Watermark “Wolf Tracks” is an early alert and retention system designed to support student success and engagement. Wolf Tracks allows students and designated staff to be notified of academic performance through automated and manual alerts and messaging. Wolf Tracks automatically imports data from Colleague, including attendance and grades. Faculty will continue to update attendance weekly in Student Planning and grades in Moodle.
What is the responsibility of faculty?
It is the college’s expectation and the instructor’s responsibility to send an alert through Wolf Tracks for any student struggling in their course.
Additionally, automated Attendance and Grade alerts will be sent to students. To ensure that students and designated support team members are receiving alerts reflective of real-time progress, faculty should maintain weekly attendance in Student Planning and grades in Moodle. This is required for Wolf Tracks to operate effectively.
When should faculty submit a Wolf Tracks alert?
While the Wolf Tracks system is a retention and success strategy, it is not the first option for classroom management, and should not be used as a replacement for best practices and due diligence by the instructor, including but not limited to, calling, emailing, or meeting with the student to address concerns.
Faculty should submit a Wolf Tracks alert:
- After matters have been discussed with the student and there is little or no improvement.
- When additional resources are needed.
Wolf Track alerts are most critical during the first five (5) weeks of a course. Alerts should be submitted as early as possible to ensure there is sufficient time for intervention and improvement.
What are reasons for staff/faculty initiated alerts?
The following are examples of behaviors that may warrant an alert. Please note that these are just examples and do not provide an exhaustive list. Each alert will be reviewed individually and handled based on the specific circumstances presented.
(a) Attendance Concerns
NOTE: Wolf Tracks is not to be used as an attendance-taking tool. When a faculty member sends an alert indicating that a student’s attendance is unsatisfactory in a course, it means that the faculty member has determined that the student’s attendance pattern is a concern and may affect student success in that course.
(b) Academic Concerns
- student attends class but doesn’t participate
- student has missed multiple assignments
- student performs poorly on assessments
(c) Behavioral Concerns
- student is a threat to self or others
- student exhibits disrespectful behavior
- student exhibits hostile or aggressive behavior
- student violates the WCC Code of Conduct and Civility.
(d) Referral to Tutoring
- TRiO/Student Support Services
- English and Math Tutoring
(e) Referral to Counseling
(f) Self Disclosed Concern
- childcare issues
- transportation issues
- food insecurity
- financial hardship
- drug or alcohol abuse
- domestic abuse
Can faculty submit more than one alert for a student during the same semester?
Check the Alerts and Notes for a student in Wolf Tracks before issuing a new alert for the same student in the same class for the same problem.
- The alerts and notes feature provides an up-to-date status of previous alerts.
- You may add a note to a previous alert to update the success team.
- You will receive an email when the previous alert has been closed; however, you can check the notes feature at any time to see the progress of the alert.
What is the follow-up timeline after submitting an alert?
- Immediately after an alert is submitted, a notification will be sent to the appropriate success team member.
- The success team member will attempt to make contact with the referred student multiple times which will be logged as a note attached to the alert.
- Faculty can check the status of the alert and see the notes in Wolf Tracks at any time during this process.
Alert Best Practices
When sending an alert, please be aware that your words become part of the student record. Remain factual and stay away from opinions and emotions. For example, if sending an alert about poor class performance,
- say this: X Student has not turned in the last three assignments and is not responding to emails or conversations about their performance
- do not say this: X Student is moody and doesn’t care about school or grades. I just don’t know what to do.
Contact one of the Wolf Tracks administrators with any questions or concerns.
Associate Vice President of Enrollment Services/Registrar
Department: Student Development
Phone: (252) 246-1228
Director of Instructional Support Services
Department: Instructional Support Services
Phone: (252) 246-1363