Progress Reports

Helping students get tailored assistance in key courses in order to help them be successful at KU.

Progress Reports

KU is choosing to follow the Progress Reports higher education philosophy. Progress Report campaigns are sent via email from the Jayhawk GPS administrator to faculty with a direct link to mark whether a student could use extra resources or not. KU is choosing to use Progress Reports in a targeted approach and not sending out campus-wide.

During the Progress Report process, instructors are asked to provided feedback about student performance in their course. Beginning Fall 2021, when an instructor raises Alerts to share their concerns, a Case will be opened. Trained Student Navigators will actively reach out through phone calls or text (emails only as a last resort) to students to share personal experiences on how to improve behavior or connect them to critical campus resources. Finding show that students improve behavior based on peer-to-peer encouragement. When Student Navigators find the student would benefit from meeting with their academic advisor, the Student Navigator will assign the Case over to the student's assigned academic advisor and schedule an appointment for them to meet. 

We will also be piloting the use of a 'positive' Alert (or Kudo) that can be raised by an instructor during the same Progress Report process. The positive Alert is titled 'High Five!' This Alert will also open a Case triggering the Student Navigator to send an encouraging text message to the student. 

Spring 2023 Courses & Dates

  • ACCT 200
  • MATH 002
  • MATH 101
  • MATH 104
  • MATH 115
  • MATH 125
  • UNIV 101
  • UNIV 105 (2nd window only)

Notifications are sent out twice a semester. Below are the dates for Spring 2023.

  • First Window - Weeks 2-4 (Jan. 23 - Feb. 10)
  • Second Window - Weeks 7-11 (Feb. 27 - March 31) (updated)

Progress Reports vs. Early Alerts

Progress Reports vs. Early Alerts
Progress ReportsEarly Alerts
Promotes a strategic and targeted approachLacks specific direction
Marks only students exhibiting signs of having academic difficulty or who could benefit from referrals to appropriate campus resources (i.e. tutoring)Can be used for the same alert reason or other Early Alert specific reasons
Alerts are sent once or twice per semesterAlerts are sent at any point during the semester
Targeted at specific courses (i.e. gateway, high DFW)Any course
Requires a manageable level of resourcesRequires more training, support, resources, and advising case management
Provides early detection and intervention for students who need assistanceProvides early detection and intervention for students who need assistance
Requires buy-in from strategic partnersRequires campus-wide buy-in and consistent commitment

Early Alerts

Early Alerts require more faculty training, support, and consistent commitment as well as increased advising case management resources in order to be successful. KU is not currently positioned to employ a campus-wide Early Alert approach at this time. 

Alert Reasons


  • Not presently using a 'Multiple Concerns' Alert Reason 
  • Student Navigators will re-assign Cases to Academic Advisors when appointments are scheduled with them. It is the responsibility of the Academic Advisor to close the Case after meeting with the student.
  • One "positive" Alert (or kudo) now available - 'High Five!'
  • All Alerts will open Cases to begin case management process, excluding the 'High Five!' Alert.

Students will only receive auto-generated email for the Non-academic Concern, Should Seek Tutoring/Supplemental Instruction  and High Five Alerts. It notifies the students that an instructor has raised concern or shared a kudo. In the case of the Non-academic Concern Alert, the email lists the Alert Reason and provides guidance or various resources for improving behavior or performance in the class. The Should Seek Tutoring Alert provides tutoring or Supplemental Instruction information which will be referenced with reached by Student Navigators. This approach helps to reinforce the importance of students checking their KU email routinely. And finally, the High Five! Alert provides the Alert Reason and a statement of encouragement to continue behavior.

Alert Reasons
Alert ReasonsWhen Instructors Use the ReasonLikely Action Taken by Student NavigatorLikely Action Taken by Academic AdvisorDesired Student Outcome
AttendanceStudent has missed class more than 2 times Or Student displays a consistent pattern of absences Or There is a negative change in attendance patterns (i.e., a once conscientious student starts to miss class regularly)Provide encouragement and shared personal experiences to help nudge students to positively modify behavior

No action required of academic advisor


Academic advisor may choose to reach out to student to discuss behavior and offer support

Student will modify behavior based on guidance shared by peer Student Navigator, Academic Advisor or support staff



Student uses recommended resources included in automatic email and self-adjusts behavior

Missing Assignment(s)Student is not consistently turning in completed assignments or at least one major assignment/exam *Please indicate if the work can be made up
Non-academic ConcernWhen there is no concern for immediate safety concern but there are significant issues that need support (and concern is not about course performance)Student Navigator will follow decision trees to help determine when to share with Student Affairs and/or Academic Advisor

Student Affairs will determine if contacting student is necessary


Academic advisor may choose to reach out to student to discuss behavior and offer support

Not Paying Attention/ SleepingStudent appears distracted or withdrawn from classroom discussion Or Student sleeps during class lecture or in-class work time

Provide encouragement and shared personal experiences to help nudge students to positively modify behavior


Refer to tutoring or other campus resources as identified

No action required of academic advisor


Academic advisor may choose to reach out to student to discuss behavior and offer support

Poor GradesStudent turns in homework or exams but it is consistently poor quality
Should Seek Tutoring / Supplemental InstructionStudent’s performance would likely improve with tutoring or SI support 
Unable to Purchase Course MaterialsStudent appears to be unable to acquire necessary books or course materials or routinely borrows materials with othersRefer to financial resources or Student AffairsNo action required of academic advisor
High Five!Student's performance is exceptional, worthy of a "shout out" or made significant improvements.Send out a text message informing student of instructor "shout out" and provide encouragement to continue behaviorAcademic advisor may choose to discuss positive behavior and encouragement when engaging with studentStudent continue to perform at level of recognized behavior or better

Student Automated Responses

  • Non-Academic Concerns (PDF)

    This email template outlines how Jayhawk GPS will auto-respond to a student with a non-academic related concern. Note that this response is for instances that are concerning but not at the level of an Student Care Referral Team (SCRT) Ticket.