PowerPoint Presentation

SAILSStudent Assistance and Intervention for Learning SuccessTidewater Community CollegeFall 20141OverviewBackgroundAccessing SAILSRoles and PrivilegesFlags and KudosProgress Surveys and Manual FlagsTCC ProcessClearing a Flag and Closing the LoopComments, Notes, Messages, and Attendance

2BACKGROUND3VCCS BackgroundAchieve 2015 Student SuccessTriple 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 GrantImplementation of SAILS was to assist in the Achieve 2015 goal for Student Success. Early alert would assist in retaining students which could increase the number of students graduating and transfering.

SAILS is funded by a DOL grant

Last fall Pilot with all developmental education Math and English classes.This spring gateway coursesFive college presidents elected to roll out to all credit courses.

For summer and fall we will continue with gateway courses, unless the college president would like a full roll out.The deadline to notify the SO for summer is May 1. The deadline to notify the SO for fall is August 1.4SAILS at TCCVCCS 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 TCCEffective 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 DataNationally, 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

7SAILS as the BRIDGEThe 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 SuccessEarly 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!

ACCESSING SAILS11What it Looks LikeAccessing SAILS-MyTCC

Two ways to access SAILSThrough My VCCSOr Blackboard

You use your Blackboard username and password.12Accessing SAILS - BlackboardLogin to BlackboardClick on SAILS listed under the Tools menu

SAILS can also be accessed through the Blackboard. 13Configure Your ProfileClick the arrow next to your name for Institutional Profile.Modify default login page or phone numbers if necessary.You may upload your photo to help a student put a face to your name. Select the Upload Photo link.Browse for a photo on your desktop (JPEG, GIF, PNG).Click the Upload Now button. Click the Save button.

Select Institutional Profile to edit the profile seen by the faculty members students.Login Page: An instructor can change the default page that he/she sees when she logs in. (Recommend using My Students as the default. Under Students Tracking content only appear if a Progress Survey is available. By having Students My Students as the default, an instructor can easily see all of their students and raise flags or kudos as necessary.)Contact Information: Your username and institution email are pre-populated by Starfish to send correspondence from the learning management system (the VCCS LMS is Blackboard), and cannot be edited in Starfish. Phone: Other fields, such as phone number are pre-populated from the LMS, can be edited in Starfish. Note: The phone number text boxes will accept standard phone numbers. You can use any standard phone number characters (like - , ( and .). Profile Photo: Uploading a photo puts a face to your name and can make students feel more comfortable contacting you. To upload a photo of yourself, click the Upload Photo link under the profile picture. This will allow you to upload a photo from the files saved on your computer. Accepted formats are JPEG, GIF, and PNG.

14Email NotificationsClick the arrow next to the instructors name and select Email Notifications.Check or uncheck email notification options to select emails.Save changes.

The available email options for your tracking items (e.g. flags) are:Immediate Emails: You can receive an email each time a tracking item is raised and/or cleared.Summary Emails: You can select to receive a daily and/or weekly summary email of all the flags you are permitted to receive. You can choose the time, and for weekly emails, the day that this email will be sent to you.No one gets immediate email notifications

Roles that receive the daily email digest that includes students that they have a relationship with that received a flag that they have permission to view include:

Faculty Advisor - Assigned StudentsDevelopmental Ed AdvisorAdmissions/RegistrarVeterans AdvisorTRIO AdvisorGreat Expectations AdvisorDual Enrollment CoordinatorCollege Success CoachCareer CoachFinancial Aid Advisor

For example, a Great Expectations Advisor will get an email listing all Great Expectations students that had any flag raised. Whereas Admissions/Registrar will receive an email for any student that received the "Never Attended" or "In danger of failing" flags.

The emails are defaulted to be sent daily. However, an individual within those roles can modify that frequency to weekly or every time a flag is raised.Roles that have access to all students and to view all flags are will not get the email as it would contain so much information that is not likely to be as useful.WhitelistingNOTE: If you do not receive SAILS email notifications when expected, please make sure they are not marked as SPAM. Check the SPAM folder in your email client and whitelist SAILS emails if this is the case.Also, check to make sure the role is one that is supposed to receive email notifications.

Note the College Implementation Leads Packet documents what roles get the daily email digest.

15ROLES AND PRIVILEGES16Roles and Privileges in SAILSThere three different role groupings with more specific details in the Student Services Staff grouping.

Instructors in the classroom with students, raise issues/tracking items.Can use for classroom attendance.Can respond to an issue raised as part of the colleges process.

Student Services will receive an email notification or login to see tracking items raised. Detailed roles built on specific relationships (i.e. A Veterans Advisor at the college will see all students who are veterans.)This role grouping performs follow-up actions adding notes, clearing flags, and closing the loop (which we will go over in detail later in the presentation.)

StudentsReceive an email notification from their instructor when a tracking item is raised.Email contains instructions on what actions to take to address the issue raised.17Student Success Network

Network Tab in Student FolderSAILS is based on relationships that instructors and staff have with their students. These relationships form the Student Success Network.

Members of the Student Success Network include the students instructors, advisor/counselors, and specialty advisors (such as Great Expectations, Dev Ed Advisor, Veterans Advisor).

All roles work together to ensure the students success.18FLAGS and KUDOS19VCCS Flags and KudosFlags KudosAssignment ConcernsKeep up the Good WorkAttendance ConcernOutstanding Academic PerformanceIn Danger of FailingShowing ImprovementLow ParticipationLow Quiz/Test ScoresNever AttendedGeneral ConcernInstructors can raise either flags or kudos. Comments should be written to the student as they will be included in the email message to the student.

The progress survey type (initial or mid-term) determines what flags and kudos are available. For example, the Low quiz/test scores is not included in the initial survey for 16 week courses because that survey is scheduled around the college census data and not enough quiz/test score data may be available to raise this flag.

Flags and kudos can be raised outside a progress survey. Instructors have all flags and kudos available to them when they are not a part of a progress survey.

All flags and kudos along with any comments that accompany them are disclosable under FERPA.

20Flags in SAILSFlag NameDescriptionAssignment ConcernsRaise this flag if you have concerns about a student receiving low scores on assignments.Attendance ConcernRaise 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 ParticipationRaise this flag if you have concerns about a student's low participation in class.Low Quiz/Test ScoresRaise this flag if you have concerns about a student receiving low scores on quizzes or tests.Never AttendedRaise this flag for students who have never attended the course section.General ConcernRaise 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.Flags are the same across the system. All 23 colleges have the same flags.

There are seven flags these are issues or problems.

The first 6 flags are only available to instructors to raise because they must be raised in the context of a course. The student will receive an email notification to their VCCS email from the instructor about the flag. The email will contain instructions on what action(s) the student should take.

General Concerns flag can be raised by anyone who has a relationship to the student.

21General Concerns Flag UseGeneral Concern Flags FunctionalityA comment is required.Student does NOT receive an email notification.General Concern Flag Best PracticesDo 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 students success. (An example: student reported having transportation issues to the campus.)A comment is required to explain why the flag is being raised.

Unlike all the other flags, the General Concern flag does not send an email to the student.

This semester, we have seen General Concern flags with comments directed towards the student. However, the student does not receive an email. So the student does not know that the flag was raised.

Do not use the General Concern for an existing flag. For example, do not raise a General Concern flag if a student never attended class. Use the Never Attended flag.

Do not use the General Concern flag to address multiple issues. For example, if you have a student who performed poorly on a test and does not come to class regularly, raise the Low Quiz/Test Score flag and the Attendance Concern flag. The student will receive a notification for each flag will have different instructions because they are two different flags.

When to use the General Concerns flag? An issue not addressed by another flag that will impact a students success. You raise a Low Quiz/Test Score flag and the student is instructed to meet with you. During your meeting you learn that your students spouse lost her job and he is unable to purchase his textbook for this class and his math class. You decide to raise a General Concern flag to alert your Student Services staff because you know that your college has an emergency fund program for situations like this and you want them to assist your student with getting the textbooks that he needs.22Critical ConcernsInstructors should NOT raise the General Concern flag for the following concerns, instead the students should be referred to the office listed:

CONCERNOFFICEDisabilityAccommodationsEducational AccessibilityMental HealthPersonal CounselorAdvising/CounselingDisruptive BehaviorMisconductDean of Student ServicesSystem Flags in SAILSSystem Flag NameDescriptionThree or More Active FlagsThis 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 FlagsThis 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.

System flags are automatically raised when the criteria threshold is met and automatically cleared once the condition is no longer met.

Not mutually exclusive.24Kudos in SAILSKudo NameDescriptionKeep up the Good WorkRaise this kudo when you want to encourage a student to keep working hard and producing positive results.Outstanding Academic PerformanceRaise 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.Kudos allow an instructor to let a student know when he or she is doing well in the class.

It is a way to provide positive feedback.25PROGRESS SURVEYS and MANUAL FLAGS26Progress Surveys in SAILSVCCS sends email to instructors with directions to complete progress survey(s) prior to the opening datesTwo 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.

One way an instructor can raise a flag is through a progress survey.

Progress surveys are automatically generated in SAILS for gateway courses based on the session length. 27What it Looks Like Progress Survey Email

28What it Looks LikeProgress Surveys

Progress Surveys

Progress survey tab appears under students. If more than one class has a survey, the drop down box can filter to the class you want to complete.

Default is no feedback

Check as appropriate

Default is no feedback.29What it Looks LikeProgress Survey CommentClick the flag or kudo.Click yellow note by student name.Comment box appears enter comment.Comment saved and sent to student via email once progress survey is submitted.

30What it Looks LikeSubmitting a Progress SurveySubmit 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.

31Manually Raising Flags and KudosManual flags and kudos in SAILSAll flags and kudos are available to raise.May be raised at any time.Independent from progress survey.Instructor must provide a course context.

All flags and kudos are available to raise, whereas in a progress survey there are set flags and kudos available for each survey.A flag or kudo can be raised at any time.Do not raise the same flag manually if you have already raised it in a progress survey. For example, you raised a never attended flag in a progress survey. This flag should not be raised again manually. It is a repeat flag and it pushes the student one step closer to have a system flag raised three or more active flags.

32What it Looks LikeFiltering by ConnectionDrop down listFilters by relationship to studentAll My StudentsRole(s) in SAILSClass(es) taught

33What it Looks LikeManually Raising Tracking Items

34Example Student Email NotificationFrom Email Address: InstructorSubject: Flag in Course NameDear Students 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 Veterans 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: Instructors CommentsSincerely,InstructorThe student receives an email from the instructor who raised the flag.

The instructions to receive help were developed by the college based on the colleges business process for the particular flag.

If the instructor adds a comment to the flag, the student will receive that comment in the email notification.

35Student Success Webpage

Email NotificationEmail is sent from the instructors email address and is signed by the instructorCOMMENTS to the student are includedStudents can reply directly to instructor via emailStudents encouraged to meet with student support services as appropriate: CounselingFinancial AidVeterans AffairsLearning Assistance Services

TCC PROCESS38Progress 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?INSTRUCTORSRESPONDERSAssignment ConcernsAttendance ConcernsLow ParticipationLow Quiz/Test Scores

Never AttendedIn Danger of FailingGeneral Concerns5 or More FlagsOutreach for Critical FlagsResponders provide outreach to Never AttendedIn Danger of FailingGeneral Concerns5 or more Flags

Instructors provide support and clear other flags Overall ProcessInstructors raise flags/kudosStudent email automatically generated by SAILS except for general concerns Text message sent on FridaysInstructors clear flags if student follows up with themResponders contact (by email or phone) campus specific students within 48 hours for Critical FlagsPostcard sent if general concern is critical, phone number is invalid, or 5 or more flags raisedResponders clear flag and close loop when student contact is successful

Process for INSTRUCTORSInstructors can raise flags/kudos during progress survey periods (before census date and mid-term) or manually.

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.

In class, instructors remind students to check their TCC student email to view their progress email message.

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.

When students follow-up with the instructors, then the instructors discuss concerns and available resources with the students.

Instructors clear flags EXCEPT for never attended, in danger of failing, or general concern.

Process for RESPONDERSResponders 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.

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.

If contact is successful, responders discuss concerns and resources with students.

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 ExpectationsOpen Door ProjectVA/CMVE Advisors

CHESAPEAKENORFOLKPORTSMOUTHVIRGINIABEACHENFMTEMTTAndree Catalfamo822-5025RobertSulzberger822-1172NicoleKing-Harvey822-2643VickieWhidbee822-7008BIO 1BIO 101ENG 111MTH 163SDVKevin McCarthy822-5192

Holly Desteli822-5241Patricia Talley822-1654

Kweneshia Johnson 822-1195Dana Singleton822-2219

Joyce Flowers822-2167NinaDones822-7519

Erika Simon822-7519ALL OTHER CLASSESDanielleGiscombe822-5125Patricia Talley822-1654

Kweneshia Johnson 822-1195Joyce Flowers822-2167

Jan Taylor Magee822-7592

Michele Barnes822-7212Process for REFERRED OFFICESStudents 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.

When students self-identify with the referred office, then the personnel should discuss concerns and available resources with the students.

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.

CLEARING A FLAG andCLOSING THE LOOP50What it Looks LikeClearing a Flag

51What it Looks LikeClearing a Flag

Clearing a Flag refers to the action that someone at the college takes to follow up to a flag that was raised.

To clear the flag, search for the student by name, connection, or advanced search.Click on the icon next to the flag name.The Flag Menu will display. Click on Clear Flag

52What it Looks LikeClosing the Loop

When a comment is entered in the second text box for the instructor, this process is called closing the loop.

By entering a comment in the close the loop box, the instructor receives an email notification. If the flag is simply cleared, the instructor is not notified. The instructor could look up the student to check on the status of the flag; however, an email notification is a more direct means of letting an instructor know that their concern was followed up by the student and the appropriate staff in the college

53What it Looks LikeClosing the Loop Email

COMMENTS, NOTES, MESSAGES, and ATTENDANCEWhat it Looks LikeAdd Comment to a Flag

56What it Looks LikeAdding a NoteNote TypesGeneralInstructionAdvising

Note types available depend on your role.

Anyone who has a relationship with the student can see the note.Option to send it to the student.

57What it Looks LikeSending a Message

58What it Looks LikeRecord Attendance

To take attendance in SAILS:Click the Attendance tabClick the Record Attendance iconSelect the correct course and date. The list of students in that course section will display.The default attendance status is present. Change the attendance status to absent, excused, or tardy.Once attendance is recorded click submit.If all students are present, do not make any changes, but remember to submit. If it is not submitted, then the attendance is not recorded.

59What it Looks LikeAttendance Report

60SUPPORTSupportHaving Trouble?Please contact your Campus Leads for questions.

FYS Coordinators

Nina Dones Virginia BeachKevin McCarthy ChesapeakeDana Singleton PortsmouthPatricia Talley Norfolk

62Thank you for your dedication to the success of our students!!