NorthWest Arkansas Community College Starfish Training NorthWest Arkansas Community College

Specific Expectations Slide 2 Academic Advisors Manage portfolio and eventually calendar Raise flags, assign to-do items, send kudos to individual students and student groups Record follow up actions in Starfish: Add notes Schedule appointments Resolve tracking items Receive notifications Students Have a campus success network available from their Starfish dashboard Have personalized plans and to-do items identified for optimal success Receive notifications when tracking items are raised. Quick access to appropriate support offices. Everyone Manage a personalized profile so students know more about you (individual and specific resources). Utilize online appointment scheduling to facilitate student meetings/workshops/etc. Document and relevant information shared with a student during a visit, and/or track student participation in an event (eventually)

Example to Student Dear Jane Student, Welcome to NWACC and the MyFYE program! You have chosen to tailor a success plan for yourself based upon the various resources available at NWACC that are in place to help you succeed. The first thing you will want to do is schedule your MyFYE planning appointment with your first year advisor in Starfish (details on how to locate and log-in to Starfish found below). At the conclusion of this appointment you will have in your possession and noted in Starfish: A specific list of resources designed to help meet your needs An understanding of exactly what you have decided to do to meet the MyFYE requirements to receive recognition on your transcript and an opportunity to win a free I-Pad and scholarship money for your next year at NWACC A personal connection with your first year advisor, who is here to help you throughout this process A full understanding of your current degree plan and how to locate information regarding that plan through DegreeWorks To access Starfish, login to My NWACC Connection and click the Starfish tab at the top of the screen. You will find your advisor contact information as well as resources for information and help under My Success Network. Please be sure to schedule your MyFYE advising appointment prior to November 1st. Sincerely, NWACC MyFYE Team

Training agenda Find your students list. View a student folder. Raise/Clear a tracking item. (sample MyFYE Plan) Configure your profile. Contact information Appointment preferences notifications Create your first office hours block. Slide 5

Find Your Students List 1. Click Students in the top frame navigation. 2. Search for a student by… 1. Typing the student’s name into the Search field 2. Choosing your Connection to them 3. To organize your students list by tracking item, select the Tracking tab. 1. You can sort the list by tracking item name and/or status. 2. You can resolve or comment on tracking items from here. Slide 5 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. 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.

View a student folder 1. From your Students list, click the hyperlink of a student’s name. 2. This brings you to the student’s folder. Depending on your level of access, you will find information on… 1. Appointments (past/upcoming) 2. Grades (past/current) 3. Notes (you added/shared with you) 4. Tracking Items (raised/cleared) 3. From the student folder you can… 1. Raise a tracking item 2. Add a note Slide 6 Anywhere you see a student’s name as a hyperlink will take you to their student folder.

Recording Attendance 1. From either the Attendance Tab in the Students Section, or the Starfish Home Page, you can click the Record Attendance Button. 2. Select the course and date for which you wish to record attendance. 3. Simply click the radio buttons to mark students as Absent, Tardy, or for an Excused Absence. 4. Click Submit to record your results. 5. If all students attended class on the selected date, you can simply click Submit to mark them all present. Slide 7

Viewing Attendance: Instructors Instructor View: Instructors can view overall absences for a course Roster when viewing the Attendance Tab. Instructors can raise tracking items, send , and make notes directly from this view. Slide 8

Viewing Attendance: Advisors Advisor View: Advisors can view a student’s Attendance by accessing the Courses tab of the Student Folder. If the instructor of a course has recorded a Tardy or Absence for the student, it will display in this area. Advisors can also raise tracking items, send , and make notes from this view.

Configure Your Profile 1. Click Profile in the top frame navigation. 2. Edit your contact information. Then, select the address(es) where Starfish notifications should be sent. 3. Upload your photo to help a student put a face to your name. a. Select the Upload Photo link. b. Browse for a photo on your desktop (JPEG, GIF, PNG). c. Click the Upload Now button. 4. Complete the General Overview and My Biography sections so students can learn more about you. 5. Click the Save button. Slide 10 Students will see your profile information when they click to view your online appointment calendar. Students will see your profile information when they click to view your online appointment calendar.

Notifications 1. Go to Profile. Then choose Notifications. 2. Under Appointments Notifications and Tracking Item Notifications, set your preferences for if/when you want to be notified of appointments and tracking items. 3. To receive iCal attachments, check the boxes to receive an individual every time there is a change to your appointments or office hours/group sessions. 4. Click the Save button. Slide 11 You can change your notifications settings at any time. You can change your notifications settings at any time.

Appointment Preferences 1. Go to Profile > Appointment Preferences. 2. Select your Minimum Appointment Length. 3. Select your Scheduling Deadline – e.g., if appointments must be made by 5 p.m. the day before. 4. Establish My Locations so students know where they can meet with you. 5. Delegate Calendar Managers – colleagues who can see your calendar and make any edits/deletes. 6. Click the Save Button. Slide 12 When students sign up, they see time slots for the appt lengths you allow. If you check the box to allow walk-ins after the deadline, students will see this noted in your calendar.

Add Your First Office Hours Block 1. Go to Appointments> Add Office Hours. 2. Give your block a title. Indicate which day(s) of the week this block occurs. 3. Specify the start and end time. 4. Set the location. You can set up multiple locations by going to Profile > Appointment Preferences. 5. Enter any special instructions, or specify a Start/End Date if it is part of a series. 6. Click the Save button. Slide 13 How do I edit or delete? Click the icon to see options for managing your office hours blocks. How do I edit or delete? Click the icon to see options for managing your office hours blocks.

Scheduling Wizard Slide Click Scheduling Wizard. 2. Fill in your appointment availability from week to week. Use the arrows to scroll through the weeks within the entire term. 3. Click the Save button.

Schedule An Appointment 1. Click Appointments at the top, then choose the Add Appointment link. 2. Search for a student name in the “With” field. 3. Complete the fields to specify the date, time and duration of the appointment. 1. You will receive an confirmation for this appointment. 2. As the calendar owner, you can add appointments at any date and time, regardless of whether they occur within available blocks. 4. Click Save. Slide 15 Students can never see other students’ information. If a time slot is taken, it is marked as unavailable in your calendar.

Practice Building a MyFYE/EXCEED Plan Log-in Find a student Add a MyFYE plan Add 4 individual tracking items to the plan Pull the students have the plan assigned the MyFYE Slide 16

Support Slide 17 Having trouble? Toby Phebus