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Policy 1.4: Course Notification & Development Plan

Applies to: A/BSN, CIPCT (MS), DNP, Certs, PhD

I. Policy Statement

The School of Nursing (SoN) uses Course Notifications and Development Plans as its formal course-level early-alert mechanism. Faculty complete a Course Notification at any point in the quarter when a student is not meeting course objectives or is at risk of course failure. Following the Notification, the Program Adviser and student co-create a Development Plan to identify strategies and supports for success.

Course Notifications and Development Plans serve two purposes:

  • To provide students with timely, transparent feedback and expectations.
  • To activate advising and support resources so the student can develop strategies for success.

These tools are supportive and developmental, not punitive. They are temporary records, maintained in the advising file until graduation, at which point they are removed.

II. Applicability

  • Undergraduate students (A/BSN): A Course Notification may be issued at any point in the quarter when a student is not meeting course objectives or when course performance (e.g., exam scores, assignments, or clinical evaluations) indicates risk of earning below the undergraduate passing threshold of 2.0 in the course.
  • Graduate students (DNP, PhD, CIPCT): A Course Notification may be issued at any point in the quarter when a student is not meeting course objectives or when course performance indicates risk of earning below the graduate passing threshold of 2.7 in the course.

III. Definitions

  • Early Alert: A proactive notification approach used to identify and support students experiencing academic difficulty before course failure occurs.
  • Course Notification: The document completed by faculty that identifies unmet course expectations and outlines initial expectations and action steps.
  • Development Plan: The document completed by the Program Adviser in consultation with the student that records strategies, resources, and follow-up to support course success.

IV. Process

A. Drafting a Course Notification

  • Faculty identifies unmet objectives or performance concerns, with specific examples.
  • Faculty drafts a Course Notification using the School of Nursing template, which includes:
    • Faculty Summary describing situation, background, and concerns about future academic/professional success
    • Specific course expectations needing attention
    • Expectations and Action Plan for improvement, including applicable deadlines (ideally drafted as SMART goals)

B. Faculty Consultation Before Issuance

Before issuing the Course Notification, the faculty consults with:

  • Vice Chair or Department Chair
  • Course Coordinator (if applicable)

C. Issuing the Course Notification

  • The faculty emails the Course Notification (on the official template) to the student’s UW email address, copying:
    • Program Adviser (OSAA)
    • If applicable:
      • Course Coordinator (if applicable)
      • Program Directors and Program Operations Specialist (CIPCT)
      • Specialty Director (DNP)
      • PhD Coordinating Committee Chair
  • This email provides the documented record of delivery.

D. Review and Acknowledgment (Faculty–Student Meeting)

  • The faculty requests a meeting with the student to review the Course Notification (in person or via Zoom)
  • Faculty should offer reasonable scheduling options within 2–3 business days.
  • Students may bring a support person, consistent with University practice. Support persons may provide assistance, but do not participate in the substantive discussion.
  • Best practice: Provide the Notification before the meeting so the student can review and prepare. In sensitive cases, the Notification may be presented during the meeting.
  • Following the meeting, the Program Adviser initiates DocuSign routing for signatures.
    • Signatures requested: Student and Faculty.
    • Copies only (no signature): Program Adviser (OSAA), Faculty Adviser/Committee Chair/Specialty Director, Vice Chair or Department Chair.
    • Clarification of student signature: The student’s signature documents that the student has had a chance to read and review the information. It does not indicate agreement with the substance of the Course Notification.

E. Adviser Follow-Up and Success Meeting

  • Within two business days, the Program Adviser contacts the student to schedule a success meeting. This meeting accurs separately from the faculty meeting to allow candid discussion of barriers and support needs.
  • The adviser and student co-create the Development Plan. This plan:
    • Summarizes the issues identified in the Notification.
    • Identifies barriers to success (academic, personal, financial, wellness, or other).
    • Specifies strategies and resources to address identified barriers.
    • Includes measurable goals, timelines, and check-in expectations.
  • Adviser conducts a needs assessment and provides resource referrals (e.g., tutoring, simulation/practice, study skills, DRS accommodations, counseling, financial or housing support, wellness, etc.).
  • Adviser documents the plan in writing, routes it for student acknowledgement, and coordinates with the Faculty Adviser/Committee Chair/Specialty Director as needed.
  • Note: The faculty and Program Adviser play complementary roles. Faculty set academic expectations and review performance; Advisers help students identify and activate the supports needed to meet those expectations.

F. Monitoring and Close-Out

  • Faculty and student meet regularly to review academic progress.
  • Program Adviser tracks resource utilization and outcomes.
  • At the end of the quarter, the faculty provides a brief outcome note to the Program Adviser (e.g., objectives met/not met).
  • Program Adviser closes the record in the student’s advising file.

V. Documentation and Record-keeping

  • Copies are retained by the faculty and student.
  • The original signed Course Notification and Development Plan are maintained by the Program Adviser in OSAA.
  • Program Adviser ensures Faculty Adviser/Committee Chair/Specialty Director and Department Chair are informed.
  • All documents are removed from the advising file upon graduation.

VI. Student Support

Students are encouraged to use available supports, including:

  • Program and Faculty Advising
  • Disability Resources for Students (DRS)
  • Counseling and wellness services
  • Financial aid and basic needs resources

VII. Roles and Responsibilities Summary

Activity Student Course Faculty Program Adviser (OSAA) Faculty Adviser / Committee Chair / Specialty Director Department Chair / Vice Chair
Draft Notification R/A C C C
Issue Notification I R/A I I I
Meet with student to review Notification R R/A I
Sign Notification & Plan R R A I I
Conduct adviser success meeting R R/A I
Provide support referrals R I R/A I I
Monitor progress & outcomes R R/A I
Close the record R/A

Legend:

  • R = Responsible: Performs the task
  • A = Accountable: Ultimately answerable
  • C = Consulted: Provides input
  • I = Informed: Kept up to date

Related Policies & References

Last updated: September 2025