Youngstown State University

Transcription

1 Starfish Retention Solution Youngstown State University Instructor s User Guide Rosalyn Donaldson, Technology and Training Office of Human Resources 1 P a g e

2 Contents Progress Surveys... 4 Starfish Home Page... 5 Students Tab... 6 Actions... 7 Raise Flags... 7 Add Kudos Students... 8 Add Notes... 9 View Notes... 9 Tracking Tracking Icons CSP Response to Flag Advanced Search Attendance Profile Student Folder Best Practice: Closing the Loop P a g e

3 Starfish Retention Solution Starfish Retention Solution is a tool designed to facilitate communication between instructors, advisors and support services within our academic environment. It allows all parties within the guidelines of FERPA to initiate action, respond to and track efforts to improve student success and thus retention. Instructors can use Starfish to: Respond to university progress surveys, Maintain a student folder of notes and s, Record attendance, Make referrals by raising a flag or give Kudos for student success. This booklet will describe these features within Starfish and how to use them. Starfish is found in the MyYSU Portal under e-services for Faculty and Staff and/or e-services for Students (Figure 1). You will use the system to respond to Student Progress Surveys or raise flags. Raising a flag gives notice to the Center for Student Progress to offer services to aid in student retention. Figure 1 Welcome Page: The welcome page is available to first time users entering through the My YSU Portal and can be disabled. (a) a. 3 P a g e

4 Progress Surveys: Progress surveys are scheduled by the Registrar s Office in conjunction with the Center for Student Progress. You will receive an indicating the type of survey being issued. The letter will link to your student roster(s) in Starfish. Your timely participation in progress surveys is greatly appreciated. You will be notified until you complete the survey or until the survey closes. 4 P a g e

5 Starfish Home Page The Home page displays your profile in the upper right corner. If you desire to have a more interesting profile picture than the question mark avatar, you must upload a picture and write a summary. Choose Institutional Profile from the Profile options to do so. More details of the Profile setup are found on page 13. All of the Starfish options found under the Student and Profile tabs are listed at the bottom of the Home tab. Select options from the tabs or the list shown at the bottom of the Home page. Your name 5 P a g e

6 Students Tab My Students tab lists the students in the Starfish system in which you have a relationship. Starfish relationships are Instructor, Advisor, CSP and Peer Mentors. Views the STUDENT MENU which includes a link to their folder and address. Search for Students: Students are searchable by Name and filtered by Connection and Term. Search: Any part of a name, Wild Card %, and Y-Number Connection: By role or class. Term: Previous terms and current terms are listed. Eventually, limited terms will be listed here. Once a student is found you may raise a flag, send a Kudo, your student or add a note. 6 P a g e

7 Actions Each action listed below is saved in your electronic student folder. Click one or multiple student s names when taking any action. Examples of each action are displayed on subsequent pages. Raise Flag: Alerts CSP of students who need outreach (tutoring, mentoring, other services). Add Kudo: Commend a student for their academic progress. Create Plan: Action is not currently loaded into our Starfish system. Student: Sends an message to the student which becomes a part of your Student s folder retained in Starfish. Add Note: Adding a note will alert CSP and/or student of any updates or reminders that you enter. Raise Flags 1. Select the tracking item (Shown in the insert). 2. Insert your comments and include Course Context if necessary. Course Context is the name of the courses. All courses entered in Starfish are available in the dropdown list. 3. Click Save. 7 P a g e

8 Add Kudos Congratulate students who excel. The Comment for Good Academic Progress is populated with this selection. You are free to add additional comments or remove the sample text. Students This will be retained in your student folder. Your correspondence with the students will go to their designated account which is defaulted to the YSU account. 8 P a g e

9 Add Notes Note Types: General Notes may be seen by the students when the option is selected.(a) Note Sharing: Private notes are for your information only.(b) B. A. View Notes Example shown of a note in an instructor s student folder. 9 P a g e

10 Tracking The Tracking Tab gives a view of Flags/Kudos, notes and other activity related to your students. To Take Action on a Tracking Item: 1. Click the check box to select a student then 2. Click an activity shown in the circle. (Resolve, Add Comments or Student.) Tracking Tab: Tracking list OR Click a name to view the student s folder to see the details of each tracking item. Student Folder: Tracking item. +/- Expands/Collapses notes related to tracking item. January P a g e

11 Tracking Icons If an icon exists for a tracking item, you can see more information related to it by clicking on the icon. See this chart for details. Flag Menu/Icon Kudo Menu/Icon Note Menu/Icon Menu/Icon CSP Response to Flag Example from CSP Coordinator Dear Professor: I have received the Star-Fish flag on the above named student. Contact has been initiated in an effort to discuss this issue with the student. Thank you for your prompt notice to address this issue. Should you have any questions or concerns, please don t hesitate to contact me. Sincerely, Coordinator s Name Coordinator Center for Student Progress 11 P a g e

12 Advanced Search Advanced search provides more specific searching criteria to narrow your student list. Relationship with Student Term Connection Dates Due Date: Any, Past Due, Next 7, 14, or 30 Days, 30+ Days Creation Date: Range from/ to dates Tracking Properties Status Active Raised flag, notes Resolved Flag Resolved Both Active and Resolved Items Tracking Type Flag or Kudo Item Name - CSP Mandate; Congratulations; Low Grades/ Poor Academic Performance; Needs CSP Outreach, Never Attended/No Show Created By - Lists all actions created by anyone, you or any specific role in Starfish. Course Context: (CRN or any part of it, RSS, MATH, ENGL, 1501, Section number) 12 P a g e

13 Attendance The Attendance option displays all of your students with indicators of those who have been previously marked absent (a.). This example displays only one class; however, if you have more than one class of students, then you must select your course from the Course Selection drop down box (b.). c. b. a. Record Attendance(c) 1. Select your class from the Course Section list (b). 2. Click the Record Attendance button (c). 3. Select the Date if it is not the current date being recorded. 4. Click the radio button for each student s attendance status. Present is the default. 5. Click Submit to save the attendance records or Never Mind to cancel P a g e

14 Search for Attendance Records Search for attendance records by Term, Section, Attendance Status and Class Dates. Click when all criteria is selected. Clear Attendance Report Clear Attendance Report is a method to delete all recorded absences for a date indicated. Clear by setting the radio button to Present or if attendance was entered in error, Clear Session or Clear All Absences shown below. You may also Search for a specific student s name. 14 P a g e

15 Profile The Institutional Profile is retrieved from Banner. Banner will overwrite your changes. Institutional Profile Choose mobile alerts and Facebook if you like. This profile is automatically loaded with Banner data. Your preferred phone and are displayed. If you change this data, it will be over written nightly with Banner data. Notifications 15 P a g e

16 Student Folder View a Student Folder Tracking item, and notes you created will displayed and saved in the Student Folder. Overview: Student contact information and flags you raised. Courses: Lists your courses in which the students are registered, grades and attendance if recorded. 16 P a g e

17 Tracking: Displays flags, kudos, note s and s you have written along with other shared data. Notes: Notes you wrote and Flag comments displayed in most recent date sequence. Network: Lists all individuals who have a relationship with this student. January P a g e

18 Best Practice: Closing the Loop Some flags do not allow the person who raised the flag to see notes entered for the flag after it's been raised. This means that the person who raised the flag will not be able to view the comments entered when the flag is cleared and will not therefore know any details about the resolution of the flag. It is sometimes important to hide these details from the flag raiser to protect the student's privacy. However, anecdotal evidence shows that the best way to motivate people to raise concerns about students consistently is to let them know their previous efforts have helped a student. Starfish has created the Close the Loop functionality to address this very issue. With this functionality, when you clear a flag dealing with a sensitive concern, you are able to communicate to the flag raiser (e.g., instructor) that the issue has been resolved without divulging private information thus closing the loop. If you are clearing a flag and have the option to enter a Close the Loop note, it is always a good idea to do so in order to encourage people to continue to raise flags and help students. 1 1 Starfish Help, March 28, 2012, Best Practices Article, Closing the Loop January P a g e

19 Starfish Retention Solution NOTES: January P a g e