Implementation Meeting Tuesday, September 3, 2013 (updated)

Implementation Meeting

Tuesday, September 3, 2013 (updated)

Agenda

• Introduction to Starfish• VCCS Implementation• Timeline• Next Steps

NOVA’s Starfish Implementation Team

• 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 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 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:•Never Attended•Attendance Concern• Low Participation• Class Assignment Concern• Low Quiz/Test Scores• Classroom Conduct Concern•General Concern• In Danger of Failing

Kudos:• Showing Improvement• Keep Up the Good

Work• Outstanding Academic

Performance“Classroom Conduct Concern” was removed from the list, as each college in the VCCS has their own way of reporting behavioral issues. NOVA has the CARE system.

What happens to the tracking items

• 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 StarfishFor 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

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

RoleView Tracking

Items for… Raise Tracking Items for …

Receives Email

Digest?

InstructorsAll raised by him/herself. All students in course.  

Counselors All. Only General Concern Flag.  

Faculty Advisors All. Only General Concern Flag. Deans of Students All. Only General Concern Flag.  

Academic Deans All. Only General Concern Flag.  

Note: This list is not include all roles at NOVA. It has been summarized for readability.

Slide 12

Course Surveys  16-week courses 8-week courses 4-week

coursesDynamic courses

  Census Survey

Mid-term/ Withdraw Survey

Census Survey

Mid-term/ Withdraw Survey

Census survey (no mid-term survey)

Census survey (no mid-term survey)

Never Attended    

Low Participation    

Classroom Assignment Concern

General Concern

Keep Up the Good Work    

In Danger of Failing    

Attendance Concern        

Low Quiz / Test Scores        

Outstanding Academic Performance

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 languageText in BLUE would be data entered based on the flag or kudos raisedText in RED should be replaced with college-specific text

Timeline (tentative)

• Discovery Document – completed March 2013• Crafting of Flag and Kudos emails – completed

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 2014Slide 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]