SAILS
Student Assistance And Intervention For Learning Success
Tidewater Community College
Training Agenda
• SAILS Background
• SAILS Overview
• Student Perspective
• TCC Process
• Demonstration
• VCCS Training Opportunities
SAILS BACKGROUND
SAILS at TCC
• VCCS Early Alert System using Starfish Retention
Solutions, renamed SAILS
• Went live on September 30, 2013 for Developmental
Education courses
• All college courses in Spring 2014
• College level courses will continue with the current
SARS system during the Fall pilot
• Current Academic Alert System (SARS) will be
transitioning to SAILS using Starfish in the Spring
Retention Data for First Time Students
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
Data for Developmental Education
TCC- OIE data shows that in Fall 2012, first time students
• only 26% placed into both college level math and
English
• about 60% placed into either developmental math or
English
• about 14% did not complete placement test
SAILS OVERVIEW
VCCS Flags
Flag Name
Assignment
Concerns
Attendance Concern
In Danger of Failing
Low Participation
Low Quiz/Test
Scores
Never Attended
Description
Raise this flag if you have concerns about a student
receiving low scores on assignments.
Raise this flag if you have concerns about a student
missing class or being late to class.
Raise this flag if a student is in danger of failing your
class and requires immediate intervention.
Raise this flag if you have concerns about a student's low
participation in class.
Raise this flag if you have concerns about a student
receiving low scores on quizzes or tests.
Raise this flag for students who have never attended the
course section.
General Concern Flag
• 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 and
are not visible to students.
• Note that students will not receive an email notification.
VCCS Kudos
Kudo Name
Keep up the Good Work
Outstanding Academic Performance
Showing Improvement
Description
Raise this kudo when you want to
encourage a student to keep working
hard and producing positive results.
Raise this kudo to congratulate a
student on producing excellent
academic work.
Raise this kudo when a student is
showing improvement from previous
performance or behavior.
Students receive an email for Flags and Kudos which
includes the comments except for General Concern.
ALL are disclosable under FERPA.
Instructors
Responders
Students
• Raise flags and kudos as
appropriate.
• FALL 2013:
Developmental Education
Managers contact
students flagged for
“general concern”
“never attended” and
“in danger of failing.”
• Receive email
notifications when
flagged except
“General Concern”
flag.
• Submit a progress survey
when emailed.
• Clear the flag after
students follow-up for all
flags EXCEPT
“general concern”
“never attended” and
“in danger of failing.”
• Can only see students
enrolled in their classes.
• Record follow up actions
in SAILS:
• Add notes
• Clear flags
• Close the loop
• All can raise “General
Concern” flag
• Program advisors will
receive email notifications
for students in their
assigned group
• Contact appropriate
support office as
instructed.
• Follow-up with
instructor.
Explanation of Roles & Privileges: TCC
Developmental Education Managers
• Similar contact process to current Academic Alert System for flags:
“never attended” and “in danger of failing”
• Respond to specific flagged concerns
• 48 hours, 1 week, postcard
• Dev Ed Managers see all TCC students, not campus specific
• Raise Flag – General Concern
Explanation of Roles & Privileges: TCC
First Year Success (Proposed for Spring 2014)
• Similar contact process to current Academic Alert System for:
• 2 or more “Never Attended” or “In Danger of Failing” flags
• General Concern flags
• Respond to specific flagged concerns for college-level courses
• 48 hours, 1 week, postcard
Program advisors (TRIO, VA) can see their identified student groups
STUDENT PERSPECTIVE
Student Flag Email Notification
Never Attended
From Email Address: studentsuccess@yourinstitution.edu
Subject: FlagName in CourseName
Dear StudentFirstName,
Records indicate that you have not yet attended CourseName.
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: FlagRaiserComments
Sincerely,
FlagRaiser
Student View in SAILS
TCC PROCESS
PROPOSED PROCESS for DEM
1.
2.
3.
4.
5.
6.
Students receive initial email automatically generated by
SAILS when flag or kudos is checked instructing them to
contact instructors and use resources.
DEM contact campus specific students by phone within 48
hours when flagged for “never attended” or “in danger of
failing,” in addition to General Concerns through Fall.
DEM contact students by phone one week later if first
contact attempt is unsuccessful.
DEM mail postcard to students with invalid phone numbers
or if contact attempt is unsuccessful after second attempt.
If contact is successful, DEM discusses concerns and
resources with students.
DEM then clear flag and close loop.
PROCESS for INSTRUCTORS
1. Students receive initial email automatically generated
by SAILS when flag or kudos is checked instructing
them to contact instructors and use resources.
2. When students follow-up with the instructors, then the
instructors discuss concerns and available resources
with the students.
3. The instructors then clear flag for all flags EXCEPT
“never attended” or “in danger of failing.”
PROCESS for COUNSELORS
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 student service 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.
Student Assistance and Intervention for Learning Success
Developmental Education
Instructor raises flag
Student receives an
email from instructor
with instructions
Student does not
follow up
Flag remains open
No
Student
follows up
with
instructor
Yes
Developmental Education
Managers (DEM)
ONLY contact students
flagged for
“General Concern”
“Never Attended”
“In Danger of Failing”
Contact is
successful
No
Yes
Instructor discusses
concerns and resources
with students
DEM discusses concerns
and resources with
students
Flag is cleared for
all flags EXCEPT
“General Concern”
“Never Attended”
“In Danger of Failing”
Flag is cleared and
loop is closed for
“General Concern”
“Never Attended”
“In Danger of Failing”
DEM contacts
student again in 1
week and sends
postcard if still
unsuccessful
ACCESSING SAILS
For training
Logging into SAILS – MyTCC
Accessing SAILS - Blackboard
• Login to Blackboard
• Click on SAILS listed
under the Tools menu
DEMO AND HANDS-ON
Configure Your Profile
1.Click the arrow next to the
instructors name for Institutional
Profile.
2.Modify default login page or
phone numbers if necessary.
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.Click the Save button.
Email Notifications
1. Click the arrow next
to the instructors
name and select
Email Notifications.
2. Check or uncheck
email notification
options to select
emails.
3. Save changes.
Progress Surveys
• Email sent to instructor with reminder to complete
progress survey(s).
• Click on Progress Survey tab to access survey(s).
• To complete survey, check the appropriate boxes and
click Submit to raise flags.
Example Survey Reminder to Instructor
Dear Instructor Name,
As you know, we are utilizing the SAILS (early alert) system to help us make the process of reporting on the
academic progress of our students as easy and efficient as possible. Through a Progress Survey you have
a quick way to inform us of your students' progress in class.
To access the Progress Survey for your course(s):
Go to: https://my.vccs.edu
Click on the SAILS link to access the system.
Login using your MyVCCS credentials (same credentials used to log into Blackboard).
You will see a link(s) to your Outstanding Surveys at the top of your SAILS homepage.
Once you reach the survey, simply check the box next to the particular student's name for whom you would
like to report progress. You will have options to add comments.
Click Submit. If you don't have any progress to report, it is important that you click Submit, so we know you
reviewed the survey. You will receive a confirmation email.
Items you raise will be addressed by the appropriate individuals from our institution.
You have # surveys, which need to be completed before date survey closes.
Outstanding Surveys:
Name of survey(s) to complete
Your responses will help us know which students to reach out to and offer help.
What if I want to add more details?
When you check off a box to raise a flag on a student you will see a small yellow icon appear next to the
student's name. Click that icon to add a comment.
Name of Chief Academic Officer
Manually Raise a Flag or Kudo
1.Click My Students tab.
2.Search for a student by
a.
Typing the student’s name into the Search field.
b.
Choosing your Connection to them
3.Click the student’s name then select Raise a Flag or
Add Kudo.
Raising a Flag - Instructor
• Tracking item is the type
of flag being raised.
• A comment is optional
• The student will see the
comment.
• Different from Academic
Alert
• Notes can be subpoena.
• A course contact must
be selected.
Taking Attendance
Clearing a Flag
Clearing a Flag
Closing the Loop
VCCS TRAINING
OPPORTUNITIES
Future Training Schedule
SAILS Webinar Trainings
CHECK YOUR EMAIL FOR OUTLOOK INVITATION
WITH INSTRUCTIONS TO WEBINAR
Student Support Services October 23, 2013
Faculty
November 6, 2013
Student Support Services November 20, 2013
Faculty
December 4, 2013
Student Support Services December 11, 2913
10:00 a.m. – 11:00 a.m.
10:00 a.m. – 11:00 a.m.
1:00 p.m. – 2:00 p.m.
1:00 p.m. – 2:00 p.m.
10:00 a.m. – 11:00 a.m.
Support
Having trouble?
Dr. Kathy Maalouf
kmaalouf@tcc.edu
822-1298
FYS Coordinators
Nina Dones Virginia Beach
Kevin McCarthy Chesapeake
Dana Singleton Portsmouth
Patricia Talley Norfolk