The purpose of this procedure is to designate different role players who are responsible for student retention by providing support and monitoring data to improve student retention. 

Scope

This is an institution-wide procedure affecting all students, academic and administrative staff. 

Referenced Laws, Regulations, and/or Policies 

This is the University procedure to comply with the University’s Student Retention policy.

Procedures

The University will support all students to achieve high quality learning experiences. This means that the University will make its best efforts to make sure that students, once admitted into the University’s programs and courses, are provided with all necessary support so that they can complete their programs and courses, so long as they are in good academic and ethical standing. The retention of students is a collaborative responsibility of the University services, academic staff, administrative staff and the campus community. The students will have access to academic and learning resources as well as other student support services to ensure academic success and wellbeing. Different student affairs and academic personnel will be responsible for student retention and support.

Providing Support

1. Student Support

It is important for students to have a community whether they are learning virtually or in-person in order to increase retention and graduation rate. Establishing a connection both in and out of the classroom can build a strong network and promote a sense of belonging for students. For students to adapt to the new learning environment, various (virtual) activities and events will be held throughout the academic year for students to network and engage.

Orientation and first-year programming are necessary for students to have a successful transition into the University. Students will also have opportunities to join volunteer programs and academic workshops, and start student clubs. The schoolwide events will also be held for not only the students but also the University community. 

2. Mental Health Support

Mental health support is much needed for undergraduate students. Adjusting to a  new learning environment can be stress-inducing for many students. With virtual meetings and sessions, it will be difficult to check in regularly with students or know about the symptoms and signs. There will be monthly workshops held for students collaboratively with external organizations to raise awareness on signs and symptoms of mental health issues. The advisors and administrative support staff will be available for students to reach out to. 

There are a few potential signs that may indicate that a student has mental health difficulty. This may vary by individual student. While some indicators may be hard to detect online, staff should pay attention to changes during their meetings with the students. 

• There are changes in academic performance;

• There are changes in attendance (frequent tardiness or absences);

• There are changes in attitude towards academic and administrative staff; and

• They may be changes in physical appearance such as lack of energy, bruises, or cuts.   

3. Academic Program Advisors

For undecided and first-year students who have yet to decide on their intended program of study, the students will be paired with academic program advisors to discuss and stay on track to degree completion. The meeting shall take place regularly in the first year. The Head Office of Admissions and Student Affairs will work closely with the Dean of Academic Affairs to ensure that the Academic Program Advisors have been properly trained to serve as advisors. 

4. Educational Technology (EdTech) Support 

As online learning will come with challenges, students will be provided with instructions and guides to adapt to educational technology tools and IT resources. There will be a digital literacy online resource created within the University LMS to ensure that students have a way to understand how to safely use digital resources of the University. In addition the EdTech team will offer individual support sessions, workshops, and troubleshooting guides for the students.

5. Tutors

Tutoring sessions and tutors will be available to help students succeed. In addition to facilitated study groups, and academic workshops facilitated by academic tutors, students will be able to set up individual tutoring support sessions in advance on an appointment basis.

6. Class Fellows 

Class fellows are available for both students and professors in courses that are below 250-level. The role of the class fellows is to provide minor technical assistance during the online session, assist instructors with attendance records and update the student support team regarding the student activity and behavior in class. 

At-risk students

Student engagement in and out of the classroom will be monitored to identify at-risk students. At-risk students will include students who have frequent absences; low or declining grades in their first and second semesters; disruptive attitudes or behaviors towards campus activities, academic staff, and classmates; and financial or personal issues and difficulties. The at-risk students will be offered with targeted interventions within 30 days of identifying or reporting from students, academic staff, or other individuals in the campus community. 

It is the responsibility of the Office of Student Support Services to work closely with the Dean of Academic Affairs and the Academic Program Advisors to ensure that students who are on academic probation or suspension are on planned tracks to return to their ordinary status. 

Institutional Strategies 

The academic and administrative staff will be provided with orientation to access the intervention resources in order to identify at-risk students and potential triggers that may be affecting the students, and to initiate early intervention. All academic and administrative staff will be regularly informed via email to contact the Office of Student Support Services if they notice that students might be at risk in their personal, academic, or communal affairs. 

Review

The Office of Admissions and Student Affairs is responsible for ensuring compliance with this procedure in various offices of the University.

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