Flag Outreach Quick Reference Guide

Outreach Overview

Purpose

Flag outreach is a key step in the Academic Early Alert process. It ensures students receive timely, personalized support when academic concerns arise. Outreach helps connect students to resources, clarify expectations, and encourage action before issues escalate.

Who Conducts Outreach

Advisors and designated support staff are responsible for outreach. Specific outreach responsibilities may vary by unit - refer to the Flag Tier Guide and Kudos & Referrals Overview for more details. 

Why Resolve Flags

Resolving flags "closes the loop" and connects the student to a person and/or resource. It signals that the concern has been addressed, whether through a student's follow-up, a created success plan, or advisor intervention. If the student doesn't respond after multiple attempts, flags should be still resolved and marked as "concern not successfully addressed." This signals that multiple attempts were made to intervene, but the student did not engage. 

Step-by-Step Instructions

1. Run weekly outreach list

  • When: Choose a consistent day of the week (i.e. Fridays or Tuesdays and Thursdays, etc.)
  • Where: MU Connect > Menu > Students > Tracking tab > Add Filters
  • Filters to use:
    • Status: Active (includes Needs Review)
    • Tracking Type: Flag
    • Item Name: Your assigned flags (use the Flag Tier Guide and Kudos & Referrals Overview)
    • Created By: Anyone
    • Assigned To: All
    • Creation Date: from last outreach date to yesterday

Best Practice: Always use yesterday's date to avoid overlap between your outreach.

2. Review the List

  • Sort the list by student name (click on the "student name" heading to reorder the list).
  • Note any students with multiple flags - group them into one outreach attempt per student, not per flag. This ensures efficiency for the individual conducting the outreach and that the student is not overwhelmed with outreach attempts.
  • Note any students who have upcoming appointments, who have already reached out for assistance, or those that you've recently contacted. Adjust contact as necessary, again to ensure efficiency for the individual conducting outreach and the student is not overwhelmed or discouraged by outreach attempts.

3. Outreach to Students

  • Goal: Connect with and support the student
  • Method: Phone call preferred, since the student previously received an email with the flag. Use email only as a supplement.
  • Tone: Supportive, encouraging, and student-centered

4. Document in MU Connect

  • Add comments to each flag (individually or in batch)
    • Note the method of contact and any response/action from the student
    • Example: "Called student to discuss study resources. Scheduled appointment for Tuesday."

5. Resolve/Clear Flags

  • Resolve using "Interaction with student occurred or concern addressed" when
    • A plan is made with the student
    • The issue is addressed
    • The student engages with support
  • Resolve using "No reply from student after outreach" when
    • The student has not replied to two outreach attempts
  • Resolve using "Student acknowledged outreach but concern not addressed" when
    • The student responded to outreach, but refused assistance
  • Add comments detailing the outreach method (phone call, email, etc.), interaction(s) and and response/action from the student
  • Close the loop: check the "Send a message to [Flag Raiser] to lose the loop
    • This sends a message back to the flag raiser 

Tips for Success

  • Use a shared tracking spreadsheet to avoid overlap
  • Adjust your schedule as needed to fit your caseload and schedule
  • Keep the outreach human - automation helps, but connection matters

 

 

Sample 16-week Flag Outreach Calendar

For this sample, outreach is conducted on Fridays, except Weeks 15 and 16. Flags should be resolved as outreach is conducted and successful. The resolution included below refers to those with no response from the student.
Week Outreach 1 Outreach 2 Resolve Flags
1 raised Mon - Thu Week 1 N/A --
2 raised Fri Week 1 - Thu Week 2 raised Mon - Thu Week 1 --
3 raised Fri Week 2 - Thu Week 3 raised Fri Week 1 - Thu Week 2 raised Mon - Thu Week 1
4 raised Fri Week 3 - Thu Week 4 raised Fri Week 2 - Thu Week 3 raised Fri Week 1 - Thu Week 2
5 raised Fri Week 4 - Thu Week 5 raised Fri Week 3 - Thu Week 4 raised Fri Week 2 - Thu Week 3
6 raised Fri Week 5 - Thu Week 6 raised Fri Week 4 - Thu Week 5 raised Fri Week 3 - Thu Week 4
7 raised Fri Week 6 - Thu Week 7 raised Fri Week 5 - Thu Week 6  raised Fri Week 4 - Thu Week 5
8  raised Fri Week 7 - Thu Week 8 raised Fri Week 6 -  Thu Week 7 raised Fri Week 5 - Thu Week 6
9 raised Fri Week 8 - Thu Week 9 raised Fri Week 7 - Thu Week 8 raised Fri Week 6 - Thu Week 7
10 raised Fri Week 9 - Thu Week 10 raised Fri Week 8 - Thu Week 9 raised Fri Week 7 - Thu Week 8
11 raised Fri Week 10 - Thu Week 11 raised Fri Week 9 - Thu  Week 10 raised Fri Week 8 - Thu  Week 9
12 raised Fri Week 11 - Thu Week 12 raised Fri Week 10 - Thu Week 11 raised Fri Week 9 - Thu Week 10
13 raised Fri Week 12 - Thu Week 13 raised Fri Week 11 - Thu Week 12 raised Fri Week 10 - Thu Week 11
14 raised Fri Week 13 - Thu Week 14 raised Fri Week 12 - Thu Week 13 raised Fri Week 11 - Thu Week 12
15 raised Fri Week 14 - Tue Week 15 raised Fri Week 13 - Tue Week 15 raised Fri Week 12 - Thu Week 13
16 raised Wed Week 15 - Tue Week 16 raised Tue Week 15 - Thu Week 16 Catch up and resolve all flags through Fri Week 16

 

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