starfish getting started - university of findlay · starfish)getting)started) ......

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Starfish Getting Started Guide This guide will walk you through the basic steps to get started with Starfish. Accessing Starfish: 1.) Open your web browser and go to http://www.findlay.edu. 2.) Click the “Links” button in the upper right hand corner of the page. 3.) Click on “UF Online” (a.k.a Blackboard) and logHin with your UFnet Account credentials. 4.) Once logged in, you will find Starfish as a module on the left side of the screen. To access Starfish, click “Starfish Home”. First Time Users: First time users will be prompted to input their established office hours and create a Starfish profile. Your Starfish profile information shows in the Student Success Network. Below are instructions on how to complete this process. 1.) If this is your first time accessing Starfish, you will see a screen similar to the one to the right. If you are a faculty or staff member with office hours, proceed to complete the right column labeled “Office Hours Setup Wizard”. If you do not have office hours, uncheck “Show me the Office Hours…” and click “Close” to skip this step. 2.) Upon completing your office hours, you will then be prompted with a link named, “Go to Profile”. Click the link to access your profile. If you did not input office hours, click the “Profile” button to access your Starfish Profile.

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Starfish)Getting)Started)Guide)This%guide%will%walk%you%through%the%basic%steps%to%get%started%with%Starfish.%%)

%%

Accessing)Starfish:)1.) Open%your%web%browser%and%go%to%

http://www.findlay.edu.%

2.) Click%the%“Links”%button%in%the%upper%right%hand%corner%of%the%page.%

3.) Click%on%“UF%Online”%(a.k.a%Blackboard)%and%logHin%with%your%UFnet%Account%credentials.%

4.) Once%logged%in,%you%will%find%Starfish%as%a%module%on%the%left%side%of%the%screen.%%To%

access%Starfish,%click%“Starfish%Home”.%%

%

)))First)Time)Users:)First%time%users%will%be%prompted%to%input%their%established%office%hours%and%create%a%Starfish%profile.%%Your%Starfish%

profile%information%shows%in%the%Student%Success%Network.%Below%are%instructions%on%how%to%complete%this%process.%!

%

1.) If%this%is%your%first%time%accessing%Starfish,%you%

will%see%a%screen%similar%to%the%one%to%the%

right.%%If%you%are%a%faculty%or%staff%member%

with%office%hours,%proceed%to%complete%the%

right%column%labeled%“Office%Hours%Setup%

Wizard”.%%!!If!you!do!not!have!office!hours,!uncheck!“Show!me!the!Office!Hours…”!and!click!“Close”!to!skip!this!step.!!

2.) !Upon%completing%your%office%hours,%you%will%

then%be%prompted%with%a%link%named,%“Go%to%

Profile”.%%Click%the%link%to%access%your%profile.%%If%you%did%not%input%office%hours,%click%the%“Profile”%button%to%access%your%

Starfish%Profile.!

)

Instructor)and)Advisor)Getting)Started)Guide=)

Copyright%©%2011%Starfish%Retention%Solutions,%Inc.%EAC0109%

Creating)your)Starfish)Profile:)1. Your%Name,%Login,%and%Institution%email%will%

automatically%default%into%your%profile.%You%may%add:%

• Photo%(Recommended)%

• Office%Phone%Number%(Recommended)%

• Cell%Phone%Number%(Optional)%

• Alternate%Email%Address%(Preference!for!which!email!receives!Starfish!correspondence!can!be!made.)%

2. Fill%out%the%General)Overview%section%to%let%students%know%how%you%can%assist%them.%(Recommended)%

3. Compose%a%brief%Biography%to%help%students%learn%about%you.%

4. Select%Save.%

)Setting)Appointment)Preferences:)1. Click%on%“Appointment%Preferences”%to%choose%default%

settings%for%your%calendar.%You%can%set%preferences%for:%

• Appointment%Lengths%

• Scheduling%Deadline%

• Office%Location%

• Instructions%(Ex.%“Please%use%side%door%when%entering%the%

office.”)%

2. Calendar%Managers%allows%you%to%add%others%that%can%add%or%

edit%appointments%on%your%calendar.%

3. Select%“Save”%to%retain%your%preferences.

)

Configuring)Email)Reminders:)1. Selecting%the%“Email%Notifications”%tab%will%

allow%you%to%setup%notification%preferences%

such%as:%

• Email%Reminders%

• Appointment%Alerts%

2. Tracking%Item%Notifications%(raised%flags).%%

3. Check%“Change%to%my%appointments”%

4. Select%“Save”%to%retain%your%preferences.%

Starfish)Raising)Flags)This%guide%will%walk%you%through%how%to%find%students%and%raise%flags%in%Starfish.%%)

%%

Finding)Students:)1.) From%the%Starfish%Home%Screen,%click%

“Students”%at%the%top%of%the%screen.%2.) Select%the%appropriate%Connection%(e.g.,%

Coach,%Fac/Staff,%etc.)%using%the%dropdown%menu.%

3.) Select%the%appropriate%Term%using%the%dropdown%menu.%

%Note:%If%you%are%looking%for%a%particular%student%in%a%course%that%you%are%teaching,%you%can%use%the%“Connection”%menu%to%pull%up%a%list%of%students%in%a%specific%course%%4.) Enter%student%name%into%the%Search%field.%5.) Select%Go.%6.) The%student%will%show%up%in%the%field%below%the%Search%box.%%Select%the%student’s%name.%

(You%may%search%for%a%student%using%their%full%name,%first%name,%last%name,%or%ID%number.)%

)Student)Folder:%After%searching%for%a%student,%you%can%click%on%their%name%to%pull%up%their%“Student%Folder”.%%The%student%folder%compiles%all%student%information%that%is%collected%in%Starfish%on%any%single%student.%%In%the%student%folder%you%can:%%

• Raise%a%flag%• Refer%• Create%ToPDo%• Add%Kudo%• Email%Students%• Add%Note%

%

)))

Instructor)and)Advisor)Getting)Started)Guide=)

Copyright%©%2011%Starfish%Retention%Solutions,%Inc.%EAC0109%

Raising)a)Flag:%Raising%a%flag%allows%for%the%notation%of%a%concern%by%the%instructor,%

advisor,%or%other%supporting%staff%members.%%Below%are%instructions%

on%how%to%raise%a%flag%under%the%student%folder.%

1. In%the%student%folder,%click%the%“Raise%Flag”%button.%

2. After%clicking%the%“Raise%Flag”%button,%the%raise%flag%box%will%

appear.%%Start%by%choosing%a%tracking%item,%which%will%categorize%

the%flag%you%will%raise%for%the%student.%

%For%a%detailed%list%of%the%flags%in%Starfish%and%their%email%to%student%permissions,%please%refer%to%the%“Starfish%Flags%&%Kudos”%documentation.%%%

3. Add%a%brief%comment%that%describes%the%particular%issue%that%

may%be%occurring%with%the%student.%

4. If%the%issue%is%in%conjunction%with%a%course,%choose%the%course%

from%the%“Course%Context”%dropPdown%menu.%

5. When%the%flag%is%ready%for%submission,%click%“Save”.%

Note:%Below%the%“Course%Context”%menu,%there%is%a%box%notifying%

you%of%the%individuals%who%have%permissions%to%view%the%flag%for%the%

student%in%their%student%folder.%

Creating)Student)Kudos:)

Creating%Kudos%is%a%way%for%you%to%acknowledge%student%achievements%while%they%are%in%college.%%Kudos%can%be%used%for%

positive%reinforcement,%thank%you%notes%or%congratulations.%%Below%are%steps%on%how%to%add%a%kudo%to%a%student%profile.%

1. In%the%student%folder,%click%the%“Add%Kudo”%button.%

2. After%clicking%the%“Add%Kudo”%button,%the%add%kudo%box%will%

appear.%%Start%by%choosing%a%tracking%item,%which%will%

categorize%the%kudo%you%will%raise%for%the%student.%

%For%a%detailed%list%of%the%kudos%in%Starfish%and%their%email%to%student%permissions,%please%refer%to%the%“Starfish%Flags%&%Kudos”%documentation.%%

%3. Add%a%brief%comment%that%describes%why%the%student%is%

receiving%the%kudo.%

4. If%the%kudo%is%in%conjunction%with%a%course,%choose%the%

course%from%the%“Course%Context”%dropPdown%menu.%

5. When%the%kudo%is%ready%for%submission,%click%“Save”.%

Note:%Below%the%“Course%Context”%menu,%there%is%a%box%notifying%you%of%the%individuals%who%have%permissions%to%view%

the%flag%for%the%student%in%their%student%folder.%

Starfish)Flags)and)Kudos)This%is%a%guide%lists%all%of%the%flags%and%kudos%available%in%Starfish.%%)

%%

Starfish®)Flags)&)Kudos.))%%

This%document%will%provide%you%with%a%comprehensive%listing%of%the%flag%and%kudo%options%available%to%you%in%Starfish.%%Flags%and%Kudos%provide%a%convenient%way%to%notify%individuals%about%student%concerns%or%successes%in%courses%and%throughout%campus.%

Flag% Description%

Behavior)Concerns) Raise%this%flag%if%the%student%is%causing%a%distraction%in%class,%sleeping%in%class,%etc.%[No%Email%to%Student]%

Concern)Raise%this%flag%if%you%have%general%concerns%regarding%the%well%being%of%a%student.%[No%Email%to%Student])

Health)Concern)Raise%this%flag%if%student%is%having%issues%with%depression,%eating%issues%etc.%[No%Email%to%Student]%

Homesickness)Raise%this%flag%if%the%student%is%showing%signs%of%homesickness.%[No%Email%to%Student]%

Major)Academic))Concern)

Raise%this%flag%if%a%student%is%experiencing%severe%attendance%and/or%grade%concerns%and%at%this%time%it%might%be%in%their%best%interest%to%drop%the%class.%%[Email%to%Student]%

Midterms)Raise%this%flag%if%a%student%is%at%a%grade%below%a%C.%%(Email%to%Student))

Missing/Late)Assignments)

Raise%this%flag%for%students%who%missed%2I3%consecutive%assignments.%%(1%major%assignment%or%two%or%more%minor%assignments)%[%Email%to%Student]%

Poor)Attendance)Raise%this%flag%for%students%who%missed%2%I%3%consecutive%unexcused%classes.%%Please%state%the%last%day%of%attendance.%[Email%to%Student]%

Poor)Participation/)Engagement)

Raise%this%flag%for%students%who%do%not%seem%to%be%engaged%in%class.%[No%Email%to%Student]%

Test/Quiz/Project)Below)Average)

Raise%this%flag%for%students%who%are%sitting%at%a%CI%or%lower.%[Email%to%Student]%

Instructor)and)Advisor)Getting)Started)Guide=)

Copyright%©%2011%Starfish%Retention%Solutions,%Inc.%EAC0109%

Transfer)Raise%this%flag%if%you%are%aware%that%a%student%is%thinking%about%transferring.%%Please%state%in%the%comments%section%if%the%student%shares%where%they%want%to%transfer.%%(No%Email%to%Student)%

Tutoring)Referral)Raise%this%flag%if%the%student%needs%to%be%directed%to%the%Academic%Support%Center.%%(Email%to%Student)%

6)Active)Flags)This%flag%is%automatically%raised%when%the%student%receives%the%sixth%active%flag.%

)

Kudos)Badges)

Kudos% Description%

Congratulations!% Raise%this%kudos%badge%if%the%student%deserves%recognition.%[Email%to%Student]%

Excellent%Academic%Performance%

Raise%this%kudos%badge%if%a%student%has%been%dedicated%and%worked%hard%in%the%classroom.%[Email%to%Student])

Good%Course%Progress%

Raise%this%kudos%badge%if%a%student%has%been%making%good%progress%in%the%classroom.%[Email%to%Student]%

Good%Effort%Raise%this%kudos%badge%if%the%student%is%making%good%progress%in%your%course.%[Email%to%Student]%

Outstanding%Academic%Performance%

Raise%this%kudos%badge%if%the%student%is%making%good%progress%in%your%course.%[Email%to%Student]%

Thank%You!% Raise%this%kudos%badge%if%the%student%deserves%recognition%for%a%positive%deed%or%action%in%the%classroom%or%on%campus.%[Email%to%Student]%

%

%

%

Starfish)Sending)Notes)and)Emails)This%guide%will%walk%you%through%how%send%notes%and%emails%through%Starfish.%%)

%%

Adding/Sending)Notes:)Using%“Notes”%in%Starfish%is%a%great%way%to%communicate%with%students%and%the%individuals%within%their%Success%Network.%%

Notes%in%Starfish%are%saved%in%the%student%folder%and%can%be%recalled%if%needed%at%a%later%time.%%Below%are%the%steps%for%

sending%a%note.%

%

1.) In%the%student%folder,%click%the%“Add%Note”%button.%2.) After%clicking%the%“Add%Note”%button,%the%add%note%

box%will%appear.%%Complete%the%following%areas:%

• Create%Subject%

• Compose%Note%

• Select%Shared%or%Private*%

• Select%Copies%(if%desired)%to%be%sent%via%email%

to%yourself%or%student%

*When&adding&a&note&in&Starfish,&the&content&is&visible&to&other&selected&staff&unless&designated&as&“Private”.&

3.) When%the%note%is%complete,%Click%“Submit”%to%send%

the%note.%

)Sending)an)Email:%If%you%would%like%to%quickly%contact%a%student,%you%can%

use%the%builtPin%email%feature.%%Emails%sent%through%

Starfish%are%not%viewable%in%the%student%folder%for%

those%in%the%student%Success%Network.%%If%you%want%the%

correspondence%to%be%saved%in%the%student%folder%and%

be%viewable%by%those%in%the%student%network,%it%is%best%

to%use%the%“Add%Note”%feature%(explained%above).%%

Below%are%the%steps%for%sending%an%email.%

%

1. In%the%student%folder,%click%the%“Send%Email”.%

2. After%clicking%the%“Send%Email”%button,%the%send%

email.%%Complete%the%following%area:%%

• Create%Subject%

• Compose%Email%

• Submit%

Starfish)Managing)and)Clearing)Flags)This%guide%will%walk%you%through%how%manage%and%clear%flags%in%Starfish.%%)

%%

Starfish)Home)Screen:)The%Starfish%“Home”%screen%allows%a%quick%view%of%flags%you%are%managing%or%have%raised.%%Under%the%“Home”%button,%you%will%see%flags%for%students%who:%

• Are%in%one%of%your%courses%• Have%you%listed%as%an%advisor%• Have%you%listed%as%a%secondary%advisor%• Have%you%listed%as%coach%

The%“Recent%Changes”%module%will%show%you%any%new%or%cleared%Flag%or%Kudo%raised%for%a%student%you%are%linked%to.%%The%“Flags%I’m%Managing”%will%show%any%flags%that%you%have%raised%or%that%you%are%responsible%for%managing%in%Starfish.%%

)Clearing)Flags:%When%an%issue%relating%to%a%flag%raised%is%resolved,%some%individuals%with%the%proper%permissions%are%able%to%clear%the%flag.%%To%clear%the%flag,%follow%the%steps%below:%%1. From%the%Starfish%“Home”%screen,%locate%the%“Flags%

I’m%Managing”%module.%%%2. Click%on%the%flag%icon%to%the%left%of%the%students%

name%and%a%menu%will%appear.%3. Click%on%“Clear%Flag”.%4. You%will%be%prompted%with%a%box%to%indicate%why%

the%flag%is%being%cleared.%5. Click%“Submit”%to%finalize%the%clearing%of%the%flag.%

Note:%You%can%also%clear%student%flags%under%their%individual%student%folder%by%clicking%on%the%“Tracking”%tab.%

Starfish)Setting)up)Appointments)This%guide%will%walk%you%through%how%to%setup%appointments%in%Starfish.%%)

%%

Setting)Office)Hours:)The%Office%Hours%functionality%in%Starfish%allows%students%

to%see%your%availability%to%make%an%appointment.%%Below%

are%the%steps%to%setup%your%office%hours.%

1. Click%on%“Appointments”%at%the%top%of%the%screen.%

2. Select%“Add%Office%Hours”%button%3. Select%which%calendar%the%hours%will%be%listed%on%(this%

is%for%those%who%may%have%access%to%another%person’s%

calendar).%

4. Select%the%days%and%hours%you%have%established%for%

your%office%hours.%

5. Select%the%maximum%length%of%each%appointment%to%be%

requested.%

6. Insert%any%further%instruction%for%those%who%make%an%

appointment%on%your%calendar.%

7. Select%“Submit”.%

%

%

Adding)an)Appointment: 1. On%the%“Appointments”%page,%select%“Add%

Appointment”.%

2. In%the%“With:”%section,%enter%a%first%name,%last%name,%or%

ID%number%to%search%for%a%student,%faculty%or%staff%

member%you%would%like%to%meet%with.%

3. Select%a%date%and%start%time%for%appointment.%Also%you%

can%choose%how%long%you%would%like%the%appointment%to%

last.%

4. If%choices%are%given,%chose%a%location%for%the%meeting.%

5. Provide%a%“Reason”%for%why%the%meeting%was%set.%

6. Enter%“Detailed%Description”%of%what%appointment%is%

regarding.%

7. Select%“Submit”.%

%

%

%

Instructor)and)Advisor)Getting)Started)Guide=)

Copyright%©%2011%Starfish%Retention%Solutions,%Inc.%EAC0109%

Adding)a)Group)Session:)

A%group%session%in%Starfish%allows%you%to%create%an%appointment%for%

multiple%students.%

1. From%the%“Appointments”%screen%click%on%“Add%Group%Session”%

2. Select%Calendar%type.%

3. Select%Date%and%Time%for%appointment%session.%

4. Select%a%Reason.%

5. Select%the%amount%of%students%that%the%session%will%allow.%

6. Check%any%further%information%dealing%with%the%session%and%

type%further%Instructions%if%needed.%

7. Select%Submit.%

%

Reserve)Time:)

The%“Reserve%Time”%function%allows%you%reserve%time%on%your%

Starfish%calendar%for%meetings,%presentations,%etc.%

1. From%the%“Appointments%“%screen,%click%on%“Reserve%Time”%

2. Select%“Calendar”%%type.%

3. Enter%a%“Description”%of%the%reserved%time.%

4. Enter%a%date%and%time%that%the%reserved%time%will%take%place.%

5. Select%“Submit”.%

)Using)the)Scheduling)Wizard:)(Allows'user'to'quickly'block'appointment'times.)'

1. From%the%“Appointments”%tab,%select%the%“Scheduling%Wizard”.%

2. Input%“Title”%of%appointments%(ex.%Advising%Hours).%

3. Select%length%of%appointments.%

4. Type%any%further%Instructions%to%be%visible%for%anyone%making%

an%appointment.%

5. Select%“Next”.%

6. Enter%Start%Time%&%End%Time%for%blocks%of%appointments.%

7. Select%Add%Another%Block%if%more%appointment%blocks%need%set%

up.%

8. Select%“Finish”%when%all%desired%blocks%have%been%set%up.%