Transcript Front Desk Training Powerpoint

Starfish Training
Welcome Front Desk Support
Objectives
In this training you will learn:
– What role you play in managing
appointments
– How you will support students in
making appointments and signing in
at Advising centers
– How to set up a Starfish profile
to personalize your experience
– How to view and manage multiple
calendars
Slide 2
What is Starfish?
“I made a
difference for
that one.”
We are.
A Student Success Company
We believe.
The campus community engaged with a
student will lead to that student’s
success.
We help academic institutions.
Identify. Which students are at risk
now?
Guide. Where do I go to get/offer help?
Connect. When can I get help?
Optimize. How are services performing?
Slide 3
Starfish – Advisor roles
Advising roles can:
Set up profile and office/service hours
Manage alerts, document activities and
communicate with students.
Manage assigned cases and provide
advising services to students
Connect students to other available
services
Review student information of assigned
students or students in their area
Create and document appointments
Slide 4
Starfish – Front Desk roles
Front Desk roles can:
Manage calendars and appointments for
Advisors
Manage a waiting room kiosk and
student queue
Assist students who sign in at an Advising
Center
Add notes to student folders
Slide 5
Starfish – Instructor role
Instructors can:
Set up office hours and a profile that
students can see
Raise alerts.
Respond to progress surveys
Communicate with their students via
Starfish
Make appointments with their students
and document outcomes
Guide their students to information
about available services
Review student information of students
enrolled in his/her courses
Slide 6
Starfish – Student
All students who are Starfish users
can:
Set up a profile and communications
preferences
Make and Track appointments with
advisors or others in their ‘success
network’
Review flags/kudos raised and respond
Find and connect to recommended
/available services
Slide 7
Your Starfish Dashboard
Profile – Institutional Profile
Appointment Preferences
Email Notification Preferences
Try it!
Login using your normal network id and password
In production, you will have a link to Starfish
We are logging into the TEST version of Starfish
DO NOT COPY/SAVE the URL we are using today for later
use. You will be connecting to the test site.
Items you create today that generate email will be sent to
Patty Take because the system is in silent mode. When you
sign in to the live system, emails will be generated and sent
to students/staff based on the configuration of each item
The data in your test system is recently pulled from
production. Student information such as ids etc. should be
treated with care
Starfish Navigation
Calendar Manager’s View
Creating an Appointment
Reserved Time and Walk-in Meetings
Appointment e-mail
Student Folder View
Student Folder - Add a note
Using the Kiosk and Waiting Room
Using the Kiosk and Waiting Room
Using the Kiosk and Waiting Room
Using the Kiosk and Waiting Room
Respond to Progress Surveys
Respond to a Progress Survey
Confirm submission of a Progress Survey
Open Progress Surveys
<Institution> Tracking Items for <TERM>
Flag Name
Description
Slide 28
Raising a Flag
From the Student list or from
the individual student’s folder
Raising a Flag
Viewing a Raised Flag – Student Folder
Clear Flag and Close Loop
Send Email Message to Students
Student View – initial Logon
Student View - Dashboard
Review
Review
– What are some features in Starfish
that you will use in your role
– Who are the primary raisers of
flags?
– Who are the primary responders?
– What can the student do
themselves?
– What are your biggest questions
right now?
Slide 36
HANDS ON Step by step instructions
• Configure your profile.
•
•
•
• Contact information
• Appointment preferences
• Email notifications
Create your first office hours block.
Find your students list.
View a student folder.
• Raise/Clear a tracking item.
Slide 37
Configure Your Profile
1. Click Profile in the top frame navigation.
2. Edit your contact information. Then, select the email
address(es) where Starfish notifications should be sent.
3. Complete the General Overview and My Biography sections so
students can learn more about you
4. Click the Save
button.
Slide 38
Appointment Preferences
1. Go to Profile > Appointment
Preferences.
2. Select your Minimum
Appointment Length.
3. Select your Scheduling Deadline –
e.g., if appointments must be
made by 5 p.m. the day before.
4. Establish My Locations so
students know where they can
meet with you.
5. Delegate Calendar Managers –
colleagues who can see your
calendar and make any
edits/deletes.
6. Click the Save Button.
Slide 39
Email Notifications
1. Go to Profile. Then choose Email Notifications.
2. Under Appointments Notifications and Tracking Item Notifications, set your
preferences for if/when you want to be notified of appointments and
tracking items.
3. To receive iCal attachments, check the boxes to receive an individual email
every time there is a change to your appointments or office hours/group
sessions.
4. Click the Save button.
Slide 40
Add Your First Office Hours Block
1.
Go to Appointments> Add Office Hours.
2.
Give your block a title. Indicate which
day(s) of the week this block occurs.
3.
Specify the start and end time.
4.
Set the location. You can set up multiple
locations by going to Profile >
Appointment Preferences.
5.
Enter any special instructions, or specify a
Start/End Date if it is part of a series.
6.
Click the Save button.
How do I edit or delete?
Click the
icon to see options for
managing your office hours blocks.
Slide 41
Scheduling Wizard
Slide 42
Schedule An Appointment
1. Click Appointments at the top,
then choose the Add
Appointment link.
2. Search for a student name in the
“With” field.
3. Complete the fields to specify
the date, start and end times
1. You will receive an email
confirmation for this appointment.
2. As the calendar owner, you can add
appointments at any date and
time, regardless of whether they
occur within available blocks.
4. Click Save.
Slide 43
Find Your Students List
1. Click Students in the top frame
navigation.
2. Search for a student by…
1. Typing the student’s name into the
Search field
2. Choosing your Connection to them
3. To organize your students list by
tracking item, select the Tracking tab.
1. You can sort the list by tracking
item name and/or status.
2. You can resolve or comment on
tracking items from here.
Slide 44
View a student folder
1. From your Students list, click the hyperlink of a student’s name.
2. This brings you to the student’s folder. Depending on your level of access,
you will find information including contact information, Meetings
(past/upcoming), Courses/Grades (past/current), Notes (you added/shared
with you), Tracking Items (raised/cleared), and other people in their network
Slide 45
Congratulations!
You are ready to begin utilizing Starfish!
Slide 46
Support
Having trouble?
Please fill in contact information/processes for
reporting
Slide 47