Abstract:
A retention management system identifies, analyzes, and evaluates student information collected by the enterprise resource planning systems and learning management systems. The retention management system applies an model to collected information and locates students that are struggling before they are lost to attrition. The retention management system also provides tools to allow personnel at the academic institution to communicate with students, implement plans to correct current problems with student, and to predict and prevent future problems.

Description:
RELATED APPLICATIONS 
       [0001]    This is application is related to U.S. patent application Ser. Nos. ______, Attorney Docket No. 0141.0015US1, entitled “Method and System for Automatic Alert Generation in Retention Management System” by Inventors Elias Sardonis and Melanie Strodtman, and ______, Attorney Docket No. 0141.0015US2, entitled “Workflow Method and System for Student Retention Management” by Inventors Elias Sardonis and Melanie Strodtman, both filed on an even date herewith, and both of which are incorporated herein by reference in their entirety. 
     
    
       [0002]    A portion of the disclosure of this patent document contains material that is subject to copyright protection. The copyright owner has no objection to the facsimile reproduction by anyone of the patent document or the patent disclosure, as it appears in the Patent and Trademark Office patent file or records, but otherwise reserves all copyright rights whatsoever. 
       BACKGROUND OF THE INVENTION 
       [0003]    Academic enterprise systems are used to manage student and business information at colleges, universities, high schools, and other academic institutions. The systems are used to manage student information such as enrollment, class registration, courses information, grades and financial aid information as well as business information such as payroll, room scheduling, professor course assignments, billing, and budgeting, to list a few examples. 
         [0004]    Learning management systems are examples of academic enterprise systems and are sometimes referred to as content management systems, learning content management systems, managed learning environments, learning support systems, or online learning centers. Regardless of the name, the purpose is to provide web-based tools and strategies to supplement or replace traditional classroom learning and student management tools. The systems allow the institution&#39;s personnel, including administrators, faculty, and advisors, to update grades, assign online quizzes, track attendance, and create and monitor course groups. Likewise, the learning management systems can populate student and faculty accounts with courses, schedules, course descriptions, class lists, contact information and provide 24-hour access to course documents, announcements, links, syllabi, discussions, and online chat for students and the institution&#39;s personnel. 
         [0005]    Similarly, business information is managed by academic enterprise resource planning (ERP) systems. The enterprise systems manage business information such as payroll, invoices, billing, budgeting, and other similar business functions required to keep an academic institution operational. 
         [0006]    Academic institutions are always concerned with student attrition. When a student withdraws from an academic institution there is certainly a loss of revenue to the institution, but more importantly, it suggests a failure. As a result, personnel at many institutions are dedicated to engaging at-risk students in hopes of reducing attrition. In fact, retentions systems have been developed to identify at-risk students. Systems are available that access student grades in order to identify the students that are at-risk. 
       SUMMARY OF THE INVENTION 
       [0007]    Many of the existing retention systems exist separate from the learning management and academic ERP systems that are common to academic institutions. This impairs their performance since they do not have access to all student data that might be relevant to identifying at-risk students. Moreover, it impairs the usability of the retention systems from the standpoint of the institutional personnel since they must learn and then access a new and separate system. 
         [0008]    The present invention is directed to a retention management system. The retention management system analyzes the information collected by the enterprises resource planning systems and learning management systems and identifies critical factors that lead to the loss of students. The retention management system is able to evaluate students based on academic, financial, and social risk factors to determine which students are most in danger of attrition. The system is also able to manage the workflow associated with engaging at risk students and then tracking their progress. 
         [0009]    In general, according to one aspect, the invention features a method of assessing a probability of student attrition. The method comprises accessing student information from the enterprise resource planning system, accessing student information from a learning management system, and mining the student information to search for retention factors that are used in calculating a probability of retention to create a retention model. Once generated, this model is applied to the student information to calculate a probability of retention for the students based on the algorithm and the results are displayed users. 
         [0010]    In embodiments, the retention factors include attendance at classes and grades in the classes in addition to late payment information. Typically, the mining is performed on past history to determine the retention factors that are predictive of future student attrition. Different weighted values are assigned to different numerical scores for the retention factors to specify the retention model. Different models can be used for students in different years at the academic institution. Changes in the calculated probability of retention for the students over time are preferably displayed. 
         [0011]    In general, according to another aspect, the invention features a system of assessing a probability of student attrition for an academic institution. The system comprises a retention management system that accesses student information from the enterprise resource planning system and a learning management system and mines the student information to search for retention factors that are used in calculating a probability of retention to create a retention model. The model is then applied to the student information to calculate a probability of retention for the students based on the algorithm. A user interface displays the results on users. 
         [0012]    In general, according to still another aspect, the invention features a method of predicting likelihood of attrition based on risk factors. The method comprises assigning retention factors in a retention management system, dividing the retention factors into multiple ranges, wherein each of the ranges are assigned a weighted value, accessing student information from the enterprise resource planning system, wherein the accessed information includes numerical values of the retention factors, calculating a total score for each student by summing the numerical values scores based on which range the student information is located, determining a probability of attrition based on the total score for each student, and displaying the probability of attrition to users. 
         [0013]    The above and other features of the invention including various novel details of construction and combinations of parts, and other advantages, will now be more particularly described with reference to the accompanying drawings and pointed out in the claims. It will be understood that the particular method and device embodying the invention are shown by way of illustration and not as a limitation of the invention. The principles and features of this invention may be employed in various and numerous embodiments without departing from the scope of the invention. 
     
    
     
       BRIEF DESCRIPTION OF THE DRAWINGS 
         [0014]    In the accompanying drawings, reference characters refer to the same parts throughout the different views. The drawings are not necessarily to scale; emphasis has instead been placed upon illustrating the principles of the invention. Of the drawings: 
           [0015]      FIG. 1  is a block diagram showing academic enterprise systems and illustrating the relationships between the users, the application server, the management systems, and stored data. 
           [0016]      FIG. 2  is a flow chart illustrating the operations performed by the retention management system (RMS). 
           [0017]      FIG. 3  is a flow chart that illustrates the steps for a user to manually create an early alert, intervention, or assign a follow-up. 
           [0018]      FIG. 4  shows an exemplary main screen that is presented to a user after they access the RMS. 
           [0019]      FIG. 5  shows a screen presenting an example of risk factors associated with a retention model. 
           [0020]      FIG. 6  shows the retention action tab screen. 
           [0021]      FIG. 7A  shows the early alerts tab screen. 
           [0022]      FIG. 7B  shows the interventions tab screen. 
           [0023]      FIG. 7C  shows the follow-up assignments tab screen. 
           [0024]      FIG. 8  shows an example of an early alert screen. 
           [0025]      FIG. 9  shows the student list tab screen. 
           [0026]      FIG. 10  shows the student profile tab screen. 
           [0027]      FIG. 11  shows the model results tab screen. 
           [0028]      FIG. 12  shows the student relationships tab screen. 
           [0029]      FIG. 13  shows the course schedule tab screen. 
           [0030]      FIG. 14A  illustrates an example of an early alert submission form. 
           [0031]      FIG. 14B  illustrates an example of an intervention submission form. 
           [0032]      FIG. 14C  illustrates an example a follow-up assignment submission form. 
           [0033]      FIG. 15  is a flowchart illustrating the steps for automatically generating alerts. 
           [0034]      FIG. 16  shows screen providing an example of how to configure an automatically generated alert. 
           [0035]      FIG. 17  shows screen illustrating an example an alert message associated with an automatically generated alert. 
           [0036]      FIG. 18  shows a screen illustrating an example of an automatically generated alert. 
           [0037]      FIG. 19  shows the early warning configuration screen. 
           [0038]      FIG. 20  shows screen illustrating how different members of the university are granted different access levels to the retention management system based on their role within the university. 
           [0039]      FIG. 21  shows screen illustrating an example of how concern types are configured. 
           [0040]      FIG. 22  shows screen illustrating an example of how notifications are configured for different people. 
       
    
    
     DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS 
       [0041]      FIG. 1  is a system diagram illustrating the relationships between the users  101 ,  102 ,  103 , application server  104 , data processing systems  106 ,  108 ,  110 , and data sources  112 ,  114 ,  116 ,  118 . 
         [0042]    Users are divided into different categories such as students  101 , institutional personnel such as administrators  102 , and educators or instructors  103 . These categories are divided into sub-categories. Students  101  include first through fourth year students, graduate students, and part-time students. Similarly, the administrators  102  are divided into sub-categories such as administrators specializing in financial, accounting, registration, retention managers, and admissions. The educators  103  are also divided into sub-categories such as department heads, professors, teaching assistants, tutors, etc. 
         [0043]    In a typical implementation, users  101 ,  102 ,  103  access an application server  105  from desktop or mobile computing devices, such as workstations, portable computers, mobile computers or mobile phones, via a communications network  104 . The computing devices each commonly have a user input device, such as keyboard, video monitor, and central processing unit. The communications network is a packetized public network such as the Internet. Typically, the communication network also includes private networks such as university or enterprise networks and/or mobile cellular telecommunications networks. The computers operated by the users display the graphic user interface on the display devices of the computers. The interface is illustrated and describe herein with respect to  FIGS. 4-22 . 
         [0044]    The application server  105  receives requests initiated by users  101 ,  102 ,  103  from the computing devices and manages these requests based on the users&#39; predefined permission level. Users are granted different levels of access to the different systems based on their role within the university. For example, professors are granted access to students&#39; grades for the student they teach, but are not necessarily granted access to grades of students they do not teach. Likewise, the professors are typically not granted access to any financial aid information for any students. Conversely, financial aid managers are granted access to financial aid information for all students, but are not granted access to any grades.  FIGS. 19-22  show example of how users&#39; permission levels are configured based on their role within the university. 
         [0045]    Different types of information are stored and managed by different systems  106 ,  108 ,  110 . This segmented approach allows the multiple systems to be integrated, removed, replaced, upgraded, or combined with other systems with minimal disruption to the other systems, users, or overall network. 
         [0046]    The retention management system (RMS)  106  provides tools and resources to identify factors that lead to student attrition. The RMS  106  helps identify the students who are at risk for attrition as well as the reasons why they are risk. Additionally, the RMS  106  provides insights and a workflow to guide users with early alert, intervention, and follow-up strategies. The RMS  106  supports different retention or prediction models  112 ,  118  for different student populations and provides tools for reporting and handling retention issues. 
         [0047]    Additionally, the RMS  106  correlates and analyzes critical campus data and delivers a complete, overview of at-risk students. The RMS  106  mines data from the learning management system (LMS)  110  and academic enterprise resource planning (ERP) system  108  and applies retention algorithms to eliminate the unnecessary information so that retention managers can understand the risk and retention factors that lead to student attrition. The result is a proactive and predictive student retention management system that enables schools and universities to focus resources where they will have the greatest impact. 
         [0048]    The ERP  108  is used by the academic institution to manage student and business information related to the operation of the academic institution. 
         [0049]    The student information stored in the academic ERP system  108  is often managed by a number of components. The admissions components of ERP system are used to manage student admissions, from identifying and recruiting candidates to automating the admissions processes by tracking prospects, importing student data, and analyzing and generating candidate information reports. They are used to manage admissions communications, organize candidate information, schedule recruiting visits and interviews, manage recruitment data, and track students from admissions to registration. Financial aid components of the ERP system have the ability to generate financial aid packages and awards, process disbursements and adjustments, process work-study funds, track academic progress, enable authorized administrators to view financial aid data, and facilitate compliance with federal guidelines. Registration components of the system manage enrollment data and course registration, generate catalogs, determine space availability, course conflicts, course pre-requisites, and non-course pre-requisites. Additional components are often available that cover student life such as student activities, residence assignment, violations and sanctions, advising, and alumni development and advancement activities. 
         [0050]    The business information in the academic ERP system  108  is also managed by a number of components. For example, accounts payable components typically provide vendor profiles and generate annual vendor reports, invoices and purchase orders. General ledger components cover automated billing for student tuition and room and board, manage payment plans for student payments, manage in-house loans to students, and track and record student payments to the institution. The components also automate the budgeting process, enable the management of fixed assets, and cover payroll, personnel and other human resource functions. 
         [0051]    The learning management system (LMS)  110  provides web-based tools and strategies to supplement or replace traditional classroom learning, meeting the demand for online learning and distance education. The LMS data source  116  allows faculty to update grades, assign homework, assign quizzes, track attendance, and create and monitor course groups from any computer or mobile device with Internet access. Additionally, the LMS data source  116  populates the respective student and faculty accounts with their courses, schedules, course descriptions, class lists, and pre-populated grade books. The LMS also provides 24-hour access to course documents, announcements, web links, syllabi, threaded discussions, and real-time chat. 
         [0052]    In the preferred embodiment, the RMS system  106  uses information from both the LMS  110  and the ERP  108  to first identify the at-risk students, and then disseminate this information among selected institution personnel. Workflows associated with engaging and addressing the problems of these students can then be defined and managed. This allows the institution to function in a proactive manner to minimized attrition and deploy resources to help those students that need it. 
         [0053]    In terms of implementation, the ERP  108 , LMS  110 , RMS  106  and application server  105  are implemented on one or more physical server computers, which typically include one or more microprocessors, volatile memory, and non volatile memory. In other embodiments, the ERP  108 , LMS  110 , RMS  106 , and application server  105  are implemented in a cloud computing system and deployed over virtual server computers. The ERP data  114 , LMS data  116 , and retention models  112  are stored in database systems such as SQL databases on data storage devices usually including RAID systems. 
         [0054]      FIG. 2  is a flow chart illustrating the operations performed by the retention management system  106 . 
         [0055]    In the first step  202 , the RMS  106  generates a list of risk factors, which are also referred to as retention factors. The risk or retention factors are critical factors that are used to determine the likelihood of retention for students during their college career. Some examples of risk factors are attendance at classes accessed from the LMS  110 , grade point average (GPA) accessed from the LMS  110 , late payment information accessed from the ERP  108 , health concerns/issues accessed from the ERP  108 , mid-term grades accessed from the LMS  110 , final exam grades accessed from the LMS  110 , and/or violations of school rules accessed from the ERP  108 . 
         [0056]    In some embodiments, these risk factors are identified using a data mining approach that looks at past history to determine which factors or data residing in the LMS  110  and ERP  108  are related to or indicative of future student attrition. In other examples, regression analysis is used to determine what information in the LMS  110  and the ERP system  108  is predictive of subsequent student attrition or not using historical data. 
         [0057]    In the next step  204 , the risk factors are divided into multiple ranges. The multiple ranges separate the risk factors into different risk levels that correspond to the probability of retention. In the next step  206 , the RMS  106  assigns a weighted value to each of the multiple ranges. The weighted value or score corresponds to the range&#39;s importance as a risk factor and this completes the retention model.  FIG. 5 . Illustrates an example of a retention model with risk factors divided into multiple ranges and with weighted values (score) assigned to each range. 
         [0058]    In the next step  208 , the RMS  106  retrieves the current student information from the ERP  108  and LMS  110 . The RMS  106  applies a retention algorithm based on the retention model  112  to calculate the probability of retention for each student in step  210 . Lastly, the results of the retention algorithm are displayed to the user in step  212 . 
         [0059]      FIG. 3  is a flow chart illustrating the steps for a user to manually create an early alert, intervention, or assign a follow-up to thereby create and update a workflow for institutional personnel to address the at-risk students at the institution. 
         [0060]    In the first step  302 , users log into the main screen with a username and password. Typically this is a main portal hosted by the applications server  105 . Screens of the RMS are typically organized as a portlet and are displayed to the user based on their permission level in step  304 . For example, professors are presented with retention information concerning the students in their classes whereas financial aid managers are presented retention information concerning students in financial trouble or the students with which they are tasked to monitor. 
         [0061]    In the next step  308 , the user selects the type of retention action to perform. The user is able to add an early alert in step  310 , add an intervention in step  316 , or assign a follow-up in step  322 . 
         [0062]    If the user selects the ‘Add Early Alert’ option in step  310 , then the user enters the student name, the relationship of the person creating the alert, the concern type, the relevant course, the risk assessment and other alert notes in step  312 . In the next step  314 , the early alert is submitted to the RMS  106 . 
         [0063]    If the user selects the ‘Add Intervention’ option in step  316 , then the user enters the student name, relationship to the student, concern type and relevant course in step  318 . In the next step  320 , the intervention is submitted to the RMS  106 . Typically, the intervention is created after an early alert has been submitted or in conjunction with the creation of an early alert. 
         [0064]    If the user selects the ‘Assign Follow-Up’ option in step  322 , then the user enters the student name, the assignee (i.e., individual that is designated to follow-up with the selected student), the concern type, and the relevant course in step  324 . In the next step  326 , the follow-up is submitted to the RMS  106 . Lastly, in step  328 , a notification email is sent to the assignee. A follow-up is generally assigned after the intervention because the follow-up provides continued monitoring of the potential problem identified by the early alert and the retention action performed by the intervention. 
         [0065]      FIG. 4  shows an exemplary main screen  402  that is presented to a user after they access the RMS  106  via the application server  105 . The main screen  402  is a dashboard that provides navigation to the other tab screens in the RMS portlet. 
         [0066]    The model selection bar  404  displays the selected prediction model, all students, or all students who are not part of any model. Selecting the ‘Choose Model’ button  406  replaces the model name with a pull-down box for choosing a different model and replaces the ‘Choose Model’ button with a ‘View’ button (not shown). Choosing a new model and clicking the ‘View’ button reloads the main screen  402  to display the new model and data for it. 
         [0067]    In the illustrated example, models and the results for each model are provided for each of the first-fourth year students. The risk factors, the ranges, and the weighted values assigned to each risk factor are different for students in each of the years. This allows each of the models to be optimized for each sub-population. 
         [0068]    The top navigation bar  408  displays up to 4 links for the main screen tab, retention actions screen tab, and students screen tab, and for users using model-based navigation, category detail screen tab. The portlet has two navigation models: student-based and model-based. The student-based navigation is typically recommended for faculty, staff, and advisors because the users are presented with information about students, retention actions, and performed actions independent of retention models. Conversely, model-based navigation is typically recommended for retention managers and administrators because the users are able to select a specific retention model, then view the students and data for that model. 
         [0069]    The model area  410  displays summary graphs of all retention models that have been run. The name of each retention model is listed below the bars of the graph and is linked to a tab screen displaying that model. If a user selects the option to see ‘all students who are not part of a model’, the selected students are displayed, but the RMS  106  does not display a graph. The main screen  402  also includes a ‘Find a Student’ search bar  412  that allows users to search for specific students by name. 
         [0070]    The recent follow-up assignments table  414  displays the ten most recent pending follow-ups assigned to the viewing user. If there are no pending follow-ups assigned to the user, the message, “You have no pending Follow-Up Assignments” is displayed. The recent open early alerts table  416  displays the most recently submitted early alerts that are still pending. If there are no open or pending early alerts, the message, “You have no pending Early Alerts” is displayed. 
         [0071]      FIG. 5  shows an example of risk factors associated with a retention model. The risk factors table  502  shows the type of risk factors, the ranges for the risk factors (factor values), and the weighted value (score) assigned to each range. A brief description  504  of the retention model provides general explanation of the factors associates with the model. The categories section  506  displays the risk categories for the selected model. In the illustrated example, the categories are Safe, At Risk, and High Risk. In alternatives embodiments, there could be many more or less categories. 
         [0072]    A student&#39;s total score is calculated by retrieving the student information that corresponds to the risk factors of the selected model, determining which range the student falls in, and summing the scores associated with range. Then, based on the total of the weighted scores, students are placed into one of the risk categories  506 . 
         [0073]    In the illustrated example, attendance and GPA from an LMS system data  116  are used in conjunction with payment information from the ERP system data  114 . Ranges are assigned for each of the risk factors. For example, ranges of &gt;80%, 60-80%, and &lt;60% are defined in the model. Each of these ranges, has a corresponding score or weighted value that is used to calculate the score provided by the model. 
         [0074]    The Factor Icon Key  508  provides a visual reference to illustrate the strength (positive or negative) of the risk factors. For example, a high GPA is strong positive indicator that suggests the student is safe, while two or more late payments is a strong negative indicator that suggests the student is in danger of attrition. 
         [0075]      FIG. 6  shows the retention action tab screen  602 . The retention action tab screen is comprised of a series of tab screens that allows a user to navigate to the all actions tab screen  603 , early alerts tab screen  604 , interventions tab screen  606 , and follow-up assignments tab screen  608 . Typically, the retention actions tab screen  602  default view is of the all actions tab screen  603 . The all action tab screen  603  is a compilation of all information that is sorted by concern type in the other tab screens  604 ,  606 ,  608 . 
         [0076]    The all action tab screen of retention actions tab screen  602  includes a search field  612  that allows users to search by student name or message description. The tab screen further includes filters  616 ,  618 ,  620  that allow users to filter student names presented in the table of actions  622 . The filters allow the user to sort the results by concern type  616 , student statuses  618 , or relationship  620 . 
         [0077]    Additionally, any follow-up assignments assigned to the user  610  are highlighted in the table of actions  622 . A further explanation of the filters  616 ,  618 ,  620  and the table of actions  622  is provided in Table I below. 
         [0000]    
       
         
               
               
             
               
               
               
             
               
               
             
               
               
               
             
           
               
                 TABLE I 
               
               
                   
               
             
             
               
                 All Action tabs 
                 A tab set that lets you choose between viewing All Actions, or just a 
               
               
                   
                 specific type: Early Alerts, Interventions, or Follow-Up Assignments. 
               
               
                 Search 
                 Searches student name and message description. 
               
               
                 Show 
                 Dropdown menus to filter the list based on certain criteria, depending 
               
               
                   
                 on what action type(s) are chosen with the action type tabs. The “All” 
               
               
                   
                 value is the default for each of them. Show pull-down menus should 
               
               
                   
                 be listed in the same order that the criteria display in the table below. 
               
             
          
           
               
                   
                 Concern Type 
                 Filters by the warning type of the action. Includes: 
               
               
                   
                   
                 “All Messages” 
               
               
                   
                   
                 and then one for each of the available types. 
               
               
                   
                 Risk 
                 Displays only when showing only Early Alerts. 
               
               
                   
                 Assessments 
                 Filters by the risk assessment of the Alert as set with 
               
               
                   
                   
                 the Risk Assessment pull-down by the submitting 
               
               
                   
                   
                 user. 
               
               
                   
                   
                 “All Risks” 
               
               
                   
                   
                 “High Risk” 
               
               
                   
                   
                 “Moderate Risk” 
               
               
                   
                   
                 “Low Risk” 
               
               
                   
                   
                 “Unsure” 
               
               
                   
                 Statuses 
                 Filters by student retention score. 
               
               
                   
                   
                 Includes: 
               
               
                   
                   
                 “All Students” 
               
               
                   
                   
                 “High Risk Students” 
               
               
                   
                   
                 “At Risk Students” 
               
               
                   
                   
                 “Safe Students” 
               
               
                   
                   
                 “Unscored Students” 
               
               
                   
                 Relationships 
                 Filters by the relationship indicated in the Alert or 
               
               
                   
                   
                 action. Includes: 
               
               
                   
                   
                 “All Relationships” 
               
               
                   
                   
                 and then one for each of the available relationships. 
               
               
                   
                 States 
                 When viewing Early Alerts only, includes: 
               
               
                   
                   
                 “All States” 
               
               
                   
                   
                 “Open” 
               
               
                   
                   
                 “Closed” 
               
               
                   
                   
                 When viewing Follow-Up Assignments only, 
               
               
                   
                   
                 includes: 
               
               
                   
                   
                 “All States” 
               
               
                   
                   
                 “Pending” 
               
               
                   
                   
                 “Closed” 
               
               
                   
                 Assigned to 
                 When viewing Follow-Up Assignments only. 
               
               
                   
                   
                 Includes: 
               
               
                   
                   
                 “Assigned to everyone” 
               
               
                   
                   
                 “Assigned to me” 
               
             
          
           
               
                 Table of actions 
                 The table of actions, sorted by submission date except for Follow-Up 
               
               
                   
                 Assignments which should be sorted first by Pending to Closed, then 
               
               
                   
                 by date and Early Alerts which should be sorted by Open to Closed, 
               
               
                   
                 then by date. This is paginated after 50 messages. 
               
             
          
           
               
                   
                 Concern Type 
                 The concern type chosen when submitting the action. 
               
               
                   
                   
                 If an action (Follow-Up Assignment or Intervention) 
               
               
                   
                   
                 is submitted from an Early Alert, this is the concern 
               
               
                   
                   
                 type of that parent Alert. 
               
               
                   
                   
                 Early Alerts that are submitted with any Risk 
               
               
                   
                   
                 Assessment other than “High Risk” display with an 
               
               
                   
                   
                 exclamation sign icon. 
               
               
                   
                   
                 Early Alerts that are submitted with a Risk 
               
               
                   
                   
                 Assessment of “High Risk”, the alert should display 
               
               
                   
                   
                 with a red outlined icon. 
               
               
                   
                   
                 Interventions added directly to a student display with 
               
               
                   
                   
                 a hand icon. 
               
               
                   
                   
                 Interventions that have been added to Early Alerts, 
               
               
                   
                   
                 the concern type displays with a hand icon with an 
               
               
                   
                   
                 exclamation sign over it. For Interventions that were 
               
               
                   
                   
                 added to an Early Alert the concern type links to the 
               
               
                   
                   
                 Early Alert and anchors down to the specific 
               
               
                   
                   
                 intervention on that screen that was listed on this 
               
               
                   
                   
                 screen. 
               
               
                   
                   
                 Follow-Up Assignments added directly to a student 
               
               
                   
                   
                 display with a foot icon. 
               
               
                   
                   
                 Follow-Up Assignments added to an Early Alert 
               
               
                   
                   
                 display with a foot icon with an exclamation sign 
               
               
                   
                   
                 over it. 
               
               
                   
                   
                 All concern types (except Interventions added to an 
               
               
                   
                   
                 Early Alert - described above) link to the view action 
               
               
                   
                   
                 screen for whichever type of action is being listed. 
               
               
                   
                 State 
                 Displays only for Early Alerts and Follow-Up 
               
               
                   
                   
                 Assignments. For Early Alerts, the state can be 
               
               
                   
                   
                 either Open or Closed. For Follow-Up Assignments 
               
               
                   
                   
                 the state can be either Pending or Closed. Open or 
               
               
                   
                   
                 Pending display with a green dot icon, Closed 
               
               
                   
                   
                 displays with a light gray ‘X’ icon. 
               
               
                   
                 Status| 
                 The student&#39;s retention category status icon, and their 
               
               
                   
                 Student 
                 name as a link to the Student Detail screen. Each 
               
               
                   
                   
                 header controls the sort order separately if clicked. 
               
               
                   
                 Submitted by 
                 The name of the user who submitted the Alert or 
               
               
                   
                   
                 Intervention 
               
               
                   
                 Relationship 
                 The relationship indicated in the Alert or action. 
               
               
                   
                 Assigned to 
                 When viewing the Follow-Up Assignments tab only. 
               
               
                   
                   
                 The name of the person assigned to follow up with 
               
               
                   
                   
                 the student. 
               
               
                   
                 Date 
                 The submission date. 
               
               
                   
                 Highlighted 
                 When viewing All Actions or Follow-Up 
               
               
                   
                 rows 
                 assignments, any pending Follow-Ups assigned to the 
               
               
                   
                   
                 user viewing the portlet should be displayed with a 
               
               
                   
                   
                 dark yellow border and light yellow background. 
               
               
                   
                   
               
             
          
         
       
     
         [0078]      FIG. 7A  shows the early alerts tab screen  604 . The early alerts tab screen  604  is similar to the all actions tab screen  603  of the retentions action screen  602 , but this tab screen only shows early alerts that are assigned to the user, are within the selected retention model, and are within the user&#39;s permission level. From this tab screen the user is able to see the pending and closed alerts. Additionally, the user is able to view an early alert for student or view the student&#39;s retention profile by selecting the appropriate link in the table of actions  622 . 
         [0079]    The early alerts tab screen  604  includes a search field  612  to search the RMS  106  by student names or message description. The early alerts tab screen  604  further includes filters  616 ,  618 ,  620 ,  624  that allow the user to filter the student names presented in the table of actions  622 . In a typical implementation, the early alerts tab screen  604  allows a user to filter by concern type  616 , student statuses  618 , relationship  620 , and risk assessment  624 . 
         [0080]      FIG. 7B  shows the interventions tab screen  606 . Interventions record interactions between institutional personnel and the students that relate to the students&#39; continued attendance in order to avoid attrition. Interventions include face-to-face meetings, email communications, telephone conversations, and written communications directed at the at-risk student. The system allows these communications to be recorded and associated with the students in order to provide a record of the actions taken to prevent attrition. 
         [0081]    The interventions tab screen  606  shows the interventions actions viewable by the user based on the selected retention model, students within the model, and the user&#39;s permission level. From this tab screen the user is able to see pending interventions. Additionally, the user is able to view an intervention or view the student&#39;s profile by selecting the link in the table of actions  622 . For each intervention listed, the concern type, student name, the institutional personnel performing the intervention, their relationship and the date are displayed. 
         [0082]    The interventions tab screen  606  includes a search field  612  to search the RMS  106  by student names or message description. The interventions tab screen  606  further includes filters  616 ,  618 ,  620  that allow the user to filter the information presented in the table of actions  622 . In a typical implementation, the interventions tab screen  606  allows a user to filter by concern type  616 , student statuses  618 , and relationship  620 . 
         [0083]      FIG. 7C  shows the follow-up assignments tab screen  608 . The follow-up assignments tab screen  608  shows the follow-up actions assigned to the institutional personnel based on the selected retention model, students within the model, and the user&#39;s permission level. From this tab screen a user is able to see the current pending and closed follow-ups. Additionally, the user is able to view a follow-up or view the student&#39;s profile by selecting the link in the table of actions  622 . 
         [0084]    Follow-ups are assigned automatically by the system or by personnel assigned to handle retention issues by the institution. They are assigned to other institutional personnel who typically have a relationship with the at-risk student. Follow-ups include face-to-face meetings, email communications, telephone conversations, written communications directed at the at-risk student by the assignee. The system allows these communications to be recorded and associated with the students in order to provide a record of the follow-up actions taken to prevent attrition. 
         [0085]    The follow-up assignments tab screen  608  includes a search field  612  to search the RMS  106  by student names or message description. The follow-up assignments tab screen  608  further includes filter options  616 ,  618 ,  626 ,  628  that allow the user to filter the information presented in the table of actions  622 . Typically, the follow-up assignments tab screen  608  allows a user to filter by concern type  616 , student states  626 , student statuses  618 , and assigned to  628 . Similar to the retention action main screen  602 , any follow-up assignments assigned to the user  610  are highlighted in the table of actions  622 . 
         [0086]      FIG. 8  illustrates an example of an early alert screen  804 . The retention management system  106  provides a student overview  802  that includes a photo of the student (when available) and personal information such as name, school year, major, campus phone extension, mobile phone number, email address, and current retention status. In alternative embodiments, other information such as age, date of birth, and marital status are also presented. 
         [0087]    When viewing an early alert for a student the retention action tabs  604 ,  606 ,  608  (see  FIGS. 6 ,  7 A- 7 C) are not displayed to avoid confusion and prevent users from unintentionally navigating to another tab screen or accidentally adding interventions and assigning follow-ups for the student. Separate links are presented, however, within the early alert screen  804  that allows the user to add interventions  808 , assign a follow up  806 , or close the early alert  819 . 
         [0088]    The early alert screen  804  provides detailed information including why the alert was created 810, the date and who created the alert  812 , the relationship to the student  813 , the relevant course  814 , the current state of the alert  816 , the risk assessment of the alert  818 , and any additional notes  820  added by the submitter. Further, the interventions section  822  and the follow-up assignments section  824  displays any interventions or follow-ups associated with the early alert. 
         [0089]    Additionally, breadcrumbs  834  are displayed at the top and bottom of the screen to aid in the navigation of the many screens of the user interface. The breadcrumbs  834  provide users a way to track their location within the many tab screens of the portlet. Further explanation of the early alert screen  804  is provided in Table II. 
         [0000]    
       
         
               
               
             
           
               
                 TABLE II 
               
               
                   
               
             
             
               
                 Breadcrumbs 
                 When viewing any retention action screen, breadcrumbs appear at 
               
               
                   
                 the top (although below the model selection bar and main top 
               
               
                   
                 navigation) and bottom of the screen. Breadcrumbs start with the 
               
               
                   
                 student&#39;s name as a link to the Student Detail. 
               
               
                 Student Overview 
                 The student info box, as shown on the Student Detail screen. As on 
               
               
                   
                 the Student Detail, some parts of the Retention Status information 
               
               
                   
                 may not display depending on the viewing user&#39;s permissions 
               
               
                   
                 settings. 
               
               
                   
                 On all “view action” screens, the student&#39;s name and photo link to 
               
               
                   
                 their Student Detail page. 
               
               
                   
                 The link at the bottom of the Retention Status is also a link to the 
               
               
                   
                 Student Detail and reads View {student name]&#39;s full retention 
               
               
                   
                 report” 
               
               
                 Retention Action 
                 To avoid confusion between adding Interventions and assigning 
               
               
                 buttons 
                 follow-ups to the student in general and to the specific alert, the 
               
               
                   
                 buttons for these actions do not appear at the top. Only the Email 
               
               
                   
                 {student name} button displays. User&#39;s can use one of the links to 
               
               
                   
                 the Student Detail to add other actions for the student in general. 
               
               
                 Early Alert for 
                 All of the information from the Early Alert. The email icon next to 
               
               
                 {student name} 
                 the submitter&#39;s name links to the email screen to send an email to 
               
               
                   
                 that person. 
               
               
                 State 
                 Either Open or Closed with appropriate icon. 
               
               
                   
                 Close Early Alert button only displays for users with Model-Based 
               
               
                   
                 navigation (retention administrators/managers/staff) 
               
               
                 Follow-Up 
                 If a user has been assigned to follow up with the student about this 
               
               
                 Assignments 
                 Early Alert, the Follow-Up Assignment is displayed. If more than 
               
               
                   
                 one Follow-Up has been assigned, they are listed here from most 
               
               
                   
                 recent to oldest. Below this information, or in place of it if no 
               
               
                   
                 follow-ups have been assigned, a link button to Assign Follow-Up - 
               
               
                   
                 To an Early Alert is displayed. 
               
               
                 Interventions 
                 If intervention(s) have been added either at submission of the Early 
               
               
                   
                 Alert or later, they are listed. Below this information, or in place of 
               
               
                   
                 it if no Interventions have been added, a link button to Add 
               
               
                   
                 Intervention - To an Early Alert is displayed. 
               
               
                   
               
             
          
         
       
     
         [0090]      FIG. 9  shows the student list tab screen  902 . The student list tab screen  902  shows all of the students that are part of the selected retention model and that the user has permission to access. From this screen, a user is able to able to view a student profile by selecting the student&#39;s name, which is displayed as a link. If any students have alerts they are displayed in an alerts column  908  of the student table  906 . 
         [0091]    Additionally, a search box  904  for searching student names is provided. Typically, the search box contains the default value ‘Student Name’, which will clear on focus and re-appear if the field is left blank and focus is lost. In operation, searching for a student name refines the table of students  906  to display only results of the search. If the search does not yield any results an error message of “No students were found with the name {entered name}” is displayed. A Further explanation of the student list tab screen  902  is provided in Table III. 
         [0000]    
       
         
               
               
             
               
               
               
             
           
               
                 TABLE III 
               
               
                   
               
             
             
               
                 Find a 
                 A search box for searching student names. It contains the 
               
               
                 Student 
                 default value Student Name which will clear on focus and 
               
               
                   
                 re-appear if the field is left blank and focus is lost. Search 
               
               
                   
                 button does not do anything if clicked when Student Name 
               
               
                   
                 is populated in the field. 
               
               
                   
                 Searching for a student name refines the student table below 
               
               
                   
                 to show only results of the search or “No students were 
               
               
                   
                 found with the name {entered name}” 
               
               
                   
                 View All link clears the search criteria and goes back to 
               
               
                   
                 viewing all permitted (by permissions) and relevant (by model 
               
               
                   
                 or group choice) students available. 
               
               
                 Students 
                 This is paginated after 25 students. 
               
               
                 table 
                 Default sort order for this table should be by alphabetically 
               
               
                   
                 by last name. 
               
             
          
           
               
                   
                 Status| 
                 Displays the model category icon for the student&#39;s 
               
               
                   
                 Name 
                 retention status (High Risk, At Risk, etc . . . ) and 
               
               
                   
                   
                 then the student&#39;s name linked to each student&#39;s 
               
               
                   
                   
                 Student Detail. 
               
               
                   
                 Early 
                 Displays an Alert icon if any Early Alerts have 
               
               
                   
                 Alert(s) 
                 been submitted for the student 
               
               
                   
                 Year 
                 Displays the student&#39;s year. 
               
               
                   
                 Major 
                 Displays the student&#39;s major. 
               
               
                   
                 Gender 
                 Displays the student&#39;s gender. 
               
               
                   
                   
               
             
          
         
       
     
         [0092]      FIG. 10  shows the student profile tab screen  1002 . The student profile tab screen  1002  provides information about the selected student in the student overview  802 . From this window a user is able to email the student  1010  and view or access the other tab screens related to the student profile tab screen  1002 . For example, a user is able to navigate to the retention actions tab screen  1003 , model results tab screen  1004 , student relationships tab screen  1006 , and course schedule tab screen  1008 . Additionally, links are provided to add an early alert  1016 , add an intervention  1018 , or assign a follow-up  1020 . 
         [0093]    A detailed description of the retention action table  1012  is provided in Table IV. 
         [0000]    
       
         
               
               
             
               
               
               
             
           
               
                 TABLE IV 
               
               
                   
               
             
             
               
                 Retention 
                 A table showing the all submitted retention actions for the 
               
               
                 Actions 
                 student. Default sort is by date, newest to oldest. 
               
             
          
           
               
                 tab 
                 Show 
                 Filters the table below based on the type of 
               
               
                   
                 pull-down 
                 retention action. Pull-down Contains: 
               
               
                   
                   
                 “All Actions” 
               
               
                   
                   
                 “Alerts” 
               
               
                   
                   
                 “Interventions” 
               
               
                   
                   
                 “Follow-Up Assignments” 
               
               
                   
                 Type 
                 The type of the Action, as a link to the View 
               
               
                   
                   
                 Action (Early Alert, Intervention, or Follow-Up 
               
               
                   
                   
                 Assignment) screen. As with other places, Early 
               
               
                   
                   
                 Alerts with a High risk assessment are displayed 
               
               
                   
                   
                 in bold. 
               
               
                   
                   
                 For Early Alerts, any Interventions or Follow-Ups 
               
               
                   
                   
                 assigned or performed to that particular action 
               
               
                   
                   
                 should be listed with pertinent information (user 
               
               
                   
                   
                 who performed it with info and contact links, 
               
               
                   
                   
                 state for follow-ups, intervention type for 
               
               
                   
                   
                 interventions) below the Type as shown in the 
               
               
                   
                   
                 screenshot. 
               
               
                   
                 State 
                 Displays the state of the Action (for Alerts and 
               
               
                   
                   
                 Follow-Up Assignments). 
               
               
                   
                 Submitted 
                 The name of the submitter 
               
               
                   
                 By 
               
               
                   
                 Relation- 
                 The relationship given when the action was 
               
               
                   
                 ship 
                 submitted. 
               
               
                   
                 Date 
                 The date the action was submitted 
               
               
                   
               
             
          
         
       
     
         [0094]      FIG. 11  shows the model result tab screen  1004 . The model result tab screen  1004  provides details of how the student is performing based on the retention model. 
         [0095]    The model results table  1102  provides detailed information about retention model including the risk factors  1104  used in the model, the student&#39;s score  1106 , as well as a chart or line graph  1108  that shows the retention probability over time for the selected student. Additionally, a factor icon key  1110  is also provided to help explain the pictorial symbols (positive or negative) used in the model results table. For example, it is clear that a student GPA of 3.52 is a strong positive indicator based on the factor icon key  1110 . Likewise, it is also possible see that the student&#39;s attendance score has worsened over time. A further description model results table  1102  is provided in Table V. 
         [0000]    
       
         
               
               
             
               
               
               
             
               
               
             
               
               
               
             
           
               
                 TABLE V 
               
               
                   
               
             
             
               
                 Model 
                 Details of this student&#39;s results from the model (if any). 
               
               
                 Results 
                 If the user does not have permission to view model 
               
               
                 tab 
                 information at all, this tab does not display. 
               
               
                   
                 If the student has not been modeled this tab does not display. 
               
             
          
           
               
                   
                 Model 
                 Displays the model, students in the model, and 
               
               
                   
                 info 
                 prediction report date. 
               
               
                   
                 Name 
                 The name, date, and included students from the 
               
               
                   
                   
                 model. 
               
               
                   
                 Score 
                 Category, score, and score change information for 
               
               
                   
                   
                 the student. The icon and “sidebar” color are based 
               
               
                   
                   
                 on the category the student is in. 
               
               
                   
                   
                 (display of score is controlled by Student scores and 
               
               
                   
                   
                 factor values control in Config - Role Settings) 
               
               
                   
                 Chart 
                 A chart showing the student&#39;s current and historical 
               
               
                   
                   
                 scoring in this model. 
               
             
          
           
               
                   
                 The factor table(s) display all of the factors used for predictions. 
               
             
          
           
               
                   
                 Factors 
                 The factors in the model. 
               
               
                   
                 Factor 
                 The Factor Value range the student was categorized 
               
               
                   
                 Value 
                 into. 
               
               
                   
                 Student 
                 The student&#39;s specific value for the factor. 
               
               
                   
                 Value 
                 (display of student value is controlled by Student 
               
               
                   
                   
                 scores and factor values control in Config - Role 
               
               
                   
                   
                 Settings) 
               
               
                   
                 Icon 
                 Factor icons are shown based on the factor score. 
               
               
                   
                 Factor 
                 The factor score. 
               
               
                   
                 Score 
                 (display of weight is controlled by Student scores 
               
               
                   
                   
                 and factor values control in Config - Role Settings) 
               
               
                   
                 Change 
                 If a student&#39;s value changed between the most 
               
               
                   
                   
                 recent report and the previous report, an up or down 
               
               
                   
                   
                 icon displays indicating the change. 
               
               
                   
                   
               
             
          
         
       
     
         [0096]      FIG. 12  shows the student relationships tab screen  1006 . From this screen users edit student relationships by adding, removing or editing the current relationships. The student relationships tab screen  1006  displays users, which are typically faculty members, coaches, or advisors, who have a meaningful relationship with the student and might be helpful in regards to retention matters. 
         [0097]    The relationship table  1202  allows the user to email the related person  1204  or see additionally information  1206 . Additionally, the type of relationship  1208  and supplemental notes  1210  are also displayed. 
         [0098]      FIG. 13  shows the course schedule tab screen  1008 . The course schedule tab screen  1008  displays the student&#39;s active courses for the current term as retrieved from the LMS  110 . Likewise, the course schedule tab screen displays the student&#39;s current grade and attendance, and provides a link to email the faculty member teaching the course. 
         [0099]    If the student has an early alert in one their courses, an early alert icon  1302  provides a link to view the early alert message. Additionally, if there is more than one warning for a single course, the early alert icon links to a “View All Messages” screen showing additional alerts for the students and courses. 
         [0100]      FIG. 14A  illustrates an example of an early alert submission form  1402 . From this screen users are able to submit early alerts for students. In a typical implementation, a user first selects a student and then creates an early alert for the selected student. In this scenario, breadcrumbs  1404  are displayed at the top of the screen with the student&#39;s name and the type of retention action being created to allow users to keep track of their location within the many different screens of the portlet. 
         [0101]    In operation, a user selects information from drop-down menus  1405  to provide information about the relationship with the student, the concern type, the relevant course, the risk assessment, and additional notes and details describing the basis for the alert submission. These drop-down menus are populated with options that are created by retention managers using the configuration options of the RMS  106 . Additionally, the user is also able to enter additional details or notes regarding the early alert. 
         [0102]    The early alert submission form also includes an intervention section  1406  that allows the user to supply information about intervention actions that have been performed in relation to the early alert. For example, if a professor talked to a student about their grades, the professor would include that information when creating the early alert by selecting the corresponding radio button  1403  and adding additional details and notes in the area provided. Specifically, that nature of any intervention is described along with the student response: no response, student did not agree that there was an issue, the student appears in a place to move forward, or a plan was created for overcoming the issue. 
         [0103]      FIG. 14B  illustrates an example of an intervention submission form  1408 . The intervention submission form  1408  contains the same content as the intervention section  1406  of the early alert submission form screen  1402  allowing the institutional personnel to indicate whether contact was made and the student&#39;s response along with the addition of notes and details. It also includes relationship, concern type, and relevant course pull-downs  1407 . 
         [0104]    When adding an intervention to an existing early alert, the concern type drop down menu is replaced with a link (not shown) that is directed back to the alert. Likewise, the relevant course is populated with the value from the previous alert the intervention is being added for. 
         [0105]    Additionally, breadcrumbs  1410  at the top of the screen include the student&#39;s name and the type of retention action being created. 
         [0106]      FIG. 14C  illustrates an example a follow-up assignment submission form  1414 . The follow-up assignment submission form  1414  allows users to assign follow-ups for an early alert or intervention. The follow-up can be assigned to the same person that received the early alert, one of the people listed in the student relationship tab or the follow-up can to someone different. 
         [0107]    In operation, the user selects the options from the drop-down menus  1415  and provides a message in the message space  1417  for the person receiving the follow up assignment. 
         [0108]    Typically, the default option for the assign to drop-down menu  1418  is to select someone that is listed as having a relationship with the student. Similarly, the second drop-down menu defaults to the student&#39;s primary advisor. However, if the student does not have anyone listed in the student relationships tab screen  1006 , a message displays, “There are no relationships saved for this user. Please choose another option.” Alternatively, the user is able to assign the follow-up to a specific person not listed in the relationship tab. 
         [0109]    After a follow-up is assigned, a notification email is sent to the assigned person containing a link to view the follow-up assignment. Breadcrumbs  1416  appear at the top of the screen to display the name of student and the type of retention action. 
         [0110]      FIG. 15  is a flowchart illustrating the steps executed by the RMS  106  for automatically generating alerts. In a preferred embodiment, the automatic alerts are generated when a student passes a set threshold of a single risk factor. In an alternative embodiment, the automatic alerts are generated based on the totality of multiple risk factors. 
         [0111]    In the first step  1502 , the RMS  106  gets the student&#39;s score for the risk factors by retrieving the information from the ERP system  108  or the LMS  110 . In the next step  1503 , the student&#39;s score is compared against the set threshold value defined in the selected retention model. In the next step  1504 , the RMS  106  determines if the student&#39;s risk level passed the set threshold of the risk factor. If the student&#39;s score passes the set threshold, then an alert is created in step  1506 . If the student score did not pass the set threshold then an alert is not created in step  1508  and the process is repeated for the other risk factors. 
         [0112]    Passing the threshold defines when a student&#39;s score for a particular risk is no longer within the ideal range. For example, an alert monitoring student grade point average (GPA) from the LMS  110  is concerned with monitoring GPAs that are too low because a low GPA indicates that a student is not doing well in their classes. Conversely, an alert monitoring attendance is concerned with monitoring too many missed classes because poor attendance leads to missing lectures, missing assignments, missing exams, and poor grades. 
         [0113]    In other embodiments, the alert is generated from information contained in the ERP system  108 . In one example, the system looks for payment history, late payments or default on payments, outstanding balances, or loss of student aid and compares this ERP data against the retention model. Alerts are then generated based on data that are predictive of possible attrition. 
         [0114]      FIG. 16  shows an example of how to configure an automatically generated alert. The factor alerts screen  1602  allows the personnel assigned to operation the retention management system to configure the portlet so that the RMS  106  generates an early alert that is sent automatically if student&#39;s score for a risk factor passes set thresholds for retention factors. In other examples, these risk factors are determined by data mining or regression analysis to develop a model as describes previously. 
         [0115]    In a typical implementation, a user selects a retention model and risk factor from the drop-down menus  1604 ,  1606 . The user then defines the thresholds for the selected risk factor in the retention factor table  1605 . Breadcrumbs  1608  are displayed at the top and bottom of the screen to aid the user in navigating. 
         [0116]    By way of example, the selected retention model is for first year students in the 2010-2011 school year. The risk factor being monitored is for midterm grades. The alert has been configured to generate an automatic alert for ‘Academic—Grades’ if any students have midterm grades that pass the set thresholds. 
         [0117]      FIG. 17  shows an example an alert message  1702  associated with an automatically generated alert  1602 . The user selects the concern type and risk assessment from drop-down menus  1706 ,  1708 . The user is able to compose a customized message  1704  to explain why the automatic alert was generated. 
         [0118]      FIG. 18  illustrates an example of an automatically generated alert  1802 . This automatically generated early alert is for a student with an outstanding balance greater than $10,000  1808 . 
         [0119]    The automatically generated alerts are created for the many different risk factors of the different retention models. The automatically generated alerts provide an automated system and process of identifying students in danger. 
         [0120]    In this screen, the institutional personnel is able to add an intervention  1810  and assign and follow-up  1812 . 
         [0121]      FIG. 19  shows the early warning configuration screen  1902 . From this screen a user is able to configure all of the options and selection choices within the RMS  106 . The main configuration screen allows users to manage roles  1904 , configure managers and notification  1906 , and configure options and messaging  1608 . Breadcrumbs  1910  are displayed at the top and bottom of the screen  1902 . 
         [0122]    This screen is a gateway to the other option screens that allow the user to configure nearly all the aspects of the RMS system. 
         [0123]      FIG. 20  shows how different members of the university are granted different access levels to the retention management system based on their role within the university. The manage roles screen  1904  displays different groups of users that have different levels of access to the RMS  106 . For example, the retention managers and school administrators are able to see information for all students and all the data associated with those students. Financial aid administrators and faculty members, however, have limited access to students and limited access to the student data. 
         [0124]      FIG. 21  shows an example of how concern types are configured. A popup  2102  is populated with all the concern types as defined by the users. The popup is launched from any of the configuration screens with a ‘Choose Concern Type’ link (not shown). This popup is used to configure access to early alerts for a particular group within the university. The top text line  2104  displays the name of the group and the type of retention action being configured with the popup  2102 . For example, the access for faculty members only permits access to early alerts submitted for academic issues. Additionally, if all checkboxes are selected, the ‘Select All’ link toggles to ‘Deselect All’. 
         [0125]      FIG. 22  shows an example of how notifications are configured for different people. The managers and notification screen  1906  is used to set up the notification framework for the RMS  106 . Users are able to determine who receive a notification when an early alert is submitted. For example, retention manager receive notifications for all early alerts. Financial aid administrators, however, only receive alerts for financial aid issues. A further explanation is provided in Table VI. 
         [0000]    
       
         
               
               
             
           
               
                 TABLE VI 
               
               
                   
               
             
             
               
                 Notify 
                 For all three types, this dropdown menu contains the 
               
               
                 dropdown 
                 following options: 
               
               
                   
                 “All Early Alerts” 
               
               
                   
                 “Only Moderate and High Risk Alerts” 
               
               
                   
                 “Only High Risk Alerts” 
               
               
                 Advisors 
                 When selected, the student&#39;s advisor is dynamically 
               
               
                   
                 determined and will receive an email when messages 
               
               
                   
                 are submitted for the student. The notify menu defaults 
               
               
                   
                 to “Only High Risk warnings” for this option. 
               
               
                 Others 
                 A user selector to select other users individually. 
               
               
                 Save and 
                 Clicking ‘Save’ saves the settings and returns the user to the 
               
               
                 Cancel 
                 Configuration main screen. Clicking Cancel resets the settings 
               
               
                 buttons 
                 to what they were when the user entered the screen and 
               
               
                   
                 returns the user to the Configuration main screen. 
               
               
                   
               
             
          
         
       
     
         [0126]    While this invention has been particularly shown and described with references to preferred embodiments thereof, it will be understood by those skilled in the art that various changes in form and details may be made therein without departing from the scope of the invention encompassed by the appended claims.