Titan Success Network User Guide

Transcription

1 Titan Success Network User Guide

2 T Table of Contents What is the Titan Success Network..3 Signing In.5 Overview.6 Manage Search Results.8 Save a Search.14 Predefined Searches.20 Logging Contacts.25 Managing Notes..30 Referrals 35 Sending Creating an Academic Update..55 Creating Appointments and/or Office Hours.60 Password Recovery..67 Help Options.70 Campus Coordinator Contact Information: Felicia Mitrovich, Assistant Director Student Success Center 3 rd floor Library Office: mitrovfl@udmercy.edu Erica Graze, Academic Advisor Student Success Center 3 rd floor Library Office: grazeem@udmercy.edu Colton Wirgau, Technical Coordinator wirgauch@udmercy.edu 2

3 What is the Titan Success Network? The Titan Success Network (TSN) is a campus-wide initiative designed to improve student success and retention at UDM. TSN refers to two things: 1) The interconnecting academic and support services on campus that work together for student success. 2) The computer platform, Mapworks, which identifies at-risk students and allows instructors, academic advisors, and other support personnel to coordinate communication and effective interventions for those students. The guiding principle behind the Titan Success Network is expressed in the key element of our mission at UDM, which is to integrate the intellectual, spiritual, ethical, and social development of all of our students. Research on retention demonstrates that all students, and in particular at-risk students, benefit from comprehensive support that addresses the whole student, not merely academic planning. The Titan Success Network embodies UDM s commitment to provide excellent student-centered education by creating a network of faculty, staff, and administrators who can work together to support all aspects of our students development. As an early-warning system, TSN helps identify why a student may be at-risk for attrition and in what areas they need support (academic, financial, psycho-social, behavioral, etc.). As indicated by input from students, interactions with faculty and advisors are a key component of students academic success and their feeling of connectedness to the University. TSN can enhance these relationships by connecting students with the support they need and allowing faculty, advisors, and other stakeholders on campus to follow up on and coordinate their support. Logging contacts and notes, creating referrals, and submitting academic updates provide critical information about individual students. Without this communication from faculty and advisors, TSN cannot be utilized to its greatest potential. In addition to coordinating communications between faculty, advisors, and support staff, TSN gathers invaluable information from students themselves, which can help both advisors and students identify potential obstacles to their success. After completing a survey about their behaviors, attitudes, and concerns at UDM, students can access a report that offers individualized feedback about how they compare to other students at UDM, their areas of strength, and where they can make improvements based on their responses. Advisors can also access students responses through the Talking Points feature of TSN, allowing them to identify issues that individuals are facing before they meet for advising appointments. Although the algorithm behind the Mapworks platform is proprietary, we would like to highlight some of the data points that are combined with academic updates and student surveys to identify student risk factors: 3

4 Admissions Data o ACT /SAT Composite o High School GPA o High School Attended Institutional Data o Graduation Rates o Average GPA 4

5 Signing in For the First Time? Access the MAP-Works page from the Faculty Quick Links in TitanConnect or go to *Be sure to download and use the Google Chrome browser when using Mapworks **You will receive an inviting you to join the NEW Mapworks website! All how-to guides and manuals can be found at: If you have not logged into Mapworks before, you will be sent and invitation to your udmercy . An will be sent to you from Mapworks and will contain a link for you to complete your registration Create your new password Log-in to the Mapworks website and enter your address and new password Scroll down the screen to see where you can log-in as faculty/staff After you log in the first time, simply go to udmercy.skyfactor.com to continuing using the TSN! Scroll down to sign in as faculty/staff 5

6 Overview General An overview of how staff, faculty and coordinators can input activity Activity Types Notes: noting information about a student that is not directly connected to interacting / attempting to interact with a student Contacts: Logging an interaction or attempt at interaction with a student(s) Interaction contact types In person meeting Phone conversation from student Phone message received from student Message received via social networking site Written communication from student Group Meeting Appointment Other interaction Non-interaction contact types to student Phone message left for student Message sent via social networking site Written communication to student Other non-interaction Appointments: opportunity for faculty/staff to use Mapworks to manage the scheduling of meeting with student(s) Referrals: a call-to-action from one faculty/staff to another or from faculty/staff to a campus resource (primary assignee) Assign to Central Coordinator Interested Party (optional): Additional faculty/staff that should be in the loop that the referral is issued (and any related activity created, as permissions allow) Only the Primary Assignee and those in Coordinator role can close a referral When referral is closed, is sent to referral issuer to notify them Log Activity Activity Reasons: Activity reasons inform reporting, and can inform referral recipient (central referrals) Academic Issues Class attendance concern (e.g., missing class) 6

7 Class attendance positive (e.g., attending class) Academic performance concern (e.g., not turning in work, failing quizzes/tests, etc.) Academic performance positive (e.g., satisfactory work, improved grades, etc.) Registration positive (e.g., course scheduling, degree audit, academic progress, etc.) Registration concern (e.g., not registered for upcoming term, dropped credits, etc.) Academic skills (e.g., time management, study skills, test-taking skills, etc.) Academic major exploration/selection Academic action meeting (e.g., probation, dismissal, academic recovery, etc.) Academic success planning Missing required meetings / activities Attended meeting / activities Other academic concerns Personal Issues Living environment concern (e.g., roommate conflict, noise in room, etc.) 2015 / 2016 Mapworks: Faculty/Staff Log Activity 3 Contents are confidential & proprietary. Skyfactor, Living environment positive (e.g., positive roommate relationship, community building, etc.) Relationships concern (e.g., homesick, family issues, etc.) Relationships positive (e.g.,, supportive family, etc.) Social connections concern (e.g., problem making friends, doesn t fit in here, etc.) Social connections positive (e.g., making friends, getting involved, etc.) Medical / mental health (e.g., physical illness, eating disorders, depression, etc.) Financial Issues Short term (e.g., cannot pay rent, car payment, or books, etc.) Long term (e.g., cannot pay tuition, student loan issues, etc.) Positive financial (e.g., improved financial situation, started employment, etc.) 7

8 Manage Search Results General The ability to manage search results as a faculty, staff, or coordinator. Navigation Make sure that you are properly logged into the Skyfactor Mapworks. Select Search from the Navigation Bar Choose a search method; o Enter the search criteria in the search text box and hit return (or click the magnifying glass) o Select a saved search to execute and click the name 8

9 As the user begins to type a name the search box will provide recommendations based on the characters already typed in the text field. 9

10 The search results page has a toolbar located in the upper right corner which includes the following 4 options; 1. Save Search 2. Share Search 3. Print Search 4. Edit Search

11 Save a Search Click Save and the save window will appear prompting the user for a name for this search After naming the search, click the save button Upon completion a confirmation message will appear Make sure that the user selects a name that is unique enough that the user will remember it and other users will not replicate it. 11

12 Share a Search Select the Share button in-line with the saved search you wish to share The Saved Search name will load by default, but you can change it prior to sharing Select a user by starting to type either the Name or address of the user Click Share once you have completed the fields As the user begins to type a name the search box will provide recommendations based on the characters already typed in the text field. 12

13 Print a Search When the Print button is clicked, the print function of the local machine will appear and the attributes can be adjusted normally Edit a Search Select the Edit button in-line with the saved search you wish to edit The edit search attributes window will appear Edit the search as needed and then save or execute the search 13

14 Save a Search General The ability to save a search for future use as a faculty, staff, or coordinator. Navigation Make sure that the user is properly logged into the Skyfactor Mapworks platform. Select Search from the Navigation Bar Select Custom Search from the sub-navigation bar 14

15 Save a Search (without executing a search) This will open the window to create a new search with specific attributes After selecting your attributes you may either perform the search directly or save the search for future use Select Search to perform the search without saving, or click Save Search to save the search 15

16 Once the user has selected a search parameter, a notice of how many of each attribute is selected will show as number in the parentheses following the attribute Select the Save Search Button and the user will be presented with the option to name the search and save the attributes for use later Select the Save button 16

17 Make sure that the user selects a name that is unique enough that you will remember it and other users will not replicate it You will receive a confirmation message that the search has been saved and you will be placed on the saved searches page Search (After executing a Search) 17

18 Select the attributes that you would like to limit your search with Select the Search button to execute a search based on the attributes selected 18

19 This will open the search results page which lists all of the relevant items If the search results meet expectations, you have the option to save the search for future use by selecting the save icon in the upper right corner 19

20 Predefined Searches General The ability to save a search for future use as a faculty, staff, or coordinator. Navigation Make sure that the user is properly logged into the Skyfactor Mapworks platform. Select Search from the Navigation Bar Select Predefined Searches from the sub-navigation bar 20

21 Predefined Searches The Predefined Search Page contains a set of searches that have already been created and whose attributes are pre-populated. The predefined search Buckets are located on the left hand side of the page and include: o Populations of Students Groups of student populations based on association with the user. o Survey and Student Report Groups based on survey participation and reporting data from the surveys. o Academic Performance Groups based on the data provided through academic updates and performance reports. o Activity Groups based on activity types and non-activity types. 21

22 Viewing Predefined Searches After selecting a predefined search the user clicks on the title of the Predefined Search and the results page will be displayed. Current Predefined Searches Populations of Students All My Students Returns all students the user is associated with via Courses or Groups My Primary Campus Connections Returns all students the User is listed as a Primary Campus Connection Class Level At-Risk Returns all students the user is associated with that have a high At-Risk value High Priority Students - Returns all students the user is associated with that have a High Priority Status 22

23 Survey and Student Report Respondents to current survey Returns students that have been identified as respondents to the current active survey. Non-respondents to current survey Returns students that have been identified as having not responded to the current active survey. Accessed current survey report Returns students who have accessed the current survey report. Not-Accessed current survey report - Returns students who have not accessed the current survey report. High Intent to Leave Returns students who have a high Intent to Leave value (top 2 tiers) Academic Performance At risk of failure - Returns all students the user is associated with that have a high at risk of failure according to academic updates. Missed more than 3 classes in current academic term In-progress Grade of C or below Final Grade of C or below In-Progress Grade of D or below Final Grade of D or below Students with more than one in-progress grade of D or below Students with more than one Final grade of D or below 23

24 Activity Interaction Activity Returns students that have had an interaction activity logged (Appointment, Referral, Contact) Non-interaction Activity Returns students that have had an activity that is non-interactive logged (Academic Update, Note, etc.) Has not been reviewed Returns students where no activities have been completed. 24

25 Logging Contacts General The ability for a user to log contacts with a student within the Mapworks platform. Navigation Make sure that the user is properly logged into the Skyfactor Mapworks platform. Search for a student by any available method (Search, Dashboard, Groups, etc.) Select the student and the Student Profile page will load The user can select to make a referral, book an appointment, or log a contact directly from this profile page. 25

26 Log a Contact User selects the Log a Contact button This will bring up the activity window User enters the relevant details regarding the contact and selects a sharing option o Private Only the user who created the contact can view the details o Public Allows any staff member with the appropriate permissions to view the contact for the selected student o Team User can select one or multiple teams whom can view the contact. (NOTE: Only members within a team that have permissions to view the student will be allowed to view the contact details) 26

27 Once the user has completed the details and clicks the Create a Contact button, the contact is saved and a confirmation message will appear. The user is returned to the student profile from which the contact was made. View Contacts To view all contacts for a particular student the user can click on the total number of contacts listed for that specific student. 27

28 Clicking this will list all contacts for this student at the bottom of the page Alternative method for logging contacts While viewing the activity stream for a student the user can enter an activity including contacts by selecting the Add New Activity button. 28

29 User clicks the Add New Activity button The activity window opens The user selects the type of activity from the tabs on the left side of the window User completes details and saves progress Upon saving a confirmation message will be displayed and the user will be returned to the student profile from which they initiated the activity 29

30 Manage Notes General The ability for a user to create and manage notes within the Mapworks platform Navigation Make sure that the user is properly logged into the Skyfactor Mapworks platform. Search for a student by any available method (Search, Dashboard, Groups, etc.) Select the student and the Student Profile page will load The user can select to make a referral, book an appointment, or log a contact directly from this profile page. 30

31 Create a Note User selects the Activity Stream tab from the bottom panel of the window 31

32 While viewing the activity stream for a student the user can enter an activity including notes by selecting the Add New Activity button 32

33 User clicks the Add New Activity button The activity window opens The user selects the note activity from the tabs on the left side of the window Once the user has completed the details and clicks the Create a Note button, the note is saved and a confirmation message will appear. The user is returned to the student profile from which the referral was made. The note is logged in the activity stream for that student. 33

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35 Referrals General The ability for a user to manage referrals within the Mapworks platform. Navigation Make sure that the user is properly logged into the Skyfactor Mapworks platform. Search for a student by any available method (Search, Dashboard, etc.) Select the student and the Student Profile page will load The user can select to make a referral, book an appointment, or log a contact directly from this profile page. 35

36 Make a Referral User selects the Make a Referral button This will bring up the activity window User enters the relevant details regarding the referral and selects a sharing option o Private Only the user who created the referral can view the details o Public Allows any faculty/staff member with the appropriate permissions to view the referral for the selected student o Team User can select one or multiple teams whom can view the referral. (NOTE only members within a team that have permissions to view the student will be allowed to view the referral details) 36

37 Once the user has completed the details and clicks the Create a Referral button, the referral is saved and a confirmation message will appear. The user is returned to the student profile from which the referral was made. The staff member who was assigned will receive multiple notifications regarding the new referral assigned to them. On the student profile page and the dashboard view 37

38 In their alerts on the top right of the window (bell icon) 38

39 Student Specific Referrals To view all referrals for a particular student the user can click on the total number of referrals listed for that specific student. Clicking this will list all referrals for this student at the bottom of the page 39

40 Log Notes for a Student/Referral To log a note regarding a referral assigned to the user, there are two options for users. They may choose to directly enter a note from the student profile page by selecting Log Note under the referral This will take the user to the activity screen under the notes tab. 40

41 Once the user has completed the details and clicks the Create a Note button, the note is saved and a confirmation message will appear. The user is returned to the student profile from which the referral was made. The note is logged in the activity stream for that student. Alternative method for adding notes: While viewing the activity stream for a student the user can enter an activity including notes by selecting the Add New Activity button. User clicks the Add New Activity button The activity window opens The user selects the type of activity from the tabs on the left side of the window User completes details and saves progress Upon saving a confirmation message will be displayed and the user will be returned to the student profile from which they initiated the activity 41

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43 Closing a Referral This section explains how to close an assigned referral. 1. User selects the appropriate referral from either the Student Profile page or from the Dashboard The activity window will open to the Referral tab with the details populated. The user can choose to close the referral immediately or edit the referral and then close. To edit the referral click the Edit Referral button on the top of the window o This will reopen the referral activity and allow the editing of content To close the referral, click the Mark referral as closed o Once closed a confirmation message will be displayed. 43

44 If the user needs to reopen a referral, they can click on the referral in the activity stream. The closed referral will open in the activity window, and the user can click on the Reopen referral button on the bottom of the window. After clicking, a confirmation message will be displayed and all assignees of the referrals will see it assigned to them in their dashboard and on student profiles. 44

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46 Sending General The ability for a faculty or staff member to send an to any student Navigation Make sure that the user is properly logged into the Skyfactor Mapworks platform. Search for a student by any available method (Search, Dashboard, etc.) Select the student and the Student Profile page will load The user can select to make a referral, book an appointment, or log a contact directly from this profile page, or perform bulk actions such as send (s). 46

47 Users can also use the Bulk Actions option to send a mass to multiple students. Start by clicking on the students who you wish to send the message to, and then select send on the drop down menu bulk actions 47

48 Responding to an Academic Update Request General The ability for a faculty or staff member to create or modify academic updates from an Academic Update Request Navigation Make sure that the user is properly logged into the Skyfactor Mapworks platform. If the Academic Update was requested through the Mapworks system, the faculty/staff member may click on the Update button contained in the notification. 48

49 The faculty member will land on the dashboard page by default. If there are any outstanding Academic Updates pending they will be listed in the Academic Updates Widget. 49

50 Viewing and Academic Update Request 1. To review the academic update request details, the faculty/staff member may click on the View Icon to see more details about the specific request including the group of students requested and the requestor. 2. Fill in the fields for the wizard and click continue. 50

51 Responding to an Academic Update Request 3. Select Courses from the navigation tab 4. Select Academic Updates from the sub-navigation tab 5. A list of all open and closed academic requests will be listed on this page. 6. Select the Academic Request the faculty/staff member would like to update. The faculty/staff will be brought to an Academic Update page specific to the request selected from the Open Academic Request list. 51

52 7. The Faculty/Staff will be able to from two primary sections in order to complete the Update; 1. Informational Section Provides the overall status of the update request and a bulk option for Low Risk Students Detailed Section Allows the faculty/staff member to provide specifics around the update for each student in a group. 1. Student Name 2. At Risk Is the student a low risk or high risk 3. In Progress Grade The current grade of a student Letter Values (A-F, Pass, Fail) 4. Absences Total number of absences to date in the course 5. Refer for Academic Assistance (Yes/No) 6. Send to Student Should a copy of this academic update be sent to the student s registered address (Yes/No) As the faculty staff member continues to provide updates on the students in the academic update request, the number of updates in the informational section as well as the total number of updates available to complete will increase. If a faculty/staff member wants to save their progress on an update and continue later, they may select the Save for Later button Once completed the faulty/staff member can select the xx Updates are Ready button 52

53 If the faculty/staff has selected the Refer for Academic Assistance for any of the students, following the update they will be presented with an additional screen that allows the user to provide a message specific to that student for the staff member that will review the referral. The faculty staff member who receives the referral will be notified via the in system message and notification system. Once an academic request has been completed it will be moved from the Open Academic Requests to the Closed Academic Requests 53

54 The Academic Update Request will also be closed on the requestor s Request list as well as the updaters. Saving an Academic Update If the faculty/staff member chooses to save an academic the current progress for a specific update request will be displayed in both the open request list as well as on the Dashboard Widget. 54

55 Creating an Academic Update General The ability for a faculty or staff member to create or modify academic updates. Navigation Make sure that the user is properly logged into the Skyfactor Mapworks platform. 55

56 Creating an Academic Update Request 8. Select Courses from the navigation tab 9. Select My Courses from the sub-navigation tab 10. A list of all open and closed academic requests will be listed on this page (By default the filters will select courses for the CURRENT academic term and year). 11. The faculty/staff member may choose to create an academic update for the entire class or individual students. i) To select the whole class, the user would click on the Create Academic Update button in the class menu options. i) To select an individual student the faculty/staff member would select the View Course button in the class menu options. The faculty/staff will be brought to an Academic Update page specific to the course or student selected from the My Courses menu. 56

57 12. The Faculty/Staff will be able to from two primary sections in order to complete the Update; 1. Informational Section Provides the overall status of the update request and a bulk option for Low Risk Students Detailed Section Allows the faculty/staff member to provide specifics around the update for each student in a group. 1. Student Name 2. At Risk Is the student a low risk or high risk 3. In Progress Grade The current grade of a student Letter Values (A-F, Pass, Fail) 4. Absences Total number of absences to date in the course 5. Refer for Academic Assistance (Yes/No) 6. Send to Student Should a copy of this academic update be sent to the student s registered address (Yes/No) 57

58 As the faculty staff member continues to provide updates on the students, the number of updates in the informational section as well as the total number of updates available to complete will increase. If a faculty/staff member wants to save their progress on an update and continue later, they may select the Save for Later button Once completed the faulty/staff member can select the xx Updates are Ready button If the faculty/staff has selected the Refer for Academic Assistance for any of the students, following the update they will be presented with an additional screen that allows the user to provide a message specific to that student for the staff member that will review the referral. 58

59 The faculty staff member who receives the referral will be notified via the in system message and notification system. Once an academic request has been completed it will be moved from the Open Academic Requests to the Closed Academic Requests The Academic Update Request will also be closed on the requestor s Request list as well as the updaters. 59

60 Creating Appointments and Office Hours General The ability for a user to add an appointment, delegate appointments, or edit office hours. Navigation Make sure that the user is properly logged into the Skyfactor Mapworks platform. Select Schedule from the Navigation Bar Create Office Hours Select Add Office Hours from the sub-navigation options 60

61 Select whether you would like to create a recurring series of office hours or a one time block Enter the Date in the mm/dd/yyyy format or use the calendar pop up. Enter Time in the HH:MM (am/pm) format. Enter the appointment time slot length. Enter the Location of the meeting. You may choose to add a Repeat Pattern. You may choose to add a Range of Repetition. When complete click the Add Office Hours Series button to save changes. After saving, a confirmation message will appear and the user is taken back to the Scheduling Page with the updates. 61

62 Book or Edit an Appointment Select Book Appointment from the sub-navigation menu Select a Reason for the appointment from the drop down. Enter the Date in the mm/dd/yyyy format or use the calendar pop up. Enter Time in the HH:MM (am/pm) format. Enter the location for the appointment. Enter an optional description of the appointment. To add attendees, begin to type the name, , or ID of the attendee and a list will populate with matching records. Select the appropriate attendee and then click ADD The selected user will appear in the list on the right of the window. You may select multiple attendees for each appointment. Once completed, select the Book Appointment button on the bottom of the window. 62

63 A confirmation message will appear notifying the requestor that an will be sent to all attendees. If the user agrees, select Book Appointment again and a confirmation message will appear confirming the appointment has been saved and sent. The user will be returned to the Scheduling page where the appointment will now show up if it is within the selected timeframe. 63

64 Users can book appointments directly from their schedule by selecting the Book icon from the associated available time slot Users can edit existing hours or appointments from the schedule by selecting the Menu icon from the associated timeslot or appointment 64

65 Manage Delegates This section provides the user a quick guide on adding calendar delegates. Select Manage Delegates from the sub-navigation menu To add delegates, begin to type the name, , or ID of the staff member and a list will populate with matching records. Select the appropriate user and then click ADD The selected user will appear in the list You may select multiple delegates to manage your schedules Once Completed Select Save Changes on the bottom of the window Upon Successful save a confirmation message will appear and the user will be taken back to the scheduling page. 65

66 Now the delegates can schedule appointments for you from their own account. 66

67 Password Recovery General The ability for a user to request a password reset. Navigation Click on the Forgot your password? Link on the bottom of the login window. This will prompt the user to enter the primary associated with the account. Enter and click the Save button. Once entered a confirmation message will appear stating an has been sent to the entered. 67

68 User can then check their primary and review the instructions within the which will look similar to the example below. After clicking the link the user will be brought to a new password generation page. 68

69 Upon successful password creation, the user will be brought to the institution login page and prompted to login with the new password. Once password has been changed a confirmation will be sent to the entered, notifying them of the change. 69

70 Help Options General The ability for a user to access and utilize the help options for Skyfactor Mapworks Coordinators. Navigation Make sure that the user is properly logged into the Skyfactor Mapworks platform. 13. Select Help Icon from the main navigation bar. Navigating the Help Page 14. The help page has numerous sections that a user will find helpful and informative. These sections include: a. Get Help Connect with the Skyfactor Mapworks Knowledge Base. b. Contact Contact details for the Primary and Technical Coordinators for your institution. 70

71 c. Support Materials User Created Documents and Support Materials provided by the coordinators of the institute. Get Help 15. The Get Help section will allow the user to connect electronically to the support tools available from the Skyfactor Mapworks team. a. Knowledge Base Search for common answers and questions through the Skyfactor Contacts Knowledge Base. Knowledge Base o Select the Knowledge Base link to be connected directly to the Skyfactor Mapworks hosted Knowledge Base. The user will be able to view any coordinators associated with the institute via this section. The s and telephone numbers are the numbers that are stored for the appropriate users in Skyfactor Mapworks. Support Material 71

72 The user can view and download any custom support material that has been created by the coordinators of the institute. o The user can click on the Support Material Title o If the user selects a Link Material, a new tab will be opened with the Link that is displayed o If the user selects a Document Material, the material will be downloaded via your browser. 72