Exam Retake Exam Retake Administration

This page is instructions for Full Time Supervisors, Student Supervisors, and Peer Mentors who have been assigned to download reports and send outreach emails to students who have failed exams.

Overview:

1. 1. Run Orion exam fail report weekly
  2. Peer Mentors and send the initial outreach email
  3. Follow up email sent 2 weeks after initial email
  4. Final email sent 6 weeks after initial email

Exam Fail Report

Jenny will run the report each Monday and make email outreach assignments to Peer Mentors. Melanie will assign a Student Supervisor to send peer educator outreach emails.

Each Monday run the "Failed First Final Exam Report" from Orion, covering Monday-Sunday of the previous week

2. Copy the new report into the Exam Retake Outreach Tracker, starting on the first open line below the existing data.

3. Sort the sheet by Last Name. Delete any exact duplicates (make sure both the name the course match). Some students will remain on the report from week to week because they haven't yet retaken their exam, so by deleting duplicates, we ensure they aren't getting the same outreach email two weeks in a row.

4. After duplicates have been deleted, re-sort the sheet by First Contact Date and then by Title. Anyone without data in this column will be sent an initial outreach email.

5. Next, assign the students to a Peer Mentors and Peer Tutors based on how many hours the mentor/tutors are working (i.e) If a mentor has more hours they have the capacity to reach out to more students.

- Exclude any students who have a zero due to cheating by marking them in red. We will not contact these students.
- For the following courses highlight it in green and assign it to a tutor in that specific subject: Geom 41 and 43, English 55, and Math 35.

6. Lastly, two weeks after that report is pulled, move the names to the '2 week follow up' tab. Similarly, move the names that have been in the 2 week tab for the full six week period to the '6 week follow up tab.' That way mentors can send out the additional outreach templates accordingly.

Outreach Emails

These are instructions for the Peer Mentor and Peer Educator outreach emails.

One for Initial Outreach Email (there is already a lot of content here), one for 2-week Follow-up Emails, and one for 6-week Follow-up Emails.

Initial Outreach Email

Open the Exam Retake Outreach Tracker and download a copy to your desktop.
On your own, downloaded copy of the spreadsheet, sort the tracker spreadsheet by the "Assigned To" column. This will help you focus on sending emails only to the people who are assigned to you. Delete all of the information for students not assigned to you. Also delete anyone who already has information in the First Contact Date column (these students have already received an email). Save a copy of this modified spreadsheet file to your desktop and close the file.
Make sure you have the Outlook app open. (Student Supervisors, make sure you have the success@byu.edu account selected rather than your personal email account.)
Open the Initial Failed Exam Outreach - Peer Mentor or the Initial Failed Exam Outreach-Peer Educator file on the desktop version of Microsoft Word. This is the email template.
If you get a pop-up message that looks like this, click Yes and/or just exit out of the box.

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Select Mailings across the top horizonal menu, then Start Mail Merge, then Email Messages

Next, click Select Recipients, then Use an Existing List

Find and select the modified spreadsheet file you just saved to your desktop. (If you encounter any errors, make sure you've closed the spreadsheet file.)
A small window will pop up, asking you to select a table. Select "Exam Retake Data$" to ensure that the data is pulled from the correct tab of the spreadsheet.

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Click Preview Results and click through a few records to make sure the name in the greeting, the course name, and your name in the email signature is customized for each email.

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Click Finish & Merge and Send Email Messages

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In the "To:" field, make sure it says email; in the "Subject Line" field, type in Exam Retake Help. For "Send Records," make sure All is selected. Click "Okay," and your emails should start being sent out.

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Don't save the email template document when you finish. You can just close out of the document without saving.
To verify that emails have been sent out, check the Sent folder of your email.
Continue on to the Tracking section of this page.

2-Week Follow-up Email

Open up the Exam Retake Outreach Tracker and click on the "2 week follow up" tab.
Sort the data by Assigned To and find the students assigned to you.
Search for each student in Orion and look at the gradebook for the course in which they failed the exam.
- If the student has a course grade or a non-failing final exam grade, make a note describing what you see/their course status in the Notes column of the spreadsheet. This likely means that the student has taken some action, and we don't need to send them a reminder email.
- If the student still has a failing final exam grade and no course grade, send them the Peer Mentor 2-week follow-up email template.
- Or if you are a Peer Educator go ahead and send them the Peer Educator 2-week Follow up email
If you send an email, be sure to enter the date in the "Follow-up Date" column.

6-Week Follow-up Email

Tracking

Brief synopsis of this section and who it's for.

Peer Mentors:

After you have sent the initial outreach email, log the date in the First Contact Date column of the Exam Retake Outreach Tracker.

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