1 Carroll Community College COMMUNITY COLLEGE Starfish User Guide Summer 2020 Note: The most updated version of this user guide is available in the Starfish Module on the Faculty Resource Canvas page here: https://www.carrollcc.edu/starfish-faculty/ 2 Table of Contents Introduction 3 Getting Started 4 Set up your Profile 5 Set up your Appointment Preferences 6 Set up your Email Notifications 8 Set up your Office Hours 9 Student Appointments 10 Scheduling an appointment 11 Taking Kiosk appointments (for Advising/Admissions) 13 Appointment notes 15 Interacting with Students 17 Raising Flags, Kudos, and Referrals 18 Common Tracking Item Scenarios 19 Clearing and Commenting on Flags and Kudos 22 Progress Reports 24 Adding and Viewing Notes 25 Sending Messages 27 Using Filters to find students 29 Resources Resource 1: Starfish Attributes 33 Resource 2: Email Templates 38 3 Welcome to Starfish @ Carroll CC Introduction Starfish gives you a convenient way to keep track of your students. Raising flags when you observe a pattern of behavior that concerns you ensures that the people on campus who can intervene are aware. You’ll also have the ability to quickly offer important positive feedback, via kudos and messages. Getting started is easy. You can access Carroll’s Starfish system via the C3 portal, Canvas, and the My Carroll tab on the website. Starfish will automatically provide you access to all students that you have been assigned or are enrolled in your courses. From there, you can raise flags about students, review flags that have been raised about your students, and provide additional information. Some faculty like to add a statement into their syllabus regarding the use of Starfish at Carroll. Here’s an example syllabus statement: We Care About Your Success! This course is part of a Carroll CC initiative that utilizes the Starfish Student Success Network. It is designed to promote student success through coordination and communication between students, instructors, and support staff. Throughout the term, you may receive emails regarding your attendance, course grades or academic performance. To benefit, it is important that you check your Carroll email regularly and take the recommended actions. You may also be contacted directly by an advisor or a student services professional. 4 Getting Started When you are a new Starfish user, there is a little bit of set up needed to be able to take full advantage of the features offered. The next few pages will walk you through setting up these areas step-by-step. - Institutional Profile: Setting up your profile allows students to put a face with your name and learn a little bit about you before interacting with you. It also ensures that your contact information is accurate and that you will receive your system notifications at the email address you prefer. - Appointment Preferences: This area allows you to set the parameters for your minimum appointment length and scheduling deadline, your meeting locations, and permissions for others who can schedule appointments for you (front desk or office manager). - Email Notifications: This area allows you to set the frequency and time of day for appointment notifications and summary emails. - Office Hours: Setting up Office Hours allows students to make appointments with you online using Starfish. It also allows you to easily schedule appointments with students on your schedule that will send the student an email with the appointment details. All of these features are accessed by clicking on the three-lined “hamburger” menu icon in the upper left corner of the Starfish page. Starfish In addition to the step-by-step instructions on the following pages, you can also view these two minute videos: - Updating your Institutional Profile - How to Create Office Hours 5 Setup your Institutional Profile Some of your profile, such as your contact information, is imported from Colleague. - Click on the three-lined menu icon at the top of the page then click on your name in the Top Navigation bar. Select the Institutional Profile tab. - Help students put a face to your name by using the Upload Institutional Profile Photo link beneath your existing photo or placeholder to upload a photo. Browse to a photo file (.jpg, Appointment Preferences .png, or .gif), and then click the Upload Now button to update your photo. Pleasefilloutasmuchofyourprofileaspossible; studenlswilseesomeofthisinformatKlndependingonyourrole. Emily Salyards •.• ,,,. "" '" "~'"" ,,,,, LoginPage ~09in Page ==ra - Edit your and add an Phone Alternate Title ~ D~ree Academic Advising Coordina!Of/ Coordin ator of s,J Email address to have Starfish send Contact ln lormation Login esalyards lnsUtution Email [email protected] email to an address other than your Phone @£386-8430 ~ AnemateEmail lii§!ssions@carrollcc edu ~ institution email. Select the Both radio CellPhone L ~ VideoPhone Send my correspondence to ® Institution Email & Alternate Email Bolh button to receive email at both Di splayalltime iones Time zone ~ T--05:00) Eastern Time accounts. - Double check that the Time zone selected matches your time zone. This time zone will be used when including appointment times in emails from Starfish. Share Links - Under Share Links, check the boxes next to Share your appo intment and/or profile link with students by copying the hnk(s) to the d1pboard. You can use the links 1n emails, email signatures, an, the link(s) on your Connect10n Profile m the Services tab Students who receive a hnk lo schedule an appomtment with you or view your profile wil or both options to allow staff to copy your web browser Link to schedule an appointment with me appointment link to provide to students. You httpsJ/carrollcc.starfishsolut1ons.comlstarfish-0ps/dlJinstructor/se,v,ceCatalog html?bookmark=cormectionf191 OJ/schedule CQR)'...hnkJ.Q____diQbQard. O Mak1 linkavallabl1ln theS11rvictstabonmy profil11for otherstaff to copy. can also use the “Copy link to clipboard” link Linktoviewmyprofil• https:ffcarro llcc starfishsolullons comlstarfish-0ps/dllinstrvctorlserviceCatalog html?bookmark=connectionf19103 C21!'Y...hnkJ.Q____dillt!!2:iwl. to copy your individual appointment 0 Make link available in the Services tab on my profile for other staff to copy. scheduling link to paste to places like Canvas or your Outlook email signature. General Overview - Add information to the A general message should go here. Tell people how you can help them during your office hours I teaeh English Composition and Creative Writing and am also an acMsor. Please feel free to stop by or sehedule a meeting during my posted office hou~ IWhen you sign up for your meeting, be sure to select the reason that best describes what you'd like to talk about I can help you think through topic choices and General Overview and My outlines and help connect you to reference materials particular to your chosen subject. I can also help you decide which English courses are the best options to [ m<><>l _,.. .,,.""'""'"""·,<>m<>,,le-,n,i,--,,""'""'''"t;""" Biography sections to let My Biography students know a bit more Use this space to tell others about yourself. You can indude your educational background, work experience, areas of research and study, or any other information that would be relevant to others on campus. Students are more likely to reach out to you if they know a little about you about you. This information I came to Excellent UniVersity in 2011. My researeh and teaching interests indude twentieth-century and contemporary American literature and documentary fil m "' and the use of historical fiction as a teaehin!I support in elementary education. In my free time i work with several local organiiations focused on promoting literacy and creative writing for youth. I completed my undergraduate studies at Indiana UniVersity of Pennsytvania, and my graduate and doctorate degrees from will appear to students who r-""'""U-,enn llnft,o•e,~a.~;"~'~"•"~;"~;"~----------------------------~ can make appointments with you in Starfish. - Click the Submit button to save your changes. 6 Set up your Appointment Preferences This area allows you to set your default appointment settings. - Access the Appointment Preferences tab by Starfish clicking on the tab at the top of the page next to Institutional Profile or by clicking on the Institutional Profile Appointment Preferences Email Notifications “hamburger” menu icon, then your name, then Appointment Preferences. - Under Basics, set your minimum Basics appointment length. This can be Please choose your default settings for your office hours blocks. You can change these whenever you add a block of office hours adjusted when you create your Minimum Appointment length [ 1s minutes Office Hours, so the minimum Scheduling deadline: @ None 15 minutes is the recommended 0 (£00 pm =a the day before the office hours time. Select a scheduling 0 ~ m=-:J the day of the office hours deadline after which students 0 ~----~ hour(s) before the office hours will no longer be able to sign up 0 Allow drop-ins after deadline has passed for an office hour themselves online. Check the box next to “Allow drop-ins after deadline has passed”. This will allow you to add a walk-in appointment to your schedule should a student drop in to see you. - Under My Locations, click on + Add Location. This will open a window to create locations in the system Add Location from which students can select their appointment • Type r,a location. • Name Please enter details describing the location Instructions Please enter instructions for the location. Select a type from Office, Phone, Online, or Elsewhere. Name each location so that it is easily identified when students create their appointments (A101 for an office for example). * Required fields I Never Mind I EBE Your Instructions should be short as there is a 100 character limit but should provide the essential information. For example, “Email me your phone number and a password you choose. Have your computer on and be logged in” 7 My Locations Enter locations for your meetings with students.