How to Access Dropout Detective Admin for your Subaccount in Canvas

Introduction

If you are a dean or program director with admin access in Canvas, you also have admin access to Dropout Detective. In Dropout Detective, you can view all students currently enrolled in live courses within the Canvas subaccounts you have access to. This guide will walk you through how to access and view that information.

Contents

How to Access Dropout Detective

Navigating Dropout Detective 

What the Individual Student View Looks Like

Advisor/Ally Alerts from Faculty 

Dashboards FAQ

Other Dropout Detective Resources

How to Access Dropout Detective

1. Open Canvas from the Titan Hub. 
2. Once inside of Canvas, select the Admin button on the global navigation (1) and then select the subaccount you'd like to view in Dropout Detective (2). 
   
3. Select Dropout Detective from the menu (1) to see all the students in live courses under your subaccount (2). 
   

Navigating Dropout Detective 

Welcome to Dropout Detective! 

In your dashboard, you'll see every student in your subaccount's name (1), risk index (2), risk trend (3), last note written (4). You're also able to filter (5) or search by name or SID (6). 

What is a risk index? Dropout Detective uses Canvas data to assign students a risk index score on a scale of 0-100. 100 is the most at-risk for dropping out or failing, and 0 is the least at risk. Dropout Detective uses a wealth of Canvas activity to determine a student's risk level, including missing assignments, zeros, login frequency, submission frequency, and more! 

What is a trend? In Dropout Detective, trend shows what direction students are moving on the risk index scale. If a student has a +10 trend, that means the student's risk index score increased by 10 points. In other words, they became more at risk for failing/dropping than they were previously. Negative trends work the same way.

What is Last Note? Last Note shows the last time an instructor, advisor, or other SPC staff member wrote a note or sent a message to a student through Dropout Detective. However, you'll likely use the Recent Notes or Recent Messages filters to make it easier to pull up this information.

What the Individual Student View Looks Like

Select a student to pull up their individual dashboard. At the top of the individual student view, you'll always see the student's name, risk index, and contact information. Below, there are 4 tabs: Overview, Notes, History and Contacts. 

Individual Student View: Overview Tab

In the Overview tab, you'll see a student's course(s) (1), along with their corresponding Grade (2), Zeros (3), Missing Assignments (4), Last Access (5) and Latest Submission (6). 

Course: You'll see the course code/section, title, modality, and instructor as one link. If you click the link, you'll be taken to the course in Canvas. 

Grade: This is the student's current overall grade in the course. 

Zeros: This is the number of course assignments for which the student has a zero. Optional: Click Show to see a list of the assignments. 

Missing Assignments: This is the number of course assignments that are missing. Optional: Click Show to see a list of the assignments. 

Last Access: This is the last time the student logged into Canvas. Keep in mind, Canvas doesn't necessarily log students out, so this date could be 2 weeks ago if they've stayed logged in that entire time. 

Latest Submission: This is the last time a student submitted an assignment, quiz, or discussion post in this Canvas course.

Individual Student View: Notes Tab

The Notes tab is where the documentation happens inside of Dropout Detective. Two kinds of communications show up here: Messages sent through Dropout Detective (from faculty), and notes written about other communication (emails, calls, etc). 

Individual Student View: History Tab

The History tab in the individual student view shows historical data on the student. Select the History tab (1), and then select the Daily, Weekly or Grades views (2).

Individual Student View: Contacts Tab

The Contacts tab in the individual student view shows all the students' contacts, divided into two groups: Allies and Instructors. 

Allies: An ally essentially means someone who has that student in a Dropout Detective dashboard and receives notifications about alerts activated for that student. Advisors, dual enrollment coordinators, Collegiate High School principals and guidance counselors, and the Veterans Services team members are allies so far. 

Instructors: If a student is taking a course in Canvas, and the course is live, the instructor will show up here. 

You can use this screen to email all Allies, all Instructors, or everyone (all Contacts). 

Advisor/Ally Alerts from Faculty 

Faculty have the ability to alert a student's advisor and dashboard allies in Dropout Detective. When this happens, an alert icon will appear next to the student's name, all throughout Dropout Detective. If the student is in 3 courses, all 3 professors will see the alert icon. The student's assigned advisor will see it, and as long as the student is enrolled in a course that falls under the subaccount you can access, you'll see the alert icon too.  

Alerts will be focused in 1 of 3 areas:

• Student Is Considering Dropping a Course
• Student Is Struggling Academically and Needs Help Planning Future Terms
• Student Needs Career or Program Exploration Support (Program Change)

Step 1: Alert Assessment and Initial Outreach

Advisors must open, assess, and initiate student contact within 1-2 business days of alert assignment. 

1. In your Dashboard, search for the student by name or click a student with the alert icon next to them. Then, click the notes tab and scroll to the alert. 
2. View the alert. The most recent one (if there are more than one) will be at the top. You'll see the Alert Advisor tag, as well as the Alert Activated button. 
   
3. Determine the best outreach method (phone or email). 
4. Contact the student.

Step 2: Documentation within Drop Out Detective

Advisors/allies will document outreach in the Dropout Detective alert by adding a note. Alerts should be acknowledged/closed when student contact is made/the concern is addressed and left open/active when contact has not yet occurred.

If Student Contact is Made: 

When the advisor/ally successfully connects with the student (via email exchange, phone conversation, or meeting)

• Document a summary of what was discussed in the Notes section of the alert. Once you've opened the alert, click Acknowledge Alert (1), type your note (2), and click Submit Note (3).
  
• Close the alert once documentation is complete.

If Student Contact is Not Made: 

If the advisor/ally has attempted outreach but has not made contact with the student

• In the Notes section of the alert, document date of outreach attempt and method (1) and select Submit Note (2). DO NOT check the Acknowledge Alerts box. 
  
• The alert should remain open unless one of the following occurs:
  • Student Response: The student responds to the advisor. The advisor documents the interaction in the comments and closes the alert.
  • Faculty Closure: The faculty member closes the alert based on academic progress, improved student performance, or the length of time the alert has remained open.

Dashboards FAQ

Q: I think I should be able to see more students. Why can't I? Is something wrong? 

A: Dropout Detective pulls data for live courses only. So if you're looking between semesters, it may be empty or very small (showing only students in dynamically dated courses). 

Other Dropout Detective Resources

• Getting Started with Dropout Detective
• Frequently Asked Questions about Dropout Detective
• Dropout Detective: How to Message Multiple Students
• Dropout Detective: First Week Attendance Outreach (Friday) Filter
• How to Use a Tag in Dropout Detective
• Frequently Asked Questions about Dropout Detective

• Titan Hub Page: Dropout Detective

   

Have Questions? Contact the Academic Technology Support Team 
 
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 Phone at 727-341-3500

(Hours: Monday - Friday 8:30 a.m. - 4:30 p.m. EST).
After-hours or weekend assistance? Contact the Technical Support Center

Phone at 727-791-2795 or onlinehelp@spcollege.edu

Want to Schedule a One-on-One or Group Session on Canvas or other instructional technology issues or opportunities?

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