Starfish Tracking Items Reference Guide
Category 1 - Academic flags for routine concerns
The following flags can be raised by an instructor within a course to report a specific area of concern. They may
also be included as part of a progress survey
1.
2.
3.
4.
5.
6.
Attendance/Participation Concern
Academic Concern (comments required)
First Class Missed
Low Grades (comments required)
Missing/Late Assignment (comments required)
Academic Plan (comments required)
Category 1 Flag characteristics:
These flags are raised by:
Emails are sent to:
People/groups that can view,
add comments and/or close
these flags:
 Faculty in a course they are teaching (manually or as part of a
progress survey)
 Academic Plan flag can also be raised by Advisors and
Administration staff
 the student






Faculty for the course
Student’s Faculty Advisor
All Advising Center Advisors
Regional Retention Services Specialists and Transfer Coordinators
Central Administration leadership
Regional Administration leadership
Category 1 Flag management workflow:
Response:
 Assigned advisor or advising center staff member will make 2 attempts to
contact the student. Regional Retention staff may also contact and add notes
into system. They also can close the flag.
 Email is automatically sent to student upon flag raise
 Contact attempts and results are added to the flag comments
Closure:
 Advisor or retention staff who took ownership of the flag will close the flag
after contact is made or after 2 attempts to contact the student.
 Close loop notes will be included as part of the flag closure to let the flag
raiser know what actions were taken
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Starfish Tracking Items Reference Guide
Category 2 - Academic flags for concerns that aren’t course specific
The following flags can be raised by faculty and advising staff. They may also be included as part of a progress
survey. Comments are required to be entered by the person raising the flag.
1. General Concern
Category 2 Flag characteristics:
These flags are raised by:






Emails are sent to:
People/groups that can view,
add comments and/or close
these flags:
Faculty in a course they are teaching (manually )
Student’s Faculty Advisor
All Advising Center Advisors
Regional Retention Services Specialists or Transfer staff
Regional Administration leadership
Central Administration leadership
 Assigned Advisor / Faculty Advisor






Faculty (for the course if the flag is raised for a specific course)
Student’s Faculty Advisor
All Advising Center Advisors
Regional Retention Services Specialists or Transfer staff
Central Administration leadership
Regional Administration leadership
Category 2 Flag management workflow:
Initial Response:
 Assigned advisor receives an automatically raised email directing them to
follow up with the flag raiser and then initiate the appropriate
intervention with the student
Closure:
 Advisor documents the conversations /actions taken in the flag comments
 The flag is closed when the advisor has made contact with the student or
after 2 attempts
 Advisor documents student interaction (attempts at contact) in flag
comments
 Advisor closes the flag and includes a close loop message to the faculty
member who raised the flag.
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Starfish Tracking Items Reference Guide
Category 3 – System Raised Flags
The following flags are raised automatically by Starfish based on specific changes to data coming from Banner
as noted.
1. Banner data indicates a course has been dropped after the start of the term (Dropped Class Flag)
2. Banner data indicates that a student has withdrawn from a course and receives a notation of W
(Withdrawal Flag)
3. Banner data indicates that a student has stopped out of the current term and has no courses
registered in Banner. (Stop Out Flag)
4. Banner data indicates that a student has changed programs (Academic Plan Change)
Category 3 Flag characteristics:
These flags are raised by:
 Starfish
Emails are sent to:
People/groups that can view,
add comments and/or close
these flags:
 Student






Faculty (for the course if the flag is raised for a specific course)
Student’s Faculty Advisor
All Advising Center Advisors
Regional Retention Services Specialists and Transfer staff
Central Administration leadership
Regional Administration leadership
Category 3 Flag management workflow:
Initial Response:
 Assigned advisor or advising center staff member will make 2 attempts to
contact the student. Regional Retention staff may also contact and add
notes into system. They also can close the flag.
 Email is automatically sent to student upon flag raise
 Contact attempts and results are added to the flag comments
Closure:
 Advisor or retention staff who took ownership of the flag will close the flag
after contact is made or after 2 attempts to contact the student.
 Close loop notes will be included as part of the flag closure to let the flag
raiser know what actions were taken
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Starfish Tracking Items Reference Guide
Category 4 – System Raised Flags based on Starfish Activity
The following flags are raised automatically by Starfish based on volume of activity within Starfish as noted.
5. Starfish indicates that there are more than 3 active flags for a student
Category 3 Flag characteristics:
These flags are raised by:
 Starfish
Emails are sent to:
People/groups that can view,
add comments and/or close
these flags:
 Assigned Advisor / Faculty Advisor






Faculty (for the course if the flag is raised for a specific course)
Student’s Faculty Advisor
All Advising Center Advisors
Regional Retention Services Specialists and Transfer Staff
Central Administration leadership
Regional Administration leadership
Category 4 Flag management workflow:
Initial Response:
 Assigned advisor or advising center staff member will make 2 attempts to
contact the student. Regional Retention staff may also contact and add
notes into system. They also can close the flag.
 Email is automatically sent to student upon flag raise
 Contact attempts and results are added to the flag comments
Closure:
 Advisor or retention staff who took ownership of the flag will close the flag
after contact is made or after 2 attempts to contact the student.
 Close loop notes will be included as part of the flag closure to let the flag
raiser know what actions were taken
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Starfish Tracking Items Reference Guide
Email Reference
Email Examples for Flags
Academic Concern (ITCC)
From: [email protected]
ReplyTo: [email protected]
Subject: [Advising Pathway to Success] Academic Concern for Microbiology, BIOL220.107.01
Body:
Dear ${recipient.firstName},
We are here to assist you in achieving your educational goals and stay on a successful course to completion!
Your instructor has indicated that there may be a concern about your progress in Microbiology,
BIOL220.107.01. If you have not already done so please contact your instructor to discuss these concerns and
learn how we can assist in helping you stay on track and be successful in your course.
${instructorName} provided the following feedback pertaining to Microbiology, BIOL220.107.01
These are my raise notes.
We know that you can be successful in your academic studies! Please take advantage of the many support
services Ivy Tech Community College offers to ensure your success.
Your success is important to us! For more information on these services please visit the following site: (site link
to be added soon)
Sincerely,
Academic Advising Team
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Starfish Tracking Items Reference Guide
Attendance/Participation Concern (ITCC)
From: [email protected]
ReplyTo: [email protected]
Subject: [Advising Pathway to Success] Attendance/Participation Concern for Microbiology, BIOL220.107.01
Body:
Dear ${recipient.firstName},
Course participation/attendance is important in order for you to be successful.
At this time your Microbiology instructor has alerted us that your course participation/attendance may be
impacting your course grade.
Your instructor provided the following comments:
These are my raise notes.
We want you to be successful and we want you to see how class participation/attendance can impact your
success at Ivy Tech. If there are issues that you would like to discuss regarding your participation/attendance,
please do not hesitate to contact your advisor. To locate your Advisor's contact information, simply go to "Ivy
Tech White Pages" located in the Quick Links column on Campus Connect. On the Student Information link you
will be able to locate your Primary Advisor's Name.
Attending and participating in class is one of the first steps to being a successful student. We want to help you
with that first step in accomplishing your goals. Remember that we are here to help and feel free to make an
appointment with your advisor to talk further!
Sincerely,
Academic Advising Team
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Starfish Tracking Items Reference Guide
Change to academic Program (ITCC) ) (note custom flag being developed, can’t complete until fully
coded)
From: [email protected]
ReplyTo: [email protected]
Subject: [Advising Pathway to Success] Change to Academic Program
Body:
Dear ${recipient.firstName},
At this time our records indicate that you have changed your academic program to INSERT program.
Congratulations on your decision to set new academic goals.
Let us help you reach your new academic goals. If you have not already contacted your Academic Advisor, it is
important that you do so to update your Individual Academic Plan based on this new program. Please note
that your academic advisor may have also changed now that you have a new program. To locate your Advisor's
contact information, simply go to "Ivy Tech White Pages" located in the Quick Links column on Campus
Connect. On the Student Information link you will be able to locate your Primary Advisor's Name.
We know that you can be successful in your academic studies! Please take advantage of the many support
services Ivy Tech Community College offers.
For career services information please visit the following site: http://www.ivytech.edu/career-services/
Sincerely,
Academic Advising Team
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Starfish Tracking Items Reference Guide
Dropped Class Concern (ITCC) (flag under development)
From: [email protected]
ReplyTo: [email protected]
Subject: [Advising Pathway to Success] Dropped Class Concern for Microbiology
Body:
Dear ${recipient.firstName},
Your success is important to us! At this time our records indicate that you have dropped a course via Campus
Connect. Microbiology, BIOL220.107.01
You should be aware that dropping a course can impact both your Individual Academic Plan and your Financial
Aid. If you have not already done so, please contact your Academic Advisor to make sure that you are on track
with your individualized Academic Plan. To locate your Advisor's contact information, simply go to "Ivy Tech
White Pages" located in the Quick Links column on Campus Connect. On the Student Information link you will
be able to locate your Primary Advisor's Name. You may also want to speak to financial aid to see how this may
impact your financial aid package.
We know that you can be successful in your academic studies! Please take advantage of the many support
services Ivy Tech Community College offers.
Sincerely,
Academic Advising Team
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Starfish Tracking Items Reference Guide
General Concern to Advisor (ITCC)
From: [email protected]
ReplyTo: [email protected]
Subject: [Advising Pathway to Success] General Concern
Body:
Dear ${recipient.firstName},
Jane Student has received a General Concern flag from Fred Starfish in their success network. Please see their
comments below:
These are my raise notes.
Please contact Fred Starfish, [email protected] to receive more information regarding this concern and
follow up with the appropriate support and/or interventions to the student. If you have questions or concerns
before assisting the student please discuss with your supervisor.
Sincerely,
Academic Advising Team
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Starfish Tracking Items Reference Guide
Grade Concern (ITCC)
From: [email protected]
ReplyTo: [email protected]
Subject: [Advising Pathway to Success] Grade Concern for Microbiology, BIOL220.107.01
Body:
Dear ${recipient.firstName},
We are here to assist you in achieving your educational goals and stay on a successful course to completion!
Your instructor has indicated that there may be a concern about your progress in Microbiology,
BIOL220.107.01. If you have not already done so, please contact your instructor to discuss these concerns and
learn how we can assist in helping you stay on track and be successful in your course.
Fred Starfish provided the following feedback pertaining to Microbiology, BIOL220.107.01
These are my raise notes.
Please take advantage of the many support services Ivy Tech Community College offers. We recommend that
in the remaining weeks of the semester you take immediate action to improve your grade.
Your success is important to us! For available services please visit the following site: NEED link for landing site
Sincerely,
Academic Advising Team
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Starfish Tracking Items Reference Guide
Missing/Late Assignments (ITCC)
From: [email protected]
ReplyTo: [email protected]
Subject: [Advising Pathway to Success] Individual Academic Plan Concern
Body:
Dear ${recipient.firstName},
We want to help you reach your educational goals and be successful here at Ivy Tech Community College! It
appears you may be off track with your Individual Academic Plan. We'd like to check-in with you and make
sure that your goals and your Individual Academic Plan are on track. Please contact your advisor to schedule an
advising appointment. To locate your Advisor's contact information, simply go to "Ivy Tech White Pages"
located in the Quick Links column on Campus Connect.
Here is some important information regarding your Individual Academic Plan:
These are my raise notes.
We want to help you be successful and reach your educational goals, so please contact us at your earliest
convenience to schedule this important appointment.
Sincerely,
Fred Starfish
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Starfish Tracking Items Reference Guide
Withdrawn from Class Concern (ITCC) (under development may change depending on what the final
flag looks like)
From: [email protected]
ReplyTo: [email protected]
Subject: [Advising Pathway to Success] Withdrawn from Class Concern for Microbiology, BIOL220.107.01
Body:
Dear ${recipient.firstName},
We want to make sure that you are successful along each step of your pathway here at Ivy Tech Community
College. At this time our records indicate that you have been withdrawn from Microbiology, BIOL220.107.01.
You should be aware that withdrawing from a course can impact both your Individual Academic Plan and your
Financial Aid. If you have not already done so, please contact your Academic Advisor for alternative courses
and/or options to be sure that you are on track with your individualized Academic Plan. To locate your
Advisor's contact information, simply go to "Ivy Tech White Pages" located in the Quick Links column on
Campus Connect. On the Student Information link you will be able to locate your Primary Advisor's Name. You
may also want to speak to financial aid to see how this may impact your financial aid package.
We know that you can be successful in your academic studies! Please take advantage of the many support
services Ivy Tech offers.
Sincerely,
Academic Advising Team
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Starfish Tracking Items Reference Guide
1st Class missed (ITC)
From: [email protected]
ReplyTo: [email protected]
Subject: [Advising Pathway to Success] 1st class missed in Microbiology, BIOL220.107.01
Body:
Dear ${recipient.firstName},
Course participation/attendance is important in order for you to be successful.
At this time your Microbiology instructor has alerted us that you have missed the first class session of
Microbiology
Your instructor provided the following comments:
These are my raise notes.
We want you to be successful and we want you to see how attendance can impact your success at Ivy
Tech. If there are issues that you would like to discuss regarding your attendance, please do not
hesitate to contact your advisor. Please contact your advisor to schedule an advising appointment.
To locate your Advisor's contact information, simply go to "Ivy Tech White Pages" located in the
Quick Links column on Campus Connect.
Ivy Tech Community College has many resources available to assist you in being successful.
Attending and participating in class is one of the first steps to being a successful student. We want to
help you with that first step in accomplishing your goals. Remember that we are here to help and feel
free to make an appointment with your advisor to talk further!
Sincerely,
Ivy Tech Academic Advising Team
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Starfish Tracking Items Reference Guide
3 Raised Flags Advisor Email (ITCC)
From: [email protected]
ReplyTo: [email protected]
Subject: [Advising Pathway to Success] Student with three or more flags
Body:
Dear ${recipient.firstName},
At this time our records indicate that Jane Student has received 3 or more alerts. You can view these
alert flags in the Student Folder for ${flag.student.firstName} within Starfish. Login to Starfish and
select Jane Student from your 'My Students' tab within the 'Student' section.
Please contact ${flag.student.firstName} to discuss strategies for academic success.
Sincerely,
Ivy Tech Academic Advising Team
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