1. Ivy Advising (Starfish)
Front Desk
Ivy Advising (Starfish)

2. Objectives In this training you will learn:
How Starfish supports Ivy Techs’ initiative to build a comprehensive advising program model
What are the alerts students get
How do they access Ivy Advising
Advising services
How to find who a student’s advisor is
What is advising
What a student needs for advising
How to help a Student Make an appointment

3. Ivy Tech Program Goals & Objectives
College-wide academic advising technology system that interfaces with existing systems
Consistent, Comprehensive solution
Enhance the value of Academic Advising Services
Proactive approaches to minimize students being in academic jeoprody
Advising

4. When is a new student ready for Academic Advising?
Has the student applied?
Does the student have transfer credit?
Did they provide us with their transcript
Has the student completed orientation?
Has the student completed assessment?
If they answer yes to these questions…
They are ready to see an academic advisor
Advising

5. Things that happen in an Advising Appointment
New Students:
Explain Campus Connect
Explain curriculum
Explain Placement
Explain accessing Ivy Advising
Explain resources on campus
Explain how to read a syllabus
Plan their Academic Completion Plan
Advising can happen individually or in Groups. All regions do some form of group advising starting this Spring

6. Current Student – Advising Services
Students see advisors for:
Help with planning their Academic Completion Plan
This is their plan for the courses they are taking and the schedule for when they are taking them.
This plan is their guide to the courses required for their degree or educational goal
Help with study skills, academic success, test taking, etc.
Help with where to go for other campus resources
Students should see an advisor BEFORE the registration opens for each term.
Students should register EARLY

7. Current Students – Advising Appointments
Connect students to campus resources
Edit/revise Academic Completion Plan
Discuss Career Goals/majors
Assist with Academic Barriers
Create Academic and Career Goals
Connect students to resources

8. Who is the Student’s advisor
You or the student can find this information on Campus Connect
Or within Banner – the screen is SGAADVR – The student only sees Campus Connect
Or you can find their advisor or advisor/s within Ivy Advising
Advising

9. Starfish Solutions Future Early Warning & Student Tracking System
Feedback on students can be manually recorded when observed or through periodic surveys.
Recommendations can be communicated to the student.
Appropriate personnel are informed of tracking items raised and cleared.
Close the loop with faculty when progress is made.
Educational Support Networking System
Each student has personal My Success Network of instructors and staff.
Online scheduling for in-person meetings – both individual and group appointments.
Appointment confirmation by .
Documentation of contact with students through private and shared notes.
Service catalog of available campus support resources.

10. Starfish at Ivy Tech Integrates with existing Ivy Tech Systems
Banner
Blackboard
Has a summary of student information
Includes a place to mark notes
Provides the students and staff with information on their appointments, ACP, etc.

11. Starfish Super Users at Ivy Tech
Regional Director of Advising also = Super User!
Train and encourage use of Starfish among instructors and advisors - act as champions for the project
Assist in testing Starfish configuration and revising training materials
Manage regional advising activities in Starfish
Advise students
Brainstorm solutions and improvements as part of steering committee
Share knowledge and gather feedback
Report issues and help troubleshoot

12. Starfish – Advisor roles
Faculty Advisors, Assigned Advisors, Advising Center and Regional Directors of Advising can:
Set up profile and office/service hours
Manage alerts, document activities and communicate with students
Manage assigned cases and provide advising services to students
Connect students to other available services
Review student information based on role
Create and document appointments
Create and Automate Individual Academic Plan

13. Starfish – Administration
Deans and Chairs
Monitor alerts
Review case information for their programs/campuses
Review student information
Central Administration
Monitor and manage alert workflow
Review case information across the institution
Manage Steering committee
Collect feedback and make decisions about Starfish configuration
Develop Metrics and Reports

14. Starfish – Student All students who are Starfish users can:
Review flags/kudos raised and respond
Find and connect to recommended /available services
Set up a profile and communications preferences
Make and Track appointments with instructors or others in their ‘success network’
Review Individual academic plans (IAP) and Academic Completion Plan in future

15. Login to Starfish

16. Starfish Dashboard
Advising

17. Profile – Institutional Profile

18. Starfish Dashboard
Advising

19. Starfish Navigation
Advising

20. My Students
Advising

21. Student View

22. New Info Tab

23. Courses Tab with Course expanded

24. Ivy Tech Tracking Items
Flag Name
Description
Three or More Active Flags
Raised when the student has 3 or more active flags (clears itself when the number of active flags is below 3)
Dropped Class
Raised when the student drops a course in Banner
Withdrawn from Class
Raised when faculty drop a student for non-attendance
Change in Program
Raised when a student's program is changed in Banner
Academic Concern
Raised when the student has failed to meet multiple objectives within the course. For example tests, assignments, and/or attendance/participation
Attendance/ Participation Concern
Raised when the learning is being affected by the absence or participation
Low Grades
Raise this flag when the student has low grades. Student does not regularly turn in coursework and has a low grade average in the class. Instructor should indicate if this also means the student is in danger of failing the course
Missing/Late Assignments
Raise this flag when the student has missed assignments or turned work in late
General Concern
Raise this flag to identify an issue with the student that may not easily fit another category. The student will not see this flag
Academic Plan Concern
Plan is off track or they don't have a plan
Kudo - Showing Improvement
Kudo - Positive Academic Performance

25. Starfish Student Welcome Page

26. Student View – Dashboard
Advising

27. Key Message for Advisors
Manage and prioritize students in need of services to reach the most critical needs first
Promote use of existing services and increase positive interactions with students
Make it easier for advising staff to share information and manage student cases
Overview of instructor activities as well as Advising workflow/activities
Show the end to end case (flag is raised, advising manages the case to closure)
Comments/FERPA considerations

28. Resources Presentations
Quick Reference Guide (InstrAdv- GettingStartedGuide 2012.docx)
Tracking Items Reference Guide
Online training module on HR Portal
Training Manual

29. Find Your Students List
Click Students in the top frame navigation.
Search for a student by…
Typing the student’s name into the Search field
Choosing your Connection to them
To organize your students list by tracking item, select the Tracking tab.
You can sort the list by tracking item name and/or status.
You can resolve or comment on tracking items from here.
To resolve multiple tracking items at once from the Tracking tab:
Check off the boxes to the right of the items you want to resolve, then click the Resolve button at the top.

30. View a student folder
From your Students list, click the hyperlink of a student’s name.
This brings you to the student’s folder. Depending on your level of access, you will find information on…
Appointments (past/upcoming)
Grades (past/current)
Notes (you added/shared with you)
Tracking Items (raised/cleared)
From the student folder you can…
Raise a tracking item
Add a note
Anywhere you see a student’s name as a hyperlink will take you to their student folder.

31. Starfish Dashboard
Advising

32. Student Making an Appointment

33. Appointments Main Page

34. Add an Appointment
Advising

35. iCal for Appointment

36. Review an upcoming appointment detail
Advising

37. Find Available Appointments

38. Support Questions? How deep should you go? You should be able to
provide students with general information.
If you find yourself going deeper into academic
advising – you should seek out an academic
advisor to assist the student.
Advising