Early Alert System (EAS)

Procedure Number: SPC-08

Procedure Statement and Purpose

The University of Toledo (UToledo) College of Pharmacy and Pharmaceutical Sciences (CPPS) has established an Early Alert System (EAS) to support student success and uphold academic and professional standards.

The EAS provides a centralized system for reporting and tracking concerns related to academic performance and integrity, professionalism, communication, and comprehension for students enrolled in the professional division of the CPPS, including the Bachelor of Science in Pharmaceutical Sciences (BSPS) and Doctor of Pharmacy (PharmD).

This procedure outlines the processes for submission, review, and follow-up of Early Alert reports. The EAS is intended to promote early identification of concerns, facilitate timely intervention, support longitudinal monitoring of student progress, and recognize positive student behaviors and achievements. This system is intended to capture concerns that may not independently warrant formal disciplinary action but are important for identifying patterns and supporting early intervention, as well as to document exemplary performance that supports student recognition and development.

Delegation of Authority

The Dean of the CPPS or designee shall administer and implement this procedure.

The Student Progress Committee (SPC) is authorized to review all EAS reports and determine appropriate follow-up actions.

The SPC Chair, in collaboration with the Office of Student Affairs, shall oversee the operational components of the EAS, including communication, documentation, and coordination of interventions.

Faculty and staff are authorized to submit reports through the EAS. Students are authorized to submit reports through the Stand Up for Integrity System.

Application

This procedure applies to all students enrolled in the professional division of the CPPS, including BSPS and PharmD programs.

This procedure is intended to complement existing college and university policies, including the Student Code of Professional Conduct.

Early Alert System Reporting Categories and Requirements

Reports shall be submitted using the designated reporting system and categorized as follows:

Academic Integrity Incident

A report shall be submitted for any suspected violation of the Student Code of Professional Conduct.

Faculty are expected to address the incident at the course level. Submission of a report is required regardless of whether the incident is resolved at the course level to allow for institutional monitoring of repeat or longitudinal concerns.

Examination or Major Assignment Grade Below C

A report shall be submitted for any student earning below a grade of C on a major examination or assignment. Course coordinators are expected to submit reports regularly and are encouraged to do so following each major assessment.

Professionalism and Professional Conduct Concerns

A report shall be submitted for behaviors inconsistent with professional expectations, including but not limited to:

Failure to demonstrate integrity, respect, or accountability
Inappropriate professional presence
Tardiness or failure to meet responsibilities
Failure to communicate appropriately regarding absences or obligations

Communication Concerns

A report shall be submitted for students demonstrating difficulty with effective communication, including:

Oral, written, or reading comprehension in English
Listening or hearing challenges impacting performance
Computer literacy deficiencies affecting academic performance

Comprehension Concerns

A report shall be submitted for students demonstrating difficulty with:

Analytical reasoning
Problem-solving
Synthesizing information
Completing tasks in a timely and efficient manner

Positive Student Recognition

A report may be submitted to recognize students demonstrating exemplary behaviors, including:

Professionalism, leadership, or teamwork
Resilience or academic improvement
Commitment to excellence

These reports support a culture of excellence and may be used for recognition and longitudinal student development.

Procedures for Review and Follow-Up

Submission and Notification

Upon submission of a report, automated notifications shall be sent to the SPC Chair and the Associate Dean for Academic Affairs. Submitted data shall be organized and maintained to support tracking, trend analysis, and advisor outreach. A notification shall be provided to the individual submitting the report indicating that the report has been reviewed by the SPC.

Committee Review

The SPC shall meet regularly to review EAS reports. Reports shall be evaluated in the context of the student’s overall academic and professional performance.

Investigation and Information Gathering

For reports involving academic integrity, the course coordinator shall investigate the concern and provide findings to the SPC. Additional information may be requested from faculty, staff, or students as necessary.

Outcomes and Actions

Following review, the SPC may determine one or more of the following actions:

No action
Issuance of a warning letter
Meeting with the SPC Chair
Referral for meeting with designated student support personnel (e.g., Associate Dean of Student Affairs and Associate Dean of Academic Affairs, etc.)
Formal hearing before the SPC

Actions shall be determined based on the severity, frequency, and pattern of reported concerns.

Documentation and Follow-Up

All reports and resulting actions shall be documented and maintained for longitudinal tracking. Data may be used to identify trends, support proactive interventions, and inform advisor outreach. Positive reports may be used to support recognition and student development initiatives.

Student Reporting of Academic Integrity Concerns

Students may submit reports of suspected academic integrity violations. Reports may be submitted anonymously. Information shall be shared with the course coordinator for investigation, and findings shall be reported to the SPC. Follow-up actions shall be determined based on committee review.

Scope

This procedure applies to all students enrolled in the professional division of the CPPS.

Responsible Agent:

Associate Dean of Student Affairs, College of Pharmacy and Pharmaceutical Sciences

Related University Policy:

The University Student Code of Conduct #3364-30-04

Approved:

May 18, 2026