Frequently Asked Questions
Student Affairs receives all Early Alerts submitted by Faculty and any VIU community members. When you have non-urgent concerns for a student’s well-being around their academic performance or mental health, you are encouraged to submit an Early Alert through our online form.
When an Early Alert is submitted, students will be referred to the best type of support, applicable to their unique situation.
Early Alert should be a second step, after you have made initial contact (or attempted contact) with students.
If you are using our new online form, students will not be aware that an Early Alert has been sent. However, you are encouraged to let the student know that you have submitted one, so that they can expect a follow up from an appropriate VIU staff member. if you want to refer the student anonymously, please indicate this when you submit your Alert.
No, the Instructor/Faculty member should always be the first point of contact with students. This system provides students with an opportunity to access additional support, but is not meant to be the only intervention.
No, if the department requires evidence of a student not meeting expected outcomes, then Faculty should consult with the program Chair or Dean to discuss the best way to move forward.
This system allows you to identify particular behaviors, such as:
- Frequent absences
- Significant decline in the quality or quantity of work
- Noticeable decline in hygiene
- Emotional signs of distress
- Repeated lateness, missed appointments or deadlines
Do not refer students using Early Alert in situations of immediate crisis, or where concerns about student’s health and safety are present. Call 911, or in Nanaimo, call Security at 250.740.6600 for immediate assistance.
You will see a confirmation message on the screen, confirming that we have received your submission. If you are using the old system, the identified student will receive an automated message to let them know you have referred them to our office through Early Alert.
The student will be contacted directly by the appropriate support area. Students will then have the option of accessing those services but may chose not to. Even if students don’t access the service, it’s good that they know they exist in case they change their mind in the future.
Alerts can be distributed to a wide range of areas including the services listed below:
- Academic Advising, International Advising, Educational Navigators
- Counselling Services
- Accessibility Services
- Financial Aid
- Services for Aboriginal Students
- Writing Centre
- Student Conduct and Care Office
The test for privacy is based on the concept of "need to know." What do we need to know about the student in order to help them succeed? What do you need to inform us about the student that would assist us in supporting that student's personal wellness and academic success?
A student's participation in the program is voluntary. After we contact the student they can elect to not participate in the support that is being offered. All records are kept confidential. Details of the support offered will not be disclosed to you (or anyone else), although the student may elect to inform you themselves.
We encourage you to include a statement on your course syllabus, website or statement of expectations. An example of a statement used by faculty at other institutions is found below.
Early Alert
VIU faculty participate in Early Alert to connect students who may be experiencing difficulty with resources that may be helpful to their success. If over the course of the semester I become concerned about your progress in this course, and after we have spoken regarding my concerns, I may use Early Alert to put you in touch with resources that I feel would support your personal wellness and success in this class. These may include academic advising, financial aid, the writing centre, counseling, or other resources. This information is treated confidentially and is sent because I am concerned about you and your academic success.
Please feel free to reach out to Student Conduct and we will be happy to answer any questions or concerns you may have. You can reach us at via email at ConductandCare@viu.ca.
Our Office is tasked with ensuring a safe and positive working and learning environment for all VIU community members. You are welcome to consult with us about a student, with or without sharing the student’s name. With Early Alert, our office is the centralized place where our goal is to connect students with the appropriate support.