Mtg_updated_9_4_13

Report
Implementation Meeting
Tuesday, September 3, 2013 (updated)
Agenda
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Introduction to Starfish
VCCS Implementation
Timeline
Next Steps
NOVA’s Starfish Implementation Team
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Project Manager: Alison Thimblin
AL: Rhonda Myers
AN: Joann Credle, Ray Orkwis
LO: Jeremy Cook
MA: Lynn Bowers
ME: Beatrice Veney, Kim Nicely
WO: Bryan Brown
ELI: Preston Davis
CS: Keri Bowman
SIS: Sue Liller
Slide 3
Role of Implementation Team
• Bring knowledge back to the campus/unit
• Gather feedback, questions, concerns
• Report back to the Implementation Team
Slide 4
What is Starfish?
• www.starfishsolutions.com
• Starfish EARLY ALERT
• Weekly Webinars:
http://www.starfishsolutions.com/sf/webinars.php
Slide 5
VCCS Implementation Key Facts
• All 23 Virginia Community Colleges will
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implement Starfish in the same way
Pilot implementation will start with students in
developmental math and English courses in Fall
2013
Full implementation in Spring 2014
Slide 6
How to access Starfish
• Faculty will receive an email that contains a link to
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a “progress survey.” This survey allows the
instructor to check off tracking items for each
student in their class.
Faculty and staff can also log in to Starfish
through the MyNOVA portal. Depending on your
role at NOVA, you may be able to raise, clear
and/or view tracking items.
Slide 7
Tracking Items
Flags:
Kudos:
• Never Attended
•Showing Improvement
• Attendance Concern
•Keep Up the Good Work
• Low Participation
• Class Assignment Concern •Outstanding Academic
Performance
• Low Quiz/Test Scores
• Classroom Conduct “Classroom Conduct Concern”
Concern
was removed from the list, as
• General Concern
each college in the VCCS has
• In Danger of Failing their own way of reporting
behavioral issues. NOVA has
the CARE system.
What happens to the tracking items
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Once a flag is raised, an email is sent to the student to
address the issue. (Exception: the General Concern flag
is not emailed to the student.)
Instructors may leave comments, which will be included
on the email, for the student for each flag that is raised.
Depending on your role at NOVA, you may receive an
“email digest” of tracking items on students with whom
you have a “NOVA relationship”
Depending on your role at NOVA, you can review and/or
clear flags on students
Slide 9
Organizations and Attributes
• Organizations provide an easy way to create a
relationship between a student and a staff or
faculty member:
For example:
-Student taking a course and Faculty member teaching the course
-Military student and VA Counselor
• Attributes are student qualities, but do not
cause a relationship within Starfish
For example:
-Academic warning, probation or suspension
-Number of credits completed
-Enrolled in developmental education course(s)
Roles
• Instructor
• Counselor/Advisor
• Faculty Advisor
• Vice President of
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Students/Academic Affairs
Director of Student Services
Dean of Students
Developmental Education
Advisors
Student Activities Coordinator
Veterans Advisor
• Trio Advisor
• Great Expectations Staff
• Dual Enrollment Coordinator
• College Success Coach
• Career Coach
• Tutor
Think of these as roles,
not titles.
Your access to Starfish
depends on your role at
NOVA.
Roles and access
Role
View Tracking
Items for…
Raise Tracking Items for …
Instructors
All raised by
him/herself.
All students in course.
Counselors
All.
Only General Concern Flag.
Faculty Advisors
Deans of
Students
All.
Only General Concern Flag.
All.
Only General Concern Flag.
Academic Deans
All.
Only General Concern Flag.
Receives
Email
Digest?

Note: This list is not include all roles at NOVA. It has been summarized for
readability.
Slide 12
Course Surveys
16-week courses
Census
Survey
Mid-term/
Withdraw
Survey
8-week courses
4-week
courses
Dynamic
courses
Census
Survey
Census
survey (no
mid-term
survey)
Census
survey (no
mid-term
survey)
Mid-term/
Withdraw
Survey
Never Attended
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Low Participation
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Classroom Assignment
Concern
General Concern
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Keep Up the Good Work
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In Danger of Failing
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Attendance Concern
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Low Quiz / Test Scores
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Outstanding Academic
Performance
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Slide 13
Email Templates
• When certain flags or kudos are raised, the student will be
notified by email and directed to resources.
• We will have a common email template with college-specific
text inserts.
• The Project Team attempted to keep the template portion
as limited as possible and the college-specific information
to be as flexible as possible.
• Text in BLACK is proposed template language
Text in BLUE would be data entered based on the flag or
kudos raised
Text in RED should be replaced with college-specific text
Timeline (tentative)
• Discovery Document – completed March 2013
• Crafting of Flag and Kudos emails – completed
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June 2013
Face-to-face college training: September 5, 2013
Anticipated “go live” date: September 30, 2013
Staff & faculty training: August 2013 – May 2014
Developmental education faculty have access to
Starfish: September 30, 2013
Full deployment to all credit courses / faculty /
students: Spring 2014
Slide 15
Important Items
• Starfish CONNECT
• This is another product that Starfish makes. It is a
CRM – Constituent Relationship Management Tool. It
is approved for purchase by VCCS colleges, but the
colleges must implement the tool in the same way
• Hobson’s CRM
• After a thorough investigation of CRM software
products, NOVA selected Hobson’s. This CRM will
allow students to plan their academic career
electronically and will allow advisors at NOVA to
communicate more efficiently.
Slide 16
Questions
Please feel free to contact your MTT DMM, ENF CIL,
or your campus implementation team representative
with questions.
Questions may also be sent directly to Alison Thimblin
at [email protected]

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