Who can flag a student?
Undergraduate course instructors may issue any of the academic and behavioral concern flags available in Starfish. Academic advisors also have the ability to issue two flag types to their advisees: Personal Concern and Retention Concern. Only undergraduate instructors can raise kudos. However, instructors, advisors, and other academic support staff can raise referrals on students. Flags, kudos, and referrals are only utilized for undergraduate students.
When should instructors or advisors flag students?
Instructors should flag students in Starfish any time they have an academic concern or if the student needs additional support. There are also flags that address behavioral concerns and student welfare. Flags of this nature are managed by the Dean of Students Office and the Office of Student Rights and Responsibilities. Flags and kudos can be raised by instructors when completing Academic Status Reports, which will be sent out at 4 and 7 weeks in the semester. An additional 12-week report will be sent to instructors of first-year students and student-athletes. Flags, kudos, and referrals can also be manually raised at any point throughout fall, winter, spring, and summer terms.
Advisors will not receive prompts to complete any Academic Status Reports and instead are encouraged to raise flags at any point they experience concern for their students’ personal well-being (Personal Concern flag) or likelihood of remaining at the university (Retention Concern flag).
What happens when students are flagged?
Please refer to the Starfish EARLY ALERT section on the Starfish for Faculty page.
What if I believe there is a student in my class who could benefit from more support than the email that is sent?
If an instructor has a particularly pressing concern for a student and does not think that an email will suffice, they are more than welcome to contact the Students First Office by emailing firstname.lastname@example.org. The Coordinator of Academic Outreach will work with the instructor to get in contact with the student. For concerns about a student’s well-being, behavior, or academic integrity, instructors should reach out to the Dean of Students Office or the Office of Student Rights and Responsibilities.
I just raised a flag on a student. How will I know if the issue has been resolved?
At any given point, you can open Starfish, navigate to your Students tab, and see which of your students have an active flag; using the “Tracking” sub-tab, you can view which flags are active and which have been cleared. The person who resolved the flag had the option of “closing the loop” which means you receive a note via email when the issue has been resolved. At UNCG, clearing flags is still a new practice, meaning that many flags will not be cleared. Just because a student’s flag is not cleared, does not mean they have not taken steps to resolve the concern. Instructors are encouraged to raise new flags if the concern persists or worsens. Remember that with each flag raised, every student receives an email with details on how to seek support.
How secure is the data and who has access to it?
The data stored in Starfish is very secure and the data storage method passed the Data Security Committee’s inspection before being implemented. In regard to whether or not data is accessible to non-UNCG staff, access to data is highly limited. Two organizations have access: Hobsons (formerly Starfish Retention Solutions, Inc.) and their hosting provider. Starfish client account managers and escalation engineers have access to data through secure communication channels. No data is ever stored outside of the secure hosting facility. No personally identifying information is ever disclosed to third parties. The hosting provider was chosen for their security practices and reputation. They are SAS 70 Type II certified and will not directly access the data but backup/restore it in aggregate through encrypted back up.
How do new students, staff, and faculty receive training on Starfish?
Students are introduced to Starfish at NAVIGATE New Student Convocation every fall semester. Additionally, all incoming first-year and transfer students who enroll in UNCG’s college transition course, FYE 101, are introduced to Starfish as an early alert and appointment scheduling tool. Starfish flags, kudos, and referral notices are sent to students as email notifications, meaning students do not have to interact with Starfish to receive that feedback and take action. Many students will need to learn to use Starfish to schedule appointments with the instructors, advisors, and staff who use it. Those instructors, advisors, and staff are encouraged to provide instructions to their students on how to schedule appointments appropriately, as part of their typical communication practices with students.
Faculty and staff are exposed to Starfish in a variety of ways due to the more active role these individuals play with Starfish. Starfish training is typically offered at annual/semesterly events, including New Faculty Orientation and the Academic Advising Institute. Smaller training workshops are offered to faculty and staff each semester via workshops.uncg.edu. Finally, the Students First Office sends Starfish updates and information via email on a periodic basis throughout the academic year, via Campus Weekly and mass email communication.