Table of Contents. Getting Started Guide 3. Setup Your Profile 4. Setup Your First Office Hours Block 5. Respond to a Progress Survey 6

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1 Starfish User Guide

2 2 Table of Contents Contents Page Getting Started Guide 3 Setup Your Profile 4 Setup Your First Office Hours Block 5 Respond to a Progress Survey 6 Raise a Flag or Kudos 7 Clear a Flag or Kudos 8 FAQ 9 Starfish Syllabus Statement 10 Starfish Tracking Items Guide 11 Templates 14

3 3 Welcome to SUNY Broome Starfish gives you a convenient way to keep track of your students raising flags when you observe a pattern of behavior that concerns you, ensuring that the people on campus who can intervene are aware. It also allows your students to easily book an appointment with you or someone else who can help. Getting started is easy. You can access SUNY Broome s Starfish system via the MyCollege QuickLauch pad. Starfish will automatically provide you access to all students that you have been assigned or are enrolled in your courses. From there, you can raise flags about students, review flags that have been raised about your students, and provide additional information

4 4 Setup your Profile Some of your profile, such as your contact information, is imported from your LMS or SIS. 1. Click on your name in the Top Navigation bar and select the Institutional Profile tab. 2. Help students put a face to your name by using the Upload Photo link beneath your existing photo or placeholder to upload a photo. Browse to a photo file (.jpg,.png, or.gif), and then click the Upload Now button to update your photo. 3. Edit your Phone and add an Alternate address to have Starfish send to an address other than your institution . Select the Both radio button to receive at both accounts. 4. Double check that the Time zone selected matches your time zone. This time zone will be used when including appointment times in s from Starfish. 5. Add information to the General Overview and My Biography sections to let students know a bit more about you. Notes: This information will appear to students who can make appointments with you in Starfish. 6. Click the Submit button to save your changes. For more information and additional profile settings, reference the End Users Guide to Connect. You may also find the following Starfish Two Minute Tips helpful: Update your Starfish Profile; Update how you are ed about Flags To-Dos and Referrals ; Update how you are ed about Appointments

5 5 Setup your first Office Hours block The first time you log in to Starfish, Starfish will provide a wizard to walk you through setting up your office hours, which enables students to schedule time with you. If you do not wish to complete the wizard just yet, check the box labeled Show me this Office Hours Setup Page again next time I login if I don t have any Office Hours, and then click the Close button. If your office hours are different week to week, follow the If your office hours don t repeat weekly, click here link. If your office hours recur: 1. Complete the fields presented to specify: What day(s) do you have office hours? - check the boxes for each day. What time are your office hours? - enter a start and end time. Where are they? - select the Type of setting and enter the Details in the field provided (e.g. the building and room number of your office). If relevant, provide Instructions for students who make appointments with you. 2. Click the Set up Office Hours button to save your office hours. Notes: To setup additional office hours or make any changes, use the buttons on your Home or Appointments page to Add Office Hours, Add Appointment, Add Group Session, Reserve Time or use the Scheduling Wizard. Each of these options is discussed in greater detail in the End Users Guide to Connect. You may also find this Two Minute Tip on How to Create Office Hours helpful.

6 6 Respond to a Progress Survey for students in your courses You will receive an reminder when there is a new survey for you to complete. Each individual survey presents a student roster for one course section on whom you can raise flags. 1. Select the progress survey link on your Starfish Home page to go the Progress Surveys tab. (only visible when you have active surveys). The survey opens, listing your students on the left, and items you may raise across the top. 2. Check the box for each desired item/ student combination. Click the comments icon ( ) to open a text box for your notes. Click the information icon ( ) associated with an item to verify whether or not the student can view the flag and related comments. 3. Click the Submit button only when you are finished providing feedback. The items you selected will be raised on your students when you submit the survey. Important: Once you have submitted the survey you will not have an opportunity to add to or undo the items you raised. Use the Save Draft option if you aren t ready to submit your survey. Notes: You may be asked to submit more than one course survey if more than one of your courses has been included in the survey plan for your institution. They will be listed in the drop-down menu on the Progress Surveys tab. Watch the Two Minute Tip on completing a progress survey for a demonstration of this feature.

7 7 Raise a Flag on one of your students When you have a concern with a particular student, raise a flag, to-do, or referral to communicate your observations. The appropriate individuals will be automatically notified when you save the item. 1. Click on the Students navigation item to see your list of students. 2. Find the desired student by typing the name into the Search box. 3. Click on the student s name to bring up the Student Folder. 4. Click the Flag button. A list of flags that you have permission to raise on this student is displayed. 5. Select the desired Flag from the list. 6. If relevant, select a course from the Course Context, drop down list, and enter notes in the Comment box. 7. Click the Save button. Notes: The Student View: indicates whether the student can view the flag and the notes you include in the Comment box. The Permissions area lists roles that have permission to view the selected flag and the notes you include in the Comment box.

8 8 How to Clear Starfish Flags While Instructors are the primary source of raised flags in Starfish, outreach will be performed by campus support professionals and students have the ability to work with the individual they feel most comfortable with to discuss flags. Thus, a support professional who interacts with a student may decide that the Starfish flag can be considered resolved. It is helpful if those that resolve a flag with the student mark it as such and close the loop in the Starfish system. This action updates the student s folder and keeps everyone informed of outreach results. Here is the process for clearing flags and referrals: 1. Log into Starfish and navigate to your Students tab. 2. Select the Tracking tab. This will pull up a list of all active tracking items for your students. You can filter by various criteria. For example, using the Connections drop down menu, you can select a specific course. Under the View drop down, you can select Created By Me to resolve flags you have submitted. Student, John Student, John Student, John Student, John 3a. Select the students with flags by clicking the box next to their name then clicking the Resolve button. This will produce this dialog box: John Student 3b. Alternately, hover over the orange flag until the Details box appears. Click Clear. This will produce this dialog box:

9 9 4. You will be prompted to select a reason for clearing the flag and enter a comment about why you are clearing the flag. This is beneficial for your record keeping and for other staff who have access to view student flags. 5. This will resolve the flag and it will no longer appear as an active tracking item to you, the student, or any other service providers who work with the student. 6. To review flags that you have cleared, simply return to the same screen and sort for Active and Resolved items in the View sorting bar. Frequently Asked questions How do I change how I am ed by Starfish? Starfish will you a calendar item for each appointment and a summary of flag activity for your students. Use the Notifications tab of your Profile to modify details of how and when you receive these notifications. For more information see: Update how you are ed about Flags To-Dos and Referrals ; Update how you are ed about Appointments How do I get more detail on a student? Click the hyperlink associated with the student s name wherever you find it to reach the Student Folder. (E.g. in the student list, on an appointment or in a progress survey). How do I cancel office hours? Cancel one occurrence Select the day from the calendar, then click the icon associated with the Office Hours on the desired day( ). Select Cancel Occurrence from the Office Hours Menu presented.

10 10 Cancel a series From the Agenda view, click the Office Hours Menu icon ( ) next to an office hour title. Select Cancel Series from the Office Hours Menu presented. Starfish Syllabus Statement Template Tell your students you ll be using Starfish to communicate with them. Copy this statement into your syllabus: I Care About Your Success! This course is part of a SUNY Broome initiative that utilizes the Starfish Student Success Network. I will be using the system to communicate with you about your academic progress and get you help if you need it. Throughout the term, you may receive s regarding your attendance, course grades or academic performance. To benefit, it is important that you check your SUNY Broome regularly and follow through on my recommended actions. You may also be contacted directly by an Academic Coach or Campus Support Professional.

11 11 Wondering how to use tracking items in Starfish to update students about their progress in your course? Not sure how to use Starfish to communicate with other services about your students? Find common scenarios below and tracking item details that will help you send the message you intend! KUDOS Your student is doing well and you want to... Goal/Message Kudo To Send What will happen tell the student they should continue doing the great work they are already doing! Keep Up the Good Work message sent to student Viewable in student folder inform the student that they are improving their grades/participation/etc. Showing Improvement message sent to student Viewable in student folder let the student know they are beginning the term on a good note. You re Off to a Great Start! message sent to student Viewable in student folder recognize a special accomplishment. Kudos To You For message sent to student Viewable in student folder

12 12 FLAGS Your student is struggling with... Issue Flag to Raise What will happen Workflow Level attendance and has missed multiple class periods. Attendance Concern (Alert Only) message sent to student with information and next steps to address the issue Viewable in student folder 1 Only low test and/or quiz scores. Low Quiz/Test Scores (Alert Only) message sent to student with information and next steps to address the issue Viewable in student folder 1 Only missed multiple assignments or consistently submits assignments late. Missing/Late Assignments (Alert Only) message sent to student with information and next steps to address the issue Viewable in student folder 1 Only meeting the academic standards for your course. Poor Academic Performance (Alert Only) message sent to student with information and next steps to address the issue Viewable in student folder 1 Only never attended class and is in danger of being dropped for attendance. (Only available until census date) No Show (Alert with Outreach) message to Student, Program Advisor, Financial Aid Counselor, Academic Coach 2 Supportive Outreach class performance and needs corrective action immediately to pass the course. In Danger of Failing (Alert with Outreach) message sent to Student, Advisor, and Academic Coach Outreach to student for supportive intervention 2 Supportive Outreach passing the course is unlikely and you recommend s/he withdraws before the end of the W period (only available during W period) Recommend Withdrawal (Alert with Outreach) message sent to Student, Advisor, and Academic Coach Outreach to student for supportive follow-up 2 Supportive Outreach

13 13 REFERRALS You would like to direct students to campus services. Issue Referral to Send Notification Follow Up A student needs help selecting courses, changing their major, reviewing program requirements. Academic Advising Referral message to Student. Student should schedule an appointment with A student would benefit from coaching regarding study skills, time management, organization, etc. Academic Coaching Referral message to Student. + Outreach from an Academic Coach Student should schedule an appointment with A student needs assistance with resume or cover letter development, interview skills, job search or applied learning opportunities. Applied Learning & Career Center message to Student. + Outreach from an ALCC staff Student should schedule an appointment with You suspect a student has a disability and should be evaluated and receive additional supports. ARO Referral message to Student. Student should schedule an appointment with A student needs direction for finding a career and exploring job opportunities. Career Counseling Referral message to Student. Student should schedule an appointment with A student has expressed financial concerns and has trouble paying for college. Financial Aid Referral message to Student and Financial Aid Counselor. Student should schedule an appointment with A student needs help with basic math skills. Math Lab Referral message to Student. Student should schedule an appointment with A student needs technical support in an online course or program. Specifically related to Blackboard and Open SUNY programs. Open SUNY Helpdesk Referral message to Student. Student should schedule an appointment with You suspect personal issues are affecting a student s performance in the classroom. Personal Counseling Referral message to Student. Student should schedule an appointment with A student needs help with research. Reference Librarian Referral message to Student. Student should schedule an appointment with A student is planning to attend to another institution and transfer credits. Transfer Counseling Referral message to Student. Student should schedule an appointment with A student is in need of additional help in a specific course or subject area. Tutoring Referral message to Student. Student should schedule an appointment with A student needs help with writing projects, grammar, etc. Writing Center Referral message to Student. Student should schedule an appointment with

14 14 Student Templates When you submit a tracking item on a student, whether early alert/flag or kudo, the student will receive a message from you describing the tracking item, providing your comments, and outlining next steps in their path to success. Here we have included the messages that are sent to the student.* *PLEASE NOTE: These messages are coming from you! Any comments you input should address the student directly. KUDOS Keep Up The Good Work (Updated Jan, 2018) Subject: Kudos! Keep Up the Good Work in [Course Name] Dear [Student First Name], Way to go! I appreciate your hard work and dedication in my classroom. [Instructor s Comments] Continuing these good academic habits will lead to your success! Keep up the good work, and you'll go the distance! Professor [Raiser Name] Showing Improvement Subject: Kudos! Showing Improvement in [Course Name] Dear [Student First Name], Way to go!

15 15 I have noticed that you are making an effort to improve. Continuing these good academic habits will lead to your success! Keep up the good work and you'll go the distance! [Instructor s Comments] Professor [Raiser Name] You re Off to a Great Start Subject: Kudos! You re Off to a Great Start in [Course Name] Dear [Student First Name], Congratulations! Establishing good academic habits is an important part of your success and you are doing just that! Keep up the good work and you'll go the distance! [Instructor s Comments] Professor [Raiser Name] Kudos To You For (customizable Kudo) Subject: [Student First Name], Kudos To You For Dear [Student First Name], Kudos To You For [Raise Notes] Professor [Raiser Name]

16 16 FLAGS Attendance Concern/No Show (Updated Jan, 2018) Subject: Attendance Concern/No Show in [Course Name] Dear [StudentFirstName], Class isn't the same without you! You can be successful in your academic studies and course participation is the first step to accomplishing your goals. Missing content can affect your grades, academic performance, and possibly have financial consequences. It's not too late for you to change your habits. [RaiserNotes] [Broome Academic Flag & Next Steps template] (See template below) Your success is important to me! Please contact me or set up an appointment so that we can discuss how you can improve your attendance pattern and develop a plan of action. [RaiserName] Low Quiz/Test Scores Subject: Low Quiz/Test Scores in [Course Name] Dear [Student First Name], I am concerned about your quiz/test scores in [Course Name]. It is not too late to improve your overall grade in this class! [Instructor s Comments] [Broome Academic Flag & Next Steps template] (See template below) Your success is important to me! Please contact me or set up an appointment so that we can develop a plan of action to improve your grades. Professor [Raiser Name]

17 17 Missing/Late Assignments (Updated Jan, 2018) Subject: Missing/Late Assignments in [Course Name] Dear [Student First Name] You have missing or late assignments in [Course Name]. Students who complete assignments on time and interact with course material frequently are more successful in the class. I believe that you can be successful in your academic studies and interacting with the course material, and your peers, is one of the best ways to master the course content. [Instructor s Comments] [Broome Academic Flag & Next Steps template] (See template below) Your success is important to me! Please contact me or set up an appointment so that we can talk about your next steps in our course. Sincerely Professor [Raiser Name] Poor Academic Performance Subject: Your academic progress in [Course Name] Dear [Student First Name], I am concerned about your academic progress in [Course Name]. I am available to help you so please make an appointment with me as soon as possible. I would like to work with you to improve your academic standing in this course. [Instructor s Comments] [Broome Academic Flag & Next Steps template] (See template below) Professor [Raiser Name]

18 18 In Danger of Failing (Updated Jan, 2018) Subject: Your academic progress in [Course Name] Dear [Student First Name], You are not yet progressing to a passing grade in [CourseName], and I'm concerned that time is running out to turn your grade around. It s common for students to go through challenges like this and overcome them. [Raiser Notes] Contact me right away to discuss your options and develop a plan of action. [Broome Academic Flag & Next Steps template] (See template below) Professor [Raiser Name] Recommendation to Withdraw (NEW Jan, 2018) Subject: IMPORTANT: Your status in [Course Name] Dear [Student First Name], You have not yet progressed to a passing grade in [Course Name] and time is running out this term. But, students who took these two steps were more likely to continue on their academic path. 1. Meet with your academic advisor about withdrawing from this course and completing the necessary documents for withdrawal. Important dates regarding withdrawing from a class are available on the Registrar's web page. 2. Talk with someone in Financial Aid to be sure you won't owe money (even if you don't get financial aid). Let me know if you need anything else from me or have any questions. [Raiser Name]

19 19 Broome Academic Flag Services and Next Steps (Inserted into academic-based flag messages) (Updated Jan, 2018) Students who use campus services are more likely to be successful. SUNY Broome has many resources that can aid your efforts to improve academic performance and assist with personal concerns. Please take advantage of the opportunity to connect with individuals and services available to you. Check out services in your My Success Network (on the left side of your homepage in Starfish) to connect with people and services such as: Your Academic Advisor Learning Assistance Department Academic Coach The Writing Center Tutoring Counseling Services Math Lab I encourage you to utilize the services available at SUNY Broome to keep moving toward your goals. To-Do Message (Updated Jan, 2018) Subject: [To-DoName] Dear [StudentFirstName], To help you be more successful, I have added a new To-Do to your student folder. Below you will find the details of this task. If you have additional questions, please reply to this . To-Do: [ITEMNAME] Course: [COURSENAME] Comments: [RAISECOMMENTS] Due Date: [DATE] [CreatorName] Referral Message (Updated Jan, 2018) Subject: I believe you would benefit from a(n) [ReferralName] Dear [StudentFirstName],

20 20 Did you know that students who use the campus support services in My Success Network in Starfish are more likely to pass their courses and complete their academic goal(s)? Below you will find a referral that I believe will help you. Please follow up with this office as soon as possible to get the assistance you need quickly. Referral Name: [ITEMNAME] Course: [COURSENAME] Comments: [RAISECOMMENTS] Due Date: [DATE] [CreatorName]

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