STARFISH ADVISING MANUAL › starfish › documents › AdvisingManualMar28.pdf• At any time using the Add Office Hours action bar icon from the Home or Appointments pages. • No

Palm Beach State College

STARFISH ADVISING MANUAL

Palm Beach State College - Early Alert Manual 2 | P a g e

This manual has live links and a return to TOC function for your convenience Table of Contents

HOW DO I… SET UP

Log into Starfish… ..................................................................................................................... 3 Navigate Starfish ....................................................................................................................... 4 Set up Profile and Appointment preference ............................................................................ 6 Create office hours - appointment ........................................................................................... 8 Create office hours - walk-in only............................................................................................. 9

SCHEDULING STUDENT APPOINTMENTS Create an Advising Appointment ............................................................................................. 9 Student View: How a student makes an Advising Appointment ........................................... 11 Add Prospective students as an appointment ...................................................................... 12 Cancel a whole day or individual appointment ...................................................................... 13 Edit an appointment for a different day/time ....................................................................... 14

DURING STUDENT APPOINTMENTS Get ready for the upcoming appointment _what to look for ................................................ 15 Document appointments ....................................................................................................... 16 Take a student from the waiting room .................................................................................. 17 Advise a student from the waiting room ............................................................................... 18

STUDENT FOLDER Navigate the student folder ................................................................................................... 19 View/Update Intake Form ...................................................................................................... 21 View Course and attendance ................................................................................................. 22

APPOINTMENT TAB View the calendar by Day/week/agenda view ....................................................................... 23 Calendar Managers: View multiple calendars ....................................................................... 24 Add an Event ........................................................................................................................... 25 Add a Group Advising… .......................................................................................................... 27

STUDENT TAB View caseload by connection (assigned advisor) and cohort ............................................... 28 Send a NOTE (comment) ....................................................................................................... 29 Send a MESSAGE (email) ....................................................................................................... 30

TRACKING ITEMS View active FLAGS in caseload .............................................................................................. 31 View FLAGS assigned to you ................................................................................................... 32 Early Alert 101 ........................................................................................................................ 33 Respond a FLAG: Early Alert Response Protocol .................................................................... 34 Clear/close a FLAG .................................................................................................................. 35 EMAIL templates for closing FLAG.......................................................................................... 36

FILETER ITEMS Filter and use Attributes ........................................................................................................ 38 How to view another organization ........................................................................................ 40

OTHER Manage Downtime ................................................................................................................ 41 Glossary .................................................................................................................................. 42


LOG INTO STARFISH

There are two ways to log into Starfish

EMPLOYEE WEB

Log into EMPLOYEE WEB.

Click on Starfish Login:

Sign in with your PBSC User Name and Password

BLACKBOARD

Log into Blackboard Click on Starfish Login:

Sign in with your PBSC User Name and Password

DIRECT LINK

click on the direct link: https://palmbeachstate.starfishsolutions.com/starfish-ops/support/login.html

FIRST TIME LOGING IN:

When you first log in, you will see the Office Hours Setup Wizard Uncheck the “show me this Office Hours Setup Page next time…”. Click Close:

https://palmbeachstate.starfishsolutions.com/starfish-ops/support/login.html


NAVIGATE STARFISH

Log into Starfish. This will open a drop-down Menu bar with option for Navigating Starfish Open the Menu bar by

clicking Starfish on the left hand corner

SET UP and PROFILE Click on the icon next to your name to set up your profile, preferences and notifications

HOME This page is the default page. Click on the corner icon to expand or collapse the information. Note: “Flags I’m managing” are NOT flags under an advisors caseload. All advisors are able to manage all flags, and all flags are displayed here. Click on the corner icon to hide the Flags from the HOME page.

APPOINTMENTS Appointments can be viewd as an Agenda, day view or week view. The Schedule view if for calendar managers, and if advisor have permission to view other advisors calendars.


STUDENTS There are four views in the Student page:

• My students_ to view all student, and sort students by caseloads (Assigned Advisor Connection.

• Tracking _ to view all active and resolved FLAGS and other tracking items

• Intake_ to sort students by intake form question

• Attendance_ visible to faculty and advisors/staff teaching classes

SERVICES All services are displayed here. Not all services are visible to students.

WAITING ROOM The waiting is also accessible via the HOME page, under “My Services”. This is where the advisor associated with that service can view all students who signed into the KIOSK. If the advisor is associated to multiple services, they will all be displayed by default. Click Filter by Service to only view specific services. Everytime a student signs into the KIOSK, the advisor will hear a bell. If the advisor has an appointment, it will show under “Appointments” when the appointment signs into the KIOSK


SET UP PROFILE and APPOINTMENT PREFERENCES

Log into Starfish. Access your Profile and Preferences by clicking Starfish, then the drop down menu under your name in the top left corner:

The Institutional Profile Tab allows you to personalize Starfish with information about your office hours, and a biography. Information placed in these fields will be shared with your advisees and students.

The Appointment Preferences Tab allows you to set a scheduling deadline, preventing students from making appointments a set number of hours prior to the appointment start time. Click the “Add Locations” button to create locations for students to meet with you.

BASICS: Check 15 minutes for Minimum Appointment Length, in order to take a quick walk-in student from queue DEADLINE: Set up your deadline the day before, at the end of your day. There will not be same day appointment from the student, however, you or the calendar manager can still make same day appointments if needed. MY LOCATIONS: Set up at least Office and Phone locations.


To add an office location: 1.

2. *Type: Select from the four types Office, Phone, Elsewhere, Online

3. *Name: Enter a description of your location For example: Office Appointment_ Location BR 129 Phone Appointment_ call at: 4. Instructions: For example: Please check in with the front desk first Please call in for Phone Appointment NOTE: you can only have 100 characters for the Instructions

Calendar Managers Calendar managers help advisors to maintain their Starfish Calendar. They are able to add / cancel appointments as well as cancel the whole day if needed. Calendar managers should be any manager or front desk staff who has your Outlook Permissions.

The Email Notifications Tab allows you to set preferences for appointment notifications every time a student schedules an appointment. You can also control tracking notifications. We recommend leaving the tracking notifications at the default setting. This means you will receive a daily report on Starfish flags.

Un-Check

Group Sessions

Check

Read from

external

Calendar


CREATE OFFICE HOURS

Instructions for Setting up office hours

• At any time using the Add Office Hours action bar icon from the Home or Appointments pages.

• No NOT use the Setup Wizard

Setup your first Office Hours block using “Add Office Hours”

You can add office hours at any time by selecting the “Office Hours” icon from the action bar on either the Home page or the Appointments page. This brings up the “Add Office Hours” form

Enter a Title for your Office Hours. This title will be visible to you, students, and calendar managers. If you are going to have more than one type of Office Hours, use the Title to make it easy for students and calendar managers to know what type of meetings you take during those hours.

Select the days on which this hours will occur using the “What day(s)?” drop down. Choices Include:

• Once – when this choice is selected you must provide a date

• Daily – when this choice is selected you must provide the pattern – for example: repeats every 2 days

• Weekly – when this choice is selected you must provide the pattern – for example: repeats every 1 week(s) – and you must indicate which days of the week using the “Repeat on:” checkboxes that represent each day of the week.

• Monthly – when this choice is selected you must indicate the pattern for the meetings by selecting between 2 radio button choices.

• The next three options allows you to specify days in the month o “Every Tues. and Thurs.”, “Every Mon., Wed., Fri.”, or “Every Weekday”

Enter a start and end time for the office hour block. Options will auto-populate as soon as you begin typing in the Enter Start time and End time.

Options presented here will depend on whether you have any locations established in Starfish yet. To Set up your office hour location, please go to Set Up Appointment Preferences.

• If you have one or more locations set up: those location will be listed in the “Where” section, and you will need to select at least one where students can meet with you during these hours. Additional locations must be added via your profile.

Appointment hours: Select Scheduled And Walk-ins if you will be using the kiosk/waiting room features, and you plan to take walk-ins between appointments (recommended).


Walk-in hours: Select Walk-Ins only on walk-in hour days, when a student cannot make an appointment with you online. You or the calendar manager can still make a walk-in appointmetn on this day, but not the student. Select Scheduled Appointments Only if you will not take any walk-ins (not recomemded).

Use the “minimum appointment length“ and “maximum appointment length” drop down boxes to specify the minimum and maximum duration that students or calendar managers will be able to choose for appointments during these office hours. For example, 30 min minimum, 1hr maximum. Recommended for advising: 30 minutes

Instructions tab: information you include here will be used in one of two ways:

• Required – if you have set the office hour block for “Walk-in meetings only” you must include instructions here. These instructions will be displayed on your calendar for this office hour block.

• Optional - for all other office hour blocks, information you type here will be included in the email invitation that the student receives for an appointment. You are not required to include instructions in this case.

Start/End Date tab: By default the office hours are set to start on the day you create the office hours, with no end date. Click this tab to specify a future start date and/or an end condition for this meeting block.

For example you might want this block to run only for the first 3 weeks of the term.

• In the “Starts” field, enter a future start date in the format mm/dd/yyyy if desired.

• Tab to the “Ends” field and select from among the drop down choices of: o “Never” o “End of Term” (you will be prompted to select a term) o “On Date” (you will be prompted to enter a date) o ‘After’ (you will be prompted to select the number of occurrences)

TIP: add an End Date on your hours, to prevent students scheduling too far ahead or during a holiday. for example – Over Christmas Break

Click the Submit button to complete the setup of your Office Hours.

To check your set up, select Appointments from the top level navigation, then click on the Agenda tab of your Starfish Calendar. Existing Office Hour blocks are displayed in the panel titled “Office Hours“.


CREATE ADVISING APPOINTMENTS

To add an appointment, you may either click Add Appointment

Or, go to the Day or Week View and click the green plus icon in your calendar for the time slot you prefer

In the Add Appointment pop‐up window, Student: begin typing a student’s name in the “student” field, or add the students PBSC Student ID Select the student from the search results in the drop‐down menu.

*When: Select the time (if needed) *Where: Select your set location for the appointment

*Reason: Select a Reason from the drop‐down menu. TIP: Each Reason is linked to an Appointment Type. The associated Appointment Type will dictate the sharing permissions, as well as the SpeedNotes associated with this appointment.

Course: Select a Course to associate with this appointment (Optional)

Write a description if you can. This will help remind the advisor and student what the appointment is about

Click Submit to schedule the meeting

Both the student and the advisor will receive an email confirmation on their PBSC Email Account

The advisor will see the appointment in their Starfish calendar.

The advisor will also see the appointment on their Outlook Calendar


STUDENT VIEW: HOW A STUDENT MAKES AN APPOINTMENT

1. Log into PantherWeb:

On the gold menu bar on top, click on Advising Appointment:

OR, click on the direct link: https://palmbeachstate.starfishsolutions.com/starfish-ops/support/login.html

2. Sign in with your PBSC User Name and Password

3. Once you are logged in, you will immediately see your Assinged advisor as par of “Your Connections”

4. Click on the Drop down arrow, then click on Schedule

5. Choose the Appointment Type

6. Choose the REASON you want to make an Advising appointment.

7. Choose a specific DATE on the Calendar, OR scroll down until you find the next available appointment . Choose your TIME.

8. CONFIRM! Check the date/time, location, reason. Please explain your reason for this appointment.

Once you CONFIRM, you will see a confirmation, and

9. You will receive an email on your PBSC email account confirming your advising appointment




ADDING PROSPECTIVE STUDENTS

Prospective Student: Prospective students are students who have not been loaded into Starfish because: • Prospective (no application) • Returning (needs to reapply) • New (applied, but not registered yet) These students can still sign into the KIOSK as prospective student, and their comments will be merged once they apply. Advisors can also make future appointments with prospective students First you search if the student exists, either at the search box on top, or when creating an appointment

If the student is not found, then add them as a Prospective student:

First, try to find the student just in case the student has been added as a prospective before

If there are no matches based on the name, then create a NEW entry, the all of the four required fields

• First Name

• Last Name

• Personal Email

• Date of Birth

Once the student has been created, continue with adding the future appointment. (when/where/reason/etc)

Both the student and the advisor will receive an email confirmation on their PBSC Email Account. Any FUTURE prospective student appointment will show on both Starfish and their Outlook Calendar

NOTE: The best way to utilize the prospective student feature is having them log into the KIOSK, and taking the student from the waiting room.


CANCEL A DAY OR INDIVIDUAL APPOINTMENT

CANCEL A DAY (office hour block) BEFORE ADDING ANOTHER OFFICE HOUR BLOCK If you need to change an existing hour block THAT DAY ONLY: for example, appointment day to a walk-in day, you need to delete the day first. Click on the clock icon next to your office hour title above

Click on Cancel

If there are appointments that day, those appointments will be cancelled! Write a comment on why it’s cancelled. If there are no appointments, then click Submit

If the advisor is sick, cancel each individual appointment, or cancel the whole day:

CANCEL THE WHOLE DAY with appointments To cancel the whole day, hover over the clock icon next to your office hour name, then click on CANCEL Once you click on CANCEL, you will have the option of deleting the entire series (your set office hour block) or Just this once (the day only). By deleting the office block, it will cancel all the appointments for the day.

CANCEL ONCE APPOINTMENT ONLY To cancel an individual appointment, hover over the calendar ICON, and click on CANCEL Then write a reason why you are canceling the appointment.

Explain why the appointment/office hour block is being canceled. This can be written by the advisor or calendar manager. Every student in that office block will get the same message (EMAIL).

This will add a “Canceled Appointment” block on your Outlook calendar.

And the appointment will be removed from the Starfish Calendar, allowing another student to make an appointment.

Student 1

Student 2


EDIT AN APPOINTMENT

ADVISOR EDITS APPOINTMENT

To edit an existing appointment, hover over the calendar ICON, and click on EDIT

A pop-up with the original “Scheduling” information will display, allowing the advisor to edit the date, time, location or reason.

Click Submit. Both the student and the advisor will receive an email that the appointment has been updated.

STUDENT EDITS APPOINTMENT

The Student cannot reschedule the advising appointment on Starfish! They can only EDIT the Location, the Course, and the Details/Comments of the appointment. To Reschedule to another day/time, they MUST CANCEL the appointment, and schedule another appointment

Student clicks on Upcoming, and clicks on the location to edit the appointment. Click save changes

STUDENT CANCEL APPOINTMENT

To Cancel, the student must click on the 3 dots at the bottom corner

The student then writes a reason whey they are canceling and clicks “Cancel it”

The advisor will get an email that the student has canceled the upcoming appointment. The Student will receive an email on their PBSC email account confirming that they have “updated” the advising appointment, and ALSO see the email exchange in the Starfish Student page, under Messages.


GET READY FOR THE UPCOMING APPOINTMENT

OPEN THE STUDENT FOLDER

To view a Student Folder, click directly on the students name. From the STUDENT page From the CALENDAR From the WAITING ROOM

OVERVIEW Look at the student information with ALL the student attributes. This gives a quick snapshot of the students current information

TRACKING This shows all “tracking items” All Items can be sorted like FLAGS, KUDOS, and TO-DO items. The flags can be viewd by active/resolved/both

MEETINGS: All appointments or advising sessions, sorted by date

Note any “no-show” or “cancelled” appointments

NOTES: COMMENTS from Appointments, tracking items, or notes emails sent to student

NETWORK: Any advisor or service that the student is connected to. Cohort related: Assigned Advisor, Vet advisor, TRIO advisor, BAS advisor, ect.


DOCUMENTING APPOINTMENT OUTCOMES

From anywhere in the Starfish user interface, click the calendar icon to the left of an appointment to view the Appointment Menu.

Select Outcomes to document your notes on this meeting.

Enter the Actual Start Date and Actual End Date of the appointment (Optional) If the student did not show up to the appointment, check the box for “Student missed appointment.” Based on your institution’s settings, this might generate an email to the student. ( If your student missed an appointment, you will see a red icon next to the appointment on the calendar)

Check the box to “Send a copy of the note to the student” when appropriate (Optional) Enter your free-text comments on the meeting. Comments are notes about the appointment, viewable only by you and other people with whom the appointment is shared. These notes can be edited only by you before or after the appointment for record-keeping purposes.

Select the SpeedNotes tab of the Edit Appointment pop-up window. Check the boxes of any relevant SpeedNotes for this appointment.


TAKE A STUDENT FROM THE WAITING ROOM

“TAKE” A STUDENT FROM THE WAITING ROOM

On the home page, Click on the Waiting Room

In this example, the advisor will see four people waiting in the KIOSK Waiting Room

The advisor clicks on “Start Meeting” FIRST, then goes out and call the student from our lobby:

Why first?? Because when another advisor tries to grab that same student, the system won’t let them: And the student gets removed from the list after they click OK:


ADVISE A STUDENT FROM THE WAITING ROOM

ADVISING A STUDENT FROM THE WAITING ROOM

After the advisor “Starts Meeting”, the advisor leaves the pop-up open while advising. The advisor can go to PantherWeb and advise, or do what they need to do during their session…

Once the student leaves their office, the advisor has to FIRST choose a location (their office)

THEN go to the next tab: OUTCOMES Time: when you “CLICK” on Actual End Time”, the current time will AUTO populate Write a quick comment on what they discussed.

THEN go to the next tab: SPEEDNOTES Click on all the speednotes related to the advising session. And click Submit.

IF THE STUDENT LEAVES

If the advisor calls the students name a few times, and realizes that the student “left” The advisor will have to go back to their desk and click “never mind”,

It will let you know that this will put the student back in the Waiting Room: Click Yes Now the advisor can click on “Student Left”, to be removed from the Waiting Room.


NAVIGATING THE STUDENT FOLDER

FINDING THE STUDENT

You can search for a student

You can select the student you have an appointment with

Of find a student in the Student Tab

SELECT STUDENS To view a Student Folder, click directly on the students name.

STUDENT FOLDER

On the top, you will see the same actions buttons as the STUDENT TAB

Create a TO-DO for the Student Create a Note = COMMENT on the student Send a KUDOS from an advisor Create a future office, email, phone Appointment Create a Success Plan Create or update the student intake form Send a Message = EMAIL to the

student Upload a file on the student- not visible to the

student

TIP: You will find the student PBSC Picture, phone number, PBSC email, and STUDENT ID in the Student Folder

OVERVIEW: Student Information with all the ATTRIBUTES, and Active Flags

INFO: Information imported from PantherNet regarding Admissions and Demographics


SUCCESS PLAN:

COURSES: class schedule for the current term, and past terms (3 terms)

TRACKING: The tracking items can be sorted: All Actions: Flags, Kudos, To-Dos, Referrals

MEETINGS: All appointments or advising sessions, sorted by date.

NOTES: COMMENTS from Appointments, tracking items, or emails sent to student

NETWORK: Any advisor or service that the student is connected to. Cohort related: Assigned Advisor, Vet advisor, TRIO advisor, BAS advisor, ect.


VIEW / UPDATE INTAKE FORM

INTAKE FORM – STUDENT VIEW

Sign into Starfish.

Click on My Success Network on the left hand side. Click on your name to open the drop down menu

Click on Intake

Click on the Intake tab.

Complete the Intake Form by answering the questions provided.

Click Submit when completed

INTAKE FORM – ADVISOR VIEW

Sign into Starfish.

Click on the student to open their Folder.

To view their completed Intake Form, Click on the Info tab

The Intake Form is displayed under Demographics

To EDIT the intake form, click on the Intake button at the top right

Here you can edit the intake form

Prior to meeting with assigned student, review the Intake Form. Allow the student’s answers to inform your discussion.


VIEW COURSE ATTENDANCE

INTAKE FORM – STUDENT VIEW

Sign into Starfish.

Click on the student to open their Folder.

To view the students courses, click on the Courses tab

Depending on the professor, they may be using Starfish for Attendance. Their attendance will show here

Click on the square icon next to the term, to expand the course for more information:


VIEW CALENDAR BY DAY/WEEK/AGENDA

Go to the Appointment page

You will see a small calendar at the left top corner

The AGENDA view is the best visual view for meetings and appointments for that day

This view also shows office hours on the right hand side The day view shows the available appointment bocks, as well as any meeting synced over from OUTLOOK

The week view is similar to the day view, but can be viewd as a 5 day week or 7 day week

The Schedule view is only for Calendar Managers to easily view multiple calendar availability


CALENDAR MANAGER

1. Go to the Appointment page

2. Under the small calendar, you will see the list of advisors you are managing.

• Choose the Appointment Type (career)

• Uncheck your own calendar

• Check the calendars you want to view

3. Make sure you choose the Schedule tab

4. You will now see the calendar for those advisors

5. Go to the mini calendar on the left to choose the day

of the requested appointment:

6. Click on the + sign to add an appointment during the requested time

7. Calendar: Confirm you have the correct advisor

8. Student: Type the students name or student ID

9. When: This should be auto populated

10. Where: Choose the location

11. Reason: Choose the reason for the appointment

12. Course: select course (if this is for SLS1501)

13. Type a description if you can

14. Click Submit

15. You will see the appointment in the Starfish calendar. The advisor and student will get a confirmation email.


ADD AN EVENT

APPOINTMENT TAB – EVENT

Event attendance allow users to document student attendance at an event that is not captured as an individual meeting or group session in Starfish. You can upload a list of attendees for an event and document outcomes and SpeedNotes related to the event. Outcomes and SpeedNotes captured as part of documenting an event are visible on the Meetings tab of the student folder for each uploaded attendee. Choose the Appointments tab at the top of your page. Then click the Event button.

Details 1. If you manage multiple calendars, you will need to select the Event Owner. This will be the individual on whose calendar Agenda the event will reside. 2. Enter the event Title. 3. Enter the Date and Time of the event

Important Note: Only events in the past can be added. The calendar will not allow you to pick a date in the future.

4. Choose a Location for the event from the dropdown menu, or type a new location. 5. Select the Reason for the event, based on your role (advising, career, group workshop) 6. Click Next

Attendees 1. Begin by selecting the type of Student Identifier you will be using.

• If you received a list from an PNET, you will use the Student ID

• If you created your list by downloading a list of students from your My Students tab within the Student area in Starfish, use either Username or Student ID, verify the student identifier used to create the list.

2. Next you can either type or copy & paste a list of Attendees (using the student identifier you selected) into the text box.

Note: Student identifiers need to be listed one identifier per line or separated by a comma.

3. Click the Next


Outcomes When you click the Next button after entering your event Attendees, you will be asked to enter free form comments as Outcomes for the event. This is an optional but recommended field. Comments entered here will be available on the student folder of each attendee uploaded for the event. 1. Use the Outcome Comments area to document event outcome comments.

Note: All comments added will be displayed for this event on the student folder Meetings tab for all attendee participants.

2. Click the Next button to continue or Never Mind to cancel. You can also click the Back button to return to the previous step.

Speednotes When you click the Next button you may have the option to select SpeedNotes for the event, depending on your role. This will allow you to document topics discussed or activities completed during the event.

Important Note: The SpeedNotes listed are configured by your Starfish administrator and are tied to the Reason selected for the event. If there are no SpeedNotes configured for the reason you selected, the SpeedNotes tab will not be available.

1. To add SpeedNotes to your event, simply check any of the topics/activities listed.

2. Click the Finish button to save your event

Confirm Saved Event Once you complete all of the necessary information and click Finish, Starfish will confirm that the event was successfully saved. The confirmation message will also list the number of attendees that were successfully added to the event. Saved events will be available to view or edit from the event owner’s Agenda on the Appointments page. Any Outcomes or SpeedNotes for the event will be listed on the student folder for each attendee that was successfully uploaded with the event.


ADD A GROUP SESSION

A Group Session is a meeting made available to multiple students, who can sign up ahead of time. On the appointments page, click on Group Session

NOTE: you can only add a group session during an available scheduling time block. If not, you will get this error: The scheduling block overlaps with other scheduling blocks on your calendar.

Calendar: Confirm the right advisor is shown (for calendar managers)

Title: Create a Title for the session When: Select When the session will take place. Where: Select Where the session will take place

NOTE: If this session is at a different location, (like an orientation) add the new location in your profile Reason: Select a Reason from the pull-down list, noting the appointment type associated with the selected reason. How many students: Enter the maximum number of students who can attend the session.

• Check the box if you would like students to be able to see who else has signed up for the session.

• Leave the Support Supplemental Instruction box unchecked. Instructions: Use the Instructions box to enter instructions to students. Start/End date: Select a Start/End date if the session is recurring. Click Submit

You will now see a group session block on your calendar, with the title you named it

Click the Manage Participants link to open pop-up box

Add student using the Student ID or student name in the Add participant pull down menu. Click Add. Repeat until all students have been added. Student can also add themselves online, under Services: your calendar.

To DOCUMENT, you document like a regular appointment. Click Outcomes. Enter the actual start and end time of the Group Session. Enter any narrative notes or select the Student missed session box for each student.


VIEW CASELOAD BY CONNECTION AND COHORT

ASSIGNED ADVISOR CONNECTION

Go to the Student Page Then make sure the “My Students” tab is selected

Change the Connection to “Assigned Advisor”

The total number of students will be displayed at the bottom right. Only 25 students are displayed per page. Click “next” to view the next 25 students

Depending on the position, Advisors may have multiple roles

What do these roles mean?

• All My Students = to view all students in Starfish

• Assigned Advisor = assigned to PATHWAYS

• DSS = for Dissability Support service/advisors to view all students DSS comments

• General Advisor = For all advisors to view all students comments and FLAGS

• Primary Advisor = assiged to DSS students

• Veterans Advisor = assigned to VET students COHORTS If an advisor is assigned to different PATHWAYS, the advisor will see all combined students under Assinged Advisor connections. All advisors can sort their students by “Cohort”, a quick way to filter out the Pathway or credit touchpoint. Once the filter is selected, click outside of the selection box to view the results.


SENDING A NOTE (comment)

ASSIGNED ADVISOR CONNECTION Go to the Student Page Then make sure the “My Students” tab is selected


SENDING A NOTE A MESSAGE is an Email that is recorded on the Student home page, but is not seen by other advisors. A NOTE is a comment that is not seen by the student, but is saved in the Student folder on the Advising side, allowing other advisors to view these notes (comments). As an advisor you can create a NOTE on an individual student or a group of students.

SELECT STUDENS FROM THE RESULT

To select ALL students, click to select that page.

If there are multiple pages, click on the arrow go to next page, then select all the students from that page also.

SEND A NOTE

Once you selected all the students, click on Note on the menu bar on top.

* Note Type: Choose from the options (based on your role) - Advising Note - Email Note - Career Note * Date: auto-populated Subject: for example for Case Management - Low Cumulative GPA - Outreach * Note: Write the Note (comment) you want saved on the students folder. Students will not see this note. Note templates provided on the BB organization. Send Copy: For Case management, send a copy of note to the student. The student will get an email like a MESSAGE, but the note is recorded on the students folder for others to reference to. You can send a copy of the email to yourself (PBSC outlook).


STARFISH: SENDING A MESSAGE (EMAIL)

ASSIGNED ADVISOR CONNECTION

Go to the Student Page Then make sure the “My Students” tab is selected


SENDING A MESSAGE Once you change your connection to view your caseload as a Primary Advisor, you can send them a PBSC email to all the selected students through Starfish, which will also go to their STARFISH email box.

SELECT STUDENS FROM THE RESULT

To select ALL students, click to select that page.

If there are multiple pages, click on the arrow go to next page, then select all the students from that page also.

SEND MESSAGE

Once you selected all the students, click on Message on the menu bar on top.

Fill out the Message like you would a regular Email with a subject and the body of the message. You may use the email templates provided on the BB organization. You can send a copy of the email to yourself (PBSC outlook).


View Caseload active FLAGS

View Tracking Items

Go to the Student Page Then make sure the “Tracking” tab is selected

You will see ALL tracking items (Flags, Kudos, To-do, Referals ) since the default Connection is All My Students

The defautl Status is Active

View FLAGS in your ASSIGNED ADVISOR caseload

Choose View: Flag Inbox

THEN choose Connection: Assigned Advisor

You will then see the View set to “Custom”

You will then see all the active flags in your caseload

View the Clear/Resolve a FLAG tutorial for instructions on how to resolve this flag

View RESOLVED tracking items

Choose View: Active and Resolved

THEN choose Connection: Assigned Advisor

Then click on the Status to SORT by either Active or Resoved

Patricia Hoyle

P12345678 Prof. Hoyle

Patricia Hoyle

P12345678

http://www.palmbeachstate.edu/starfish/documents/ClearFlagAdvisor.pdf


View Caseload and Assigned

View Tracking Items

View FLAGS in your ASSIGNED ADVISOR cohort Click on Tracking Tab

1. Choose View: Flag Inbox

2. THEN choose Connection: Assigned Adivisor

View FLAGS that are “ASSIGNED” to you

Click on “Add Filters” to open the Filter pop-up box

Go to Cohorts & Relationships and make sure the “connection” is set to All My Students

1. To view Flags “assigned” to you, under the Tracking Items page, Choose the Tracking Type: FLAG Choose Assigned To: Me

2. Click Submit to see the results


Early Alert 101

Academic Concern Student Learning Center

Attendance Concern Academic Advisor

In Danger of Failing Academic Advisor

Non-Academic Concern Academic Advisor

• Needs assistance with course content • Needs assistance with study strategies (must detail specific concerns) • Requires Subject Tutoring

o (i.e. for Accounting or Chemistry)

• Develop Computational Skills

o (i.e. either for a Math course or courses that have a math component such as Elements of Nutrition and Bookkeeping)

• Develop Essay Writing Skills • Develop Reading Comprehension Skills

• If a student at least 2 class periods.

If the student is in danger of failing, we are asking professors to raise the IN DANGER OF FAILING flag.

•If a student is at a grade below a C and advising would benefit the student to explore options • If a student is experiencing severe attendance issues (state the last day of attendance) and/or grade concerns.

• If there are general concerns regarding the well-being of a student.

• If a student does not seem to be engaged in class. • If a student indicates s/he has barriers to success at PBSC (i.e. transportation or childcare issues). • If a student discloses personal issues and would benefit from meeting with their advisor to access college and/or community resources

Time Management Referrals?

Referrals

Academic Advisor


ADVISOR_ Starfish Early Alert Response Protocol Policy ➢ The Assigned Advisor will monitor their flag inbox daily and respond to any flag raised by an instructor within two

business days. Using a case management approach, follow the procedure listed below.

Procedure ➢ Sort your caseload, daily, to view flag inbox for students who have you listed as their Assigned Advisor. ➢ Sort the flag inbox, daily, to identify any additional students who have been “Assigned to Me”. ➢ Reach out to the students with flags who are in your caseload or assigned to you within two business days.

ACADEMIC CONCERN FLAG

The SLC staff will address all of the “Academic Concern” Flags

IN DANGER OF FAILING FLAG and ATTENDANCE CONCERN FLAG FIRST ATTEMPT – call the student First, call the student by phone.

o If you are unable to speak directly to the student, leave a voicemail stating you have time sensitive information to share, and create a comment within the flag. (see second attempt)

SECOND ATTEMPT – email the student If you do not speak directly to the student, immediately create a comment within the flag (i.e. “dear (student)

attempted to call on 11/8/19 – left message. Please contact me at …”). Indicate that you are following up on a flag that was raised by their instructor. Give the student your contact information and instructions on how to reach you/make an appointment.

▪ Send a copy of comment to the student ▪ Send a copy of comment to flag raiser

THIRD ATTEMPT – email the student with resources If you do not have any response from the student within 2 business days of your second attempt, create a comment

within the flag (i.e. “dear (student), including a list of resources (see template). ▪ Send a copy of comment to the student ▪ Send a copy of comment to flag raiser

NON-ACADEMIC CONCERN FLAG - ** Remember, the student does not know about this FLAG or concern FIRST ATTEMPT – call the student First, call the student by phone.

o If you are unable to speak directly to the student, leave a voicemail stating you have time sensitive information to share, and create a comment within the flag. (see second attempt)

SECOND ATTEMPT – email the student If you do not speak directly to the student, immediately send the student a NOTE that you attempted to contact the

student (i.e. “dear (student) attempted to call on 11/8/19 – left message. Please contact me at …”). Give the student your contact information and instructions on how to reach you/make an appointment.

THIRD ATTEMPT – email the student with resources If you do not have any response from the student within 2 business days of your second attempt, call the student

again, and create a comment within the flag that you attempted to contact the student three times.

RESOLVING THE FLAG

Successful: The Concern was Successfully Addressed: If you worked with the student (by phone or in person), detail the services you provided and copy the instructor.

Unsuccessful: The student did not respond after multiple outreach attempts: If you were unable to reach the student, Resolve the flag as unsuccessful. Indicate that you called the student sent emails with no response.


CLEAR A FLAG/TRACKING ITEM

TRACKING Then make sure the “Tracking” tab is selected

CONNECTION

Change the Connection to the ROSTER/CLASS you want to view

VIEW THE FLAGS/KUDOS

You will now see all the tracking items you sent this student (FLAGS, KUDOS, TO-DO)

And if they are Active or Resolved (status)

VIEW FLAG IN THE STUDENT FOLDER

To view a student, click on the students name to see their Student Folder

Click the Tracking tab to view all tracking items. open the item for more information by by double clicking on the

ITEM or clicking on the + sign.

HOW TO RESOLVE A TRACKING ITEM

Under Tracking, select the student you want to resolve, and click on the RESOLVE button

Or in the students folder, you can clear/resolve it directly from the Tracking item list

Check if the flag has been resolved Add a comment on how/why this Flag/Tracking item has been resolved Click on “send this to professor” to CLOSE THE LOOP


EMAIL TEMPLATES

IN DANGER OF FAILING Early Alert Email Templates

SUCCESSFUL 1st Attempt (after contacting student via telephone) *

Email Subject: In Danger of Failing ABC1234 – 1st Attempt Body of Email: Dear XYZ, Per our telephone conversation today, you were made aware of the concerns shared by Professor XYZ of your ABC1234 course. As we discussed, please contact your professor. If I can offer additional support, please contact me. Sincerely, Advisor’s Name Advisor’s contact information

*Clear Flag as “successfully addressed” and add a comment to explain how.

UNSUCCESSFUL 1St & 2nd Attempts

1st Attempt: Call student and leave a voicemail message if possible. 2nd Attempt: Email Subject: In Danger of Failing ABC1234 – 1st & 2nd Attempts Body of Email: Dear XYZ, I attempted to call you today (and left a voicemail message) regarding your ABC1234 course. Please contact me at your earliest convenience. I may be able to offer you support in achieving success. I can be reached using the information below. Sincerely, Advisor’s Name Advisor’s contact information

UNSUCCESSFUL Final Attempt

Email Subject: In Danger of Failing ABC1234 – Final Attempt Dear XYZ, I have been unsuccessful in my attempts to contact you regarding your ABC1234 course. At your earliest convenience, please contact Professor XYZ to discuss your academic performance. I have attached a web link for the Student Learning Center (SLC) should you need additional support. At PBSC, we are committed to your success. Please contact me if you have questions or need further assistance. https://www.palmbeachstate.edu/slc/ Sincerely, Advisor’s Name Advisor’s contact information

*Clear Flag as “not successfully addressed” and add a comment to explain why.

https://www.palmbeachstate.edu/slc/


EMAIL TEMPLATES

NON-ACADEMIC CONCERN Early Alert Email Templates

SUCCESSFUL 1st Attempt (after contacting student via telephone) *

Email Subject: Support for ABC1234 – 1st Attempt Body of Email: Dear XYZ, Per our telephone conversation today, we discussed (resources) for additional support in your ABC1234 course. If you have further questions, please contact me. Sincerely, Advisor’s Name Advisor’s contact information

*Clear Flag as “successfully addressed” and add a comment to explain how.

UNSUCCESSFUL 1St & 2nd Attempts

1st Attempt: Call student and leave a voicemail message if possible. 2nd Attempt: Email Subject: Support for ABC1234 – 1st & 2nd Attempts Body of Email: Dear XYZ, I attempted to call you today (and left a voicemail message) regarding support for your ABC1234 course. At your earliest convenience, please contact me to discuss any difficulty you may be experiencing. Sincerely, Advisor’s Name Advisor’s contact information

UNSUCCESSFUL Final Attempt

Email Subject: Support for ABC1234 – Final Attempt Dear XYZ, I have been unsuccessful in my attempts to contact you regarding your ABC1234 course. I have attached a web link for several campus resources should you need additional support. At PBSC, we are committed to your success. Please contact me if you have questions or need further assistance. https://www.palmbeachstate.edu/perc/default.aspx Sincerely, Advisor’s Name Advisor’s contact information

*Clear Flag as “not successfully addressed” and add a comment to explain why.

https://www.palmbeachstate.edu/perc/default.aspx


FILTER and use ATTRIBUTES

Adding FILTERS (sorting) in Starfish Go to the Students page, and click on the “My Students” tab

Click on “Add Filters” to open the Filter pop-up box

TRACKING ITEMS Useful: Tracking Item: To-DO = 0-15 credits, 15-30 credits (mandatory advising checkpoints)

Used to sort by “Tracking Type”

• Flag

• Kudos

• Referral

• To-Do Once you choose a Tracking Type, You can sort by specific item.

COHORT and RELATIONSHIPS Useful: sort by ALL Title V or by Campus

Connection = Relationship

• General Advisor

• Primary Advisor

• Secondary Advisor Organization = group of students

• Primary advisor_BR1 (Tracey)

• TitleV students Lake Worth (LW only)

• TitleV Students (all) NOTE: Future organizations can be VET, TRIO, By Campus, athletes


MEETINGS Useful: who have NOT made an appt. (after sorting by your organization)

Sort students who have made appts. with you for the month (for reporting purposes) Sort students who have NOT made an appointment with you, and reach out with email or to-do (Appointment type can be left blank)

SUCCESS PLANS Needed for Mandatory Advising Initiative.

Best practice, make a success plan with every student. You can sort students with you as a primary advisors, who do NOT have a success plan, and create a plan.

ATTRIBUTES

There are 9 attributes. You can have multiple Attributes. Click on Add Attribute to “filter”.

Academic standing Specific Value: Academic Probation Academic Suspension Good Standing

CUM GPA Specific Value: < (less than) = (equal to) > (greater than) <> not equal to

CUM credit hours earned Specific Value: < (less than) = (equal to) > (greater than) <> not equal to

EAP Student Specific Value: True False

Enrollment status Specific Value: Full Time Part Time

Meta major Specific Value: There are 8 Meta majors (1)Arts, humanities, communication and design, (2)Business, (3)Industry, Manufacturing & Construction (4)Education, (5)Health Sciences, (6)Public Safety, Science, (7)Technology, Engineering and Mathematics (8)Social and Behavioral Science and Human Services

POS Specific Value: AA 1000 AS (code)

Registered next term Specific Value: True False

Registered current term Specific Value: True False


How to view another organization

Clear any filters

Under the STUDENTS page: If there are filters, clear it by clicking on the red X

Add new filter Add a new filter by clicking on Add Filters

Cohorts & Relationships Go to Cohorts and Relationships. Click on Organizations Find the campus you want to see Double click on it to move it to the other side

Click submit


MANAGE DOWNTIME


STARFISH GLOSSARY

Appointment

A documented meeting between a student and a calendar owner (i.e., advisor, instructor). Students may only schedule appointments in the future at times the calendar owner designates as available. Calendar owners and calendar managers, however, can schedule future appointments, as well as document appointments that occurred in the past.

Appointment Type Grouping of appointment reasons and activities (i.e., SpeedNotes) that a common set of roles can add and/or view. For example: Advising, Career, Vet, TRIO

Assign Tracking Items

Tracking item assignment allows users to assign items such as Flags, Referrals, and To-Do's to themselves or others based on privileges associated with their role and the tracking item.

Attendance Tab

On the Student Page, faculty have the option to take attendance. Their term rosters is imported from PNET.

Attendance Report

Faculty have the option to create their own attendance report any time during the semester

Attributes

User attributes can be used to display information on the student folder, to filter student lists, to build cohorts, and to target flags or other tracking items to a select group of students. User attributes are imported into Starfish via PNET on the attributes.txt file as simple key/value pairs connected to a unique id for each student.

Calendar Manager

A Starfish user who can see and edit another user’s Starfish calendar. A calendar owner can designate his/her own calendar managers by navigating to Profile > Appointment Preferences.

Comment

Comments are any additional notes a provider enters in a comment box anywhere in Starfish. Comments are linked to a meeting, tracking item, or stand-alone note. All comments are recorded in the Notes tab of the student folder. Comments added to tracking items and appointments are included in the email message to the student. Other comments may be sent to the student if the note writer chooses.


Courses Tab

Inside the Student Folder: Courses taken during the academic year. To see courses the student is currently taking, choose Term = Active and Status = Active. To see courses the student late dropped, choose Term = Active and Status = Dropped.

Clear Flag

Clearing a flag indicates that an academic concern has been addressed with the student. Faculty and advisors can clear flags. When a flag is cleared by someone other than the raiser, users should also Close the Loop.

Close the Loop

A Close the Loop comment can be added at the time a flag is cleared to notify the flag raiser of the reasons the flag has been cleared. This comment is recorded in notes and is sent to the flag raiser.

Connection

Connections identify the relationships a user has with a student. Users can choose which connection they use when viewing students by using the Connection drop-down menu on the My Students and Tracking tabs.

Event

Allows users to document student attendance at an event that is not captures as an individual meeting or group session in starfish.

File

Advisors and Selected staff have the option up upload a File into the student folder. Find the file in your computer. Student cannot view this file.

Filters

Filters allow you to find students who meet particular criteria. The Starfish filter is an AND filter, so will only show you students that meet ALL of the criteria you select.

Flag

Flags are designed to alert students to an area of concern. Students receive an email message that include any comments added by the raiser. Some flags also generate an email to the student’s Primary advisor. Comments are associated with the flag and are recorded in the Notes tab of the student folder.

Group Session

Similar to Office Hours, but more than one student can sign up for this particular block of time. The Calendar Owner decides how many students can sign up for each Group Session


Info Tab

Inside the Student Folder: The information tab displays admissions, demographic, and enrollment information imported from PNET. This tab also shows the completed Student Intake form

KIOSK

The Kiosk feature is part of Starfish Connect and assumes a physical location where students come to sign in for an appointment. Advisors, faculty and/or staff will take meetings with those students from the Kiosk Waiting Room. Users can access and manage the Kiosk and Waiting Room through the following workflows.

Kudo

Kudos are positive alerts or praise sent to students. Students receive an email message that includes any comments added by the raiser. Some kudos also generate an email to the student’s Primary advisor. Comments are associated with the kudo and are recorded in the Notes tab of the student folder.

Manage

A privilege associated with tracking items that allows a user to add comments and mark a tracking item as resolved.

Message

You can send emails to students through Starfish. This is encouraged since it will allow you to keep better track of communication with students about specific tracking items. However, Messages are not trackable in reports, so academic concern communications need to be as a Note.

Meetings Tab

Inside the Student Folder: The meetings tab shows the history of all meetings scheduled through Starfish. Clicking the “plus” symbol expands the meeting entry to show additional details, including the meeting notes.

Network Tab

Use this tab to view the student’s assigned advisor.

Note

Any comment typed into a text box is stored as a Note in Starfish, and is visible on the Notes tab of a student’s folder. Students do NOT see notes, unless you send a copy of note via email. However, a report can be generated on all notes, including those marked as private. Therefore, do not put anything in a note that you do now want others to see.


Notes Tab

Inside the Student Folder: This notes tab shows the history of all the NOTES associated to the student. This can be created by typing into a text box, stand alone shared department note, or associated to a tracking item like a Flag or referral. You can filter these notes to see only the ones written by people in a particular role to the student or on a particular note type (e.g., Appointment Comment, Flag Comment, etc.).

Office Hours

Calendar owners can add blocks of time called “Office Hours” to their calendars to indicate when they are available to meet with students. Appointments can be added outside the blocks by calendar owners or calendar managers, but students can only self-schedule within the block. Office Hours allow students to sign up for individual one-on-one slots within the time parameters entered by the calendar owner

Outcomes

Results of a meeting documented in free form text on the Outcomes tab of an Appointment in Starfish.

Overview Tab

Inside the Student Folder: The Overview tab of the student folder shows academic information imported from PNET, as well as a graph of active warning flags for current courses. All items on this tab are filterable, meaning you can use these categories and values to find other students with the same criteria.

Profile

The Profile page includes information about each user that can be seen in the Starfish system. Basic information is imported nightly from Banner and can be supplemented by the user. Users may set up email notification preferences. If no preferences is set, all Starfish emails will be sent to the user’s PBSC email address.

Prospective Student

Prospective Student Advising allows you to create student accounts, capture and retain notes to use when the prospective student is later admitted to your institution. When the student joins your institution, the pertinent data is merged with your SIS. As long as your institution has a Starfish account, prospective student data is stored indefinitely regardless if the student joins your institution or not.

Provider The faculty/staff person who provides a meeting with a student.

Raiser The faculty/staff person who initiates a tracking item for a student.


Record Attendance

Button for professors to record attendance after every class. In the Course dropdown field, select the course for which you wish to record attendance. Note the date and time. Select the status for each student based on your attendance policy. You can go back and edit a specific day if needed.

Referral

Referrals point students to a particular office where they need to take some action. Referrals can include a due date. Students receive an email message that include any comments added by the raiser. Some referrals also generate an email to the student’s Primary advisor. Comments are associated with the referral and are recorded in the Notes tab of the student folder.

Reports

Keep track of individual student meeting within your department. View early alert summaries for your students and the actions that have been taken by the student and other departments on campus. Only users with Admin rights have the ability to create reports

Reserve Time

Used to block a time slot in your calendar for meetings, vacation time, lunch, etc. This will not allow students to make appointments during that time. Once a block of appointment times are made available, it’s not possible to change just a portion of that block. Rather, use Reserve Time to take that availability away from the block. Scheduling Wizard

Used to set up multiple office hour blocks that don’t follow a consistent recurrence.

Services

Starfish Connect includes a set of features to help students connect easily to the resources that can help them. Depending on your institution, you may use a combination of features to facilitate those connections including appointments with individual faculty and staff, a comprehensive services catalog, a waiting room kiosk, and an aggregated calendar for members of a service. SpeedNotes

Activity codes that provide an easy way for staff to document common outcomes of an appointment. Specific SpeedNotes are set up by the institution per Appointment Type.


Student Folder

The student folder contains an overview of student information imported nightly from PNet, their course schedule, tracking items, meeting history, and notes. Viewing permissions of these elements vary by role.

Student Intake

Starfish Student Intake Forms allow us to develop a customized questionnaire that students or staff can complete to gather important information about students. The intake form can also be updated to reflect changes in the students' goals or circumstances throughout their time at the institution.

Success Plans

A success plan combines a set of tracking items(Flags, Kudos, Referrals, and To-dos) into an integrated prescriptive plan that can be assigned to one student or many. Success plans will guide students to reach goals with a defined set of action items. Success plan templates will save advisors and specific population groups time by having a prepared prescription for their unique students success.

Tracking Items

Tracking items are the generic name for Flags, Kudos, and Referrals in Starfish. All tracking items are recorded in the student’s folder and generate an email to the student and the student’s Primary advisor.

Tracking Tab

Inside the Student Folder: View any past or present tracking items. This can be sorted by who raised the tracking item, which type of tracking item, and active/resolved tracking items.

View A privilege associated with tracking items that allows a user to view the tracking item and all associated comments. Waiting Room

A list of students that will populate as students log into the Kiosk. Members of the service associated with the Kiosk can view the waiting room queue.

Documents

STARFISH ADVISING MANUAL › starfish › documents › AdvisingManualMar28.pdf• At any time using the Add Office Hours action bar icon from the Home or Appointments pages. • No