Front Desk
Ivy Advising (Starfish)
Objectives
In this training you will learn:
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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
Ivy Tech Program Goals & Objectives
• College-wide academic advising technology
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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
When is a new student ready for Academic
Advising?
• Has the student applied?
• Does the student have transfer credit?
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• 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
Things that happen in an Advising
Appointment
• New Students:
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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
Slide 5
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
Slide 6
Current Students – Advising
Appointments
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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
Slide 7
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
Starfish Solutions
Future
Early Warning & Student Tracking System
Educational Support Networking System
• Feedback on students can be manually
recorded when observed or through
periodic surveys.
• Recommendations can be
communicated to the student.
• Each student has personal My Success
Network of instructors and staff.
• Appropriate personnel are informed of
tracking items raised and cleared.
• Appointment confirmation by email.
• Close the loop with faculty when
progress is made.
• Online scheduling for in-person
meetings – both individual and group
appointments.
• Documentation of contact with students
through private and shared notes.
• Service catalog of available campus
support resources.
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.
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
Slide 11
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
Slide 12
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
Slide 13
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
Slide 14
Login to Starfish
Starfish Dashboard
Advising
Profile – Institutional Profile
Starfish Dashboard
Advising
Starfish Navigation
Advising
My Students
Advising
Student View
New Info Tab
Courses Tab with Course expanded
Slide 23
Ivy Tech Tracking Items
Flag Name
Three or More Active Flags
Dropped Class
Withdrawn from Class
Change in Program
Academic Concern
Attendance/ Participation
Concern
Low Grades
Missing/Late Assignments
General Concern
Academic Plan Concern
Description
Raised when the student has 3 or more active flags (clears itself when the
number of active flags is below 3)
Raised when the student drops a course in Banner
Raised when faculty drop a student for non-attendance
Raised when a student's program is changed in Banner
Raised when the student has failed to meet multiple objectives within the
course. For example tests, assignments, and/or attendance/participation
Raised when the learning is being affected by the absence or participation
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
Raise this flag when the student has missed assignments or turned work in late
Raise this flag to identify an issue with the student that may not easily fit
another category. The student will not see this flag
Plan is off track or they don't have a plan
Kudo - Showing Improvement
Kudo - Positive Academic
Performance
Slide 24
Starfish Student Welcome Page
Student View – Dashboard
Advising
Key Message for Advisors
• Manage and prioritize students in need of
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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
Slide 27
Resources
– Presentations
– Quick Reference
Guide (InstrAdvGettingStartedGuide 2012.docx)
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Tracking Items Reference Guide
–
Training Manual
Online training module on HR
Portal
Slide 28
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.
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.
Slide 29
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
Anywhere you see a student’s name as
a hyperlink will take you to their
student folder.
Slide 30
Starfish Dashboard
Advising
Student Making an Appointment
Appointments Main Page
Add an Appointment
Advising
iCal for Appointment
Review an upcoming appointment detail
Advising
Find Available Appointments
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
Slide 38