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TCC SAILS
- 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. VCCS Initiative 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-CCCT Grant Complete 2021 – Triple the number of credential earned by 2021.
- 4. SAILS at TCC VCCS Early Alert System using Starfish Retention Solutions which was just bought out by Hobsons, 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. 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 to fall retention rates: 2012/2013: 49% 2013/2014: 48% 2014/2015: 49%
- 6. It Takes a Village! Instructors make the biggest difference in the success of our students. SAILS helps them communicate more efficiently with our students!
- 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. What it Looks Like… Accessing SAILS-MyTCC
- 9. Accessing SAILS - Blackboard Login to Blackboard Click on SAILS listed under the Tools menu
- 10. Configure Your Profile 1. Click the arrow next to your name for Institutional Profile. 2. Modify default login page or phone numbers if necessary. 3. You may upload your photo to help a student put a face to your name. a. Select the Upload Photo link. b. Browse for a photo on your desktop (JPEG, GIF, PNG). c. Click the Upload Now button. 4. Click the Save button.
- 11. Email Notifications 1. Click the arrow next to the instructor’s name and select Email Notifications. 2. Check or uncheck email notification options to select emails. 3. Save changes.
- 12. Roles and Privileges in SAILS Instructors • Raise tracking items through SAILS • Potentially track attendance • Respond to students, per college process • Clear Flags Student Services Staff • Receive email notification or access SAILS to view activity • Record follow up actions in SAILS for Critical Flags • Add Notes • Clear Flags • Close the Loop Students • Receive email notifications when a tracking item is raised • Contact instructor or appropriate student support office as directed in email
- 13. Flags in SAILS Flag Name Description Assignment Concerns Raise this flag if you have concerns about a student receiving low scores on assignments. Attendance Concern Raise this flag if you have concerns about a student missing class or being late to class. In Danger of Failing Raise this flag if a student is in danger of failing your class and requires immediate intervention. Low Participation Raise this flag if you have concerns about a student's low participation in class. Low Quiz/Test Scores Raise this flag if you have concerns about a student receiving low scores on quizzes or tests. Never Attended Raise this flag for students who have never attended the course section. General Concern Raise this flag if you 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.
- 14. 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.)
- 15. Critical Concerns Instructors should NOT raise the General Concern flag for the following concerns, instead the students should be referred to the office listed: CONCERN OFFICE Disability Accommodations Educational Accessibility Mental Health Personal Counselor Advising/Counseling Disruptive Behavior Misconduct Dean of Student Services
- 16. Kudos in SAILS Kudo Name Description Keep up the Good Work Raise this kudo when you want to encourage a student to keep working hard and producing positive results. Outstanding Academic Performance Raise this kudo to congratulate a student on producing excellent academic work. Showing Improvement Raise this kudo when a student is showing improvement from previous performance or behavior. All Flags and Kudos are disclosable under FERPA.
- 17. 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.
- 18. What it Looks Something Like… Progress Survey Email
- 19. What it Looks Like… Progress Surveys
- 20. What it Looks Like… Progress Survey Comment 1. Click the flag or kudo. 2. Click yellow note by student name. 3. Comment box appears enter comment. 4. Comment saved and sent to student via email once progress survey is submitted.
- 21. Subject: Assignment Concerns: Student’s Name The Assignment Concerns flag has been raised by Faculty Member’s Name for Student’s Name- Student’s TCC ID #. Flag Details Student: Student’s Name- Student’s TCC ID # Flag Name: Assignment Concerns Category: Academic Description: Raise this flag if you have concerns about a student receiving low scores on assignments. Raised By: Faculty’s Name Course Context: Mathematics for the Liberal Arts II - TC295.MTH.152.D04N.FA16 Raised On: 9/5/2016 Raise Notes: Student’s Name, Your temporary access to MyMathLab expires at the end of the day today, September 5. If you let your temporary access expire, you will no longer have access to MML until you purchase and register an access code. If you let that happen, you will not be able to complete any of the graded homework or quiz assignments which make up 35% of your course grade. Please reply to this SAILS report today to advise to of your plan of action to regarding your permanent access to MML. Prof. Faculty’s Name
- 22. 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.
- 23. 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.
- 24. 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
- 25. What it Looks Like… Manually Raising Tracking Items
- 26. 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
- 27. Progress Surveys Progress Surveys are available to ONLY the following courses: ENF courses, ENG 111, MTE and MTT courses, MTH 163, and SDV courses Instructors teaching other courses can raise items manually via SAILS at any time, even though they do not receive the progress survey email notifications.
- 28. Outreach for Critical Flags Responders provide outreach within 48 hours to Never Attended In Danger of Failing General Concerns 5 or more Flags Instructors provide support and clear all other flags 2 weeks after raising a flag.
- 29. Who Clears Which Flags? INSTRUCTORS RESPONDERS Assignment Concerns Attendance Concerns Low Participation Low Quiz/Test Scores Never Attended In Danger of Failing General Concerns 5 or More Flags
- 30. WHO ARE THE RESPONDERS? Developmental Education Managers: ENF and MTE/MTT First Year Success Advisors: ENG 111, MTH 163 and SDV Faculty: Manually Raised Flags Great Expectations Open Door Project VA/CMVE Advisors
- 31. CHESAPEAKE NORFOLK PORTSMOUTH VIRGINIA BEACH ENF MTE MTT Kyndra Brown 822-5025 Wendy Pollard- Boyle 822-1134 Nicole King-Harvey 822-2643 Vickie Whidbee 822-7008 BIO 1 BIO 101 ENG 111 MTH 163 SDV Kevin McCarthy 822-5192 Holly Desteli 822-5241 Thomas Chatman 822-1230 Okema Bowers 822-2219 Raynell Hargrave 822-2320 Nina Elopre 822-7519 Amy Mays 822-7519 ALL OTHER CLASSES Danielle Giscombe 822-5125 Angela (Brenda) Holley 822-5129 Thomas Chatman 822-1230 Raynell Hargrave 822-2320 Erin McNair 822-7079 Michele Barnes 822-7266
- 32. What it Looks Like… Clearing a Flag
- 33. What it Looks Like… Clearing a Flag
- 34. What it Looks Like… Closing the Loop
- 35. What it Looks Like… Closing the Loop Email
- 36. What it Looks Like… Add Comment to a Flag
- 37. What it Looks Like… Adding a Note Note Types General Instruction Advising
- 38. What it Looks Like… Sending a Message
- 39. What it Looks Like… Record Attendance
- 40. What it Looks Like… Attendance Report
- 41. Support Having Trouble? Please contact your Campus Leads for questions. FYS Coordinators Nina Elopre Virginia Beach Kevin McCarthy Chesapeake Okema Bowers Portsmouth Thomas Chatman Norfolk
Editor's Notes
- In response to President Obama’s Completion Agenda, Implementation of SAILS was to assist in the Achieve 2015 goal for Student Success. Early alert would assist in retaining students which could increase the number of students graduating with a credential. SAILS is funded by a DOL grant Last fall – Pilot with all developmental education Math and English classes. This spring – “gateway” courses Five college presidents elected to roll out to all credit courses. For summer and fall we will continue with gateway courses, unless the college president would like a full roll out. The deadline to notify the SO for summer is May 1. The deadline to notify the SO for fall is August 1.
- Two ways to access SAILS Through My VCCS Or Blackboard You use your Blackboard username and password.
- SAILS can also be accessed through the Blackboard.
- Select Institutional Profile to edit the profile seen by the faculty member’s students. Login Page: An instructor can change the default page that he/she sees when she logs in. (Recommend using My Students as the default. Under Students – Tracking content only appear if a Progress Survey is available. By having Students – My Students as the default, an instructor can easily see all of their students and raise flags or kudos as necessary.) Contact Information: Your username and institution email are pre-populated by Starfish to send correspondence from the learning management system (the VCCS LMS is Blackboard), and cannot be edited in Starfish. Phone: Other fields, such as phone number are pre-populated from the LMS, can be edited in Starfish. Note: The phone number text boxes will accept standard phone numbers. You can use any standard phone number characters (like “-“ , “(“ and “.”). Profile Photo: Uploading a photo puts a face to your name and can make students feel more comfortable contacting you. To upload a photo of yourself, click the Upload Photo link under the profile picture. This will allow you to upload a photo from the files saved on your computer. Accepted formats are JPEG, GIF, and PNG.
- The available email options for your tracking items (e.g. flags) are: Immediate Emails: You can receive an email each time a tracking item is raised and/or cleared. Summary Emails: You can select to receive a daily and/or weekly summary email of all the flags you are permitted to receive. You can choose the time, and for weekly emails, the day that this email will be sent to you. No one gets immediate email notifications Roles that receive the daily email digest that includes students that they have a relationship with that received a flag that they have permission to view include: Faculty Advisor - Assigned Students Developmental Ed Advisor Admissions/Registrar Veterans Advisor TRIO Advisor Great Expectations Advisor Dual Enrollment Coordinator College Success Coach Career Coach Financial Aid Advisor For example, a Great Expectations Advisor will get an email listing all Great Expectations students that had any flag raised. Whereas Admissions/Registrar will receive an email for any student that received the "Never Attended" or "In danger of failing" flags. The emails are defaulted to be sent daily. However, an individual within those roles can modify that frequency to weekly or every time a flag is raised. Roles that have access to all students and to view all flags are will not get the email as it would contain so much information that is not likely to be as useful. Whitelisting NOTE: If you do not receive SAILS email notifications when expected, please make sure they are not marked as SPAM. Check the SPAM folder in your email client and whitelist SAILS emails if this is the case. Also, check to make sure the role is one that is supposed to receive email notifications. Note the College Implementation Leads Packet documents what roles get the daily email digest.
- There three different role “groupings” with more specific details in the Student Services Staff grouping. Instructors – in the classroom with students, raise issues/tracking items. Can use for classroom attendance. Can respond to an issue raised as part of the college’s process. Student Services – will receive an email notification or login to see tracking items raised. Detailed roles built on specific relationships (i.e. A Veteran’s Advisor at the college will see all students who are veterans.) This role grouping performs “follow-up” actions – adding notes, clearing flags, and closing the loop (which we will go over in detail later in the presentation.) Students Receive an email notification from their instructor when a tracking item is raised. Email contains instructions on what actions to take to address the issue raised.
- Flags are the same across the system. All 23 colleges have the same flags. There are seven flags – these are issues or problems. The first 6 flags are only available to instructors to raise because they must be raised in the context of a course. The student will receive an email notification to their VCCS email from the instructor about the flag. The email will contain instructions on what action(s) the student should take. General Concerns flag can be raised by anyone who has a relationship to the student.
- A comment is required to explain why the flag is being raised. Unlike all the other flags, the General Concern flag does not send an email to the student. This semester, we have seen General Concern flags with comments directed towards the student. However, the student does not receive an email. So the student does not know that the flag was raised. Do not use the General Concern for an existing flag. For example, do not raise a General Concern flag if a student never attended class. Use the Never Attended flag. Do not use the General Concern flag to address multiple issues. For example, if you have a student who performed poorly on a test and does not come to class regularly, raise the Low Quiz/Test Score flag and the Attendance Concern flag. The student will receive a notification for each flag – will have different instructions because they are two different flags. When to use the General Concerns flag? An issue not addressed by another flag that will impact a student’s success. You raise a “Low Quiz/Test Score” flag and the student is instructed to meet with you. During your meeting you learn that your student’s spouse lost her job and he is unable to purchase his textbook for this class and his math class. You decide to raise a General Concern flag to alert your Student Services staff because you know that TCC has an emergency fund program for situations like this and you want them to assist your student with getting the textbooks that he needs.
- Kudos allow an instructor to let a student know when he or she is doing well in the class. It is a way to provide positive feedback.
- One way an instructor can raise a flag is through a progress survey. Progress surveys are automatically generated in SAILS for gateway courses based on the session length.
- Progress Surveys Progress survey tab appears under students. If more than one class has a survey, the drop down box can filter to the class you want to complete. Default is “no feedback” Check as appropriate Default is no feedback.
- All flags and kudos are available to raise, whereas in a progress survey there are set flags and kudos available for each survey. A flag or kudo can be raised at any time. Do not raise the same flag manually if you have already raised it in a progress survey. For example, you raised a never attended flag in a progress survey. This flag should not be raised again manually. It is a repeat flag and it pushes the student one step closer to have a system flag raised – three or more active flags.
- “Clearing a Flag” refers to the action that someone at the college takes to follow up to a flag that was raised. To clear the flag, search for the student by name, connection, or advanced search. Click on the icon next to the flag name. The Flag Menu will display. Click on Clear Flag
- When a comment is entered in the second text box for the instructor, this process is called “closing the loop.” By entering a comment in the “close the loop” box, the instructor receives an email notification. If the flag is simply cleared, the instructor is not notified. The instructor could look up the student to check on the status of the flag; however, an email notification is a more direct means of letting an instructor know that their concern was followed up by the student and the appropriate staff in the college
- Note types available depend on your role. Anyone who has a relationship with the student can see the note. Option to send it to the student.
- To take attendance in SAILS: Click the Attendance tab Click the Record Attendance icon Select the correct course and date. The list of students in that course section will display. The default attendance status is present. Change the attendance status to absent, excused, or tardy. Once attendance is recorded click submit. If all students are present, do not make any changes, but remember to submit. If it is not submitted, then the attendance is not recorded.