Starfish Early Alert Training for Advisor Roles - PowerPoint Presentation

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Starfish Early Alert Training for Advisor Roles

UNIVERSITY NAMESlide2

Agenda

Overview of Starfish

Starfish at [Your Institution]GoalsExpectationsDemonstrationHands-on trainingQuestions throughout

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What is Starfish?

We are.

A Student Success CompanyWe believe. The campus community engaged with a student will lead to that student’s success.We help academic institutions.Identify. Which students are at risk now?Guide. Where do I go to get/offer help?

Connect.

When can I get help?

Optimize. How are services performing?

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“

I made a difference for that one.”Slide4

Starfish Solutions

Early Warning & Student Tracking System

Student concerns can be manually flagged when observed or through periodic surveys.Automatic flags are raised based on online grade book data.Recommendations can be communicated to the student.

Appropriate personnel are informed of flags raised and cleared.

Close the loop with faculty when progress is made.

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Educational Support Networking System

Each student has personal My Success Network of instructors and campus staff.

Online scheduling for in-person meetings – both individual and group appointments.

Appointment confirmation by email.

Documentation of contact with students through private and shared notes.

Service catalog of available campus support resources.Slide5

Starfish at

[UNIVERSITY]

A collaborative effort between the faculty , advisors and other staff at UNIVERSITY to ensure student success and persistence.Goals:University System Goal: Increase of retention by 1% within the

Regental

system for first year students. The result would be an increase of 48 students by the Fall of 2014. According to Noel-Levitz, a 3-5% improvement may be possible within one year with aggressive retention strategies

.UNIVERSITY Goal: TYPE GOAL. Slide6

Roles in Starfish

Academic Roles

InstructorAll instructors that have an active section/course/class will have the role of Instructor.StudentAll active students will have the role of a student.These two roles are delivered in Starfish and are specific to the student and the instructor.Student Support Roles

Advisor – Academic Advisor

Athletic Advisor

Director of Distance Learning

ROTC AdvisorResidential Life 1Residential Life 2Student International AdvisorStudent Veteran Advisor

Success Center ISuccess Center IITrio AdvisorThese roles are specific to student populations and act in an advising capacity. Slide7

Roles in Starfish

Center/Office

Service Roles Counseling CenterDisability ServicesFinancial Aid CenterStudent ServicesTutorThese roles are specific to an office or service that can be provided to the student.

Administrative Roles

Athletic Director

Any staff member that has the need to see all of the athletic students at the Campus. I.e., Compliance, Director, Training, etc.

Regents System AdministratorThis role is unique to the administrator(s) at the Executive Directors office who work with the Vendor.

Residential Life DirectorAny Director that oversees the Residential Hall staff in a hall. Tutor Coordinator

University

Administration

This represents any VP, Director, Dean who do not have access in any other role and need the ability to run reports. Slide8

Tracking Items in Starfish

Flag

This is where there may be a need to notice a student of a concern. Instructors, Advisors (all advising roles) typically can raise flags.To DoThis is where there may be a need an action item a student will need to complete due to a flag or other non-flag circumstance. Instructors, Advisors (all advising roles) typically can create To Dos.ReferralThis is where a referral can be made to a service or resource center. Typically Advisor (all advising roles) and certain service roles can create referrals.

Kudo

This is where any role could create a complimentary statement or reward a student. All roles can create Kudos. Slide9

Flags

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Flags for Fall 2012 - Instructor

Flag Name

DescriptionAttendance Concern

This flag allows for an instructor to flag a student

when they are concerned about the students overall attendance. This flag is not a required tracking of attendance and rather a flag that can be raised due to a general attendance concern.

Behavioral

Concern

This is a flag that allows the instructor to provide notice to a student if there is a behavior concern. This is a general flag for any type of ‘behavioral’ concern.

Low Participation

Concern

This is a manual flag that is raised by the instructor when there is concern for low participation in the course.

Low Test/Quiz Scores

This is a manual flag that the instructor can raise if there is concern of low grades/scores on tests and quizzes.

Missing Assignment

This is a manual flag that is raised by the instructor when there is concern of missing assignments.

No Show in First Week

This is a flag that will be utilized when a student does not show up for class in the first week.Slide11

Flags for Fall 2012 - Advisors

Flag Name

DescriptionContact Advisor/WithdrawThis is a manual flag that can be raised to alert student of need to review courses and identify if there is a need to withdraw from a course.

No Show in First Week

This is a flag that will be utilized when a student does not show up for class in the first week.Slide12

Flags for Fall 2012 – Auto-generating Flags

Flag Name

Description3rd FlagThis is an experimental flag that will be submitted when student receives 3 flags. This is processed nightly and simply notifies the stakeholders that the student has 3 flags.

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th

Flag

This is an experimental flag that will be submitted when student receives 3 flags. This is processed nightly and simply notifies the stakeholders that the student has 6 flags.

Grading/Assignment Concerns

This is an auto-generated flag due to a grade that falls below 70% or if a student is missing an assignment. Both of these flags are enabled only for a few roles to identify how D2L is being used and will not be made visible to students, faculty and most roles. A focus group will be conducted after the pilot to review the setup of these flags. Slide13

To Dos

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To Do Action Items for Fall 2012 - Advisors

Flag Name

DescriptionADA Accommodations Letter Reminder

This allows for an action item for request on ADA and disability needs.

Complete FAFSA

This is an action item for students to complete FAFSA.

Complete Success

Contract/Success Plan

This is an action item that can be raised to communicate to student of their need to take some skill courses on time management.

Complete Federal Work Study

Employment Paperwork

This allows the University to request a student to complete the FWS paperwork.

General ‘Student Contact’

This is an action item that will allow the To Do based on the student circumstance or need. The comments will allow a campus to document specifically the action item. Comments are required.Slide15

To Do Action Items for Fall 2012 - Advisors

Flag Name

DescriptionMeet with your Advisor to Plan

Next Semester

This allows the university to request students to begin working with their academic advisor or other advisor on their next course schedule or plan.

Meet with your

Instructor

This is a action it for the student to meet with their instructor. Because we are requesting the student to meet with their instructor, we require the course to be selected.

Pay your Tuition and Fees

This is an action item so students can be reminded to pay their tuition and fees.

Resolve a Hold

or Restriction

This action item can be used for any form of record hold or restriction.

Schedule a Tutoring

Session

This is a To Do item to remind students they are to schedule a tutoring session.

Schedule your Academic Probation Meeting

This allows you to remind a student to schedule their academic advising/counseling session.Slide16

To Do Action Items for Fall 2012 - Advisors

Flag Name

DescriptionContact Instructor to Complete Missing AssignmentsThis is a to do item based on missing assignments.

Meet with your Advisor

This is a general Advisor request. You can insert into comments specific needs for the student. Slide17

Referrals

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Referral Items for Fall 2012 - Advisors

Flag Name

DescriptionAttend Tutoring

This is a general referral

to tutoring. Since it is general, comments are required to ensure student understands what the tutoring request is regarding.

Career Center

This allows the university to refer to a Career Center.

Health and Counseling

Resources and Services

This is a referral to Counseling.

Disability Resources and Services

This is a referral to Disability Services.

Financial Aid Resources and Services

This allows for the stakeholder to refer a student to Financial Aid Office.Slide19

Referral Items for Fall 2012 - Advisors

Flag Name

DescriptionGeneral ReferralThis is a general referral that can be used for any circumstance/need the student may have. It does require comments and an explanation of the referral.

Diversity Resources and Services

This allows the University to refer a student to the Diversity Offices at the campus.Slide20

Kudos

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Kudos Items for Fall 2012 –

Advisors and Instructors

Flag NameDescription

Outstanding Academic Performance

This is a

Kudo

for great academic and scholarly performance.

Showing ImprovementThis is a

Kudo

for a student when their course work has improved.Slide22

Specific Workflow for Roles

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Network Services

The system allows a student to see specific services that are directly related to their University or Course or Staff they are tied to through enrollment or services provided.

Each University has provided a list of services that will be loaded and tied to students.Some examples of services include: Public Safety/Campus Security, Disability, Bookstore, Tutoring, etc. Slide 23Slide24

Example of Success Network

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Calendars

All have the ability to block off office hours, advising, etc. See Handout.Slide26

Demonstration

Student Experience

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Demonstration

Faculty

ExperienceSlide 27Slide28

Hands-On Training

Advising RolesSlide29

Training agenda

Find

your students list.View a student folder.Raise/Clear a flag. Configure your profile.Contact informationAppointment preferencesEmail notifications

Create

your first office hours block.

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Find Your Students List

Click

Students in the top frame navigation.Search for a student by…

Typing the student’s name into the

Search

field

Choosing your

Connection to them

To organize your students list by flag, select the

Tracking tab

.

You can sort the list by flag name and/or flag status.

You can clear or comment on flags from here.

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To clear multiple flags at once from the Flags tab:

Check off the boxes to the right of the flags you want to clear, then click the Clear Flags link at the top.Slide31

View a student folder

From your

Students list, click the hyperlink of a student’s name. This brings you to the

student’s folder

. Depending on your level of access, you will find information on…

Appointments

(past/upcoming)

Grades

(past/current)

Notes

(you added/shared with you)

Tracking

history (raised/cleared)

From the student folder you can…

Raise a flag

Add a note

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Anywhere you see a student’s name as a hyperlink will take you to their student folder.Slide32

Configure Your Profile

Click

Profile in the top frame navigation.Edit your contact information. Then, select the email address(es) where Starfish notifications should be sent.

Upload your

photo

to help a student put a face to your name.

Select the Upload Photo link.

Browse for a photo on your desktop (JPEG, GIF, PNG).

Click the Upload Now button.

Complete the

General Overview

and

My Biography

sections so students can learn more about you.

Click the

Save

button.

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Students will see your profile information when they click to view your

online appointment calendar.Slide33

Appointment Preferences

Go to Profile >

Appointment Preferences. Select your

Minimum Appointment Length.

Select your

Scheduling Deadline

– e.g., if appointments must be made by 5 p.m. the day before.

Establish

My Locations

so students know where they can meet with you.

Delegate

Calendar Managers

– colleagues who can see your calendar and make any edits/deletes.

 Click the

Save

Button.

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When students sign up, they see time slots for the appt lengths you allow.

If you check the box to allow walk-ins after the deadline, students will see this noted in your calendar.Slide34

Email Notifications

Go to Profile. Then choose

Email Notifications.

Under

Appointments Notifications

and

Flag Notifications, set your preferences for if/when you want to be notified of appointments and flags.

To receive

iCal attachments

, check the boxes to receive an individual email every time there is a new or cancelled appointment.

Click the

Save

button.

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You can change your email notifications settings

at any time.Slide35

Add Your First Office Hours Block

Go to Appointments>

Add Office Hours.Give your block a title. Indicate which day(s) of the week this block occurs.

Specify the start and end time.

Set the location. You can set up multiple locations by going to Profile > Appointment Preferences.

Enter any special instructions, or specify a

Start/End Date

if it is part of a series.

Click the

Save

button.

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How do I edit or delete?

Click the icon to see options for managing your office hours blocks. Slide36

Scheduling Wizard

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Click

Scheduling Wizard.

Fill in your appointment availability from week to week. Use the arrows to scroll through the weeks within the entire term.

Click the

Save

button. Slide37

Schedule An Appointment

Click Appointments at the top, then choose the

Add Appointment link.Search for a student name in the “With” field.

Complete the fields to specify the date, time and duration of the appointment.

You will receive an email confirmation for this appointment.

As the calendar owner, you can add appointments at any date and time, regardless of whether they occur within available blocks.

Click

Save

.

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Students can never see other students’ information. If a time slot is taken, it is marked as

unavailable in your calendar

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You are ready to begin utilizing Starfish!

Congratulations!

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Support

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Having

trouble?

Please fill in contact information.