Overview
 Background
 Accessing SAILS
 Roles and Privileges
 Flags and Kudos
 Progress Surveys and Manual Flags
 TCC Process
 Clearing a Flag and Closing the Loop
 Comments, Notes, Messages, and Attendance
VCCS Background
 Achieve 2015 – Student Success
Triple the number of students graduating, transferring, or
completing a workforce credential, to 91,173, including
tripling the success of students from underserved
populations to 39,393.
 Department of Labor TAA-CCCT Grant
SAILS at TCC
 VCCS Early Alert System using Starfish Retention Solutions,
rebranded SAILS Student Assistance and Intervention for
Learning Success
 Not just an early alert system, it is a communication and
course management system.
 Launched on September 30, 2013 for Developmental Education
courses
 Prior Academic Alert System (SARS) is no longer available,
effective December 2013.
Current System at TCC
 Effective Spring 2014, progress surveys include BIO
1 and 101, ENF, ENG 111, MTE, MTT, MTH 163, and SDV
courses.
 Instructors teaching other courses can raise items
manually via SAILS, even though they do not receive
the progress surveys
Retention Data
Nationally, about 25% of first time students who
begin in the fall will not return for the spring
semester; and close to 50% will be gone by the next
fall term.
TCC-First time in college Fall 2011: 54% retention for
following fall
SAILS as the BRIDGE
 The earlier a student knows their academic standing in
a course, the sooner they can begin seeking assistance
and using campus support services.
 SAILS provides instructors a convenient and efficient
manner to communicate with students regarding their
progress in the course.
 Instructors can even track attendance in SAILS.
SAILS promoting Student Success
 Early intervention and communication regarding
course progress have been shown to increase retention
and student success.
 The most critical period is during the first semester
and first year.
 Developmental Education and Gateway courses were
selected as the primary courses to participate in the
progress surveys for SAILS
It Takes a Village!!
Instructors make the biggest difference in the success of
our students. SAILS helps them communicate more
efficiently with our students!
What it Looks Like…
Accessing SAILS-MyTCC
Accessing SAILS - Blackboard
 Login to Blackboard
 Click on SAILS listed
under the Tools menu
Configure Your Profile
1. Click the arrow next to your name
for Institutional Profile.
2. Modify default login page or
phone numbers if necessary.
3. You may 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. Click the Save button.
Email Notifications
Click the arrow next to
the instructor’s name
and select Email
Notifications.
2. Check or uncheck
email notification
options to select
emails.
3. Save changes.
1.
Roles and Privileges in SAILS
Instructors
• Raise tracking
items through
SAILS
• Potentially track
attendance
• Respond to
students, per
college process
• Clear Flags
Student Services
Staff
Students
• Receive email
notification or
access SAILS to
view activity
• Record follow up
actions in SAILS
for Critical Flags
• Add Notes
• Clear Flags
• Close the Loop
• Receive email
notifications
when a tracking
item is raised
• Contact
instructor or
appropriate
student support
office as directed
in email
Student Success Network
Program
Network Tab in Student Folder
Advisor
Instructors
Counselor
Student
Veteran’s
Advisor
Dev Ed
Advisor
VCCS Flags and Kudos
Flags
Kudos
Assignment Concerns
Keep up the Good Work
Attendance Concern
Outstanding Academic Performance
In Danger of Failing
Showing Improvement
Low Participation
Low Quiz/Test Scores
Never Attended
General Concern
Flags in SAILS
Flag Name
Description
Assignment Concerns
Raise this flag if you have concerns about a student receiving low
scores on assignments.
Attendance Concern
Raise this flag if you have concerns about a student missing class
or being late to class.
In Danger of Failing
Raise this flag if a student is in danger of failing your class and
requires immediate intervention.
Low Participation
Raise this flag if you have concerns about a student's low
participation in class.
Low Quiz/Test Scores
Raise this flag if you have concerns about a student receiving low
scores on quizzes or tests.
Never Attended
Raise this flag for students who have never attended the course
section.
General Concern
Raise this flag if you have a general concern about a student that
does not fit one of the other flag categories. Comments will be
required to describe the concern.
General Concerns Flag Use
•
•
General Concern Flags Functionality
• A comment is required.
• Student does NOT receive an email
notification.
General Concern Flag Best Practices
• Do not use as a substitute for an existing flag or
multiple academic flags.
• Use to notify student success network about issue
that could impact the student’s success. (An
example: student reported having transportation
issues to the campus.)
Critical Concerns
 Instructors should NOT raise the General Concern
flag for the following concerns, instead the students
should be referred to the office listed:
CONCERN
OFFICE
Disability
Accommodations
Educational Accessibility
Mental Health
Personal Counselor
Advising/Counseling
Disruptive Behavior
Misconduct
Dean of Student Services
System Flags in SAILS
System Flag Name
Description
Three or More Active
Flags
This system flag is automatically raised by SAILS if a
student has three or more active flags. The purpose of
this flag is to notify college staff of which students have
three or more active flags in order to identify the
students having the most issues in their classes.
Five or More Active
Flags
This system flag is automatically raised by SAILS if a
student has five or more active flags. The purpose of this
flag is to notify college staff of which students have five
or more active flags in order to identify the students
having the most issues in their classes.
Kudos in SAILS
Kudo Name
Description
Keep up the Good Work
Raise this kudo when you want to encourage a
student to keep working hard and producing positive
results.
Outstanding Academic
Performance
Raise this kudo to congratulate a student on
producing excellent academic work.
Showing Improvement
Raise this kudo when a student is showing
improvement from previous performance or
behavior.
All Flags and Kudos are disclosable under FERPA.
Progress Surveys in SAILS
• VCCS sends email to instructors with directions to
•
•
•
•
complete progress survey(s) prior to the opening dates
Two progress surveys – Initial and Midterm – for 16, 12, 10,
and 8 week classes.
One progress survey for 4 week, 5 week and DYN classes.
Standard flags and kudos for each survey type.
Automatically generated.
• Initial Progress Surveys – timed around census.
• Midterm Progress Surveys – prior to withdraw date.
What it Looks Like…
Progress Survey Email
What it Looks Like…
Progress Surveys
What it Looks Like…
Progress Survey Comment
Click the flag or kudo.
2. Click yellow note by student name.
3. Comment box appears enter comment.
4. Comment saved and sent to student via email once
progress survey is submitted.
1.
What it Looks Like…
Submitting a Progress Survey
• Submit survey before close date, even if the
response is no feedback for all students.
• Surveys that are not submitted will receive a
reminder email one day prior to close date.
• Use Save Draft if you want to complete the survey
at a later time.
Manually Raising Flags and Kudos
 Manual flags and kudos in SAILS
 All flags and kudos are available to raise.
 May be raised at any time.
 Independent from progress survey.
 Instructor must provide a course context.
What it Looks Like…
Filtering by Connection
 Drop down list
 Filters by relationship to
student
 All My Students
 Role(s) in SAILS
 Class(es) taught
What it Looks Like…
Manually Raising Tracking Items
Example Student Email Notification
From Email Address: Instructor
Subject: Flag in Course Name
Dear Student’s First Name,
Records indicate that you have not yet attended Course Name.
Please contact me as soon as possible to discuss your absences. If you do not plan to attend class, you
must drop the course immediately.
If you receive financial assistance, contact financial aid or Veteran’s Affairs (VA), as appropriate, to
determine how changing your course schedule may affect your aid availability.
You should also meet with a counselor to discuss your attendance challenges.
Online resources for Student Success are available at http://www.tcc.edu/students/SUCCESS.htm
(Note:this section will only appear if the instructor inserted a comment with the flag/kudo)
Additional Information for Your Success: Instructor’s Comments
Sincerely,
Instructor
Student Success Webpage
Email Notification
 Email is sent from the instructor’s email address and is
signed by the instructor
 COMMENTS to the student are included
 Students can reply directly to instructor via email
 Students encouraged to meet with student support
services as appropriate:




Counseling
Financial Aid
Veteran’s Affairs
Learning Assistance Services
Progress Surveys
 Progress Surveys are available to ONLY the following
courses:
BIO 1 and 101
ENF courses, ENG 111,
MTE and MTT courses, MTH 163,
and SDV courses
 Instructors teaching other courses can raise items
manually via SAILS at any time, even though they do
not receive the progress survey email notifications.
Who Clears Which Flags?
INSTRUCTORS
RESPONDERS
Assignment Concerns
Attendance Concerns
Low Participation
Low Quiz/Test Scores
Never Attended
In Danger of Failing
General Concerns
5 or More Flags
Outreach for Critical Flags
Responders provide outreach to
 Never Attended
 In Danger of Failing
 General Concerns
 5 or more Flags
Instructors provide support and clear other
flags
Overall Process
1.
2.
3.
4.
5.
6.
7.
Instructors raise flags/kudos
Student email automatically generated by SAILS except for general
concerns
Text message sent on Fridays
Instructors clear flags if student follows up with them
Responders contact (by email or phone) campus specific students
within 48 hours for Critical Flags
Postcard sent if general concern is critical, phone number is invalid,
or 5 or more flags raised
Responders clear flag and close loop when student contact is
successful
Process for INSTRUCTORS
1.
Instructors can raise flags/kudos during progress survey periods (before census date
and mid-term) or manually.
2.
Students receive initial email automatically generated by SAILS when flag or kudos is
checked instructing them to contact instructors and use resources. Includes
instructors’ comments to the students. Email is sent from the instructors’ email
address. Students do not receive email for general concerns.
3.
In class, instructors remind students to check their TCC student email to view their
progress email message.
4.
Students will receive a text, if cell phone # is available, informing them that they
received an important message from one of their instructors and should check their
TCC email.
5.
When students follow-up with the instructors, then the instructors discuss concerns
and available resources with the students.
6.
Instructors clear flags EXCEPT for never attended, in danger of failing, or general
concern.
Process for RESPONDERS
1.
Responders contact (by email or phone) campus specific students within 48
hours when flagged for never attended or in danger of failing, in addition
to general concern.
2.
Responders mail postcard to students with invalid phone numbers or if
the general concern is critical. Student Success Office mails postcards to
students with 5 or more flags listing the campus FYS responder.
3.
If contact is successful, responders discuss concerns and resources with
students.
4.
Responders then clear flag and close loop.
WHO ARE THE RESPONDERS?
Developmental Education Managers: ENF and
MTE/MTT
First Year Success Advisors: BIO 1 and 101, ENG 111,
MTH 163 and SDV
Advisors/Counselors: Manually Raised Flags
Great Expectations
Open Door Project
VA/CMVE Advisors
CHESAPEAKE
NORFOLK
PORTSMOUTH
VIRGINIA
BEACH
ENF
MTE
MTT
Andree
Catalfamo
822-5025
Robert
Sulzberger
822-1172
Nicole
King-Harvey
822-2643
Vickie
Whidbee
822-7008
BIO 1
BIO 101
ENG 111
MTH 163
SDV
Kevin
McCarthy
822-5192
Patricia
Talley
822-1654
Dana
Singleton
822-2219
Nina
Dones
822-7519
Holly
Desteli
822-5241
Kweneshia
Johnson
822-1195
Joyce
Flowers
822-2167
Erika
Simon
822-7519
ALL OTHER
CLASSES
Danielle
Giscombe
822-5125
Patricia
Talley
822-1654
Joyce
Flowers
822-2167
Jan Taylor
Magee
822-7592
Kweneshia
Johnson
822-1195
Michele
Barnes
822-7212
Process for REFERRED OFFICES
1.
Students receive initial email automatically generated by
SAILS when flag is checked instructing them to contact
instructors and use resources as appropriate:
Counseling, Financial Aid/Veteran Affairs, Learning
Assistance Services.
2. When students self-identify with the referred office,
then the personnel should discuss concerns and available
resources with the students.
3. The personnel should then add a comment to the flag
and check the email box to the instructor stating that
the student met to discuss concerns.
What it Looks Like…
Clearing a Flag
What it Looks Like…
Clearing a Flag
What it Looks Like…
Closing the Loop
What it Looks Like…
Closing the Loop Email
What it Looks Like…
Add Comment to a Flag
What it Looks Like…
Adding a Note
 Note Types
 General
 Instruction
 Advising
What it Looks Like…
Sending a Message
What it Looks Like…
Record Attendance
What it Looks Like…
Attendance Report
Support
Having Trouble?
Please contact your Campus Leads for questions.
FYS Coordinators
Nina Dones Virginia Beach
Kevin McCarthy Chesapeake
Dana Singleton Portsmouth
Patricia Talley Norfolk
Thank you for your dedication to
the success of our students!!