Term

Definition

Action Plan Tool

Action Plan Tool is similar in function to a "To Do List" used by all counselors to assign Action Items to students, typically originating from the Counseling Reference Guide. The Action Items form the Action Plan.

Active (program status)

Refers to a student who is actively participating in a SSP program

Administrator

The SSP administrator is assigned the administrator role and is responsible for configuring the application with values and options to support SSP

Caseload

Caseload is the list and number of students assigned to a coach for counseling services

Caseload Assignment

Caseload Assignment is the tool used to add students to SSP, assign coaches and add additional coaching information

Challenges tab (Student Intake)

Inventory of potential barriers to academic success as identified by the student

Class Roster (Early Alert)

List of each student in a particular class. Faculty can create an Early Alert by selecting the student in the Roster and creating a new Early Alert entry

Comments (Journal)

Free form information included in a Journal entry

Confidentiality Agreement

Disclosure agreement that can be provided to students engage in service to outline the expectations and responsibilities of each party.

Confidentiality Level

Confidentiality Levels are used to define levels of control within a Role

Counseling Reference Guide 

Counseling Reference Guide is used to assist in the completion of the Action Plans, and is typically considered a counseling knowledge base of predefined issues and possible solutions for student challenges.

Counselor Assignment FormNotifications

Counselor Assignment Form is the screen used to assign students to counselors and programs in the Continuing Action Plan (CAP) and the Individual Learning Plan (ILP).

Early Alert

Counselor Notifications are visual or email notifications of specific changes to student records

Demographics tab (Student Intake)

Biographical information about the student

Details (Journal)

Common outcomes of steps associated to tracks

Early Alert

Early Alert is the process and tool for faculty to notify counselors about a potential issue with a student. Process includes feedback from counselors to faculty. 

Entry Quarter

Entry Quarter refers to the first quarter a group of students registers. The group of students is referred to as a cohort of students.

Student Intake Tool

Student Intake Tool is the Intake Form that is completed by CAP and ILP students.

Student Success Plan Database

Student Success Plan Database is often referred to as the ILP Database, and contains electronic counseling records for students.

Counselor Notifications

Counselor Notifications are visual or email notifications of specific changes to student records.

Program Status Definitions

Active

Active refers to a student who is actively participating in the program.

Non-Participating

Non-Participating refers Early Alert Closed

Early Alert Closed refers to an Early Alert notice on a student that has been completely addressed by a counselor

Early Alert Completed

Early Alert Completed refers to a student who has resolved all his/her Early Alert notices. The student type is EAL 

Early Alert Responded

Early Alert Responded refers to an Early Alert notice on a student that has received intervention services 

EduGoal tab (Student Intake)

Inventory of education/career goal along with intended major and occupation

EduLevel tab (Student Intake)

Inventory of education levels previously completed

EduPlan tab (Student Intake)

Checklist for creating a plan

Funding tab (Student Intake)

Inventory of funding sources

Goals (Action Plan)

Specific accomplishments identified for the student

Inactive (program status)

Refers to a student who was once active in ILP or CAP, but has not participated in either program for 180 days; note that a counselor can force a non-participating status.

Inactive

Inactive refers to a student who is not active for 180 days in ILP or CAP, or who has not registered for classes for 180 days.

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No Show

No Show refers Journal

The Journal tool allows authorized user to save journal entries or notes about interaction with a student

No Show (program status)

Refers to a student who was not present for his/her first appointment, and is still a no show after repeated attempts by the counselor to contact him/her. These students are identified as having received no services.

Early Alert Completed

Early Alert Completed refers to a student who has resolved all his/her Early Alert notices. The student type is EAL.

Early Alert Responded

Early Alert Responded refers to an Early Alert notice on a student that has received intervention services.

Early Alert Closed

Early Alert Closed refers to an Early Alert notice on a student that has been completely addressed by a counselor

Non-Participating (program status)

Refers to a student who was once active in ILP or CAP, but has not participated in either program for 180 days; note that a counselor can force a non-participating status.

Outcomes (Early Alert)

Responses for Coaches to provide feedback to a faculty member based on an action taken for the Early Alert notification

Outreaches (Early Alert)

Types of contacts that Coaches attempt to reach a student in response to an Early Alert notification

Personal tab (Student Intake)

Collection of primary identification and contact information

Portlet

Group of tools within the SSP Platform. For example: SSP, Early Alert and Reports

Profile

The Profile Tool displays academic information about the student normally copied from the student information system

Program Status

Program Status indicates the status of a student's current participation in SSP. Program Statuses should be changed when the student's participation changes. Students can only be assigned on student type but could be receiving services from multiple departments.

Reasons (Early Alert)

Explanations for the Early Alert purpose. It provides information to the Coaches and explains the purpose for the Early Alert notification. Only one Referral Reason can be defined per Early Alert by priority. This tool also has the ability to associate specific referral reasons with how those EAL should be routed if no Coaches is assigned

Manager Users (Security)

The Manage Users portlet allows an administrator or manager to assign SSP role and confidentiality levels to users

Security Role

Roles exist to provide security by user function (portlets, tools and pages).

Source (Journal)

Indicates the source of the Journal information

Special Service Group

Each implementing institution creates entries to identify groups, clubs, profiles, etc. of students. Groups are assigned to students in Caseload Management and used for reporting purposes.

SSP Platform

The SSP application bundled with the uPortal framework

Step (Journal)

Pre-determined points of contact associated with a track

Strengths (Action Plan)

Self identified abilities documented in the Action Plan

Student Intake Tool

Student Intake Tool is the Intake Form that is completed by CAP and ILP students. 

Student Success Plan Database

Student Success Plan Database is often referred to as the ILP Database, and contains electronic counseling records for students. 

Suggestions (Early Alert)

Faculty suggestions in the EAL tool. The Faculty Suggestion generally recommends a next step for the Coaches and student

Tasks (Action Plan)

To-do items for students to complete based on the coaching session or challenges identified

Tool

Group of functions used to provide service to students. For example: Student Intake, Journal and Action Plan

Track (Journal)

Categories of Journal entries

Transitioned (program status)

Student completed the active SSP program