Erie Community College STARFISH MANUAL

ENGAGING FACULTY, STAFF

AND STUDENTS IN ACADEMIC

SUCCESS, ONE STUDENT AT A

TIME!

Page 1 of 49

Contents I. Welcome to Starfish: An Introduction and Overview .................................................................... 2

Goals Statement ............................................................................................................................... 2

Starfish at E.C.C. ............................................................................................................................... 2

Expectations ..................................................................................................................................... 4

II. Tracking Items: Flags and Kudos ..................................................................................................... 5

Manual Flags/Kudos ......................................................................................................................... 5

Progress Survey Raised Flags ........................................................................................................... 6

System Raised Alerts ........................................................................................................................ 6

III. User Basics ....................................................................................................................................... 7

Logging into Starfish......................................................................................................................... 7

Profile and Settings .......................................................................................................................... 7

Using the Dashboard ........................................................................................................................ 9

My Students Tab .............................................................................................................................. 9

Tracking Tab ................................................................................................................................... 13

IV. Connections, filtering, and sorting ............................................................................................... 19

Filtering Your Students/Tracking Items ......................................................................................... 19

Sorting My Students/Tracking Items ............................................................................................. 20

V. Student Folders ............................................................................................................................. 21

Raising a Flag or Kudos ................................................................................................................... 23

Adding a Note ................................................................................................................................ 24

Sending a Message ......................................................................................................................... 25

Commenting on a Flag ................................................................................................................... 26

Clearing a Flag ................................................................................................................................ 27

VI. Flag Management .......................................................................................................................... 28

Decision Trees ................................................................................................................................ 28

Flag Response Tree ........................................................................................................................ 31

Updating Tracking Items ................................................................................................................ 32

Clearing Tracking Items ..................................................................... Error! Bookmark not defined.

Tips for Managing Flags- Student Support Services ....................................................................... 34

Downloading Tracking Items to Excel ............................................................................................ 35

VII. FAQs ............................................................................................................................................ 36

VIII. Links to Remember ..................................................................................................................... 39

IX. Appendix A – Getting Started with Flag Management ................................................................ 40

X. Appendix B – Tracking Item Names and Permissions .................................................................. 41

Page 2 of 49

I. Welcome to Starfish: An Introduction and Overview

Starfish is a collaborative effort between Faculty and Student Support Staff designed to enhance student success and

persistence at ECC. It provides a user-friendly platform to connect the Students, Faculty, and Support Services in their

outreach to students. This collaboration can optimize academic interventions by identifying an individual student’s

needs and provide access to available resources, from the start of their academic career to its finish. Starfish gives each

participant the opportunity to view the student holistically and make a positive impact on his or her future success.

Goals Statement

1. Provide quick, efficient communication between Faculty and Staff.

2. Link students to appropriate resources (e.g., library services, financial aid, etc.) based on their individual

needs in a timely and holistic manner.

3. Allow Student Support Services staff to prioritize outreach efforts based on student’s level of risk.

4. Assist faculty with classroom management and foster a community of shared responsibility for the success

of E.C.C. students.

Starfish at E.C.C.

Starfish at E.C.C. encompasses 3 main components. Each of these components combine to identify at-risk students and

coordinate interventions that will increase student retention in an efficient, timely, secure manner. Starfish allows staff

members to communicate with students and other staff members, provide links to referrals, and prioritize outreach

based on level of risk. These components include:

I really like the system and have seen positive results

regarding struggling students getting the help/tutoring/etc.

they need.

~Anonymous Starfish User, Faculty/Staff Survey

Page 3 of 49 Early Alert

Notifies student and/or support staff of specific needs to be addressed, including attendance, participation, and general

academic concerns. Flags can be raised manually or during pre-set Progress Survey time periods. Flags can also be raised

automatically by the system when certain conditions are met, such as failing to log in to an online course. Once flags are

raised, support staff receive the information and reach out to the student to find a resolution. Support staff and/or

other personnel can then update notes regarding the student’s progress, or clear the flag if the issue has been resolved.

While clearing, they can close the loop – providing open communication between all concerned parties.

Success Scores

The Success Score is a dynamic, color-coded assessment of an individual student’s risk factors. This score is a

quantitative representation of the student’s relative vulnerability to struggle based on factors outside of the classroom.

Success Scores can be used to target early interventions or to prioritize student outreach. It is important to note,

however, that a high Success Score does not indicate that a student will not struggle nor does a low Success Score

guarantee that they will. Student Success Scores are calculated using a predictive model that is built off of historical data

from prior ECC graduating classes to predict actual educational outcomes. For more information regarding the Success

Score predictors, please go to https://myecc.ecc.edu/starfish/Pages/default.aspx to view several links related to this

subject.

Success Navigator

Success Navigator is designed to give you a holistic view of the critical factors that most greatly influence student

success – academic skills, commitment, self-management and social support. It is a self-administered assessment

designed to measure student skills and strategies relating to college success. The Score Report gives the student, faculty,

advisors, and support services staff a catalyst for improving the skills that are vital to college and workplace success.

This assessment provides qualitative insight into the student’s strengths and weaknesses as related to academic success.

Staff members with the appropriate relationship can see the score report for any student who has completed Success

Navigator in their student folder in Starfish.

Academic, Social or

Behavioral Concern of a

student

Faculty/Staff raise flags or

kudos

Starfish notifies

students of flag via email

Faculty/Staff follow up

with students

Students address issue

Clear flag and close loop

when issue is resolved

Page 4 of 49

Expectations

All students, faculty, and staff have access to the Starfish system as of Fall 2017. The following chart depicts general

expectations of Starfish users:

*Check ECC email daily. Read email

notifications when flags are raised

*Contact appropriate support

offices or your advisor

*Follow up with support services as

recommended

*Raise your hand if you experience any

concerns at ECC

Students

*Review email notifications from

Starfish and/or check tracking items

on a regular basis for new flags to

address

*Reach out to students in need of

assistance

*Record outreach actions in Starfish

via notes, comments, and

messages

*Clear flags when an issue has been

resolved

Academic Advisors/Student

Services Staff

*Complete Early and Midterm Progress

Surveys

*Raise flags at other times as needed

*Raise kudos for those students who

are doing well or showing progress

*Clear flags when progress is made or an issue is resolved

*Optional: Record attendance and

complete the Never Attended Survey

Instructors

*Complete your profile so starfish users know more

about you

*Use your dashboard to track

progress

Everyone

Page 5 of 49

II. Tracking Items: Flags and Kudos

Tracking items are the primary way of communicating information to all parties within Starfish. In Starfish, a Tracking

Item is a broad term referring to both Flags (concerns) and Kudos (positive comments) that can be used to give an

indication of a student’s performance and relative standing both inside and outside of the classroom. Your Role and

Connection to a student will determine which Tracking Items you can Raise, View, Manage, and Clear. See Appendix A

for a list of all Tracking Items that are available in Starfish at the time of this publication.

There are three primary ways to raise an alert on a student:

Manual Flags/Kudos

Raising a Flag

The goal of creating a flag is to focus on observable behavior in

addition to graded performance, to alert a student and/or staff

of a pressing issue or concern a student may be having in a

course, or other academic concern. Raising a flag triggers an email to the student that includes the comments made by

the flag raiser. Flags also trigger emails to Student Support Staff and other relevant Starfish users. Each flag type has a

different set of permissions and notifications that are pre-programmed into Starfish. (For detailed information on who

will be notified when a flag is raised, see Appendix A.) Manual flags should be raised whenever a student issue is

detected. We strongly encourage faculty and staff to raise flags during the first 3 weeks of classes to allow for proactive

intervention and prevent early struggles from becoming in-class problems. Raising flags early will allow for targeted

interventions to be administered in collaboration with faculty recommendations. For detailed information on how to

raise a flag, see the User Basics and/or Student Folder section of this manual.

Giving a Kudos

If a student is doing well and the faculty member wants them to receive encouragement, the Kudos give positive

acknowledgement of the student’s progress, achievement, or persistence in a course or academic career. Kudos include

an email to the student with comments from the person who has given the kudos. For detailed information on how to

give a kudos, see the User Basics and/or Student Folder section of this manual.

Although Kudos do not require a comment, it is strongly recommended that comments be included, and should

reference specific behaviors, rather than general traits.

“Raise your flags sooner rather than later...

and if I raise a flag on a student, I mention it to

them the next time I see them, to see if the

notification was effective, and to let them

know that someone's paying attention."

~Andrew Hyzy, English Department, Starfish

Power User

Page 6 of 49

Progress Survey Raised Flags

Two progress surveys will be sent to

faculty during the semester. Faculty will

receive emails regarding completion of a

survey for each of their courses. The links

to Progress Surveys will also be seen on

the Home Dashboard and can be accessed

when faculty log in to Starfish. When you

respond to a Progress Survey, the input

will raise Flags in the same way as if you

had raised them manually. The Progress

Survey defaults to a value of “No

Feedback”, indicating you have no

concerns in the areas listed on the Survey

for that student. If that is the case, log in

and select the Submit button on each

Progress Survey. This lets Support Staff

know that you have received the survey, have no concerns (or have already reported those concerns using a manual

flag), and provides valuable information regarding student progress.

System Raised Alerts

These alerts are raised by Starfish based on specific data conditions and are usually cleared automatically within a few

days. These alerts are triggered by information within the student’s file, including frequency of logging in to online

courses, whether or not the student is on academic probation or in danger of losing financial aid due to failure to make

satisfactory academic progress, or if the student is potentially registered for too few courses to make satisfactory

progress towards a degree.

Page 7 of 49

III. User Basics

Logging into Starfish

The easiest way to log in to Starfish is through MyECC. Look for the ECC Quick Links and click on the Starfish icon. If a

login is required, use your MYECC login credentials to enter the Starfish portal.

Alternative ways of accessing Starfish include:

Enter https://starfish.ecc.edu into your web browser. This will bring you directly to the login page for the ECC Starfish

portal.

Starfish MyECC page: https://myecc.ecc.edu/starfish/Pages/default.aspx and click on the Starfish icon on the top of the

page.

Profile and Settings

Managing Your Profile

To edit your contact information and provide students a general overview and biography:

1. Find your Picture and Name on the upper right hand side of Starfish, and open the Menu

2. Click Institutional Profile to open your profile for editing

3. Edit your contact information by adding in any additional phone numbers or email addresses.

4. Select where you would like your Starfish notifications to be directed.

5. Select your preferred default page to view on login (you can select the Dashboard, your My Students tab, or

your Tracking Items tab).

6. Select Submit to save any changes to your profile.

*Note: Faculty/Staff photos cannot be changed. They are imported from Datatel*

Page 8 of 49 Managing Your Email Notifications

To change email frequency, timing, and triggering events:

1. Find your Picture and Name on the upper right hand side of Starfish, and open the Menu

2. Click Email Notifications to open your settings for editing

3. Select whether you would like to receive summary emails daily or weekly and the timing of theses summaries

4. Select which events in Starfish will trigger an immediate email

5. Email notification rules can be changed at any time!

6. Emergency flags will bypass notification settings and send an immediate email to all parties with permissions

on that flag type (see Appendix A for details on flag permissions)

7. Do not reply to email notifications from Starfish, as they will go into a general Starfish email inbox and will not

be received by the flag raiser or commenter. Instead, please log into Starfish and add your comment directly to

the flag/student folder/etc.

Reminders are great! Forced me to look at the students as far

as attendance and grade earlier.

~Anonymous Starfish User, Faculty/Staff Feedback Survey

Page 9 of 49

Using the Dashboard

Once you log in to Starfish, you are in the Home tab and are viewing the Dashboard. Here you will see current flag

activity, a list of flags to be managed, and an overall view of current active flags. To the left you may see messages for

you, or links to current Progress Surveys.

You are able to update the location of items on your dashboard, as well as the default update frequency of each of the

widgets. Simply change the filter settings or drag the widget to the location of your choice.

In order to begin viewing your student list and/or processing flags, you will need to click the Students Tab.

My Students Tab

On the My Students tab you will see a list of all of the students in Starfish who have a relationship with you, whether

they have flags raised on them or not. You can view this as your ECC filing cabinet – giving you access to the records of

every student at ECC who you may have contact with now or in the future. As such, it will be a VERY long list, but it is

searchable. To search this list, simply put the student’s name or ID number in the search bar:

From within the My Students list, you will be able to select an individual student’s file or perform an operation on

multiple students at once. For a description of each Tab, see the “Student Folders” section of this manual.

Page 10 of 49 Sending a Mass Email from the My Students Tab

1. Click the small box in front of the student name for each student you want to have receive the email. You can

click the box for as many or as few students as you would like. Please note that sending a message to more than

25 students at once may result in delivery delays.

2. Choose the blue Message box above the student list.

3. Type the message you want to send to the students. Be sure you are sending a general message only to those

students you want to receive it!

4. Enter a subject for your message.

5. We recommend always sending a copy to yourself.

6. Submit the message and all selected students will receive your message. It will appear to come from your email

address, but will be logged under Notes in the students’ Starfish student file.

7. Should you change your mind about sending the message at any time while working in Starfish, click “Never

Mind” or the “x” in the upper right hand corner to discard all work on the message.

Page 11 of 49 Bulk Raising Flags/Kudos

1. Click the small box in front of the student name of each

student for which you are raising a flag. You can click

boxes for as many or as few students as you need to.

Please note that raising a flag on more than 25

students at once may result in delivery delays.

2. Choose the blue Flag or Kudos box above the student

list.

3. Select the flag/kudos that you wish to raise using the Flag drop down.

4. Where appropriate, indicate the Course

Context for the flag/kudos.

5. Many flags will not require a Comment, but it

is best practice to include a comment for all

flags and kudos. Be sure to include a general

comment that is relevant to all students and

only to those students who you want to have

receive it!

6. Starfish will determine who has Permissions

to view, manage, and clear flags and kudos.

You can see the details of these permissions

at the bottom of the flag and kudos dialog

box. For detailed information on flag

permissions, see Appendix A.

7. To finish raising the flag, click Save

8. Should you change your mind about raising

a flag/kudos at any time while working in

Starfish, click “Never Mind” or the “x” in the

upper right hand corner to discard all work

on the flag/kudos.

Kudos are a great idea. I was surprised to have

students thank me for them.

~Anonymous Starfish User, Faculty/Staff Survey

Page 12 of 49 Adding a Note to Multiple Student Files

1. Click the small box in front of each student name for whom you want to add a Note. You can click the box for as

many or as few students as you would like.

2. Choose the blue Note box above the student list.

3. Select the note type using the Note Type drop down.

4. Type the Note you want to include in the text box. Be

sure you are creating a note that will apply to all

selected students.

5. Enter a Subject for your note (optional).

6. Each note type will display options for who you want

to receive a copy. We recommend always sending a

copy to yourself.

7. Notes can also be Shared or Private, which will

influence the note Permissions.

8. Check the note Permissions to determine who will be

able to view the note within Starfish. For detailed

information on Note permissions, see Appendix A.

9. To finish creating the note on the students’ files, click

Submit.

10. Should you change your mind about writing a note at any time while working in Starfish, click “Never Mind”

or the “x” in the upper right hand corner to discard all work on the note.

Page 13 of 49

Tracking Tab

On the Tracking tab you will see a list of all tracking items (flags and kudos) that have been raised for those students

with whom you have a relationship. This is the list you will want to focus on during your outreach to students. You can

view this as your inbox, containing all items that currently require attention. To search this list, simply type the student’s

name or ID number in the search bar:

It was a pleasure to utilize this program. I found it very user friendly and uncomplicated. I

liked the features including the Kudos (which I did use). I look for even more feedback as the

roll-out continues.

~Terri Blake, Counseling Mentor, Starfish Early Adopter

Page 14 of 49 Sending a Mass Email from the Tracking Tab

1. Click the small box in front of the tracking item for each student you want to receive the email. You can click

the box for as many or as few students as you would like. Please note that sending a message to more than

25 students at once may result in delivery delays.

2. Choose the blue Send Message box above the student list.

3. Type the message you want to send to the students. Be sure you are sending a general message for all

students and only to those students you want to receive it.

4. Enter a subject for your message.

5. We recommend always sending a copy to yourself.

6. Submit the message and all selected students will receive your message. It will appear to come from your

email address, but will be logged under Notes in the students’ file.

7. Should you change your mind about sending the message at any time while working in Starfish, click

“Never Mind” or the “x” in the upper right hand corner to discard all work on the message.

Page 15 of 49 Bulk Commenting on Flags/Kudos

1. Click the small box in front of the tracking item for each tracking item for which you are adding a comment. You

can click the box for as many or as few tracking items as you would like. Please note that commenting on more

than 25 tracking items at once may result in delivery delays.

2. Click the blue comment box above the student list

3. Type the Comment you want to include in the text box. Be sure you are creating a Comment that will apply to all

selected students.

4. Enter a Subject for your note (optional).

5. Each note type will display options for who you want to receive a copy. We recommend always sending a copy

to yourself.

6. To finish creating the note on the students’ files, click Submit.

7. Should you change your mind about writing a note at any time while working in Starfish, click “Never Mind”

or the “x” in the upper right hand corner to discard all work on the note.

Remember that everything written in notes and comments

within the student file may be either visible to or accessible by

the student under FERPA disclosure laws. Treat Starfish records

as you would any other academic record here at ECC. For more

information on FERPA disclosure, see Appendix A.

Page 16 of 49 Bulk Clearing a Flag/Kudos

1. Click the small box in front of the tracking item for each tracking item you are clearing. You can click the box for as

many or as few tracking items as you would like. Please note that clearing more than 25 tracking items at once may

result in delivery delays.

2. Click on the blue Resolve box above the student list.

3. Select “Clear Flag” to open the dialog box to comment

on the flag.

4. Type the message you want to include in the Clear

Comment. See the Flag Management section for a set of

standardized clear comments.

5. Type the message that you want to include to “Close the

Loop.” This message will be sent to the flag raiser.

6. Submit the message and all selected students will receive

your message. It will appear to come from your email

address, but will be logged under Notes in the students’

Starfish student file.

7. Should you change your mind about sending the message

at any time while working in Starfish, click “Never Mind” or the “x” in the upper right hand corner to discard all

work on the message.

Page 17 of 49 Attendance Tab

On the Attendance tab, you will find a list of all of your students where you can digitally record and report on

attendance in your courses.

You can access your attendance record from the home page, by selecting the “Record Attendance” button:

Attendance can be recorded separately for each class and per meeting time by selecting the appropriate course section

and date from the drop down menus:

Once selected, a class roster, complete with student photos (removed here for privacy), will appear to allow faculty to

indicate whether a student was present, absent, excused, or tardy. A running class-wide tally is also provided to the right

of the attendance entry window.

Faculty who use the attendance tool

feature will not be required to turn in

paper rosters at the end of the semester.

Page 18 of 49 Attendance reports are also available on the “Attendance” tab within your “Students” menu:

Reports can be filtered by date range and by attendance status, allowing faculty to quickly and easily determine a

student’s attendance status or to view class-wide patterns of attendance. Attendance reports can be downloaded for

easy integration into faculty gradebooks or other reports.

Remember that date of last attendance is required for

any failing grade. Filter your attendance report to

“present” for the duration of the course to quickly

determine date of last attendance for each student.

Page 19 of 49

IV. Connections, filtering, and sorting

Filtering Your Students/Tracking Items

Connections

Your particular Connection has been established for you based on your relationship to the student. You may have more

than one Connection to students, which you will see in the Connection drop-down box. Select the Connection that suits

your needs and/or focus at that point in time.

**Note: Starfish will remember your most recent Connection selection and will default to this selection the next time

you log in. **

Views

In the View box, you can see certain subsets of the tracking items to which you have access. For example, you may want

to focus on Active Flags, in order to target your outreach only to those students with active concerns in Starfish. To do

so, select Flag Inbox in the View menu.

For your convenience, each view gives a brief description of the type of tracking items you will see if you select that

particular view.**Note: Starfish will remember your most recent View selection and will default to this selection the

next time you log in ****

Page 20 of 49 Custom Filters

Use the Edit Filters button to further filter the students or tracking items you see. This will help you better manage

workflow throughout the week. Once in the Additional filters tab, you will see options on the left hand side. These

options include Tracking Items, Cohorts & Relationships, Success Plans, Success Scores, and Attributes. Most users will

select the “Tracking Items” tab and choose the Active Status, Flag Tracking Item Type, and a particular Item Name

based on the outreach intended, such as “In Danger of Failing Concern.”

Hint: Your Connections don’t change, but your filters change when you add/delete them, and will affect how many and

which students you see in your Tracking list. Starfish will remember your most recent Filter selections and will default

to these selections the next time you log in.

Sorting My Students/Tracking Items You can sort each of the tabs within Starfish by any of the columns in your default view. For example, you may wish to

sort your Tracking Items by student name to better enable you to find those students with multiple flags within the

same term. To do so, click the column title. When a view is sorted by a particular column, you will see an upward or

downward pointing arrow to indicate whether the column is sorted in an ascending or descending fashion.

Page 21 of 49

V. Student Folders

Anywhere in Starfish that you see a student’s name as a Hyperlink you can click on the student’s name to view the

student folder. Depending on your level of access, you may find information such as grades, notes, tracking items, and

the student’s Success Network.

From inside the student’s folder, you can:

• Raise a flag/kudos

• Send a message

• Add a note

• Comment on a flag/kudos

Overview

The Overview tab provides a quick look at

student attributes (e.g., GPA, Military Status,

and Educational goals) that have been selected

by ECC for inclusion in Starfish.

The overview tab also includes a graph of

active flags by course, which is color coded by

course context. You can control which course

flags you see on the graph by clicking the

course name on the legend to determine

whether or not they appear in the graph.

Info

The Info tab includes demographics and admissions information. It also includes term-by-term data generated from

Datatel, including major of study, GPA, course loads, and financial aid eligibility.

Courses

The Courses tab includes information on all courses the student is taking in the current term, and has taken in previous

terms. If a course is utilizing Blackboard for grades and assignments, those grades will be imported into Starfish and will

be visible on this tab. Although counselors and mentors will have access to all courses in which a student is enrolled on

this tab, instructors will only see those courses with which they are affiliated.

“The student information is excellent. Good to

see all the information regarding a student’s

background and goals.”

~Anonymous Starfish User, Faculty/Staff Survey

Page 22 of 49 Tracking

The Tracking tab lists all tracking items (flags and kudos) that have been raised on a student. Items can be filtered to

display only active flags, resolved flags, or both. Details (e.g. raise comments, outreach comments) regarding the

tracking items can be viewed via the Tracking tab by pressing the “+” sign to the left of the tracking item.

You can also clear or add comments to a flag or remove a kudos from the tracking view by clicking the blue arrow icon

on the bottom right-hand side of the flag.

Notes

The Notes tab provides a quick look at all of the comments that have been saved in a student’s file in Starfish. This will

include all notes, messages, and flag comments on a student’s file. To view the details on the note, click the “+” sign in

the left-hand column.

Network

The Network tab provides information on all individuals with whom the student has a connection, along with their

contact information. This list will include counselors and mentors at all three campuses, as well as all current course

instructors.

Page 23 of 49

Raising a Flag or Kudos 1. Open the student’s folder

2. Choose the blue Flag or Kudos box on the top of the student’s folder

3. Select the flag/kudos that you wish to

raise using the Flag drop down box.

4. Where appropriate, indicate the Course

Context for the flag/kudos.

5. Many flags will not require a Comment,

but it is best practice to include a

comment for all flags and kudos. Be sure

to include a general comment relevant to

the students you want to receive it.

6. Starfish will determine who has

Permissions to view, manage, and clear

flags and kudos. You can see the details of

these permissions at the bottom of the

flag and kudos dialog box. For detailed

information on flag permissions, see

Appendix A.

7. To finish raising the flag, click Save

8. Should you change your mind about

raising a flag/kudos at any time while

working in Starfish, click “Never Mind” or the “x” in the upper right hand corner to discard all work on the

flag/kudos.

“When writing a kudos – why not take a bit of extra time and give a specific comment

to the student? We know that research on praise suggests that positively reinforcing a

specific behavior is the best way to see lasting behavioral change and growth.”

~Liza Franz, Early Childhood Department, Kudos power user

Page 24 of 49

Adding a Note

1. Open the student’s folder

2. Choose the blue Note box on the top of the student’s folder.

3. Select the note type using the Note Type drop down.

4. Type the Note you want to include in the text box.

Be sure you are creating a note that will apply to all

selected students.

5. Enter a Subject for your note (optional).

6. Each note type will display options for who you want

to receive a copy. We recommend always sending a

copy to yourself.

7. Notes can also be Shared or Private, which will

influence the note Permissions.

8. Check the note Permissions to determine who will be

able to view the note within Starfish. For detailed

information on Note permissions, see Appendix A.

9. To finish creating the note on the students’ files, click

Submit.

10. Should you change your mind about writing a note at any time while working in Starfish, click “Never Mind”

or the “x” in the upper right hand corner to discard all work on the note.

Page 25 of 49

Sending a Message

1. Open the student’s folder

2. Choose the blue Message box above the student list.

3. Type the message you want to send to the students. Be sure you are sending a general message for all

students and only to those students you want to receive it!

4. Enter a subject for your message.

5. We recommend always sending a copy to yourself.

6. Submit the message and all selected students will receive your message. It will appear to come from your

email address, but will be logged under Notes in the students’ Starfish student file.

7. Should you change your mind about sending the message at any time while working in Starfish, click

“Never Mind” or the “x” in the upper right hand corner to discard all work on the message.

Page 26 of 49

Commenting on a Flag

1. Open the student’s folder and select the “Tracking” tab

2. Find the flag you want to comment on and hover over the flag icon to open the flag menu.

3. Select “Add Comment” to open the dialog box to comment on the flag.

4. Type the message you want to include in the flag Comment.

5. Enter a subject for your message (optional).

6. Select who you will send a copy of the comment to. We recommend always sending a copy to yourself.

7. Submit the message and all selected students will receive your message. It will appear to come from your email

address, but will be logged under Notes in the students’ Starfish student file.

8. Should you change your mind about sending the message at any time while working in Starfish, click “Never

Mind” or the “x” in the upper right hand corner to discard all work on the message.

Remember that everything written in notes and comments

within the student file may be either visible to or accessible by

the student under FERPA disclosure laws. Treat Starfish records

as you would any other academic record here at ECC. For more

information on FERPA disclosure, see Appendix A.

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Clearing a Flag

8. Open the student’s folder and select the “Tracking” tab

9. Find the flag you want to comment on and hover over the flag icon to open the flag menu.

10. Select “Clear Flag” to open the dialog box to comment on the

flag.

11. Type the message you want to include in the Clear Comment.

See the Flag Management section for a set of standardized

clear comments

12. Type the message that you want to include to “Close the

Loop.” This message will be sent to the flag raiser.

13. Submit the message and all selected students will receive your

message. It will appear to come from your email address, but

will be logged under Notes in the students’ Starfish student

file.

14. Should you change your mind about sending the message at any time while working in Starfish, click “Never

Mind” or the “x” in the upper right hand corner to discard all work on the message.

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VI. Flag Management

The Student Support Services response groups are responsible for addressing raised flags by providing outreach and

making recommendations to the student as needed. This outreach should be done via email, phone call, or in person,

and may include recommending additional actions, such as meeting with an instructor, using a tutoring lab, or seeing

someone in the library for appropriate resources. It is important that once a Student Support Services staff member has

addressed a flag, that a comment be made and a copy sent to the flag raiser, even if you are not clearing the flag at that

time. Once the issue has been resolved, the SSS staff member would typically be responsible for clearing the flag. For

example, a Counselor would clear a flag after meeting with a student who has had multiple flags raised, and together

have developed a plan for improvement. A faculty member would clear an attendance flag after meeting with a student

who has subsequently improved their class attendance. In both instances, a comment should be placed on the flag to

update all parties on the student’s progress.

In order to promote consistency in note-taking and flag management, the following standardized decision trees and

tracking item comments have been developed:

Decision Trees

The following decision trees illustrate how faculty and staff can efficiently integrate Starfish into their daily routines, i.e.

course or case management. Objects in orange indicate those that may trigger a tracking item, while those in blue are

decision paths. Outcomes are listed in green for positive outcomes (e.g., those that indicate the student is showing

progress or the issue is resolved) and red for negative outcomes (e.g., hose that indicate the student cannot be reached

or has failed to show progress).

Remember to check Tracking items at least once per

week and clear any tracking item where the student is

showing progress.

Page 29 of 49 Staff Decision Tree

Page 30 of 49 Faculty Decision Tree

Page 31 of 49

Flag Response Tree

The diagram below illustrates who is expected to respond to flags. If a student is only associated with your office,

respond to the flag in the way you normally would if a student came into your office for help, depending on the needs of

the student. Students who are not affiliated with any specific support office (e.g., Say Yes, Veterans, etc.) are triaged to

the Student Support Center at their home campus. Depending on the flag type, it will be directed to the person best able

to meet the student’s needs, e.g. tutors, skills labs, library staff. Tier III addresses students affiliated with multiple

offices:

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Updating Tracking Items

Comment: Made on a particular flag

Related to a unique issue

Readily visible to faculty member who raised flag

Can cc the student and flag raiser and functions like an email

When to Use: Comment on an alert whenever contact with the student is made or attempted, even when not clearing

the alert, based on the following criteria. Include a student specific comment whenever plausible. Use these standard

comment codes when updating a flag that you are not clearing. Multiple codes can be used in the same comment. For

example, if you left the student a phone message and followed up with an email, you would use both B and C.

A. Emailed Student: An email was sent to the student, but the issue is not resolved. Please indicate if you

attempted contact (but did not reach the student) or made contact with the student but further action is

necessary. Also indicate next steps and a follow-up timeline for student outreach.

B. Called Student: A phone call was made to attempt to contact the student, but the issue is not resolved. Please

indicate if you attempted contact (but did not reach the student), left a voicemail, left a message with someone

who was not the student, or spoke with the student, but further action is necessary. Also indicate next steps and

a follow-up timeline for student outreach. Add a new comment when that follow up is complete.

C. Other Student Outreach/Communication: Outreach was attempted to the student that was not via email or

phone. Please indicate if you attempted contact (but did not reach the student) or made contact with the

student but further action is necessary. Also indicate next steps and a follow-up timeline for student outreach.

D. Recommended Faculty Meeting: Contact made with the student; factors presented can only be resolved by

meeting with the instructor or academic representative. Include a specific note to the student and faculty

member regarding your recommendation. Send a copy of your comment to the student and faculty member.

E. Recommended Staff Meeting: Contact made with student; factors presented require meeting with a Support

Services Staff member. Include a specific note to the student and staff member regarding this recommendation.

F. Made an Appointment: Set up an appointment in the future with the student; the issue is not yet resolved.

When using this item, please indicate the time and date for the appointment and any planned follow up during

that appointment.

G. In Person Meeting: Met with the student either spontaneously or by appointment; the issue is not yet resolved.

When using this item, please indicate what the next steps are with the student and a planned follow up timeline.

H. In Person Meeting (After Class): Met with the student after class; the issue is not yet resolved. When using this

item, please indicate what the next steps are with the student and a planned follow up timeline.

I. Group Session/Workshop: Student attended a group session or workshop related to the flag concern; the issue

is not yet resolved. When using this item, please indicate next steps are for the student and a planned follow up

timeline.

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Clearing Tracking Items

Resolve an alert based upon the following criteria, including a student-specific comment whenever plausible,

remembering to “close the loop” with the flag raiser. Standard close reasons will appear whenever a flag is cleared.

Please select one of the close reasons when resolving the flag. You can also add additional information in the comments

to provide additional context.

A. Positive: The concern was successfully addressed and/or an action plan was developed with the student.

B. Negative: The concern was not successfully addressed, the student could not be reached after multiple outreach

attempts, and/or the student refused additional assistance.

C. Non-Registration: Student is no longer active in course due to cancellation or withdrawal.

D. Error: Flag was raised in error (e.g., should have been a kudos, clicked the wrong student, etc.)

E. Not Enough Information: I don’t have enough information to address this flags. Please re-raise the flag with a

more specific comment.

Using Notes: A note is made on a student file

It is not readily visible to the student, like a message is

Can be visible to others depending on their relationship to the student

Using Message: A message is a direct email to the student

Not linked to a specific flag

Will not be seen by those without rights to view

Sent by and recorded in Starfish

Can address each specific flag issue or a general concern

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Tips for Managing Flags- Student Support Services

Starfish is a unique tool designed to reach students who may never walk through your door or call your office, and

allows you to manage student outreach more efficiently. Here are a few steps to assist in this effort:

1. Plan to spend time daily reading flags, outreaching to students, and clearing flags, incorporating it into your daily

routine. The amount of time spent will depend on the type and amount of flags you are receiving, and will also

increase during Progress Survey times. We suggest that you keep track of your contacts via an Excel spreadsheet

that has been saved to your desktop so that you can easily follow up on contacts and update regularly with new

flags. Flags should be cleared within 2 weeks of being raised by faculty. You may receive reminder emails to

follow up on aging flags during peak periods of flag raising.

2. Add Comments to flags whenever contact with the student is made. Resolve flags whenever a student has

started showing progress towards their educational goals. See the Clearing and Updating Tracking Items sections

of this manual for more information.

3. Check for new flags in your tracking daily. Prioritize critical flags and plan to outreach to those first. Filter flags in

a way that prioritizes student needs. For example, a Missing Resources flag during the first week of school would

need immediate attention at that time, while an “In Danger of Failing” flag would take priority before or during

Midterm week.

4. Mark your calendar for Progress Survey dates and be aware that the heaviest flag raising will occur during the

Early Term and Midterm Time periods in the semester. It is especially important to outreach to students during

add/drop week, at midterm, and the week prior to the last day to withdraw. The Progress Surveys have been

timed to coincide with these important times.

5. Handle Flags in the same way you would if a student called you for help. It is important to attempt to connect

with the student in a variety of ways, i.e. email, phone, cellphone. A phone call should be the first outreach,

along with an email. Remember, these are students in need of assistance, and Starfish gives us the opportunity

to reach them before it’s too late!

6. Set your email notifications appropriately, so that you can manage critical flags as soon as they are raised, and

to better manage your inbox.

7. Update your Profile to reflect any changes in your contact information, so that you are quickly and easily

accessible to students.

8. Keep in mind that your efforts are for the student’s benefit. You may not be able to reach every student, but

you can make a significant contribution to the academic success of many.

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Downloading Tracking Items to Excel

Starfish allows you to download Tracking Items to a handy Excel document that you can use as a reference regarding

active flags, comments, and student contact information. This Excel document can be used to prioritize your outreach

by giving you the ability to sort and filter only the information that you need. This will also allow you to keep track of

your contacts without having to return to each flag in a student’s folder.

To download tracking items into an Excel document:

1. Login to Starfish through MyECC.

2. Open the Tracking Tab under “Students”.

3. Filter for flags you want to concentrate your efforts in resolving (e.g., In Danger of Failing Flags, Attendance

Concerns, Etc.).

4. Click the blue “Download” button.

5. Open the downloaded file and use Save As to save a copy to your desktop and change the name of the file. Once

the spreadsheet is on your desktop, you can add students and contacts daily.

6. Conditioned formatting within Excel allows you to change the look of the information to make it easier to manage.

For example, highlighting the name column and selecting “duplicate” under conditioned formatting will identify

students with multiple active flags.

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VII. FAQs

Who can raise a flag or kudos on a student?

Anyone with a role/connection in Starfish can raise a flag on a student. Your unique connection to the student will

determine which flags you are able to raise, view, and manage. For detailed information on flag permissions, see

Appendix A.

How can I send a general email to a large group of students? Can I use Starfish to email all of my students at once?

In your tracking tab, in front of each student’s name, you will see a small box. Click on the box in front of each

student you wish to send a message to and click “Message.” For more information on sending a mass email to your

students, see “Getting Started – My Students Tab – Sending a Mass email” earlier in this manual.

How do I know who is notified when I raise a flag?

Does the student see the flag?

Each flag has its own set of rules regarding who is

notified when it is raised. You can find this

information at the bottom of the flag raising dialog box

under “Permissions.”

Each of the roles found on the permissions list could be

notified, but will only receive a notification if they

have an active relationship with the student.

Relationships are built into Starfish based on the

information found in Datatel.

What’s the difference between the Students tab and the Tracking tab?

The My Students tab is a list of all students in the Starfish program with whom you have a relationship. For many

Student Services Staff members, this will be all students at ECC. Use this list to raise flags or find a student’s folder.

(Please keep in mind that during the pilot period, this will not be a selection of all of your students, but only those

enrolled in the pilot). The Tracking tab is a list of all of the Tracking Items that have been raised on any student with

whom you have a relationship. Use this list for managing your outreach efforts, or to download Tracking Items.

Can I add a comment to a Progress Survey if it has already been submitted?

You cannot add comments after you have submitted a Progress Survey, so be sure the survey is exactly the way you

want it before clicking submit. If you need to leave the survey before finishing, click on the “Draft” button to save

the work you have completed thus far. You will then be able to go back into the survey and finish it later. However, if

you wish to add a comment to a flag after a survey has been submitted, you can do so by searching for the students

in your tracking list, clicking on the flag you raised and adding a comment. Please note that you will only be able to

add a comment to a flag if you have permission to view, edit or manage that flag.

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What is the difference between “In Danger of Failing” and “Poor Performance”?

An “In Danger of Failing Concern” flag should be raised if a student is currently earning a failing grade in the course

and/or if their current pattern of course completion and behavior will likely result in a failing grade in the course. An

“In Danger of Failing Concern” flag is an emergency flag. Emergency flags bypass individual notification settings

regarding Starfish emails. “Poor Performance” flags are a standard flag (i.e. they follow the typical email notification

rules) for those students who are showing difficulty on one or more in class assignments and/or have a low, but not

failing, grade in the course. See Appendix A for a list of those who receive notifications on each of these flags.

How do I manage which Tracking Items I see?

Tracking items can be controlled by the use of filters. Some filters are pre-made in the form of views and

connections. You can also manually create filters by selecting “Add Filters” in the upper right hand corner of both

your My Students and Tracking tabs. For more information, see the “Getting Started – Knowing Your Role, Filtering,

and Sorting – Filtering your Students/Tracking Items” sections of this manual.

What is the difference between messages, notes, and comments?

Messages, Notes, and Comments each serve a separate function in Starfish. Messages send an email to the student.

That email will be logged in the student’s file, which makes others aware of your outreach efforts. For more

information on how to send a message to a student, see the “Getting Started – View a Student Folder – Sending a

Message from a Student Folder” section of this manual. Comments are flag specific messages used to provide

updates on specific issues or include information on attempted outreach regarding that issue. Comments can also be

addressed to the student, allowing you to email students and simultaneously log a comment on a specific flag. For

more information on how to add a Comment to a Flag, see the “Getting Started – View a Student Folder – Adding a

Comment to a Flag” section of this manual. Notes are student specific messages that can be placed on a student’s

file. Notes do not need to be related to one particular issue, but rather to the student as a whole. For more

information on how to add a Note to a student’s file, see the “Getting Started – View a Student Folder – Adding a

Note to a Student Folder” section of this manual.

How are FERPA and other student privacy concerns addressed?

Confidentiality and privacy are taken seriously at ECC, and we value each student’s privacy. The Family Educational

Rights and Privacy Act (FERPA) does, however, allow the college flexibility to designate what campus officials can see

portions of a student’s education records. Instructors can only see the flags they have raised on a student, not flags

for other courses. Advisors and support staff who provide outreach can see all flags raised on a student, in order to

have an overview of what might be going on with the student. In this way, we can restrict access to flags to only

those school officials with an educational interest in the student’s flags.

Why do I see students from other campuses listed in my Tracking list, and Support Services offices from other

campuses in their network?

Check that Tracking is being properly sorted and filtered. If you are still seeing a student from a different campus,

the student may have changed their major after the semester began, which may not have been changed in Datatel.

You will need to check Datatel to see what their current major is, and whether or not they are taking classes at more

than one campus. A change of major would result in other Student Support Staff showing up in the student’s

network as well. You may choose to outreach to the student at a different campus or send the information to the

SSS office at the student’s home campus.

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How does a student use Starfish?

Students are able to log in to Starfish in order to view their active flags and kudos, their course enrollments, and

their success network. They will see each of the following general areas:

Dashboard: Shows currently active action items within Starfish, including active flags and kudos.

My Success Network: Shows all college personnel with which a student has an active relationship. This is a listing of

all SSS members to whom students can reach out for assistance.

Raise Your Hand: By using the “Raise my hand” feature in their folder, a student can identify a specific concern

regarding a course. An Instructional Support Specialist receives an email regarding the raised concern, and refers

the student to the proper Support staff to address the student’s concerns. The I.S.S. also sends a copy of the note to

the student and the professor of the course in which the concern was raised. Please address emails received from

the I.S.S. in a timely manner.

Students currently have three options regarding the “Raise my hand” feature:

1. “I need help in a course” – Students with concerns related to a specific course use this option to indicate the

need for help in that course. This flag will notify the instructor and related support services staff of the student’s

concerns.

2. “I need help paying for college” – Students with general financial concerns or who are experiencing financial

difficulty use this option to indicate they need help paying for college. Financial Aid personnel will be notified of

the student’s request for assistance.

3. “I need help with technology” – Students who need assistance with educational technology on campus can use

this flag to reach out for training.

4. “I need help” – Students select this option for general assistance, if their needs do not fit the other two options,

or if they are unsure where to start. Students can (optionally) select a course context for this request for

assistance.

Courses: This list will include all active course enrollments.

History: This will list all past activity in Starfish. While the Dashboard will show current needs, students will maintain

the ability to look back using the history channel.

Once I have raised a flag on a student, how do I know if/when the issue has been addressed or resolved?

Students will receive an email regarding some flags, with any comments an instructor makes. For detailed

information on which flags will result in notification to the student, see Appendix A. The staff member who

addresses the flag will add a note/comment to the flag regarding the outreach they have completed. When the issue

has been resolved, they will “close the loop” with an email to the person who raised the flag. Keep in mind that

because Starfish is new to ECC, many flags may not be cleared within the expected timeframe. Just because a

student’s flag has not been cleared, does not mean they haven’t met with someone or been referred to a campus

resource. If you meet or speak with a student and you feel the issue is resolved for now, please clear the flag! You

can always raise a flag again later if the issue arises again. Also, if you have already spoken to the student about the

issue and the student can be expected to address it, you do not need to raise a flag. Use flags when it is the best way

to communicate your concerns to the student and the student’s network.

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How long should I keep a flag open?

We ask that you follow-up on flags within a 2 week time period. If you have had no contact with a student, despite

various attempts, you can clear the flag with the appropriate comment. Using your case management system, you

should be clearing aging flags on a regular basis. For more tips, please see the Flag Management section of this

manual.

Why do I get an error message when I log into Starfish through my web browser?

Occasionally, you will receive a notification that you are unable to login to Starfish via your web browser. First check

that you are using the correct URL: https://Starfish.ecc.edu. If you still cannot log into Starfish, try logging in

through MyECC by using the Starfish logo. If you are still unable to log in, contact an I.S.S. for assistance by emailing

Starfish@ecc.edu.

VIII. Links to Remember

Starfish URL: https://starfish.ecc.edu

MyECC: https://myecc.ecc.edu

Starfish on MyECC : https://myecc.ecc.edu/starfish/Pages/default.aspx

Email: Starfish@ecc.edu

Starfish Team

Terrie Page Instructional Support Specialist North Campus paget@ecc.edu

Erica Goddard Instructional Support Specialist South Campus goddarde@ecc.edu

Heather Cruz Dean of Students – South Campus and Starfish Project Manager

South Campus cruzh@ecc.edu

Fabio Escobar Interim AVP, Institutional Research

Assessment Accreditation and Planning

City Campus escobar@ecc.edu

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IX. Appendix A – Sample Processes

Having trouble getting started with Starfish? Do you want to engage students, faculty, and staff, but you cannot decide

how to integrate this tool into your current workflow? Your Starfish team is here to help. Consider the following

suggestions regarding how to integrate Starfish into your daily, weekly, and monthly organizational process.

Sample Process for Faculty

1. Raise a flag manually whenever you have a concern about a student.

a. If you talk to the student in person first, use the flag to summarize your conversation

b. If you have not spoken to the student, use the flag as you would an email

c. If it is not an issue you can resolve, use the flag to tell the student where to get help

2. Check in with Starfish at times when you would typically review your students’ progress in the course. For

example:

a. When entering grades for your most recent exam

b. When checking on homework completion rates

c. During Progress Surveys/Mid Term Grade Reporting

d. Just before the add/drop period ends

3. Add comments to any existing flags that require updates, rather than raising new flags.

4. Clear any flags that are no longer concerns (see the Updating and Clearing tracking items sections of this

manual).

For more information, see the Flag Management – Tips for Managing Flags section of this manual

“I love that as a professor, I have the ability to raise concerns regarding a student before

they get so far behind that catching up becomes impossible. As an adjunct with limited

on-campus hours this program allows me to stay on top of my students even when I am

not physically accessible to them.”

~Anonymous Starfish User, Faculty/Staff Survey

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Sample Process for Student Support Services

1. Log into Starfish through the MYECC Starfish icon.

2. Go to Students Tab/Then Tracking Tab. Check for students that may have withdrawn or add/dropped a course

and clear those flags first.

3. Prioritize students by Filtering by flag type.

4. Send out any mass email messages or comments based on the flag type via the Tracking tab.

5. Download Tracking to an Excel document.

6. Sort in Excel the students with multiple flags by using Conditional Formatting (highlight in red) and outreach to

those students first. An alternate sort would be by date (oldest flags first). Save the Excel document to your

desktop to assist in follow up/case management.

7. When reviewing a flag, you have choices:

a) Clear the flag because it doesn’t need further attention; leave a comment and close flag.

b) Send an email message to student in Starfish, add comment, call student for follow-up; make notes on

your Excel spreadsheet about the contact types, date and result so that you can go back to it 7-10 days

later for follow-up and closure (within 2 weeks).

c) Refer student to a different department as needed using the Network in Student’s folder. For

example, refer student to financial aid, registrar’s office, library, etc. in a Starfish message, and send a

copy to the person to whom you are referring student.

d) Always leave a comment regarding your outreach efforts so that the flag raiser knows an intervention

has been attempted. Use standard comments referenced in this manual.

For more information, see the Flag Management – Tips for Managing Flags section of this manual

“I believe Starfish is a great tool with the cooperation of each professor. In my case, most of

the professors have been very proactive with contacting me and addressing the flags for each

student.

~Louis Eve, Say Yes Mentor, Starfish Power User

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X. Appendix B – Tracking Item Names and Permissions

Item Name1 When to Use View/Raise/Manage/Email2

Academic Research Resources (A)

Raise this flag when a student needs help developing skills in academic research, including assistance with identifying scholarly sources, assistance with research projects, or navigating electronic academic databases. An email will be sent to the student connecting him or her to available online resources. Librarians will have access to this concern and the details you provide in case a student seeks library assistance. Flag is visible by Flagged Student Disclosable under FERPA Comments Required

Flagged Student (E-R) Advisor Athletics Mentor (M, E-C, E-A, E-R) Department Chairs & Heads EOP Counselor EOP Mentor ESL Student Success Specialist General Advisor Instructor (R, M) International Student Services Case Manager Librarian (R, M, E-C, E-A, E-R) Say Yes Mentor Skills Center Technical Assistant (M) Starfish ISS (M) Student Access Center (SAC) Counselor – All Campuses Student Access Center (SAC) Technical Assistant - All Campuses Student Support Center Counselor - All Campuses Student Support Center Mentor - All Campuses Technology Mentor – North Campus (M, E-C, E-A, E-R) Technology Mentor – South Campus (M, E-C, E-A, E-R) Veterans Coordinator

Attendance Concern (A)

Raise this when a student isn't attending class regularly and you believe their academic success is affected by the attendance concern. This flag is included in the Week 3 Progress Survey. Please provide a comment detailing the attendance concern. Flag is visible by Flagged Student Disclosable under FERPA No Comments Required

Flagged Student (E-R) Academic Leadership (M) Advisor Athletics Mentor (M, E-C, E-A, E-R) Counseling Chair (M) Department Chairs & Heads EOP Counselor (M) EOP Mentor (M, E-C, E-A, E-R) ESL Student Success Specialist (M, E-C, E-A, E-R) Financial Aid Counselor General Advisor Instructor (R, M) International Student Services Case Manager Say Yes Mentor (M, E-C, E-A, E-R) Starfish ISS (M) SAC Counselor - All Campuses (M, E-C, E-A, E-R) SAC Technical Assistant - All Campuses (M, E-C, E-A, E-R) Student Services Leadership (M) Student Support Center Counselor - All Campuses Student Support Center Mentor - All Campuses Technology Mentor – North Campus (M, E-C, E-A, E-R) Technology Mentor – South Campus (M, E-C, E-A, E-R) Veterans Coordinator (M, E-C, E-A, E-R)

Behavioral Crisis Concern (S)

Raise this flag when you believe a student presents a physical threat to self, others, or the campus. This flag is confidential and is not shared with the student. Faculty and

Academic Leadership (Raise only) Academic Support (Raise only) Advisor (Raise only) Associate Vice President of Student Engagement (R, V, M) Athletics Mentor (Raise only)

1 Flag type is designated in parentheses. Academic (A), Social (S), Financial (F), Health (H), Kudos (K) & System (Sys). 2 The roles listed are able to View flags, unless otherwise specified. It is designated who can raise (R) or manage (M) the flag within parentheses. Emails can be sent on clear (E-C), raise (E-R), and when the flag is assigned (E-A).

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Item Name1 When to Use View/Raise/Manage/Email2 staff who raise the flag will not be able to view or manage it. Note: As per ECC protocol, please first notify Campus Security at 1133 (City), 1633 (South), and 1433 (North). Flag is NOT visible by Flagged Student. Not disclosable under FERPA Emergency Notification! Comments Required

Counseling Chair (V, R, M, E-C, E-A, E-R) Dean of Students (V, R, M, E-C, E-A, E-R) Department Chairs and Heads (Raise only) Distance Learning Mentor (Raise only) EOP Counselor (Raise only) EOP Mentor (Raise only) ESL Student Success Specialist (Raise only) General Advisor (Raise only) Instructor (Raise only) International Student Services Case Manager (Raise only) Say Yes Mentor (Raise only) Skills Center Technical Assistant (Raise only) Starfish ISS (V, R, M, E-C, E-A, E-R) SAC Counselor – All Campuses (Raise only) SAC Technical Assistant - All Campuses (Raise only) Student Services Leadership (Raise only) Student Services Support (Raise only) SSC Counselor - All Campuses (Raise only) SSC Mentor - All Campuses (Raise only) Technology Mentor – North Campus (Raise only) Technology Mentor – South Campus (Raise only) Veterans Coordinator (Raise only)

Course Materials Concern (A)

Raise this flag if the student does not have the required course materials. The flag will be available to the Library, Department Chairs and Heads, and Academic and Student Affairs Leadership teams. Provide a list of missing materials in the comments field. The student does not receive an email for this flag. The Starfish Instructional Support Specialist will collaborate with appropriate support staff and leadership teams to attempt to secure the necessary course materials and take charge of student communications. This is a critical flag. Flag is visible by Flagged Student Disclosable under FERPA Comments Required

Flagged Student (E-R) Athletics Mentor (R, M, E-C, E-A, E-R) Distance Learning Mentor (R, M) EOP Counselor (R, M) EOP Mentor (R, M, E-C, E-A, E-R) ESL Student Success Specialist (R, M, E-C, E-A, E-R) Instructor (R, M, E-C) International Student Services Case Manager (R) Say Yes Mentor (R, M, E-C, E-A, E-R) Skills Center Technical Assistant (R) Starfish ISS (R, M) SAC Counselor – All Campuses (R, M) SAC Technical Assistant – All Campuses (R, M) Student Services Leadership (R) Student Services Support (R) Student Support Center Counselor - All Campuses (R) Student Support Center Mentor - All Campuses (R) Technology Mentor – North Campus (R, M, E-C, E-A, E-R) Technology Mentor – South Campus (R, M, E-C, E-A, E-R) Veterans Coordinator (R, M, E-C, E-A, E-R)

In Danger of Failing Concern (A)

Raise this when a student is in danger of failing a course. Please provide details on whether and how the student can avoid failure in the time remaining in the term. The student is immediately notified of the concern, as are any support offices with which the student is associated. Support service contact information is included in the email that is sent to the student. Flag is visible by Flagged Student

Flagged Student (E-R) Academic Leadership (M) Academic Support Athletics Mentor (M, E-C, E-A, E-R) Counseling Chair (M) Department Chairs and Heads Distance Learning Mentor (M, E-C, E-A, E-R) EOP Counselor (M) EOP Mentor (M, E-C, E-A, E-R) ESL Student Success Specialist (M, E-C, E-A, E-R) General Advisor Instructor (R, M) International Student Services Case Manager

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Item Name1 When to Use View/Raise/Manage/Email2 Disclosable under FERPA Emergency Notification! Comments Required

Say Yes Mentor (M, E-C, E-A, E-R) Starfish ISS (M) SAC Counselor - All Campuses (M, E-C, E-A, E-R) SAC Technical Assistant - All Campuses (M, E-C, E-A, E-R) Student Services Leadership Student Support Center Counselor - All Campuses (M) Student Support Center Mentor - All Campuses (M) Technology Mentor – North Campus (M, E-C, E-A, E-R) Technology Mentor – South Campus (M, E-C, E-A, E-R) Veterans Coordinator (M, E-C, E-A, E-R)

I Need Help (S) Student selects this option when he/she knows they need help for a personal (non-academic) concern but doesn’t know where to start. Please enter the best way to contact you, including your most recent phone number and email address. A counselor or mentor will attempt to contact the student. Flag is visible by Flagged Student Disclosable under FERPA Emergency Notification! Comments Required

Flagged Student (R, E-R) Academic Leadership (M) Athletics Mentor (M, E-C, E-A, E-R) Counseling Chair (M) EOP Counselor (M) EOP Mentor (M) ESL Student Success Specialist (M) International Student Services Case Manager Say Yes Mentor (M) Starfish ISS (M, E-C, E-A, E-R) SAC Counselor – All Campuses (M) SAC Technical Assistant - All Campuses (M) Student Services Leadership (M) Student Support Center Counselor - All Campuses (M) Student Support Center Mentor - All Campuses (M) Technology Mentor – North Campus (M, E-C, E-A, E-R) Technology Mentor – South Campus (M, E-C, E-A, E-R) Veterans Coordinator (M)

I Need Help In A Course (A)

Students select this option when assistance is needed in a course. Your instructor and the appropriate support services will be notified. Don't forget to include your latest email address and phone number. Flag is visible by Flagged Student Disclosable under FERPA Comments Required

Flagged Student (R, E-R) Academic Leadership (M) Advisor Athletics Mentor (M, E-C, E-A, E-R) Department Chairs and Heads (M) Distance Learning Mentor (M, E-C, E-A, E-R) EOP Counselor (M) EOP Mentor (M, E-C, E-A, E-R) ESL Student Success Specialist (M, E-C, E-A, E-R) General Advisor Instructor (M, E-R) International Student Services Case Manager Say Yes Mentor (M, E-C, E-A, E-R) Starfish ISS (M, E-C, E-A, E-R) Student Services Leadership (M) SAC Counselor - All Campuses (M, E-C, E-A, E-R) SAC Technical Assistant – All Campuses (M, E-C, E-A, E-R) Student Support Center Counselor - All Campuses (M) Student Support Center Mentor - All Campuses (M) Technology Mentor – North Campus (M, E-C, E-A, E-R) Technology Mentor – South Campus (M, E-C, E-A, E-R) Veterans Coordinator (M, E-C, E-A, E-R)

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Item Name1 When to Use View/Raise/Manage/Email2

I Need Help Paying for College (F)

Select this option when you need assistance with financial concerns. Flag is visible by Flagged Student Disclosable under FERPA Comments Required

Flagged Student (R, E-R) Academic Leadership (M) Advisor Athletics Mentor (M, E-C, E-A, E-R) Counseling Chair Department Chairs and Heads EOP Counselor (M, E-C, E-A, E-R) EOP Mentor (M, E-C, E-A, E-R) ESL Student Success Specialist International Student Services Case Manager Say Yes Mentor (M, E-C, E-A, E-R) Starfish ISS (M, E-C, E-A, E-R) SAC Counselor - All Campuses (M) SAC Technical Assistant - All Campuses Student Services Leadership (M) Student Support Center Counselor - All Campuses Student Support Center Mentor - All Campuses Technology Mentor – North Campus (M, E-C, E-A, E-R) Technology Mentor – South Campus (M, E-C, E-A, E-R) Veterans Coordinator (M, E-C, E-A, E-R)

Kudos - Keep Up the Good Work (K)

Raise this kudo for students who are performing well. Kudos is visible by Student Disclosable under FERPA No Comments Required (Please consider providing a comment to the student that specifically identifies the behavior(s) that are working well for them.

Flagged Student (E-R) Academic Leadership Advisor (R, M) Athletics Mentor (R, M, E-C, E-R) Counseling Chair Department Chairs and Heads (R, M) Distance Learning Mentor (R, M) EOP Counselor (R, M) EOP Mentor (R, M) ESL Student Success Specialist (R, M) Instructor (R, M) International Student Services Case Manager Say Yes Mentor (R, M) Skills Center Technical Assistant (R, M) Starfish ISS (R, M) SAC Counselor - All Campuses (R, M) SAC Technical Assistant - All Campuses (R, M) Student Services Leadership (R, M) Student Support Center Counselor - All Campuses (R, M) Student Support Center Mentor - All Campuses (R, M) Technology Mentor – North Campus (R, M, E-C, E-A, E-R) Technology Mentor – South Campus (R, M, E-C, E-A, E-R) Veterans Coordinator (R, M)

Kudos - Showing Improvement in a Course (K)

Raise this kudo when a student has shown improvement. Kudos is visible by Student Disclosable under FERPA No Comments Required

Flagged Student (E-R) Academic Leadership Advisor (R, M) Athletics Mentor (R, M, E-C, E-R) Counseling Chair Department Chairs and Heads (R, M) Distance Learning Mentor (R, M) EOP Counselor (R, M) EOP Mentor (R, M)

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Item Name1 When to Use View/Raise/Manage/Email2 ESL Student Success Specialist (R, M)

Instructor (R, M) International Student Services Case Manager Say Yes Mentor (R, M) Skills Center Technical Assistant (R, M) Starfish ISS (R, M) SAC Counselor - All Campuses (R, M) SAC Technical Assistant - All Campuses (R, M) Student Services Leadership (R, M) Student Support Center Counselor - All Campuses (R, M) Student Support Center Mentor - All Campuses (R, M) Technology Mentor – North Campus (R, M, E-C, E-A, E-R) Technology Mentor – South Campus (R, M, E-C, E-A, E-R) Veterans Coordinator (R, M)

Missing Assignments (A)

Raise this flag when a student is missing or late with assignments. Please provide details of the missing assignments and any information on whether submissions are still being accepted or how the student can catch up. Comments are required for this flag. Flag is visible by Flagged Student Disclosable under FERPA Comments Required

Flagged Student (E-R) Academic Leadership (M) Academic Support Athletics Mentor (M, E-C, E-A, E-R) Department Chairs and Heads Distance Learning Mentor (M, E-C, E-A, E-R) EOP Counselor EOP Mentor (M, E-C, E-A, E-R) ESL Student Success Specialist (M, E-C, E-A, E-R) General Advisor Instructor (R, M) International Student Services Case Manager Say Yes Mentor (M, E-C, E-A, E-R) Starfish ISS (M) SAC Counselor - All Campuses (M) SAC Technical Assistant - All Campuses (M) Student Services Leadership (M) Student Support Center Counselor - All Campuses (M) Student Support Center Mentor - All Campuses (M) Technology Mentor – North Campus (M, E-C, E-A, E-R) Technology Mentor – South Campus (M, E-C, E-A, E-R) Veterans Coordinator (M, E-C, E-A, E-R)

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Item Name1 When to Use View/Raise/Manage/Email2

Online Participation Concern (Sys)

This system flag is raised when a student fails to log in to an online course for ten consecutive days during a fall or spring semester. Flag is visible by Flagged Student Disclosable under FERPA System Raised System Cleared – On Login

Flagged Student (E-R) Academic Leadership Academic Support Advisor Athletics Mentor (E-C, E-A, E-R) Department Chairs and Heads Distance Learning Mentor EOP Counselor EOP Mentor ESL Student Success Specialist General Advisor Instructor (E-C, E-A, E-R) International Student Services Case Manager Say Yes Mentor Starfish ISS (M) SAC Counselor – All Campuses SAC Technical Assistant - All Campuses Student Support Center Counselor - All Campuses Student Support Center Mentor - All Campuses Technology Mentor – North Campus (E-C, E-A, E-R) Technology Mentor – South Campus (E-C, E-A, E-R) Veterans Coordinator

Participation Concern (A)

Raise this flag when a student fails to meet a required course participation component in a course. Please provide details of the participation policy and how the student can improve. Flag is visible by Flagged Student Disclosable under FERPA No Comments Required

Flagged Student (E-R) Academic Leadership Advisor Athletics Mentor (M, E-C, E-A, E-R) Department Chairs and Heads (M) EOP Counselor EOP Mentor (M) ESL Student Success Specialist (M) General Advisor Instructor (R, M) International Student Services Case Manager Say Yes Mentor (M) Starfish ISS (M) SAC Counselor - All Campuses (M) SAC Technical Assistant – All Campuses (M) Student Services Leadership Student Support Center Counselor - All Campuses Student Support Center Mentor - All Campuses Technology Mentor – North Campus (M, E-C, E-A, E-R) Technology Mentor – South Campus (M, E-C, E-A, E-R) Veterans Coordinator (M)

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Item Name1 When to Use View/Raise/Manage/Email2

Poor Performance (A)

Raise this when a student performs poorly on or fails to submit one or more assignments (tests, quizzes, papers, etc.). Provide comments detailing the poor performance and a follow-up plan for the student to improve. Flag is visible by Flagged Student Disclosable under FERPA Comments Required

Flagged Student (E-R) Academic Leadership Athletics Mentor (M, E-C, E-A, E-R) Department Chairs and Heads Distance Learning Mentor (M, E-R) EOP Counselor EOP Mentor (M, E-C, E-A, E-R) ESL Student Success Specialist (M, E-C, E-A, E-R) General Advisor Instructor (R, M) International Student Services Case Manager Say Yes Mentor (M, E-C, E-A, E-R) Skills Center Technical Assistant (M) Starfish ISS (M) SAC Counselor – All Campuses (M) SAC Technical Assistant - All Campuses (M) Student Services Leadership (M) Student Support Center Counselor - All Campuses (M) Student Support Center Mentor - All Campuses (M) Technology Mentor – North Campus (M, E-C, E-A, E-R) Technology Mentor – South Campus (M, E-C, E-A, E-R) Veterans Coordinator (M, E-C, E-A, E-R)

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XI. Glossary of Terms

Comment – Comments are flag specific messages used to provide updates on specific issues or include information on

attempted outreach regarding that issue. Comments can also be addressed to the student, allowing you to email

students and simultaneously log a comment on a specific flag.

Closing the Loop – When a flag is cleared by someone other than the Flag Raiser, that person will be given the option to

Close the Loop. This message will be sent to the Flag Raiser giving them an update about why the flag is being cleared.

This can be written like an email message to the Flag Raiser, and should include details on what was done with the

student and why the flag is being cleared.

Flag – When a concern is raised within Starfish, it generates a flag. A flag documents a single particular issue for a

specific student. A student can have multiple flags raised in the same course. If, for example, the student has not been

attending class or completing assignments, they may have an Attendance Concern Flag and a Missing Assignments flag.

They may also have two of the same flag for multiple courses. If, for example, they are not attending their English or

their Mathematics course, they may have an Attendance Concern flag for each course.

Kudos – When a student is doing well, or is showing a positive effort in a course, a kudos can be raised to provide

positive feedback to both the student, and their Success Network. A kudos can be used for those who are performing

exceptionally well in the course, who are showing improvement after a rough patch, or for those who are demonstrating

positive course related behaviors regardless of their grades. It is best practice to include a comment with a kudos, so

that a student knows which behavior(s) they should continue.

Message – Messages are the equivalent of sending an email to a student. Those emails will be logged in the Student

Folder within Starfish and will be visible to anyone who has access to that student’s folder. Messages will appear to the

student as if they are from your email address, and students will be able to reply directly to you.

Note – Notes are student specific messages that can be placed on a student’s file. Notes do not need to be related to

one particular issue, but rather to the student as a whole.

Success Score - The Success Score is a dynamic, color-coded assessment of an individual student’s risk factors. This score

is a quantitative representation of the student’s relative vulnerability to struggle based on factors outside of the

classroom.

Success Network – A student’s Success Network is a listing of all college personnel with which a student has an active

relationship in Starfish. This is a listing of all individuals to whom students can reach out for assistance on campus.