devil Success Team network. The appropriate person will try to make contact with the student, make any necessary notes in Aviso, and then close the alert. You should receive an email when the alert has been closed. If you have submitted a “Referral to Counseling,” “Behavioral Concern,” or “Referral to Disability Services” alert, then the notes on the alert may not be visible to you. These alerts are only visible to the respective department.

What are the best practices for submitting an alert?

Notes and manual alerts are not visible to students in the system, but they may be considered a part of the students’ academic record. When appropriate, you may notify the student that you are sending a referral on their behalf before submitting an alert. In the text of the alert, try to make comments that are factual and objective. Don’t add comments based on feelings or biases. Try to submit a manual alert whenever you first notice a student struggling. It is hard for a student’s Sea Devil Success Team to positively intervene if the student is past the point of being able to make up work or if they have missed too many class meetings already. It is okay to submit multiple alerts for the same student.

Who receives Automated Alerts? Who responds to them?

Students will receive Automated Alerts in addition to their assigned Counselor and Academic Advisor. Faculty and staff who are “Followers” of the student in Aviso will also receive the alerts. The assigned Counselor will reach out to the student unless the student has another relevant follower in Student Services. Athletic Coaches, the Nixon Leaders Coordinator, Veteran Affairs Coordinator, or Academic Success Coaches (for all students on Academic Probation under Title III) will reach out to their respective student populations. Student Services is utilizing a Sea Devil Success Team approach to reach all students.

What grade will trigger an automated Grade Alert?

Automated Alerts will be triggered three times per semester after the grade deadlines. Students with a grade below 68% will receive an automated alert, urging them to reach out for help. The timing of alerts is based generally one week before withdrawal deadlines. This allows students to make an informed decision about whether a withdrawal is necessary.

How will alerts be set up for mini-sessions, 12-week classes, or 4-week classes?

Mini-sessions will only receive one grade alert. Classes with a 12-week schedule will receive two alerts. Full, 16-week courses will receive all three alerts. Lastly, 4-week classes will not receive grade alerts or attendance alerts. Exceptions will also be made for clinical, RISE, and Work-Based Learning (WBL) courses for all alerts. If you need a class excluded from the alerts, please reach out to an Aviso administrator.

What are faculty expectations?

To ensure that students and designated staff members receive accurate information about students’ progress, faculty will need to update grades in Blackboard prior to the alert deadlines. Faculty should also take attendance and enter it into WebAdvisor for seated classes on a weekly basis. The Aviso system relies heavily upon faculty entering accurate data in order to trigger a notice to students and staff members. Reminders to faculty will go out ahead of each Grade Alert deadline. Department Chairs will assist in ensuring that Blackboard courses are set up correctly to calculate in the external grade column. A few days before each alert deadline, Student Services will run a report on Aviso to help identify missing grades. Faculty are welcome to follow progress on students in their classes. In the Settings at the top right corner of the Aviso dashboard, faculty can select the option to get regular student updates through the Daily Digest.

How should Blackboard be set up to import into Aviso?

In order for Aviso to pull grades from Blackboard, the Primary Display for the External Grade Column (total, weighted total, etc.) must be set to percentage. You can still use a points-based system, running total, or weighted total, but it must be set to percentage. Be sure you have a green check on the grade column that you are using to inform students of their running/current class grade. The green check indicates the grade that students actually see called the external grade and the column Aviso pulls into the system. To mark the column, click the arrow beside the title of the column and click “Set as External Grade.” For assistance in setting up your external grade column in Blackboard, please email bbhelp@cfcc.edu.

What do I need to know if I am teaching online courses?

You will not need to track attendance in Web Attendance for online courses. The system will generate alerts for your students who have not logged into Blackboard for five days. Like seated courses, you will need to keep grades updated in Blackboard before the three deadlines each semester.

For further assistance with Aviso, please contact Mary Elizabeth McIntosh ( memcintosh@cfcc.edu ) or Brittany Buffkin ( bbuffkin@cfcc.edu ). For assistance with Blackboard, please contact bbhelp@cfcc.edu .

  • Aviso Automatic Alerts are sent to students for courses in which the current grade is a 68 or below.
  • Aviso Automatic Achievements are sent to students for courses in which the current grade is an 85 or higher.
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