Raise a Tracking Item for a Student or Students

Depending on your institution's Starfish licenses, configurations, and your own role permissions, you may be able to raise tracking items, such as Flags, Kudos, Referrals, and To-Dos, on your students in Starfish. One of the key benefits to choosing this option is the ability to share tracking items with other staff members.

Types of Tracking Items

Raise a tracking item from the My Students page

  1. Navigate to Students > My Students in Starfish.

  2. Select the desired student(s).

    • For a single student, select the checkbox to the left of the student name.

    • To select multiple students, select the checkbox to the left of each of the desired students' names.

    • To select all students, select the checkbox at the top of the list of names. Click to open Bulk Actions below for more information.)

  3. Select the desired tracking item from the button bar at the top of the My Students page.

    Note: If you select multiple students but do not have permission to raise a selected type of tracking item on all of the selected students, you will receive an error message stating "You do not have permissions to create any items of this type for the selected students."

    Tip: When you want to select multiple students then apply an Additional Filter, we recommend adding the Additional Filter criteria first. This will retain your filter settings. If desired, you could then narrow down your results further by selecting the View, Connection, Term, or Cohort drop down. (Note: The My Students and Tracking tabs, have slightly different drop down options.)

  4. Depending on the type of tracking item you've selected, your relationship to the student, and your permissions complete the appropriate fields in the form:

    1. [Item Name]:ClosedSelect which item you are creating from the drop down options.

    2. Course Context:Closed(Optional) Select a Course Context related to the item (for example, if you are raising a concern for a specific course section or referring the student to tutoring for a specific class).

    3. Due Date:ClosedYou may have the option to include a Due Date to give the student a deadline for the item.

    4. Assignee:ClosedYou may have the option to assign a tracking item to another staff member. You can leave the item unassigned or select someone to be the owner of the item.

    5. Comment:ClosedIn the Comment box, provide specific guidance related to this item. Typically, this is information for the student. To confirm if the student will be able to view these comments, refer to the line labeled "Student View" in the light blue box beneath the Comment box. If this item is visible to the student(s) provide comments that will personalize the request and ensure the student understands what is expected. If the tracking item is student closeable, the details are included in this area also.

      The comment is available within the student folder on the Tracking tab.

      The View and Permissions light blue box could display the following:
      Student View:
      If the student can view this tracking item and the notes entered in the Comment field.
      If the student can close this tracking item.
      Permissions:
      If a person with a role or relationship to the student can view this tracking item.
      If a person with a role or relationship to the student can view the notes entered in the Comment field.
      People with these roles may have access to the tracking item, notes and manage the item.

  5. Click Save.

Raise a Tracking Item from the Student Folder

  1. Select student's name wherever it displays as a hyperlink.
  2. Select the button for the item you wish to create for that student, such as Flag or Referral.
  3. Complete the form (discussed in the steps above).
  4. Select Save.

Bulk Actions

Bulk Actions

You can perform bulk actions when interacting with students by using the Select All feature. The Select All maximum is 15,000 students or items. If you reach this limit, you will be prompted to adjust your filters before making a selection.

Important: When sending ~5000 notes or meetings at once, these items could take upwards of 24 hours to finish sending. When these items are sent in large batches and the job gets interrupted, the interruption could cause duplicate emails to be sent. Therefore, we recommend sending notes or meetings in smaller batches.

  1. When using Select All, consider that you may have different role permissions for different students. For example, you may need to choose a Role from the Connection drop down menu to raise certain Flags or create certain Notes.

  2. From the My Students, Tracking, or Intake page, check the Select All checkbox to select all students that meet your search criteria. You'll notice at the bottom of the page the total number of students that have been selected.

  3. Perform your bulk action such as add a note or raise a flag, etc. Keep in mind, you can only perform bulk actions based on permissions set by your Starfish Administrator.

Tip: If these tracking item buttons do not display on the Student List, please contact your Starfish Administrator to add the Bulk Actions on Students privilege set.

Tip: When you want to select multiple students then apply an Additional Filter, we recommend adding the Additional Filter criteria first. This will retain your filter settings. If desired, you could then narrow down your results further by selecting the View, Connection, Term, or Cohort drop down. (Note: The My Students and Tracking tabs, have slightly different drop down options.)

If you have selected less than 50 students the system will process your request immediately. If you have selected 50 or more students, the system processes the selection as a batch action to avoid system performance issues.

  1. If you selected 50 or more students you will receive the following confirmation page. Select Yes, Finish to confirm your selection.

Next, you will receive the following message indicating your batch action has been queued.

What happens next?

There are several options you can do next:

Back to Student List upon selection your batch request begins and you are returned to the My Students page.

Review queued items on the Home page upon selection your batch request begins and you are directed to the Home page where you can track the status of the action(s) in the Batch Sent Items widget.

Cancel the batch send upon selection your batch send job is canceled. No action has occurred.

Note: Batch jobs may take some time to complete. Be sure to check the queue on the Home page to monitor the progress.

Tip: If you remain on this page and the computer is idle for 2 minutes, the page automatically refreshes, the batch job begins to process, and you are returned to the student list.

Related

Video: Faculty and Staff Demo Series: Closing the Loop and Clearing Flags