Table of Contents What is MAP-Works?................................................................................................................................... 2 Logging into MAP-Works for the 1st Time ..................................................................................................... 5 Navigating the Home Page............................................................................................................................ 9 View the Survey Dashboard ........................................................................................................................ 20 View the Student Report Portal .................................................................................................................. 24 Viewing Student General Information ........................................................................................................ 30 View Talking Points ..................................................................................................................................... 35 Logging an Activity ...................................................................................................................................... 38 Guidelines for Writing Notes ...................................................................................................................... 41 Add a New Note .......................................................................................................................................... 43 Marking Students as Reviewed ................................................................................................................... 47 View and Understand Intent to Leave ........................................................................................................ 52 View and Print Survey Questions ................................................................................................................ 55 Creating a Static LIst………………………………………………………………………………………………………………………….. 58 Creating a Real Time List…………………………………………………………………………………………………………………….. 64 MAP-Works vs. Maxient……………………………………………………………………………………………………………………… 68
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At Appalachian State University, we want to guide our students in the right direction to ensure success, in and out of the classroom. MAP-Works is one tool that has helped us better understand our students' needs. MAP-Works - Making Achievement Possible - is an online resource that helps students stay on track by directing then to Appalachian resources specific to their individual needs, per the students' survey responses. At the same time, MAPWorks provides a way for all faculty and staff who work with a student to connect and collaborate, ensuring the student receives all the support he or she needs to successfully transition to Appalachian.
New freshmen and first-year transfer students are asked to complete a survey during the 3rd to 5th week of their fall and spring semesters. Their survey responses generate an individualized report the student may view at any time. The student report includes information about Appalachian resources to assist them in resolving potential stumbling blocks. Students who have completed the survey can view their report by following this link: MAP-Works Survey login site Upon the student’s completion of the survey, a report is also generated for faculty and staff directly connected to the student. This report offers insight into a student’s particular struggles, allowing Appalachian professionals to provide timely and targeted support to students during their transition to Appalachian.
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Logging into MAP-Works for the 1st Time 1. In a web browser, go to https://appstate.map-works.com/ (Internet Explorer is best, but most other browsers will work) 2. Under the Faculty/Staff section, click on the “Continue” button.
3. You will be prompted to enter your Appalachian e-mail/Appalnet login and password. Once you have done that, click the “Sign In” button.
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4. After you have signed , you will see the Confidentiality Statement
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Please read the confidentiality statement and click the “Accept Button” You will only need to “Accept” this statement the first time you log in We were not able to remove the MAP-Works standard statement, but Appalachian attorneys adapted the statement, so there are two statements that you will see and agree to
5. You are now logged in!
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6. From now on you can access the log-in interface directly at https://appstate.map-works.com/ a. Be sure to save this site as a “favorite” or “bookmark” to get to the site more easily in the future and avoid confusion with informational MAP-Works sites. b. For assistance with MAP-Works, contact: i. If it is just a where to go, what to do question, please email or call Matt Zalman, zalmanma@appstate.edu, 262-8656. ii. Or Heather Langdon, langdonhh@appstate.edu, 262-2093
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Navigating the Home Page
1. Log into MAP-Works https://appstate.map-works.com/
2. You will be prompted to enter your Appalachian e-mail/Appalnet login and password. Once you have done that, click the “Sign In� button.
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3. When you login to MAP-Works you are directed to the Faculty/Staff “Home” page. Your name and your institution’s name is at the top.
4. The main menu includes links to “Student Tracking”, “Individual Student”, “referrals” (formerly “alerts”), and “All Students” and “More.”
5. The “More” menu item contains a dropdown with links to: -“Activity” - “Static Lists” -“Support” - “Info” (Under the “Info menu you will find: “Faculty/Staff Usage Report,” “Email History,” “Sample Student Report/Portal”) - “My Profile” - “Quick Start Video” - “Knowledge Base” - Contact information for your Campus Coordinators and Technical Administrator
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6. Click on “My Profile� to change your profile information or change your activity notifications. You may choose to receive daily, weekly, or no activity notifications by email. Activity notifications provide you with updates by email on activity that has been logged for your students. At least weekly updates are recommended.
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7. The Search box allows you to search for an individual student by name, App State e-mail address or Banner ID number.
8. The “Home” screen helps prioritize your efforts by allowing quick access to groups of students. Click any of the “View” buttons to be taken to that list.
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9. “High Priority Students� are students with no interactions logged since the most recent high risk indicator was determined.
10. Students with open referrals are students whose referrals to additional resources or need for help have not been addressed by you or another faculty or staff person directly connected to the student.
11. Non-respondents are students that have not responded to the survey. Care should be taken to follow these students as their response status may indicate a lack of engagement in the Appalachian community. 14
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Under “Student Lists” you will find “Real-Time Lists”, “My Real-Time Lists,” “Static Lists” and “Academic Update Lists.” More information about using and constructing lists is provided in subsequent training modules.
13. “Real-Time Lists” are pre-defined and automatically update when changes occur within the survey.
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14. “My Real-Time Lists,” allows you to use your own criteria to create a real-time list. Examples include: student having similar profile information such as section 001 of a course you instruct or your advising caseload.
15. Static lists are different from real-time lists in that you add students to and remove student from static lists. They are not data driven. (Examples include creating a tutoring list.)
16. “Academic Update Lists” are lists based on students’ academic updates.
17. In the top right you will see additional links. These other links include “Academic Update Requests,” “Recent Activity,” “Support” and your “On-Campus Support Contacts.”
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18. Under the “Surveys” heading is a dropdown containing all surveys you have permission to see. You may also see the survey launch and end date, a printable copy of the survey questions and a printable copy of the survey factors.
19. The “All My/MAP-Works Students” graphics show the survey response rate for all students directly connected to you (caseload or classroom students), and the survey response rate for all participating MAP-Works students on our campus as a whole.
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20. At the bottom of each page in the system, you will find a specific “How-To-Video” link and specific “Hints & Tips” for that page. The contact support link at the bottom right allows access to the knowledge base and your MAP-Works campus support contact information who can answer your MAP-Works questions.
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Understanding Risk Indicators The MAP-Works survey asks in-depth questions to collect data on factors which contribute to the risk factor assigned to a student. This indicator identifies a student who may be a retention risk or academically at risk based on predictive statistical modeling from survey responses. Survey nonrespondents are identified based only on uploaded profile data. Weak responses in multiple factors contribute to a high or very high risk indicator. The student may be struggling to transition socially, academically, experiencing roommate conflict, or worried about affording tuition.
Very High- Student is at significant risk of leaving the institution or having poor academic performance.
High-Student is at high risk of leaving the institution or having poor academic performance.
Moderate- Student is moderately at risk of leaving the institution or having poor academic performance.
Low- Student is at low risk of leaving the institution or having poor academic performance.
Remember, when you see a student at High or Very High risk, the Risk Indicator is not meant to define the student but rather, identify students who could benefit most from your additional time and attention.
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Viewing the Survey Dashboard Reviewing the Survey Dashboard is the best way to understand the factors behind a student’s risk indicator. The Survey Dashboard outlines areas in which the student is both excelling and struggling. Survey Dashboard – Analyzes student responses related to attitude, performance and behavior, then offers targeted information about areas in which a student is excelling or areas that need improvement. 1. Log-in to MAP-Works https://appstate.map-works.com/
2. Search for the student you wish to learn more about and click the name to navigate to that student’s MAP-Works record on the “Individual Student” page.
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3. Click “Survey Dashboard.”
4. Select the survey you wish to review (Fall, Spring, 2012 etc.).
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5. The “Dashboard” provides an overview of the individual student’s risk level based on different success markers such as “Academics,” “Performance and Expectations,” “Behaviors and Activities,” “Socio-Emotional,” “Financial Means,” and “Special Topics.” The color of each box will help you quickly identify areas of strength and areas of weakness for each student.
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Viewing the Student Portal When working with students, you have the option of accessing and viewing the report provided to them from their Student Report Portal. 1. Log-in to MAP-Works https://appstate.map-works.com/
2. Search for the student you wish to learn more about and click the name to navigate to that student’s MAP-Works record on the “Individual Student” page.
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3. Click “Survey/Dashboard� to view the survey factors.
4. Select the appropriate survey with the results you wish to review.
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5. Click the “Student’s Report/Usage” link to view the student’s level of interaction with their MAPWorks report.
6. In the “Student’s Report” module, click the “View Student (Report) Portal” to view the report from a student’s perspective.
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7. Use the arrows to navigate between surveys and select the survey results you wish to view. Appalachian will use the “Fall Transition” and “Spring Check-Up” components.
8. Click the “View Interactive Report” link to watch a flash-based animation that compares the student’s behaviors and expectations with those of other survey respondents.
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The “Printable Report” link will provide access to a printable PDF copy of the individual student’s report.
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Viewing Student’s General Information In preparation for meeting with a student, you may review the student’s general information. 1. Log-in to MAP-Works https://appstate.map-works.com/
2. Click “About the Student” to navigate to basic student information.
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3. The “General Information” module contains self-reported information the student volunteered, including contact information, future plans, and academic performance so far.
The “Static Lists” module displays any static lists you have created which include this student.
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4. The “Group Memberships” module shares details about which groups this student is connected to within the MAP-Works network of support.
5. The “Course Sections” module displays any courses the student is taking if that data has been programed into the system.
6. The final module on this tab identifies the “Direct Connect Faculty /Staff “who interact with this student on a regular basis.
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7. You also have the option of exporting this profile as a PDF or printing a copy as a resource in your discussion with the student.
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Viewing Talking Points “Talking Points” identify areas of strength and weakness in a student’s behaviors and performance and is a valuable resource in guiding discussions with students. “Talking Points” are derived from a combination of survey and institutional data uploaded about the student. MAP-Works identifies factors that have been shown to place students at-risk of failing to persist or succeed. “Talking Points” will also identify the strengths a student possesses that may help facilitate his or her academic success. 1. Log-in to MAP-Works https://appstate.map-works.com/
2. In the Search Bar, type in the specific student you are searching for. Click on his individual record. 3. Click “Talking Points”
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4. You have the option of exporting the “Talking Points� as a PDF or printing a copy to use as a resource when working with students.
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Logging an Activity Logging an activity, like sending an e-mail or meeting with a student, communicates your progress in reaching that student to other MAP-Works users. Logging an Activity from “Individual Student” page 1. Log into MAP-Works https://appstate.map-works.com/
2. From the homepage, search for the student you wish to log an activity for, and click the name to view the “Individual Student” record.
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3. On the “Individual Student” page, navigate to the “Activity” tab. In the upper left corner of the “Activity” box, you will find four links to: “Log Contact”, “Add Note”, “Issue Referral”, or “Create Student Task.”
4. Click the link to “Log Contact” and a dialogue box will open. Use the tabs at the top to select the method of contact you are documenting.
5. In the comment box, describe the contact with details that are objective, non-judgmental, and non-discriminatory. Only share information you feel comfortable with others reading, including the student. You can also set a Student Follow-Up status for this activity before you leave this box. You will see a blue box appear informing you that your contact record has saved successfully! Now the Activity appears visible to any other MAP-Works users also assigned to this student.
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Guidelines for Writing Notes Describing details surrounding an issue when writing a note, issuing a referral or logging an activity, helps to inform other staff who are directly connected to the student regarding how they provided assistance to that student. It is important to remember that the student has the right to request to see everything written about them, including the details you record in these notes, referrals and logs. The details you input should be specific enough that other MAP-Works users understand the student’s circumstances but vague enough to not infringe upon sensitive or personal information about the student. When you write your comments or notes, try to objectively share only first-hand, observable behaviors and activities you note while interacting with a student. Judgmental or speculative language should not be included. Good examples include: Note: Notes are a great way to document a student’s progress in dealing with an issue “Shared note” from Appalachian RA about a resident (October 2011): “G-has shared with me that he is considering transferring to Chapel Hill because of their Business program. He is applying, but is undecided about transferring. In regards to the living situation, right before filling out the survey, G- had to deal with a particularly difficult situation in Bowie that his RA and myself are already aware of. G- met with the Counseling Center and plans to continue to meet with them.” Referrals: Issuing a referral notifies other users of an urgent issue requiring direct attention and assigns the responsibility of immediate response to a specific individual or referral office “Direct Referral” Assigned to RD and the Office of Counseling and Psychological Services, issued by RA during 2011 implementation: “A- is considering withdrawing at the end of this week because she has struggled to make friends and feels depressed because she thinks she does not belong here at ASU. A spends a lot of time outside the building and has been going home most weekends because of unresolved conflict with her roommate. When we met one-on-one she expressed a deep sense of homesickness and indicated she is considering withdrawing to attend a community college close to home. I have suggested A should seek a roomchange to find a more positive living environment and try the Office of Counseling and Psychological services.”
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Direct Referral Assigned to University Tutoring Services issued by a faculty user during 2011 implementation: “P-is at risk of failure in my class because he has missed more than 3 classes and has failed two of the four exams administered in the course. In a meeting during office hours, P- expressed frustration with his low grades claiming he spent an adequate amount of time studying for each exam. He may need to learn new study skills. Without drastically improved academic performance his GPA will place him in danger of academic probation. Referring to University Tutoring for concept reinforcement and improved study skills.” Direct Referral Assigned to Office of Financial Aid issued by Academic Advisor during 2011 implantation: “In advising session, student informed me he is planning to withdraw tomorrow morning due to financial hardship and he can no longer afford tuition. I strongly encouraged exploring financial aid options before withdrawing.” Interaction Contact: Document the topics and outcomes of time spent with student Individual Meeting between an RA and a resident: “J- ended last semester with decent grades, and this semester is finding courses difficult but manageable. She has been battling depression, has gone to the Counseling Center for help and seems to be improving. I will continue to check in with her. She gets along well with roommate K-, and is living in an apartment next year with some friends.” Non-Interaction Contacts: Document voice or e-mail correspondence with students. “Left student voice mail advising them to come to an academic advising appointment soon since this is their final semester of academic probation and courses do not seem in line with regaining good academic standing.”
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Adding a New Note Notes are a great way to share general information about a student and better inform another user’s interaction with that student. 1. Log-in to MAP-Works https://appstate.map-works.com/
2. Navigate to the “Student Tracking” page.
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3. Click on the name of the student for whom you would like to add a note. Click “Activity” on the drop-down menu to expand the activity sub-menu, and then click “Add Note”.
4. In the dialogue box, you can now add a note! Remember to only share information you are comfortable with others reading, including the student. Be sure to “Save” your note.
5. Now other MAP-Works users assigned to this student can read the information you shared in your note. 45
6. To view any note, navigate to the “Individual Student” page and select the “Activity” tab.
7. In the top of this box you will find three links, click “Add Note” to do so.
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Marking Students as Reviewed Marking students as reviewed helps MAP-Works users keep track of how often they monitor a given student’s Risk Indicator, Intent to Leave and most recent survey results. 1. Log-in to MAP-Works https://appstate.map-works.com/
2. Navigate to “Student Tracking” tab.
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3. To mark an individual student as reviewed, click on the student’s name and select “Mark as Reviewed” from the drop-down menu.
4. A confirmation message will appear, indicating the student has successfully been marked as “Reviewed.” The date you reviewed this student will now be displayed in the “Review Status” column.
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5. To mark multiple students as reviewed, check the box next to each name you wish to mark.
6. Then click the blue “Manage Checked” button at the top of the column and select “Mark as Reviewed” from the drop-down menu.
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7. The date you reviewed these students will now be displayed in the “Review Status� of each name you checked.
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Viewing and Understanding Intent to Leave
Just because a student has a high risk indicator does not mean they intend to leave Appalachian State University. The Risk Indicator is modeled on the collective survey responses while the Intent to Leave indicator is based on the student’s response to one single question on the survey.
Intent to Leave - indicates the students self-reported intent to leave Appalachian Risk Indicator- identifies a student who is a retention risk or academically at risk based on statistical modeling gathered from collective survey responses. Survey non-respondent indicators are based only on uploaded profile data. View Intent to Leave from “Student Tracking” tab 1. Log-in to MAP-Works https://appstate.map-works.com/
2. Navigate to “Student Tracking.”
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3. The 3rd column under the “Risk� heading indicates each student’s self-reported intent to leave Appalachian based on their most recently completed survey.
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Viewing and Printing the Survey Questions Ever wonder what MAP-Works includes in each assessment survey? You can view and print a copy of the survey questions and see for yourself! 1. Log-in to MAP-Works https://appstate.map-works.com/
2. In the “Surveys� box on the Home screen (bottom right), select the survey you wish to view and/or print.
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3. Click the link labeled “Printable Survey.”
4. In your Internet Browser menu bar, select “File-Print” or use the keyboard shortcut “Ctrl+P” to print the survey questions.
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Creating a Static List Static Lists create a constant set of students to work with. Instead of automatically updating like a realtime list, the user adds students to and from a Static List. They are not data driven. First you create the static list. You may then add students to the list by clicking a student name anywhere throughout MAPWorks. 1. Log-in to MAP-Works https://appstate.map-works.com/
1. Create a “Survey Filter� for the common factor between the students you wish to add to your static list.
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2. Then select “More” on the Main Menu and click on “Static Lists.”
3. Click the “Add New List” button.
4. Name and describe your Static List, then click the “Save” button.
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5. To add students to this list, click “All Students” on the main menu to view the “All Students” page and click the “Find Students” link in the blue box on the left.
6. Make sure the filter is still on. (If not, in the filtering box, choose your filter from the pull down box under “Survey Specific Filters”)Use the checkbox next to the word “Risk” to check all students on this page. (If your filter yields more results than can be displayed on one page, another box will pop up asking if you want to check all students meeting the filter conditions)
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7. Click the “Action…” drop-down arrow and select the list you wish to add or remove the selected students to.
8. A blue box will appear to notify you that the list has been created successfully and the number of students added to the list.
9. You may also choose to create a new list to which you may add the selected students by selecting “Create new static list” from the “Action…” drop-down menu.
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10. Name and describe your list one more time then click the “Add� button.
11. A blue box will appear to notify you that the list has been created successfully and the number of students added to the list.
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Creating a Real Time List Real-Time Lists populate a list of students filtered by results from the most recent survey. Real-Time Lists are useful to reduce the number of students on the Student Tracking screen, when conducting activity for multiple students at once (for example, emailing or logging an activity), and provide quick access to a sub-set of students. 1. Log-in to MAP-Works https://appstate.map-works.com/
2. Navigate to the “Student Tracking� page.
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3. Find the “Create Real-Time List” button and click it.
4. In the “Customize” dialogue box you will find a variety of filters, based on responses to the most recent survey, defining which students you wish to include in the new list. Name your Real-Time List in the “Save this Real-Time List as:” box and click the “Apply” button to save the list.
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5. Now the list displays only the students who match the criteria of your Real-Time list.
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MAP-Works VS Maxient: Entering Student Notes The following shows a list of possible scenarios that may occur and how/where to share that information in the various systems used to track student behavior and conduct. Key things to remember: • Information will be divided into the two systems based on the type of concern. • Information will only be entered in one system or the other unless otherwise decided by Assistant Directors. • Information from MAP-Works may sometimes need to be entered into Maxient, as decided by Assistant Directors. • Information from Maxient will NEVER be noted in the MAP-Works system. • Any notes/activities logged in MAP-Works should be generic. Remember NOT to include things that you wouldn’t want the student themselves to read. • Information stored in MAP-Works can be viewed by a variety of campus professionals – keep the student’s privacy in mind. • Information stored in Maxient is very restricted and can include any detailed observations you have noticed. • Notes in MAP-Works should be very brief with not much detail.
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Maxient (IR)
Suicidal ideation Housing contract violations Code of Conduct violations Wellness check follow-up Sexual Assault Alcohol Drugs Eating Disorder Cutting Family troubles back home Death of a loved one Depression Harassment Safety Concern Serious Relationship Concern
MAP-Works (Activity/Notes) • • • • • • • • • • •
Roommate concerns Lack of engagement (not involved) Lack of study hours Not going to class Financial aid concerns Not making friends Time management concerns Student intends to withdraw Confused about a major Unsure of what courses to take Homesickness
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Follow-up Expectations MAP-Works Risk Indicator =
Student is at significant risk for leaving the institution or having poor academic performance.
Hall Supervisor
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Student is potentially at risk for leaving the institution or having poor academic performance.
Hall Supervisor
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Student is moderately at risk for leaving the institution or having poor academic performance.
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Student is at low risk for leaving the institution or having poor academic performance.
Insufficient information is available to calculate the student's = MAP-Works Risk Indicator and/or you have not been provided access to this information.
Resident Assistant None Needed RA as Needed
Follow-up Guidelines
1. All follow-up can start anytime and must be complete within 2 weeks following the day the survey closes. 2. Hall Supervisors will check in with RAs during one-on-ones to help RAs prioritize follow-up. 3. All follow-up needed is in addition to any RA/Resident one-on-one meetings that have already taken place at the time MAP-Works is completed. 4. After follow-up is complete, hall supervisors will decide how they want you to report any information you collect.
Tips for Follow-Up
1. Don’t hesitate to be open and honest about what the student reported in MAP-Works. 2. Be sure to approach the student in a caring, non-assuming manner. It is possible that what the student reported in the MAP-Works survey was either entered incorrectly or is no longer accurate. 3. Sometimes it might not be obvious why a students is showing as red. Don’t assume anything and try your best to ask open-ended questions to see how they are doing. 4. Try to speak with the student in a relaxed, non-public, environment so they can feel comfortable being open and honest with you about their experiences at ASU. 5. Be sure to ask specific questions about their ASU experience such as: a.
b. c.
In your MAP-Works survey, you reported that you aren’t enjoying living on campus and I would love to help with that. What about your room or roommate is bothering? You also reported that you hate being so far away from home. What about home do you miss? According to your survey results, you might not be studying enough to make the grades that you anticipate. Talk to me about your study habits.
6. Don’t forget to suggest campus resources. If necessary, offer to go with them!!!