Starfish - Student Success Plan Process (SON Faculty & Staff - Initial Setup)

This document provides an overview of how SIUE School of Nursing faculty create and manage student success plans in Starfish to track students at risk of failing. This process replaces a paper process.

Click the plus sign below to expand the menus for directions. 

  • Step 1 - Sign into Starfish and Set Appointment Preferences and Office Hours
    • Sign into Starfish:

      Option 1:  Login to Blackboard (https://bb.siue.edu) and click Starfish from the list of tabs along the top:





      More resources can be found on the Starfish webpage here: http://www.siue.edu/its/starfish/






    • Set Appointment Preferences:

      1. Login to Starfish

      2. Click the three horizontal lines in the top left of the screen to open the menu:

      https://kb.siue.edu/images/group204/71880/menuicon.PNG

      3.  Click the down arrow next to your name and select Appointment Preferences:

      https://kb.siue.edu/images/group204/71880/downarrow.PNG

      This screen gives you the following options:
      • Set up your minimum appointment length (15 minutes is a common selection)
      • Scheduling deadline - how soon you want to allow students to schedule time with you (24 hour(s) before the office hours is common)
      • Allow drop-ins after deadline has passed - check this box if you wish to include a note in your calendar letting students know that they cannot schedule, but can walk in to your office after the scheduling deadline has passed.
      • My Locations - Add all possible meeting locations, including physical offices, phone numbers, or anywhere else you might want to meet with students.  When you build your calendar availability for appointments, you will select which of these locations apply to each set of hours.  Students will have the ability to select their meeting place of choice from these options when scheduling a meeting with you.
      • Calendar Managers - Give other users the ability to add/edit your office hours and schedule and edit appointments on your calendar.
      Starfish Appointment Preferences

      When you are finished updating your appointment preferences click Submit near the top right of the screen.

      More resources can be found on the Starfish webpage here: http://www.siue.edu/its/starfish/
    • Set Office Hours:

      1. Login to Starfish

      2. Click the three horizontal lines in the top left of the screen to open the menu:

      https://kb.siue.edu/images/group204/71880/menuicon.PNG

      3.  Click the Appointments tab:



      4.  Click the Office Hours button:



      5.  This window provides the following options:


      • Title: Enter a name for this block of time.  Students will see this name when they view your calendar.  The title will also help you keep track of different types of office hours you have established.
      • What day(s)?: Select days for this block of time and indicate any recurrence (e.g. Repeats every 1 week).
      • What time?: Use these fields to enter the start and end time for the office hours.
      • Where?:  Select where meetings will be held using the checkbox(es) next to your location(s).  The location options are pulled from the Appointment Preferences section of your profile.  If you choose more than one location, the student will be able to choose his/her preferred location for the meeting.  To add additional location options, go to the Appointment Preferences section of your profile.
      • Office Hour Type:
        • Walk-ins Only: select this option to show the time as available to students, but disallow anyone from making advance appointments.
        • Scheduled and Walk-ins: If you want students to have the option of making an appointment during this time.
        • Scheduled Appointments Only: Select this if you will not take any walk-ins.
      • How long?: Select how long meetings can be by selecting a minimum and maximum duration. If the minimum and maximum are identical, the student will not be given a choice of duration. 
      • Appointment Type: If your role has permissions to add more than one appointment type, you will see checkboxes that allow you to select which types apply to this block of time.
      • Instructions: Use the instructions box to enter instructions to students scheduling with you during this block of time. Instructions are required for blocks that allow Walk-ins.
      • Start/End Date: Set a time frame for a repeating office hour block.  It's recommended that you choose End of Term for end date as office hours often change each term.  This means you will need to set new office hours in Starfish each term.
      Repeat these steps for different blocks of office hours.

      6.  Click the Submit button at the top or bottom of the Add Office Hours form to save your Office Hour block.


      More resources can be found on the Starfish webpage here: http://www.siue.edu/its/starfish/

  • Step 2 - Sync your External (Outlook and/or Google) Calendar with your Starfish Calendar (optional)
    • Sync Your Outlook Calendar with Starfish:

      Starfish supports Two-Way Calendar Communication via email with most online calendars (e.g., Microsoft Outlook, Google, Entourage). When an appointment is scheduled or updated in Starfish, a calendar invitation email (with iCal attachment) is sent to both parties (the student and the calendar owner) and users can accept or decline in their email client.  This two-way communication about Starfish appointments is automatically available and requires no additional integration or installation.  However, if you want your external appointments to override your available office hours in Starfish, you will set up the external calendar integration as outlined below.  Note:  External appointments that pull into Starfish do not show the appointment details to the student.  It will just not allow the student to schedule a meeting with you during that time.

      1. Login to Starfish

      2. Click the three horizontal lines in the top left of the screen to open the menu:

      https://kb.siue.edu/images/group204/71880/menuicon.PNG

      3.  Click the down arrow next to your name and select Email Notifications:



      4.  Select the box next to Read busy times from my external Exchange calendar:



      5.  Then click the Click here for further instructions link:



      6.  Finally, select which version of Outlook you are using from the top of the window and follow the instructions to sync your calendars:




      More resources can be found on the Starfish webpage here: http://www.siue.edu/its/starfish/
    • Sync Your Google Calendar with Starfish:

      Starfish supports Two-Way Calendar Communication via email with most online calendars (e.g., Microsoft Outlook, Google, Entourage). When an appointment is scheduled or updated in Starfish, a calendar invitation email (with iCal attachment) is sent to both parties (the student and the calendar owner) and users can accept or decline in their email client.  This two-way communication about Starfish appointments is automatically available and requires no additional integration or installation.  However, if you want your external appointments to override your available office hours in Starfish, you will set up the external calendar integration as outlined below.  Note:  External appointments that pull into Starfish do not show the appointment details to the student.  It will just not allow the student to schedule a meeting with you during that time.

      1. Login to Starfish

      2. Click the three horizontal lines in the top left of the screen to open the menu:

      https://kb.siue.edu/images/group204/71880/menuicon.PNG

      3.  Click the down arrow next to your name and select Email Notifications:



      4.  Select the box next to Read busy times from my external Google calendar:



      5.  Then click the Click here for further instructions link:



      6.  Finally, follow the instructions to sync your calendars:




      More resources can be found on the Starfish webpage here: http://www.siue.edu/its/starfish/

  • Step 3 - Search for a Student and Create the Success Plan
    • Search for a Student:

      1. Login to Starfish

      2. Click on the three horizontal lines in the top left corner of Starfish to expand the menu.

      https://kb.siue.edu/images/group204/91957/menuicon.PNG

      3. Click Students tab:

      https://kb.siue.edu/images/group204/91957/5.PNG

      4.  Select Nursing Instructors from the Connection dropdown:



      5.  Select Ongoing from the Term dropdown:


      6.  Type all or a portion of the student's first or last name in the Search field and click Go or press Enter:


      7.  Click on the student's name in the search results list to open their record:





      More resources can be found on the Starfish webpage here: http://www.siue.edu/its/starfish/
    • Create a Success Plan:

      1. Login to Starfish

      2. Find the student and open the student's record.

      3. Click the Success Plan button:



      4.  Select Nursing Success Plan from the Plan Type dropdown. Do not submit until the final step. 

      Select and plan image 

      5. In the Tracking Item section, select the Nursing - SBAR item by clicking the Pencil icon Pencil edit icon next to it. You will then be able to add details to the tracking item. 

      Select tracking item image

      6. You can add the details in the Specific Recommendation text area. 
      Selecting a due date is optional, and it is best practice to associate the item with your course from the drop down options. Click Update Item. 
      Note: The remaining tracking items should be edited during or after your meeting with a student. You can find directions and best practices for these edits in the Manage a SON Success Plan in Starfish article. 

      Update tracking item image


      6. Click Submit.  Note: The student will receive an email notifying them that a Success Plan has been created.  The email also instructs them to schedule a meeting with the creator of the success plan via Starfish.

      Submit image

      More resources can be found on the Starfish webpage here: http://www.siue.edu/its/starfish/

  • Step 4 - Manage the Success Plan Flags/Tracking Items
    • Manage the Success Plan Flags/Tracking Items:

      1. Login to Starfish

      2. Find the student and open the student's record.

      3.  During the meeting with the student, you will pull up the student's record and click the Tracking tab to see the flags you need to manage:

      https://kb.siue.edu/images/group204/91960/5.PNG

      4.  Note: Use the paper Academic Improvement (AI) form as a guide when completing the details for each flag.  Hover over the Nursing-SBAR item and click Edit:



      5.  In the Comment section, provide specific examples of student performance, attendance, assignments turned in late, exam grades, or other issues.  Enter the Situation, Background, Assessment, and Recommendations:



      6.  Click Save to exit out of the tracking item.

      7.  Hover over the Nursing - Student Assessment item and click Edit:



      8.  In the Comment section, provide details such as study habits, work responsibilities, or behavioral or other issues that may be contributing to poor performance.

      9.  Click Save to exit out of the tracking item:

      10.  Hover over the Nursing - Student Goal item and click Edit:



      11.  In the Comment section, enter the student-provided target percentage grade for the course.

      12.  Click Save to exit out of the tracking item:

      13.  Hover over the Nursing - Recommendations item and click Edit:



      14.  In the Comment section, provide details regarding the faculty's recommendation for the student to improve their performance (i.e. referred to ACCESS).

      15.  Click Save to exit out of the tracking item:

      16.  If you wish to refer this student to the Nursing Success Team (Dean, Associate Dean, Advising, etc.), complete the following steps (optional):

      17.  Hover over the Nursing - Meet With Nursing Success Team item and click Edit:



      18.  In the Assignee section, select Other Provider then enter the name of the person to whom you want to assign this flag:



      19.  In the Comment section, provide any details you want to pass on to the assignee.  Note: The assignee will have access to all your notes in the tracking items you completed during your meeting with the student so you won't need to enter duplicate information here.

      20.  Click Save to exit out of the tracking item.  Note: Saving this Referral flag generates an email to the student to schedule a meeting with the Assignee via Starfish.

      21.  To see notes in a success plan, click the plus sign next to a flag to expand the comments:



      22.  To resolve a task so that it is no longer open/due, hover over the item and select Clear.  Note: You should resolve each task after you've entered the comments:



      23.  Provide a comment if needed (optional) and click Submit:



      24.  To view only open or resolved tasks/flags for a student, select the proper radio button:



      25.  To keep track of open Success Plans or students you still need to meet with regarding course performance, be sure to check the Flags I'm Managing section of your Starfish dashboard:



      More resources can be found on the Starfish webpage here: http://www.siue.edu/its/starfish/




Keywords:starfish, school of nursing, success plan, flag, tracking, AI   Doc ID:91946
Owner:Niki G.Group:Southern Illinois University Edwardsville
Created:2019-05-24 07:58 CDTUpdated:2019-10-10 14:16 CDT
Sites:Southern Illinois University Edwardsville
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