Making Appointments and Office Hours Setting Office Hours

Once you have appointment preferences set up, you are ready to set office hours and begin making appointments with students. To set up standing office hours: 1. Log in to Starfish: https://everettcc.starfishsolutions.com/starfish-ops/support/

login.html2. To set standing times that students can make appointments with you, click the office

hours button [A]. Please note that, if you want students to be able to book time withyou directly through Starfish (rather than emailing you) you must set office hours.

A

3. In the window that appears, fill in the full information about your office hours:

A name for the type of office hours you are creating [B] Timing and when you would like those office hours to repeat [C] A location for those office hours [D] (Please note that you must have a location

created in appointment preferences in order to create office hours)

What types of scheduling you want to allow [E] (Please note that if you want tobe able to use the Starfish appointment feature to take notes on students whodon’t book in advance, you must choose an office hours type that includes walk-ins)

The minimum and maximum amount a time a single student can book [F] What type of appointment you want to allow [G] (Please note that, at this time,

General Appointment is the only type configured for general use)

(Optional) Instructions for accessing these office hours [H]

B

C

D

E

F

G

H

I

4. In order to limit the term or period of time in which these office hours are offered,select Start/End Date tab [I]. Within that window, selection the start date [J]. Youcan determine end date by selecting any of the following options from the drop down[K]: Never (office hours are ongoing)

End of term (select the last term you want these office hours to appear for)

On Date (select the last day you want these office hours to occur)

After (select the total number of occurrences for these office hours)

JK

L

5. Once you have set office hours, click submit [L]. This will save the office hours andsend an invite to your linked Google calendar if you have set one up.

6. Students can now make appointments with you directly through Starfish during youroffice hours. If you want office hours to always appear as blocked off time on yourGoogle calendar, then accept the invite for the whole series. If you only want the timeto be blocked off if students book them, then refuse that invitation. A new one will besent with each student booking.

Making Single Appointments

You can also make appointments with students outside of normal office hours, or just use the appointment feature to take notes on students you see outside office hours on a walk-in basis. In both of these cases, you will need to add the appointment to your Starfish Calendar yourself. To do this: 1. Click the "Appointment" button [M] from any screen.

M

2. On the "Add Appointment" popup, search for the student you want to make anappointment with by name, email, or student ID number [N].

N

S

U

OP

Q

RT

3. Fill in the following appointment information:

Appointment time [O] (please note that you can set the appointment time to apast time if you are recording a student interaction that already happened)

Appointment location [P] (please note that as with office hours, you must have alocation created in appointment preferences in order to create appointments)

Appointment Reason [Q] (this determines who can view shared notes)

Whether notes are shared or private [R] (for a list of who can see the notes if youchoose to share them, see box [S])

(Optional) If this appointment is associated with a course, you can select thatcourse [T]

(Optional) a detailed description of the reason for the appointment [U]4. When you have filled in all appointment information, click submit. By default,

this will send an email to the student and an invite to both your linked GoogleCalendar and the student’s linked Google calendar.

Cancelling Appointments

Appointment and office hours made through starfish can also be cancelled through Starfish. This automatically deletes them from a linked Google calendars as well. To cancel an appointment: 1. From the main menu, select "Appointments" [V].

V

2. To cancel an individual appointment, go to the day the appointment is scheduled foron your calendar, and hover over the calendar symbol on the appointment. You canthen select "Cancel" [W].

W

3. In the popup that appears, fill out the reason for cancellation [X], then submit.Please note that you must fill out something in the message box in order for thecancellation to go through. Starfish will automatically send a cancellation to yourlinked Google calendar.

X

4. To cancel a series of recurring office hours, go the availability section ofthe appointments screen, hover over the clock symbol [Y], and click the down arrow on "Cancel" [Z]. You can then select whether to cancel one instance of your office hours or the whole series. As with cancelling a single appointment, you will need to put in a cancellation comment.

Y

Z