SAILS Training Germanna Community College Adapted from the VCCS PowerPoint, Fall 2013

Contents SAILS at Germanna Accessing SAILS Demonstration Updating Your Profile Progress Surveys Flags & Kudos Attendance Clearing a Flag Closing the Loop Student View in SAILS Business Process Review

SAILS Background

SAILS at Germanna Went live on September 30, 2013 for Developmental Education courses All college courses Spring 2016

VCCS Flags Flag NameDescription Assignment Concerns Raise this flag if you have concerns about a student receiving low scores on assignments. Attendance Concern Raise this flag if you have concerns about a student missing class or being late to class. In Danger of Failing Raise this flag if a student is in danger of failing your class and requires immediate intervention. Low Participation Raise this flag if you have concerns about a student's low participation in class. Low Quiz/Test Scores Raise this flag if you have concerns about a student receiving low scores on quizzes or tests. Never Attended Raise this flag for students who have never attended the course section. General Concern Raise this flag if you have a general concern about a student that does not fit one of the other flag categories. Comments will be required to describe the concern.

VCCS Kudos Kudo NameDescription Keep up the Good Work Raise this kudo when you want to encourage a student to keep working hard and producing positive results. Outstanding Academic Performance Raise this kudo to congratulate a student on producing excellent academic work. Showing Improvement Raise this kudo when a student is showing improvement from previous performance or behavior. All Flags and Kudos are disclosable under FERPA

Specific ExpectationsInstructors Raise flags when appropriate. Submit a progress survey when ed. Student Services Staff Receive notifications or login to SAILS to view activity. Record follow up actions in SAILS: Add notes Clear flags Close the loop Students Receive notifications when flagged. Contact appropriate support office.

Accessing SAILS For training

Accessing SAILS – My VCCS (Test) SAILS training URL – Use your My VCCS username and password for the test system

Logging into SAILS – My VCCS (Test)

Accessing SAILS - Blackboard Login to Blackboard Click on SAILS listed under the Tools menu

Demonstration

Configure Your Profile 1. Click the arrow next to the instructors name for Institutional Profile. 2. Modify default login page or phone numbers if necessary. 3. Upload your photo to help a student put a face to your name. a. Select the Upload Photo link. b. Browse for a photo on your desktop (JPEG, GIF, PNG). c. Click the Upload Now button. 4. Click the Save button.

Notifications 1. Click the arrow next to the instructors name and select Notifications. 2. Check or uncheck notification options to select s. 3. Save changes.

Progress Surveys sent to instructor with reminder to complete progress survey(s). Click on Progress Survey tab to access survey(s). To complete survey, check the appropriate boxes and click Submit to raise flags.

Example Survey Reminder to Instructor Dear Instructor Name, As you know, we are utilizing the SAILS (early alert) system to help us make the process of reporting on the academic progress of our students as easy and efficient as possible. Through a Progress Survey you have a quick way to inform us of your students' progress in class. To access the Progress Survey for your course(s): Go to: Click on the SAILS link to access the system. Login using your MyVCCS credentials (same credentials used to log into Blackboard). You will see a link(s) to your Outstanding Surveys at the top of your SAILS homepage. Once you reach the survey, simply check the box next to the particular student's name for whom you would like to report progress. You will have options to add comments. Click Submit. If you don't have any progress to report, it is important that you click Submit, so we know you reviewed the survey. You will receive a confirmation . Items you raise will be addressed by the appropriate individuals from our institution. You have # surveys, which need to be completed before date survey closes. Outstanding Surveys: Name of survey(s) to complete Your responses will help us know which students to reach out to and offer help. What if I want to add more details? When you check off a box to raise a flag on a student you will see a small yellow icon appear next to the student's name. Click that icon to add a comment. Name of Chief Academic Officer

Raise a Flag or Kudo 1. Click My Students tab. 2. Search for a student by a. Typing the student’s name into the Search field. b. Choosing your Connection to them 3. Click the student’s name then select Raise a Flag or Add Kudo.

Raising a Flag - Instructor Tracking item is the type of flag being raised. A comment is important to help advise the student. The student will see the comment in an . Address comment to the student Notes can be subpoena. A course contact must be selected.

Raising a Flag – Student Service Staff Only General Concern flag available No course context

Taking Attendance

Clearing a Flag

Closing the Loop

Clearing Flags vs. Closing the Loop If an issue is resolved, the flag should be cleared. Please leave a comment in the “Flag as Cleared” box documenting how the flag was cleared. You have the option of sending your comment as an to the student and/or flag raiser. Once flags are cleared, they are changed from “active” to “resolved,” but stay in the system. Adding a comment in the Closing the Loop box about how the flag was cleared sends a notification to the flag raiser. This option should be used by counselors and advisors to alert the instructor that the issue is resolved.

Reminders Students will receive flag comments in an . Remember to address the student in the comment and be specific about assignments and attendance issues. The General Concern flag will not send an to the student, but they can see your comment if the login to SAILS. Save the General Concern flag for non-academic issues. If an instructor resolves the issue with the student, they should clear the flag. The Note function will send a note to the student that is tracked in SAILS. The function will the student without tracking it in SAILS

Student Perspective

Student Flag Notification

Student View in SAILS

College Business Process Review

Support Having trouble? If you need help, contact Dr. Sarah Somerville at