palm beach state college score manual€¦ · palm beach state college- score manual 8 | p a g e...

Palm Beach State College

SCORE Manual

http://www.palmbeachstate.edu/

Palm Beach State College- SCORE Manual 2 | P a g e

Table of Contents

SCORE Introduction……………………………………………………………………………....3

Instructor SCORE Processes………………………………………………………………………4

Overview

Getting Certified

How to Know When the SCORE Referral Period Is OPEN

How to Refer a Student to SCORE

Main Reason for Sending SCORE- Part One

Reason for Sending SCORE- Part Two

Tracking and Communicating with Your SCORE Identified Students

Closing a Student’s SCORE

How to Know When the SCORE Referral Period Is CLOSED

SCORE Communications

SCORE Surveys

What SCORE Is Versus What SCORE Isn’t…………………………………………………….17

Practice Certification Questions…………………………………………………………………19

Practice Certification Questions- Answer Key………………………………………………......21

Quick Directions Sheet for SCORE……………………………………………………………...24

SCORE Certification Test Directions……………………………………………………………25

Acknowledgements………………………………………………………………………………27


SCORE Introduction

Palm Beach State College is committed to providing opportunities for all students to

succeed. In an effort to enhance the support network at the college and ensure that students take

full advantage of the academic resources available, the college has created the Student COntact

REquest program (SCORE).

At the heart of the SCORE system is a desire to assist the student with reaching their goal

of scholastic success and Palm Beach State College graduation. The SCORE system is an

academic intervention tool designed to bridge the gap between the student and the variety of

resources and options available to them at Palm Beach State College.

An electronic student referral system, SCORE ensures access to Advising and other free

student resources i.e. referrals to peer mentoring services and the Student Learning Center tutors

and specialists. This academic intervention tool was designed to bridge the gap between the student and

the variety of resources and options available to them at Palm Beach State College

SCORE facilitates connecting the identified student with the resource and personnel

necessary in order to enhance student retention and academic longevity.

Formerly known as “Early Alert,” this name was too similar to Palm Beach State

College’s “Emergency Alert” system; therefore, a name change was necessary. The newly

named SCORE system is the positive message this program hopes to communicate to students

and faculty alike.

The SCORE button is found on each professor and instructor’s class roster. This is to

serve as a supplemental and proactive tool to assist with students achieving their scholastic long-

and short-term goals. By clicking on the SCORE button, the professor will have an email sent to

the student and the academic advisor requesting they set up an appointment to meet.

The following pages will explain step-by-step when, why, and how to send a SCORE for

your student.


Instructor SCORE Processes

Overview

Our Palm Beach State College instructors are the key to the SCORE process through identifying

students who would benefit from additional academic support. Instructors will be asked to:

1. Identify such students and refer them to SCORE

2. Track their SCORE students and coordinate efforts with the assigned SCORE advisor

3. Close the SCORE if the student improves or completes their SCORE process

Instructors will be notified when the SCORE period opens or closes, when a SCORE is opened

or closed for a student in their class and when they are asked to take a survey evaluating the

SCORE process. All the emails and surveys will be automated and sent to your employee email.

Getting Certified

1. Directions to SCORE Certification can be found on page 25 of this manual or on the

SCORE Faculty webpage

How to Know When the SCORE Referral Period Is OPEN

Instructors will be notified two ways:

1. Emails will be sent to the Primary Instructor when the SCORE period for their class(es)

opens.

2. The SCORE button will appear on their Instructor Schedules in Panthernet.

Example of the SCORE “OPEN” button on the Instructor Schedule:


Selecting the SCORE ‘OPEN’ button will display the SCORE Roster.

How to Refer a Student to SCORE

All Referrals to SCORE must occur from the “SCORE Roster” during the SCORE open period.

The primary purpose of the SCORE process is to help students academically be successful;

therefore, it is important to identify the reasons students should be referred. The following are

the only reasons a student should be referred to SCORE:

1. The student needs additional academic support outside the classroom experience,

2. The student needs additional advisement,

3. The student has an attendance issue or

4. The student is not prepared for the class.

**Note: All other non-academic issues should be handled through the appropriate channels.

Please refer to the page “What SCORE Is vs. What SCORE Isn’t” found on pages

Initially the SCORE Roster shows all students with a “Refer” button. This indicates that the

student has NOT been referred to SCORE.

Selecting the “Refer” button will initiate the Student SCORE process and permit the Instructor to

refer the student to SCORE.


To refer the student:

1. Select the appropriate “Open Reason” (Part One and Two)

2. Press the “Save” button to send the SCORE to the SCORE advisor and the identified student

Main Reason for Sending SCORE- Part One

Need for Academic Support

Academic Advisement

Attendance Issues

Lack of Class Preparation


Reason for Sending SCORE- Part Two

Under each main SCORE Open reason, more specific details need to be selected. For example:

Need for Academic Support*

o Requires Subject Tutoring (i.e. for Accounting or Chemistry)

o Develop Computational Skills (i.e. either for a pure Math course or courses that

have a math component such as Elements of Nutrition and Bookkeeping)

o Develop Essay Writing Skills (i.e. for College Composition, Literature, and other

non-English Composition classes that still have a writing component such as

Psychology)

o Develop Reading Comprehension Skills (i.e. the student is struggling to

understand the content of their Microbiology book because they are having

difficulty identifying each chapter’s main idea and supporting details)

o Develop Technological Skills (i.e. student is having difficulty with WebCT,

online, or elearning component)

o Develop Test Taking Skills (i.e. student needs to make appoinment with the SLC

lab so they can learn mor effective techniques for taking tests. Or, this student

has a documented learning disability but has not informed the Disability Support

Services office of this so testing accomodations could be made)

o Refer to the Student Learning Center (i.e. student could benefit from visiting the

SLC and discussing his or her academic difficulties with a tutor)

*Though this may be an academic issue, the student will still meet with the SCORE advisor to

discuss their classes and the student’s Success Plan.


Academic Advisement*

o Educational Planning (i.e. student will sit down with a SCORE advisor and

discuss their academic plan for the next two to eight semesters)

o Career/Major Reassessment (i.e. if the student has failed Concepts of Biology

three times consecutively yet still wants to major in Biology)

*Though this may be an advising issue, the SCORE advisor will also discuss the scholastic

resources and tutoring available on campus.

Attendance Issue*

o Late/Leaves Early (i.e. habitual tardies, not on a rare occasion)

o Missed 2 to 3 Classes (i.e. the student has missed some classes and these absences

are threatening to affect the student’s grade)

o Missed 4 to 6 Classes (i.e. the student has missed several classes and these classes

are impeding the student’s progress)

o Exceeded Allowable Absences (i.e. the instructor is concerned the student will not

pass due to excessive absences)

*The most opportune time to send a SCORE concerning Attendance Issues is when the absences

are about to severely affect the student’s overall grade (two to three). If the student stopped

attending class and just disappeared, attempts will be made by the SCORE advisor to contact the

student and discover why the student stopped attending. If the absences were due to a hospital

stay, change of hours of employment, death in the family, or other circumstances, the SCORE

advisor will discuss what paperwork needs to be completed to see if the student could be

withdrawn or, in rare and documented situations, receive a prorated refund for that class due to

these unforeseen circumstances which prevented them from completing the semester.


Lack of Class Preparation*

o Missing Textbook (i.e. the student’s Financial Aid may not have been awarded

yet, so a meeting with the Financial Aid advisor is advised)

o Missing Instructional Material (i.e. see example for Missing Textbook)

o Missing Assignments (i.e. student and SCORE advisor will discuss what is

preventing student from completing their work- working too many hours, etc.)

o Does Not Complete Reading (i.e. SCORE advisor advocates student meeting with

Reading tutor to discuss reading challenges)

o Does Not Complete Labs (i.e. the advisor and student will discuss finding a

work/life balance so the student is successful in and outside the classroom)

o Does Not Complete Projects (i.e. see Does Not Complete Labs example above)

*Facilitating a meeting with Financial Aid to discuss the student’s lack of funding may take

place.


Once the student has been referred, the Student SCORE page will redisplay and the Open Reason

will be grayed out (no longer modifiable) and the Open Date and time will display. The “Save”

button will no longer be displayed. Selecting the “Return to Roster” button will return to the

SCORE Roster.

On the SCORE Roster the student’s SCORE button will now say “Pending,” which indicates the

student has been referred to SCORE.


Tracking and Communicating with Your SCORE Identified Students

Throughout the SCORE period, Instructors can return to the SCORE Roster and review their

students.

To view the assigned SCORE advisor and the students’ current SCORE status, select the

“Pending” button for the student and the “SCORE Advisor SCORE Display” will be initiated.

The “SCORE Advisor SCORE Display” has four sections of data:

1. Student basic demographic information

2. SCORE Advisor assigned to the student

3. Course Information for the class

4. Current SCORE Status for the student

All the information is grayed out and not modifiable to the instructor except the “Close Reason.”

Please refer to the ‘How to Close a SCORE’ section for more information on how an instructor

can close a SCORE if the academic situation has been resolved.


Once completed, select the “Return to Roster” button to return to the SCORE Roster to view the

next student.

Closing a Student’s SCORE

Instructors will be asked to close a SCORE when indicated. Instructors should Close the

SCORE when the situation has been resolved and a SCORE is no longer necessary.

To Close a SCORE, return to the ‘SCORE Advisor SCORE Display’ for the student and:

1. Select the appropriate ‘Close Reason’ from the list

2. Press the “Save Changes” button


When the Close is completed, the “SCORE Advisor SCORE Display” page will be redisplayed,

the Close Reason will be grayed out and no longer modifiable, the Close Date will be displayed,

the Current Status will now be “CLOSE Student SCORE” and the “Save Changes” button will

no longer appear. All of this indicates the SCORE has been closed and no other actions are

needed.


How to Know When the SCORE Referral Period Is CLOSED

SCORE Communications

Instructors will receive four automated SCORE Emails:

1. OPEN of the SCORE Period for Referrals

2. CLOSE of the SCORE Period for Referrals

3. OPEN of a SCORE for a Student in an Instructors Class

4. CLOSE of a SCORE for a Student in an Instructors Class


In addition, an instructor may receive an email containing the Current Status of a SCORE for a

student in an instructor’s class. This email can be generated by the SCORE advisor as needed or

requested to keep the instructor notified of changes or progress of the SCORE.

SCORE Surveys

Instructors will be asked to take a succinct SCORE survey when the SCORE period closes.

The surveys are short but are beneficial to the SCORE Advising team so they can continually monitor the

effectiveness of the SCORE process.

Instructors will be notified of the existence of Surveys in three ways:

1. By the SCORE Close emails,

2. On the their Employee Home Page a message will appear just below the menu bar as to the

existence of outstanding surveys and

3. A Survey Quick Link will appear with the number of Surveys.

To complete the surveys, select the “or here” from the message or the Surveys Quick Link and the

‘Employee Surveys’ page will be initiated. The Employee Surveys page will list all the outstanding

surveys for the instructor.

Select the survey from the Employee Surveys page and the survey will appear. Provide all required

responses and any optional responses and when complete, press the “Submit Survey” button. Once

submitted, the survey is no longer available to be updated and the responses are stored.


Example of the Instructor SCORE Survey when a Students SCORE Closes:

Once the survey is submitted, the “Employee Surveys” page will reappear. If there are no more surveys,

return to the Employee Homepage.


What SCORE Is Versus What SCORE Isn’t

SCORE was created to function solely as an intervention tool to encourage and foster

student success and retention, to address the student’s academic difficulties and discuss a

possible resolution, and to serve as an additional tool to contact students at risk of dropping out

or not continuing due to scholastic obstacles.

SCORE is not confidential and will be shared with the student as soon as the referral is sent.

SCORE is not the proper venue to refer students due to behavioral or emotional issues.

If the type of referral needed is behavioral in nature- for example- if a professor or

instructor is concerned about the behavior of a student, whether that student seems intoxicated,

impaired, agitated, or disruptive, the faculty member should contact the Dean of Student

Services Office or Campus Security immediately. The Security phone number is displayed

prominently over the door of almost every classroom on campus. A call or email to the Associate

Dean of the instructor’s department and the Dean of Student Services (if not contacted

previously) on your campus about this incident is also strongly advised. Please see the

Recommendations for Faculty Regarding Classroom Disruption and the Classroom Etiquette and

Student Behavior guidelines, both usually available at the Office of the Dean of Student

Services on your campus. These helpful reference guides outline the proper classroom

disruption procedures with which every instructor and professor should be familiar.

If the type of referral needed is emotional in nature- for example- if a professor or

instructor believes the student could benefit from mental health counseling, provide information

to the student on the College-Wide Counseling Center immediately. A SCORE referral should

not be sent. Encouraging the student to contact the Counseling Center directly by calling 561-

868-3980 to get more information about the services provided and to make an appointment is


advised. The student must initiate the appointment. For more information, contact the College-

Wide Counseling Center directly. All their information can be found on our Palm Beach State

College’s website at: http://www.palmbeachstate.edu/x16846.xml

http://www.palmbeachstate.edu/x16846.xml


Practice Certification Questions

Please answer the following questions after reviewing the SCORE Instructional Video and/or

reading the SCORE Manual.

1. A student has missed two classes and has not contacted you. You should:

A. Send a SCORE without contacting the student first.

B. Attempt to contact the student first and then send a SCORE.

2. A student threatens another student during class. You should:

A. Wait until class has ended and then send a SCORE.

B. Contact Security immediately and report the incident.

3. A student has been struggling academically in your class. You should:

A. Talk to the student and inform them you are sending a SCORE on their behalf.

B. Say nothing to the student and send a SCORE.

4. A student tells you they are depressed. You should:

A. Send a SCORE.

B. Provide information for the College-wide Counseling Center immediately.

5. The student has not successfully passed a test. You should:

A. Speak to the student first and then send a SCORE if needed.


6. A SCORE referral will contact a mental health counselor.

A. True

B. False


7. A SCORE referral will result in meeting with a SCORE advisor.

A. True

B. False

8. A SCORE should be sent if the student is disruptive in your class.

A. True

B. False

9. A SCORE should be sent to encourage student success and retention.

A. True

B. False

10. SCORE stands for Student Contact Request.

A. True

B. False


Practice Certification Questions- Answer Key

Please answer the following questions after reviewing the SCORE Instructional Video and/or

reading the SCORE Manual.

1. A student has missed two classes and has not contacted you. You should:

A. Send a SCORE without contacting the student first.

Incorrect-You should attempt to reach out to the student first via email or phone call

before sending a SCORE for them.

B. Attempt to contact the student first and then send a SCORE.

Correct- Making the student aware that a SCORE has been sent on their behalf helps the

SCORE advisor reach the student sooner.

2. A student threatens another student during class. You should:

A. Wait until class has ended and then send a SCORE.

Incorrect- This is not a SCORE issue. Please follow the instructions outlined in the

Recommendations for Faculty Regarding Classroom Disruption found in the SCORE

Manual.

B. Contact Security immediately and report the incident.

Correct- The phone number for Security can be found over the doorway of every

classroom on campus. For further information on the procedure for a variety of referrals

behavioral and/or disciplinary in nature, please see the Recommendations for Faculty

Regarding Classroom Disruption found in the SCORE Manual.

3. A student has been struggling academically in your class. You should:

A. Talk to the student and inform them you are sending a SCORE on their behalf.

Correct- The SCORE system is created to connect the identified student with the

resource, paperwork, or personnel necessary in order to enhance student retention and

academic longevity.


Incorrect- SCORE’s function is to serve as a supplemental tool to assist your student

with meeting his or her scholastic long- and short-term goals. The ideal situation for

sending a SCORE is when the student is aware of the SCORE referral and responds

accordingly.


4. A student tells you they are depressed. You should:

A. Send a SCORE.

Incorrect- SCORE’s sole function is to serve as an academic intervention tool. If the type

of referral needed is emotional in nature, you should provide information for the College-

wide Counseling Center immediately.

B. Provide information for the College-wide Counseling Center immediately.

Correct- However, if the student could also benefit from meeting with a SCORE advisor

to discuss their academic progress, a SCORE would be appropriate.

5. The student has not successfully passed a test. You should:

A. Speak to the student first and then send a SCORE if needed.

Correct- A SCORE referral would provide the opportunity for the SCORE advisor and

student to collaborate on a Success Plan that the advisor will send to you.


Incorrect- If an instructor decides to send a SCORE, the student should be notified first

of this academic referral.

6. A SCORE referral will contact a mental health counselor.

A. True

Incorrect- Please see the SCORE Training Manual which explains how to contact the

College-Wide Counseling Center.

B. False

Correct- SCORE referrals are only for academic issues.

7. A SCORE referral will result in meeting with a SCORE advisor.

A. True

Correct

B. False

Incorrect- Please read the SCORE Training Manual which outlines SCORE’s purpose.

8. A SCORE should be sent if the student is disruptive in your class.

A. True

Incorrect- For further information on the procedure for a variety of referrals behavioral

and/or disciplinary in nature, please see the Recommendations for Faculty Regarding

Classroom Disruption found in the SCORE Manual on the Faculty SCORE webpage.

B. False

Correct- Please see the SCORE Training Manual which outlines SCORE’s purpose.


9. A SCORE should be sent to encourage student success and retention.

A. True

Correct- SCORE strives to connect the student with the resources available to assist them

with achieving their academic goals.

B. False-

Incorrect- Please see the SCORE Training Manual which outlines SCORE’s purpose.

10. SCORE stands for Student Contact Request.

A. True

Correct

B. False

Incorrect- SCORE is an acronym for Student Contact Request.


SCORE Certification Test Directions

Please follow these steps to take the SCORE Certification Test. These directions should only be

followed after the SCORE referral period has begun.

1. Log onto EmployeeWeb.

2. Look to the left side of your EmployeeWeb homepage.

3. Under Quick Links, there will be a Survey icon that looks like this:

4. Next to the SCORE icon will read “Surveys (1)”

5. Click on this hyperlink.

Another way to go to the SCORE Certification Test is by clicking the words “or here” from

the text written on top of your Employee Web page in red.

6. Now your SCORE Certification Test will begin. It is a series of ten multiple choice

questions based on what you’ve learned in the SCORE Training Video and the SCORE

Manual.

7. Answer the questions to the best of your ability.

8. If you’ve answered all ten questions correctly, the SCORE system will automatically be

activated on your roster if the SCORE referral period is open.

9. If you have not answered all ten questions correctly, read the reasons given at the

conclusion of the test explaining which answers were incorrect and why.

10. Review the SCORE Training Video again and/or read the SCORE Manual.

11. Take the test again and submit your answers for the certification test results.

https://www.palmbeachstate.edu/employeeweb.xml


12. If you do not pass this test again, please contact your SCORE Advisor on your home

campus.

13. You can attempt the SCORE Certification Test as many times as desired, but you only

need to pass it once in order for the SCORE system to be permanently activated.


Acknowledgements

A huge thank you is owed to the efforts of Dr. Patricia Anderson and her 2009-2011

Enrollment Management Steering Committee, the dedication and hard work of the Early Alert/

SCORE Steering Committee, the support of the Excelencia faculty, the patience and focus of

Julie Reiman and the IT team, the encouragement and vision of Dr. Maria Vallejo, the generous

contribution of the Kresge SEMILLAS grant, and the inspiration of the Excelencia in Education

organization. Without each and every one of you, none of this would have been possible.

With deep gratitude,

The SCORE Advising Team

Brad Hawkins, Gwen Royal, Ken Swain, and Winnie Storms

palm beach state college score manual€¦ · palm beach state college- score manual 8 | p a g e...

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