Report a Concern for a Student
Overview: To report a concern for a student, complete the Advocate CareNetwork Report form, filling in the information requested. If you have any questions after completing the report form, feel free to contact the Dean of Students or the Vice President for Student Development.
In the case of urgent or life-threatening concerns, please call the university dispatcher at 740-587-0810 for immediate assistance.
Faculty and staff use the Advocate CareNetwork to report many types concerns. The following examples are categorized by type:
- Academic: student has excessive absences, missed multiple assignments and is not responsive to instructor outreach, etc.
- Campus/Social: student has expressed severe homesickness, reported serious roommate issues, etc.
- Medical: student has lost a dramatic amount of weight, has left campus for surgery or treatment, reported a medical condition of concern, etc.
- Mental health: a student has become withdrawn, has begun to exhibit behavior you find strange, has reported acute anxiety, submits an assignment with troubling content, etc.
- Personal: student has lost a close friend or family member, reports that a parent has recently become homeless, or reports other information.
Denison University faculty and staff are invited to report concerns about students by using an online reporting form. The CareNetwork Report Form is available by clicking the online form below or at: https://denison-advocate.symplicity.com/care_report The form provides fields in which you identify yourself and give your contact information. In subsequent fields, you identify the student(s) of concern, describe the nature of your concern, and identify others who may be affected or involved. Finally, the form asks whether we may share your name with the student or with staff members, or whether your report is to remain confidential.
Please be aware that any time you record information about a student in an email, a note, a recording, or a CareNetwork form, etc., the information becomes part of the student’s protected education record. Such information should be presented in a professional manner.
Reports of concerns are reviewed by the Dean of Students, who confers with appropriate staff and assigns the Report to a staff member for follow-up, as needed. In order to insure that the concern is shared with staff from appropriate offices (e.g. Health, Counseling, Academic Resource Center, Housing, etc.) the Dean will benefit from the most complete description you can provide: examples of observed behaviors or details of concerning interactions, others who may have witnessed or been affected by the situation, texts of worrisome emails, etc. It is also helpful to know of any steps you have already taken to address your concerns, such as conversations you have had with the student, the student’s advisor or mentor, or another staff member to express your concern.
Please be aware that any time you record information about a student in an email, a note, a recording, or an electronic form such as those in the CareNetwork, etc., the information becomes part of the student’s protected education record. Such information should be presented in a professional manner.
Once a Report is submitted, the Dean of Students receives a notification. The Dean will review the report to determine the appropriate timeline for response. Our rubric calls for a response to critical concerns within 24 hours, moderate concerns within 48-72 hours, and low-levels concerns within one week. In most instances, the Report will be assigned within a day to a staff member for action. The staff members who support Denison’s Advocate CareNetwork meet Tuesday mornings to review current Reports and share updates or continuing concerns. Once reports have been resolved, they are archived but maintained so that, in the event a new concern should emerge, the record of prior concerns and responses can be reviewed.
Our ability to provide information back to the original reporter is shaped by University privacy policies and the federal Family Educational Rights and Privacy Act (FERPA). Our “need to know” standard permits us to share confidential information regarding students with those who need the information in order to perform effectively in their jobs. If you are not directly involved in follow-up actions but have questions about the nature of the University’s response, please contact the Dean of Students.