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Overview

SAILS Student Assistance and Intervention for Learning Success Tidewater Community College Fall 2014. Overview. Background Accessing SAILS Roles and Privileges Flags and Kudos Progress Surveys and Manual Flags TCC Process Clearing a Flag and Closing the Loop

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Overview

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  1. SAILSStudent Assistance and Intervention for Learning SuccessTidewater Community CollegeFall 2014

  2. Overview • Background • Accessing SAILS • Roles and Privileges • Flags and Kudos • Progress Surveys and Manual Flags • TCC Process • Clearing a Flag and Closing the Loop • Comments, Notes, Messages, and Attendance

  3. BACKGROUND

  4. VCCS Background • Achieve 2015 – Student Success Triple the number of students graduating, transferring, or completing a workforce credential, to 91,173, including tripling the success of students from underserved populations to 39,393. • Department of Labor TAA-CCCTGrant

  5. SAILS at TCC • VCCS Early 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.

  6. Current System at TCC • 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

  7. Retention Data 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

  8. 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.

  9. 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

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

  11. ACCESSING SAILS

  12. What it Looks Like…Accessing SAILS-MyTCC

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

  14. 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.

  15. 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.

  16. ROLES AND PRIVILEGES

  17. Roles and Privileges in SAILS

  18. Student Success Network Network Tab in Student Folder

  19. FLAGS and KUDOS

  20. VCCS Flags and Kudos

  21. Flags in SAILS

  22. General Concerns Flag Use • General Concern Flags Functionality • A comment is required. • Student does NOT receive an email notification. • General Concern Flag Best Practices • Do not use as a substitute for an existing flag or multiple academic flags. • Use to notify student success network about issue that could impact the student’s success. (An example: student reported having transportation issues to the campus.)

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

  24. System Flags in SAILS

  25. Kudos in SAILS All Flags and Kudos are disclosableunder FERPA.

  26. PROGRESS SURVEYS and MANUAL FLAGS

  27. Progress Surveys in SAILS • VCCS sends email to instructors with directions to complete progress survey(s) prior to the opening dates • Two progress surveys – Initial and Midterm – for 16, 12, 10, and 8 week classes. • One progress survey for 4 week, 5 week and DYN classes. • Standard flags and kudos for each survey type. • Automatically generated. • Initial Progress Surveys – timed around census. • Midterm Progress Surveys – prior to withdraw date.

  28. What it Looks Like… Progress Survey Email

  29. What it Looks Like…Progress Surveys

  30. What it Looks Like…Progress Survey Comment • Click the flag or kudo. • Click yellow note by student name. • Comment box appears enter comment. • Comment saved and sent to student via email once progress survey is submitted.

  31. What it Looks Like…Submitting a Progress Survey • Submit survey before close date, even if the response is no feedback for all students. • Surveys that are not submitted will receive a reminder email one day prior to close date. • Use Save Draft if you want to complete the survey at a later time.

  32. Manually Raising Flags and Kudos • Manual flags and kudos in SAILS • All flags and kudos are available to raise. • May be raised at any time. • Independent from progress survey. • Instructor must provide a course context.

  33. What it Looks Like…Filtering by Connection • Drop down list • Filters by relationship to student • All My Students • Role(s) in SAILS • Class(es) taught

  34. What it Looks Like…Manually Raising Tracking Items

  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. TCCPROCESS

  39. 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.

  40. Who Clears Which Flags?

  41. 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

  42. Overall Process • Instructorsraise 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

  43. 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.

  44. 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.

  45. 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

  46. 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.

  47. CLEARING A FLAG andCLOSING THE LOOP

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