Starfish UM Tracking Items

Transcription

1 Starfish UM Tracking Items Starfish tracking items include: Flags, Kudos, To-Dos, and Referrals. The tracking items below and expected workflows are our initial starting point for demonstration to the advising/fault communit. Once we develop feedback from an advisor group we will look to adjust/expand our tracking items to best accommodate our Universit as a collective. Tracking Item Workflows Once a tracking item is raised for a student it can be assigned (gives user abilit to assign item to themselves or others) and managed (gives users abilit to view the item, make comments on it, and close the item) b certain roles. As a retention initiative we will strive to take action upon tracking items ensure students are receiving the best service the Universit of Montana can offer, in return giving students the best opportunities for success. Below are the Universit of Montana s guidelines for tracking items. Workflow and Case Management Guidelines Tracking items will be raised b instructors, advisors, and students themselves through different means including progress surves, ad-hoc reporting, and the raise our hand feature All advisor roles have the abilit to manage basic tracking items in Starfish o Advisors can onl manage the tracking items of students the have connections with All advisor roles have permission to assign raised items o Advisors are encouraged to self-assign tracking items before taking action on the items o Tracking items can be assigned to other roles with connections to the student. This should onl be done if it is expected b the person being assigned A tracking item should be cleared or closed once confirmed communication has been made with the student ( , phone call, in-person meeting) or two attempts have been made at communication Advisors are expected to follow up and determine resolution on tracking items. Communication and Consistenc Guidelines When writing comments be aware that the corresponding student as well as roles with connections to the student will be able to view the comments. Comments can be added when: 1 P a g e

2 o An item is raised o Antime as part of the workflow after an item has been raised o An item is completed or cleared Comments should be added when: o Raising an item. Provide detailed context of wh it is being raised o Communication has been made. Include highlights of discussion and an resolution o Communication has been attempted. Include date and form on communication o Item is closed or cleared. Include wh and an resolution established. Flag Workflows Flags are designed to alert students to an area of concern. Students receive an message that include an comments added b the raiser. Some flags also generate an to the student s assigned adviser. Comments are associated with the flag and are recorded in the Notes tab of the student folder We have designated three general levels that group the guidelines of specific flags. The level pertaining to each flag will help guide who needs to take action, what tpe of action should be taken, when this should be done, and an other expectations pertaining to the different roles. Level 1: Student Action Expected Students will be notified b when the flag is raised with a defined action to be taken. Student can and should follow-up to resolve issue. We recommend advisors reach out to students regarding flag or take time to discuss at next meeting Student sees the item, and an comments included when it was raised Self-assignment should take place before communication takes place Flag should be cleared after a resolution plan is discussed with student or two attempts at communication have been made All open flags will be automaticall cleared at the end of the semester Level 2: and Supportive Outreach Students will be notified b when the flag is raised with a defined action to be taken. Advisor roles will be responsible for follow up for each item/group of items including clearing/completion. o Some level 2 flags will be managed b other roles such as Financial Counselors for I need help paing for college or s for I need help in a course. Advisors expected to reach out to student within 2 weeks of flag being raised Advisor will assign the item to themselves and initiate outreach to the student 2 P a g e

3 Flag should be cleared after a resolution plan is discussed with student or two attempts at communication have been made. All open flags will be automaticall cleared at the end of the semester Level 3: Urgent Intervention Required Advisor roles with connection to student will receive immediate notification. Advisors are expected to contact the student ASAP to discuss a resolution plan or notif the correct service. Advisor will assign the item to themselves and initiate outreach to the student Flag should be cleared after a resolution plan is discussed with student or the have been transferred to the proper service. Flags Workflow Level Tracking Item Name(s) Role Raise View Manage Assign 1 Attendance Concern Low Quiz/Test Scores Missing/Late Assignments 2 No Show In Danger of Failing 2 I Need Help Paing for College 2 I Need Help In a Course Advisor Advisor Advisor Financial Counselor Advisor 3 I Need Help Advisor 3 P a g e

4 Kudos Workflows Kudos are designated to give students positive reinforcement when the are doing well. Student will receive notification of Kudo which includes an comments from Kudo Raiser Advisors can comment on Kudos No further action required Open Kudos will be cleared each semester Kudos Tpe Tracking Item Name(s) Role Raise View Manage Kudos Keep Up the Good Work Advisor Outstanding Academic Performance Showing Improvement To-Do and Referrals Workflows To-Dos give students a specific task that needs to be completed. Referral Referrals point students to a particular office where the need to take some action. Both can include a due date. Student receive an message that include an comments added b the raiser. Comments are associated with the referral/to-do and are recorded in the Notes tab of the student folder Students are expected to take action If the completion of this item is communicated with their advisor the advisor can close the to-do Before closing a Referral/To-do advisors should assign the item to themselves and record an outcomes in the comments All open referral/to-dos will be automaticall cleared at the end of the semester To Dos Tpe Tracking Item Name(s) Role Raise View Manage Assign To-Do Review Academic Plan Set-Up Your Starfish 4 P a g e

5 Referral Profile Meet with Your Advisor Complete Your Intake Form Stud Jam Referral Financial Aid Referral Student Student Financial Counselor 5 P a g e