SAILS Student Assistance And Intervention For Learning Success

1. SAILS Student Assistance And Intervention For Learning Success Faculty Development Tidewater Community College Spring 2014

2. Agenda • Background • Overview • How To Slides • Student’s Perspective • TCC Process • Support

3. Background

4. SAILS at TCC • VCCSEarly Alert System using Starfish Retention Solutions, rebranded SAILS Student Assistance and Intervention for Learning Success • Not just an early alert system, it is a communication and course management system. • Launched on September 30, 2013 for Developmental Education courses • Prior Academic Alert System (SARS) is no longer available, effective December 2013.

5. Current System • Effective Spring 2014, progress surveys include BIO 1 and 101, ENF, ENG 111, MTE, MTT, MTH 163, and SDV courses. • Instructors teaching other courses can raise items manually via SAILS, even though they do not receive the progress surveys

6. Retention Data for First Time Students Nationally, about 25% of first time students who begin in the fall will not return for the spring semester; and close to 50% will be gone by the next fall term. TCC-First time in college Fall 2011: 54% retention for following fall

7. SAILS as the BRIDGE • The earlier a student knows their academic standing in a course, the sooner they can begin seeking assistance and using campus support services. • SAILS provides instructors a convenient and efficient manner to communicate with students regarding their progress in the course. • Instructors can even track attendance in SAILS.

8. SAILS promoting Student Success • Early intervention and communication regarding course progress have been shown to increase retention and student success. • The most critical period is during the first semesterand first year. • Developmental Education and Gateway courses were selected as the primary courses to participate in the progress surveys for SAILS

9. It Takes a Village!! Instructors make the biggest difference in the success of our students. SAILS helps them communicate more efficiently with our students!

10. OVERVIEW

11. VCCS Flags and Kudos

12. VCCS Flags

13. General Concern Flag • Instructors raise this flag if they have a general concern about a student that does not fit one of the other flag categories. • Comments will be required to describe the concern and are not visible to students. • Students will not receive an email notification for the general concern flag.

14. Critical Concerns • Instructors should NOT raise the General Concern flag for the following concerns, instead the students should be referred to the office listed:

15. VCCS Kudos Students receive an email for Flags and Kudos which includes the comments except for General Concern. ALL are disclosable under FERPA.

16. HOW TO:ACCESS SAILS

17. Logging into SAILS – My VCCS

18. Accessing SAILS - Blackboard • Login to Blackboard • Click on SAILS listed under the Tools menu

19. Configure Your Profile • Click the arrow next to your name for Institutional Profile. • Modify default login page or phone numbers if necessary. • You may upload your photo to help a student put a face to your name. • Select the Upload Photo link. • Browse for a photo on your desktop (JPEG, GIF, PNG). • Click the Upload Now button. • Click the Save button.

20. Email Notifications • Click the arrow next to the instructor’s name and select Email Notifications. • Check or uncheck email notification options to select emails. • Save changes.

21. HOW TO: COMPLETE PROGRESS SURVEYS

22. Progress Surveys • VCCS sends email to instructors with directions to complete progress survey(s) prior to the opening dates • Initial and Mid-Term surveys are available for all sessions except dynamic and 4 week session • Deployment date refers to the first day which instructors can submit progress surveys for the period. • Closing date refers to the last day instructors can submit progress surveys for the period.

23. Progress Surveys Options

24. Example Deployment Progress Survey Email Dear {Instructor Name}, As you know, we are utilizing the SAILS (early alert) system to help us make the process of reporting on the academic progress of our students as easy and efficient as possible. Through a Progress Survey you have a quick way to inform us of your students’ progress in class. To access the Progress Survey for your course(s): Go to: {insert a link to an outstanding survey} Login using your MyVCCS credentials (same credentials used to log into BlackBoard). You will see a link(s) to your Outstanding Surveys at the top of your SAILS homepage. Once you reach the survey, simply check the box next to the particular student’s name for whom you would like to report progress. You will have options to add comments. Click Submit. If you don’t have any progress to report, it is important that you click Submit, so we know you reviewed the survey. You will receive a confirmation email. Items you raise will be addressed by the appropriate individuals from our institution. You have {Survey Count} surveys, which need to be completed by 5p.m. on {Survey Expiration Date}. Outstanding Surveys: {This area is auto-populated by SAILS} Your responses will help us know which students to reach out to and offer help. What if I want to add more details? When you check off a box to raise a flag on a student you will see a small yellow icon appear next to the student's name. Click that icon to add a comment.

25. Progress Surveys • Instructors clicks on Progress Survey tab to access survey(s). • To complete survey, instructors check the appropriate boxes and click Submit to raise flags/kudos.

26. HOW TO:MANUALLY RAISe ITEMS

27. Manually Raise a Flag or Kudo • Click My Students tab. • Search for a student by • Typing the student’s name into the Search field. • Choosing your Connection to them • Click the student’s name then select Raise a Flag or Add Kudo.

28. Raising a Flag - Instructor • Tracking item is the type of flag being raised. • A comment is optional • The student will see the comment. • Notes can be subpoena. • A course contact must be selected.

29. HOW TO:RECORD ATTENDANCE

30. Taking Attendance

31. HOW TO:CLEAR A FLAG

32. Clearing a Flag

33. Clearing a Flag

34. Student’s Perspective

35. Example Student Email Notification

36. Student Success Webpage

37. Email Notification • Email is sent from the instructor’s email address and is signed by the instructor • COMMENTS to the student are included • Students can reply directly to instructor via email • Students encouraged to meet with student support services as appropriate: • Counseling • Financial Aid • Veteran’s Affairs • Learning Assistance Services

38. Student View in SAILS

39. TCC Process

40. Progress Surveys • Progress Surveys are available to ONLY the following courses: BIO 1 and 101 ENF courses, ENG 111, MTE and MTT courses, MTH 163, and SDVcourses • Instructors teaching other courses can raise items manually via SAILS at any time, even though they do not receive the progress survey email notifications.

41. Who Clears Which Flags?

42. Outreach for Critical Flags Responders provide outreach to • Never Attended • In Danger of Failing • General Concerns • 5 or more Flags Instructors provide support and clear other flags

43. Overall Process • Instructors raise flags/kudos • Student email automatically generated by SAILS except for general concerns • Textmessage sent on Fridays • Instructors clear flags if student follows up with them • Responders contact (by email or phone) campus specific students within 48 hours for Critical Flags • Postcard sent if general concern is critical, phone number is invalid, or 5 or more flags raised • Responders clear flag and close loop when student contact is successful

44. Process for INSTRUCTORS • Instructors can raise flags/kudos during progress survey periods (before census date and mid-term) or manually. • Students receive initial email automatically generated by SAILS when flag or kudos is checked instructing them to contact instructors and use resources. Includes instructors’ comments to the students. Email is sent from the instructors’ email address. Students do not receive email for general concerns. • In class, instructors remind students to check their TCC student email to view their progress email message. • Students will receive a text, if cell phone # is available, informing them that they received an important message from one of their instructors and should check their TCC email. • When students follow-up with the instructors, then the instructors discuss concerns and available resources with the students. • Instructors clear flags EXCEPT for never attended, in danger of failing, or general concern.

45. Process for RESPONDERS • Responders contact (by email or phone) campus specific students within48 hours when flagged for never attendedor in danger of failing,in addition to general concern. • Responders mail postcard to students with invalid phone numbers or if the general concern is critical. Student Success Office mails postcards to students with 5 or more flags listing the campus FYS responder. • If contact is successful, responders discuss concerns and resources with students. • Responders then clear flag and close loop.

48. WHO ARE THE RESPONDERS? Developmental Education Managers: ENF and MTE/MTT First Year Success Advisors: BIO 1 and 101, ENG 111, MTH 163 and SDV Advisors/Counselors: Manually Raised Flags Great Expectations Open Door Project VA/CMVE Advisors

50. Process for REFERRED OFFICES • Students receive initial email automatically generated by SAILS when flag is checked instructing them to contact instructors and use resources as appropriate: Counseling, Financial Aid/Veteran Affairs, Learning Assistance Services. • When studentsself-identify with the referred office, then the personnel should discuss concerns and available resources with the students. • The personnel should then add a comment to the flag and check the email box to the instructor stating that the student met to discuss concerns.