1. Starfish Early Alert Training for Advisor Roles UNIVERSITY NAME

2. Agenda Overview of Starfish Starfish at [Your Institution]
Goals
Expectations
Demonstration
Hands-on training
Questions throughout

3. “I made a difference for that one.”
What is Starfish?
We are.
A Student Success Company
We 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?
“I made a difference for that one.”

4. 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.
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 .
Documentation of contact with students through private and shared notes.
Service catalog of available campus support resources.

5. 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 According to Noel-Levitz, a 3-5% improvement may be possible within one year with aggressive retention strategies.
UNIVERSITY Goal: TYPE GOAL.

6. Roles in Starfish Academic Roles Student Support Roles
Instructor
All instructors that have an active section/course/class will have the role of Instructor.
Student
All 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.
Advisor – Academic Advisor
Athletic Advisor
Director of Distance Learning
ROTC Advisor
Residential Life 1
Residential Life 2
Student International Advisor
Student Veteran Advisor
Success Center I
Success Center II
Trio Advisor
These roles are specific to student populations and act in an advising capacity.

7. Roles in Starfish Center/Office Service Roles Administrative Roles
Counseling Center
Disability Services
Financial Aid Center
Student Services
Tutor
These roles are specific to an office or service that can be provided to the student.
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 Administrator
This role is unique to the administrator(s) at the Executive Directors office who work with the Vendor.
Residential Life Director
Any 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.

8. 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 Do
This 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.
Referral
This 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.

9. Flags

10. Flags for Fall 2012 - Instructor
Flag Name
Description
Attendance 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.

11. Flags for Fall 2012 - Advisors
Flag Name
Description
Contact Advisor/Withdraw
This 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.

12. Flags for Fall 2012 – Auto-generating Flags
Flag Name
Description
3rd 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 3 flags.
6th 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.

13. To Dos

14. To Do Action Items for Fall 2012 - Advisors
Flag Name
Description
ADA 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.

15. To Do Action Items for Fall 2012 - Advisors
Flag Name
Description
Meet 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.

16. To Do Action Items for Fall 2012 - Advisors
Flag Name
Description
Contact Instructor to Complete Missing Assignments
This 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.

17. Referrals

18. Referral Items for Fall 2012 - Advisors
Flag Name
Description
Attend 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.

19. Referral Items for Fall 2012 - Advisors
Flag Name
Description
General Referral
This 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.

20. Kudos

21. Kudos Items for Fall 2012 – Advisors and Instructors
Flag Name
Description
Outstanding Academic Performance
This is a Kudo for great academic and scholarly performance.
Showing Improvement
This is a Kudo for a student when their course work has improved.

22. Specific Workflow for Roles
Instructors
Raise flags when appropriate.
Submit Progress Survey when ed.
All Types of Advisors
Track flags in Starfish.
Record follow up actions in Starfish:
Add notes
Schedule appointments
Clear flags
Send Action Items, Referrals.
Students
Receive notifications when flagged.
Contact appropriate support office.
Everyone
Complete your Profile so students know more about you.
Go into the system and experience the set up and functionality.

23. 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.

24. Example of Success Network

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

26. Demonstration
Student Experience

27. Demonstration
Faculty Experience

28. Hands-On Training
Advising Roles

29. Training agenda Find your students list. View a student folder.
Raise/Clear a flag.
Configure your profile.
Contact information
Appointment preferences
notifications
Create your first office hours block.

30. 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.
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.

31. 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
Anywhere you see a student’s name as a hyperlink will take you to their student folder.

32. Configure Your Profile
Click Profile in the top frame navigation.
Edit your contact information. Then, select the 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.
Students will see your profile information when they click to view your
online appointment calendar.

33. 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.
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.

34. 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 every time there is a new or cancelled appointment.
Click the Save button.
You can change your notifications settings
at any time.

35. 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.
How do I edit or delete?
Click the icon to see options for managing your office hours blocks.

36. Scheduling Wizard 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.

37. 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 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.
Students can never see other students’ information. If a time slot is taken, it is marked as unavailable in your calendar.

38. You are ready to begin utilizing Starfish!
Congratulations!
You are ready to begin utilizing Starfish!

39. Support Having trouble?
Please fill in contact information.