[doxa_ac_role_menu]
Academic Coach Operating Guide
The Academic Coach supports assigned students through planning, progress review, study strategies, goal setting, accountability, referrals, and documented follow-up. Coaches use individual accounts and may access only assigned students and authorized information.
Core Responsibilities
- Prepare for and conduct Academic Coaching appointments.
- Document accomplishments, concerns, agreed tasks, owners, and deadlines.
- Use shared notes deliberately; notes are private by default.
- Monitor assigned follow-ups and escalate urgent institutional concerns promptly.
- Submit the weekly accountability report for the preceding Saturday-Friday period by Friday at 5:00 p.m. Eastern Time.
- Protect student information and keep sensitive content inside the secure portal.
Boundaries
- Do not access students who are not assigned to you.
- Do not place sensitive case facts in notification email.
- Do not independently change official student status or abandon an assignment.
- Do not close an urgent escalation unless authorized to do so.
- Do not promise outcomes, exceptions, financial assistance, transferability, licensure, employment, or accreditation status.
Notes and Corrections
Notes are private unless deliberately marked shared. A newly saved note may be corrected for 15 minutes while the original is preserved. After that period, use a dated addendum. Coaches cannot delete saved notes. A student may submit one response to each shared note.
Escalations and Follow-Up
Urgent matters must be escalated immediately and must not wait for the weekly report. Sensitive facts remain in the portal. The authorized reviewer acknowledges, assigns, monitors, and closes the matter according to DOXA policy. The urgent-escalation function is not an emergency-response service.
Frequently Asked Questions
May I view another coach’s students?
No, unless the student is formally reassigned or additional access is explicitly authorized and logged.
May I change a student’s status?
You may request a change with a documented reason. The existing status remains active until an authorized reviewer approves or rejects the request.
What belongs in email?
Only limited operational information such as a notice that an item is available in the secure portal. Do not reproduce sensitive notes, reasons, evidence, or private records.
What if a student requests a deadline exception?
Refer the request through the authorized academic process. Do not grant academic exceptions unless formal authority has been assigned to you.
What if I need reassignment?
Submit a documented request. Your current assignment remains active until an authorized decision is recorded.
When is my weekly report late?
After Friday at 5:00 p.m. Eastern Time. A late submission requires a brief administrative reason.
What should I do in an immediate-danger situation?
Follow DOXA’s approved emergency procedure and contact appropriate public emergency services. Do not rely only on the portal escalation workflow.
This guide supports DOXA Christian University’s academic-support, privacy, and institutional-control practices. It does not replace the academic catalog, course syllabus, faculty instructions, complaint and appeal procedures, or other official policies. Regulatory references support traceability but do not independently establish licensure, exemption, approval, accreditation, or legal compliance.