End User Guide to Starfish CONNECT™ Contents
Contents
1. If this setting was checked prior to the scheduled appointment and it does not display on your external calendar check your spam junk mail for the associated email e I canceled declined a Starfish appointment via my external calendar but it wasn t cancelled in Starfish When you cancelled the appointment in your Outlook Calendar did you decline to send a response Starfish needs to be notified that the appointment was declined or cancelled and this is done by selecting to email a response to Starfish that you have declined or cancelled the appointment If you are Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 31 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions not sure if you sent a response you can check your sent messages folder for the email that would have been sent to Starfish as a response I am getting Appointment Notifications for another Starfish user Why am I receiving a confirmation of an appointment between my colleague and a student Check your Profile settings and make sure that any institutional email or alternate email addresses are correct If so please verify that none of your colleagues have auto forwarding setup that is forwarding these appointments to you Sometimes my Starfish appointments show up on my external calendar and sometimes they do not It seems random Why don t these appointments always show up in my external calendar2. 4 July 2013 gt a a a a AGENDA DAY WEEK Upcoming Appointments print Day My Office Hours 07 09 2013 9 00 am Dr Gold s Office Hours Anders Hall Room 301 Tue amp Thu 9 10AM 8 Walk In Advising Fri 9AM 12PM 1 E 4 6 6 fa 7 8 sonr o OS 4 15 6 7 8 419 2 22 3 mS Oe OT My Group Sessions Group Session Wed 10 11 30AM Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 16 of 34 X Sta rfish retention solutions End User Guide to Starfish CONNECT 14 Click the gray and white double down My Group Sessions emai Group Session Wed 10 11 30AM GROUP SESSION MENU a Jb Edit Group Session J Cancel Series Title Group Session Time Tomorrow from Wed 10 11 50AM Location Anders Hall Room 301 Wed 07 10 2013 4 gt a Ea SESS AGENDA WEEK Group Session 10 out of 10 spots available amp Manage Partapants Manage Session Participants for Group Session 10 00 am 07 10 2013 x Manage Session Participants for Group Nevermind submit 18 Session 10 00 am 07 10 2013 PARTICIPANTS OUTCOMES SPEEDNOTES a There are 7 of 10 spots available 19 Jorge Smith 20 Course PA smith i l sjorge4312 2 1 i Session Participants Email Course Tools Albright Randy ralbright starfishmobile com No Course Ery 2 2 Basu Sean sbasu starfishmobile com No Course Ey Berger Jeff whoward starfishsolutions No Course Ty Prop
3. In general online calendars e g Outlook Google Entourage recommend using a single device to manage your appointments so that you accept and decline appointments in the same manner every time If you use a smart phone and multiple PCs to manage your calendar and email your external calendar may have trouble keeping everything in sync and you may find that appointments get added to your calendar and then disappear or that they never show up at all despite having received an email from Starfish If this is happening try managing all Starfish appointments from a single device to see if that improves the situation Integration with Microsoft Exchange I created an appointment in my Exchange Calendar i e Outlook but it doesn t show up in Starfish Have you successfully shared your Exchange Calendar with Starfish This requires sharing your calendar in Outlook with the designated Starfish integration email address You can see the email address of this calendar in the Email Notifications section of your Profile In this section you would also see a checkbox to Read busy times from my external calendar You should do this only after sharing your calendar with the address listed below this checkbox and additional instructions for sharing your calendar are also located in this section where you see Click here for further instructions Please allow some time for your calendar to be synced with Starfish for the first time Upda
4. Page 9 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions to students which students may schedule during this time which other roles can view this appointment and any related notes as well as the SpeedNotes that will display If you see an arrow circle icon next to an Appointment Type it means appointments of this type will recur on the same date and time for the duration of the term Appointment Select the types of meetings you will have in thes hours Types E General Advising Supplmental In struction 9 Enter any relevant instructions for students scheduling with you during this INSTRUCTIONS START END DATE block of time These will be sent to anyone who makes an appointment Please bring a hard copy of your most recent paper and your textbook 10 If this is a recurring series of Office Hours e g Every Tuesday at 2 00 pm INSTRUCTIONS START END DATE you may select the Start and End Starts 07 03 2013 O Ends 09 05 2013 G Date s of the series Never 11 For the End Date you may choose Lethal i e Never On Date e End ofTerm e On Date e After Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 10 of 34 X Sta rfish retention solutions End User Guide to Starfish CONNECT 12 Click Submit on the Add Office Hours Add Office Hours Add Office Hours Title What day s What time Wher
5. CONNECT Enter the Actual Start Date and Actual End Date of the appointment Optional If the student did not show up to the appointment check the box for Student missed appointment Based on your institution s settings this might generate an email to the student Enter your free text comments on the meeting Optional Check the box to Send a copy of the note to the student when appropriate Optional The list of roles who will also be able to view this appointment plus any associated comments and SpeedNotes is listed in the blue box below Select the SpeedNotes tab of the Edit Appointment pop up window Check the boxes of any relevant SpeedNotes for this appointment Click Submit No SpeedNotes tab Check with your Starfish Admin Page 22 of 34 XM Sta rfish End User Guide to Starfish CONNECT retention solutions You may review your appointment and its associated Outcomes and SpeedNotes by al ede celiac cpa ears tri het ae Gye aera arvana eal visiting the student s folder and navigating to Add Flag j Referral E ToDo Yp Kudo E3 SuccessPlan E3 AcademicPlan Message 1 Note iq Appointment ff File the A p po in tments ta b OVERVIEW INFO PLANS COURSES TRACKING APPOINTMENTS NOTES NETWORK Date Time Reason Scheduled By With 2 07 11 2013 at 9 30 am Upcoming Choosing a major Yasmin Gold Yasmin Gold Ty 10 26 2012 at 3 00 pm Appointment Choosing a major Yasmin Gold Yasmin Go
6. Entourage As illustrated below in figure 1 when an appointment is scheduled or updated in Starfish a calendar invitation with iCal attachment is sent to both parties the student and the calendar owner and users can accept or decline in their email client This two way communication is automatically available and requires no additional integration or installation Lf Send iCal External Calendar Acce puDecling Figure 1 When the Starfish Calendar is updated Starfish triggers an updated calendar invitation iCal when the following updates are made in Starfish New or updated block of time available for student meetings Student appointment scheduled Student appointment changed Student appointment canceled Staff users can select in their Starfish profile which of these updates are sent to their external calendar Starfish recommends electing to receive email notifications for all changes as illustrated below This is the default setting but can be changed on a user by user basis Send me an email with a calendar attachment for every change to my appointments change to my office hours group sessions SJ P X When an invitation is canceled or declined When a user cancels or declines a n Starfish invitation from their external calendar e g Microsoft Outlook the Accept Tentative Decline z s cancel decline is sent to Starfish and reflected on the Starfish calendar Proprietary and Confidential Co
7. Group Sessions to someone s calendar click the appropriate option just above the calendar Add Office Hours Add Office Hours Calendar My Calendar Title My Calendar F Green Robert What Hand Sara Re peats every 1 Y week s day s Stone Duane z w Emr AF Asa Asu What time Enter Start Time to Enter End Time Where Note You may select more than one location to give students a choice Diamond Hall Room 53 Wyatt Hall Room 114 How long Walk in meetings only 15 minutes Y minimum appointment length 15 minutes Y maximum appointment length INSTRUCTIONS START END DATE These will be sent to anyone who makes an appointment Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc m 10 You will be asked to indicate the calendar for which this block will be scheduled Complete the remainder of the form then click Submit Page 27 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions Integration with Microsoft Exchange Integrating Starfish with Exchange allows calendar owners to directly share their Exchange schedule with Starfish so calendar availability is automatically sent to Starfish ee Poll for shared calendars Starfish Exchange External Calendar Adapter aes Push free busy to display on calendars _ Integrating your Exchange account wit
8. or Ah Se Tae TEE Group Sessions T FERE j s As a calendar owner or calendar manager however you can add appointments anywhere on your calendar 1 To add an appointment you may either click Add Appointment Or go to the Day or Week View and click the green plus icon in your calendar for the time slot you prefer 2 Inthe Add Appointment pop up window begin typing a student s name in the Add Appointment Nevermind submit With field SCHEDULING OUTCOMES SPEEDNOTES 3 Select the student from the search results awith Search Active terms Al terms in the drop down menu When pas Pere eee Detailed Description sjorge4312 i Where EED xReason v Course v Enter a detailed description about the appointment This is A a viewable by you and the student with whom the appointment Sharing Shared Private is moda Permissions Please select a reason to see who else can view this shared appointment Required fields 4 Select the time if needed and location of the meeting Add Appointment Never mina submit SCHEDULING OUTCOMES SPEEDNOTES With Jorge Smith x Search Active terms All terms When 07 23 2013 2 00PM to 2 30 PM Detailed Description Where Anders Hall Room 301 x Anders Hall Room 301 Reason 125703 55501dd Course No Course Enter a detailed description about the appointment This is t _ ee viewable by you and the studen
9. your calendar Office Anders Hall Room 301 Please check in with the front desk 2 CO a Phone Call 703 555 1111 Please call me at your scheduled time 2 availability you will select which or all of these locations apply 8 Click Add Location 9 Select the type of location the name and Add Location enter any relevant instructions Students will see this information when scheduling Type Office 10 Click Save Name Fawn Building Room 501 11 Repeat this process to add any additional possible meeting locations Instructions My office is the third door on the right Required fields Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 5 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions 12 You may return to this page of your My Locations Profile at any time to add edit or Enter locations for your meetings with students Meetings can be in an office online over the phone or anywhere else you like i remove meeting locations _ ainai 13 Use the edit pencil and paper or Office Anders Hall Room 301 Please check in with the front desk remove red circle icons on the right when needed Phone Call 703 555 1111 Please call me at your scheduled time 14 In the Calendar Managers section Select people to manage your calendar Calendar managers can add and edit your office hours and schedule and edit appoint
10. 13 Actual Start Time to Actual End Time Attendance Student missed appointment Comments are notes about the appointment viewable only by you and other people with whom the appointment is shared These notes can be edited only by you before or after the appointment for record keeping purposes E Send a copy of note to student Permissions People with the following roles may be able to see this appointment if they have a relationship with the student s Faculty Member Residence Hall Advisor ist Year Advisor Staff Advisor Edit Appointment SCHEDULING OUTCOMES SPEEDNOTES Check off the topics discussed and activities completed in this meeting Academic Advising Academic Plan Review Discuss Mid Term Progress Check Academic Status Concerns Discuss Study Skills Advise student on academic difficulties Discussion of Academic Goals Complete Intervention Drop Withdrawal Advising Create Academic Plan Educational planning Career Advising E Career Change Career Exploration Career Compatibility Counseling Adjustment to College Conflict resolution Balancing work school Death of family or friend hild are earning di ability Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc End User Guide to Starfish
11. 3 1 2 Complete the Reserve Time pop up window by adding a Description Date and Time Range Reserve Time Select the start and end time to block off time in your calendar as being unavailable for appointments Then click Submit Students will see this time as unavailable on your calendar Description Meeting When 07 02 2013 Start Time to End Time erratum If your Office Hours typically do not recur ona predictable schedule consider using the Scheduling Wizard to enter individual Office ij Add Office Hours Z Add Appointment _ Add Group Session H Reserve Time Hours blocks for an entire week at once Home Appointments v Students Services Admin Appointment Tools lt AGENDA DAY WEEK 4 July 2013 gt S M T W TF _ 5 Upcoming Appointments print Day My Office Hours Jia 3 E a p iry Lands Rachel 07 09 2013 9 00 am Dr Gold s Office Hours Go to Appointments and then click Scheduling s ha ji os Anders Hall Room 301 Tue amp Thu 9 10AM 2 22 23 24 25 26 27 ROAM T W l Za rd 23 2 30 1 141 2 Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 24 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions Complete the required fields in the Scheduling Wizard then enter the week s time blocks You can enter multiple blocks for July 1 July 5 2013 4 gt each day of the week Scheduling Wizard Enter the
12. 33 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions e Can students see other students information in Starfish Home Success Network Ey Hello Rachel Lands Appointment Tools DAY WEEK Thu 07 04 2013 4 gt 4 July 2013 b S M A T w E S 2 00 PM 1 2O s o 22 7 8 9 0 1 12 13 O Sign Up 1415 16 17 18 19 20 Sign up 2 2 23 24 2 26 27 2 29 30 N 1 O sign Up e O sign up Toas A student will never see another student s information in Starfish A student will simply see time slot taken on your calendar where another student has already signed up Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 34 of 34
13. Cal attachment Add Appointment SCHEDULING OUTCOMES SPEEDNOTES With Jorge Smith M Search Active terms All terms When 07 23 2013 2 00PM__ to 2 30 PM Detailed Description l Starfish will only send confirmation Where Anders Hall Room 301 v i emails for appointments in the Reason Choosing a major Y Course No Course v fut ure Enter a detailed description about the appointment This is 7 Ske viewable by you and the student with whom the Sharing Shared Private appointment is made Calendar owners and calendar managers may document historic appointments and outcomes but these items will not generate email notifications Permissions People with the following roles may be able to see this appointment if they have a relationship with the student s Faculty Member Residence Hall Advisor ist Year Advisor Staff Advisor Faculty Advisor Didn t get a confirmation email Check your settings in Profile gt Email Notifications You will see the appointment in your calendar AGENDA DAY WEEK Tue 07 09 2013 4 gt Click the double down arrow to the left of the student s name to cancel the appointment edit the appointment view the student s folder or document outcomes Documenting Appointment Outcomes Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 20 of 34 XM Sta rfish End User Guide to
14. EEK SCHEDULE ee ae 30 10 00 AM 30 3 4 56 7 0 611 S P S F e e 3 17 s i 2 21 2425 06 2 ppointment Types All Appointments Available Only Calendars I Manage Select All Deselect All Clicking on a user s name will take you to that user s calendar in the Day view To return to the types of appointments Calendar view after doing this click the Calendar Manager tab and select the Manager calendars you would like to view Calendar Manager Appointment Types All Appointments nal Available Only My Calendar Calendars I Manage Deselect All Select All Green Robert Hand Sara Stone Duane As a Calendar Manager you will have access to the Schedule View where you can view your calendar as well as all calendars you manage The first time a Calendar Manager navigates to the Schedule View a pop up window will explain how it works Read this carefully then click the X in the upper right to close this pop up On the far left panel you will see a list of the calendars you manage Each person is given a different color and you have options to choose which calendars to view by checking off the boxes or selecting an Appointment Type from the drop down menu Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 26 of 34 X Starfish retention solutions End User Guide to Starfish CONNECT AGENDA DAY WEEK
15. SCHEDULE Name 12 45pm 1 00pm 1 15 pm 1 30 pm 1 45 pm 2 00 pm 2 15 pm Don Maitz S Basu Sean Green Robert Group Session 2 out of 5 spots available Hand Sara Group Session 6 out of 6 spots available 2 30 pm Time Scale 15m 30m 2 45 pm Stone Duane 3 00 pm ih ae In the calendar itself you will see each person s calendar in a different color You can change the time scale by changing the radio button selection above the calendar To add an appointment to someone s calendar click the green plus icon just as you would from your own Day or Week view of the calendar D Add Office Hours 9 Add Appointment 4 Add Group Session Reserve Time C3 Scheduling Wizard Appointment Tools AGENDA DAY WEEK SCHEDULE 4 July 2013 gt s m rw r f 7 g Name 12 45pm 1 00 pm 1 15 pm 1 30 pm 1 45 pm 2 00 pm 2 15 pm 2 30 pm 2 45 pm 3 00 pm 3 1 2 D5 4 6 6 DonMatz Q Basu Sean o 7 8 9 0 n 12 13 Green Robert 2 Group Session 2 out of 5 spots available 14 1 6 17 18 19 20 Hand Sara E Group Session 6 out of 6 spots available aa nuns y S 0 o T zs 2 23 3 WN e l Today Calendar Manager Appointment Types All Appointments v E Available Only v My Calendar Calendars I Manage Deselect All Select All Green Robert W Hand Sara Stone Duane Time Scale 15m 30m 1h To add Office Hours or
16. Sta rfish retention solutions End User Guide to Starfish CONNECT Reason _ Add Drop How many stu Choosing a major Homework Help Support SU pre registration Study abroad How many students Enter the maximum number of students that can sign up for the session Allow students to see other students who have signed up E Support supplemental instruction Automatically restricts to a single course as users sign up for slots INSTRUCTIONS START END DATE These will be sent to anyone who makes an appointment Please bring a hard copy of your most recent paper and your textbook Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc 5 Select the Reason associated with this Group Session The reasons you see listed are those associated with the Appointment Types your role has permissions to add Don t see the Reason you need listed Contact your Starfish Admin 6 Enter how many students you will allow to sign up for this session Starfish recommends entering a number between two and 500 7 Check the box to allow students to see the other students who also sign up for this session Optional 8 Check the box to Support Supplemental Instruction if you want this session to be limited to the course section of the first student who signs up Optional The Support supplemental instruction feature is most often used in conjunction with Tutoring Se
17. Starfish CONNECT retention solutions 1 From anywhere in the Starfish user interface click the double down arrow OAGENDA DAY WEEK to the left of an appointment to view d the Appointment Menu F 5 Upcoming Appointments P e uy Jorge Smith 07 11 2013 9 30 am Anders Hall Room 301 2 Select Outcomes to document your notes on this meeting APPOINTMENT MENU E 3 Cancel Appointment J Edit Appointment Jb View Student Folder JE Outcomes Ga Smith Jorge F Ysjorge sjorge4312 757 622 4457 Smith Jorge starfishcol Time 07 11 2015 from 9 30 am 10 00 am Location Anders Hall Room 301 Reason Choosing a major Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 21 of 34 X Starfish retention solutions Edit Appointment never mina submit SCHEDULING OUTCOMES SPEEDNOTES Comments are notes about the appointment viewable only by you and other people with whom the appointment is shared These notes can be edited only by you before or after the appointment for record keeping purposes Email Send a copy of note to student Permissions People with the following roles may be able to see this appointment if they have a relationship with the student s Faculty Member Residence Hall Advisor ist Year Advisor Staff Advisor Edit Appointment SCHEDULING OUTCOMES SPEEDNOTES Date 07 11 20
18. ant to create an Office Hour Block for every Tuesday from 8am noon for the next three weeks but you have an appointment on your Starfish calendar for 9am next Tuesday that would conflict with the proposed block and produce this error Starfish and My External Calendar e g Outlook Google Entourage e I created an Office Hours block in Starfish but it doesn t show up on my external calendar Check the Email Notification settings in your Profile The setting for Starfish to send an email with a calendar attachment for every change to my office hours group sessions must be checked BEFORE creating the Office Hour Block This allows Starfish to send an email with an attachment that can be added to your External calendar such as Outlook Google so that the Office Hour Blocks are displayed there If this setting was checked prior to creating the Office Hour Block and it does not display on your external calendar check your spam junk mail for the associated email e I created an appointment in Starfish but it doesn t show up on my external calendar Check the Email Notification settings in your Profile The setting for Starfish to send an email with a calendar attachment for every change to my appointments must be checked BEFORE the meeting is scheduled This allows Starfish to send an email with an attachment that can be added to your External calendar such as Outlook Google so that the appointments are displayed there
19. arked as SPAM Check the SPAM folder in your email client and whitelist Starfish emails if this i ihe case Appointments Notifications i Planning Reminders send me a separate emai reminder for each appointment send one email reminder with all appointments don t send me an email reminder Send Planning Reminders 5 00 PM the day of the appointments Once you properly share your Exchange calendar with Starfish Starfish will establish a subscription to your Exchange calendar Simply put your Exchange system will issue notifications to Starfish each time your Exchange calendar is modified Starfish will process these notifications and _ determine the updated free busy information i Appointment Alerts Send me an email 15 minutes before the start of an appointment i Send me an email with a calendar attachment for every i change to my appointments change to my office hours group sessions Read busy times from my external calendar Important In order for this setting to take effect you must share your calendar with starfish excellentuniversity edu Click here for further instructions This allows Starfish to keep in sync with _ Exchange in near real time preventing _ you from double booking yourself Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 29 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions What does th
20. chments for every change to an appointment and change to office hours group sessions J change to my appointments V change to my office hours group sessions Opting to receive emails with Send me an email with a calendar attachment for every calendar attachments for every change to my appointments change to my office hours group sessions cha nge toana ppol ntment and change to office hours group sessions will guarantee that your online calendar e g Outlook Google Entourage is in sync with your Starfish calendar Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 7 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions 24 In the Tracking Item Notifications Tracking Item Notifications box you may specify if and when to Send me a summary email of all tracking item activity receive a Daily Summary of all tracking item activity a Weekly Weekly on Monday l at 5 00 AM y Summary of all tracking item activity Send me an immediate email whenever E an item is raised F an item is cleared and or immediate emails any time an item is raised and or cleared Starfish recommends selecting the Daily Summary option Most users prefer to receive it in the morning 25 Remember to click Save in the top or bottom right of the Email Notifications page to submit any changes you have made x r Hello Home Appointments Stud
21. d Office Hours to create availability on your calendar Students E Add Appointment Add Group Session S ReserveTime E3 Scheduling Wizard may only schedule an appointment at E aceon oar wex times you indicate are available by adding Siana as Upcoming Appointments Print Day My Office Hours o aLa a s el mg Lands Rachel 07 09 2013 9 00 am Dr Golds Office Hours office hours or group sessions Anders Hall Room 301 Tue amp Thu 9 10AM 14 15 16 17 18 19 20 Home Appointments Students Services Admin Search for Walk In Advising 12PM 21 22 23 24 25 2 27 Fri 9AM 28 29 3 3 1 Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 8 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions Enter a Title name for this block of time dreisoni Students will see this name when they view Add Office Hours Never Mind submit your calendar Title Office Hours Select the day s and recurrence of this series what dvs roeas ever i weeks HR Gating are HESR Th GF Osa Asu aily e Once on a particular date What time Weekly nd Time j Monthly F gt Dal ly Where Every Tues and a an one location to give students a e Weekly Every Mon Wed Fri Every Weekday d Month ly DE pan desk e Every Tuesday and Thursday e Every Monday Wednesday Friday e Every Weekday 2 Select the on
22. dd and edit your office hours and schedule and edit appointments in your P refe re n ces Calendar Manager Email Integration ID Ayers Cindy zsafavian starfishsolutions com cayers Berry Warren zsafavian starfishsolutions com wberry Bokma Laura zsafavian starfishsolutions com Ibokma Jordan Grant zsafavian starfishsolutions com gjordan eo Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 25 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions TE Add Office Hours E Add Appointment T Add Group Session Reserve Time 3 Scheduling Wizard Appointment Tools AGENDA DAY WEEK SCHEDULE Time Scale 15m 30m 1h 4 July 2013 gt 5S M TW T Fs Name 12 45pm 1 00pm 1 15 pm 1 30 pm 1 45 pm 2 00 pm 2 15 pm 2 30 pm 2 45 pm 3 00 pm 3 1 2 3 4 6 6 DonManz o a Basu Sean 9 7 amp 9 1 n 42 13 Green Robert Group Session 2 out of 5 spots available ja ex fo vf 7 be i Hand Sara 9 Group Session 6 out of 6 spots available Stone Duane v v v v sap WwW H 1 Calendar Manager All Appointments n C Available Only iz My Calendar Calendars I Manage Deselect All Select All D Green Robert F Hand Sara F Stone Duane Using the Calendar Manager View x Using the Schedule View Adjust the time scale to view the The Schedule view allows you to more easily view and manage many calendars at once ee ees SO aaa 4 Apri 2011 v W
23. e How long Appointment Types Office Hours Weekly mM Repeats every 4 week s Repeat on AM Omu Ow Amr HF Osa M su Enter Start Time to Enter End Time Note You may select more than one location to give students a choice E Anders Hall Room 301 Please check in with the front desk E Call 703 555 1111 Please call me at your scheduled time E Walk in meetings only 15 minutes minimum appointment length 15 minutes A maximum appointment length Select the types of meetings you will have in these office hours Class Related Meetings L General Advising INSTRUCTIONS START END DATE These will be sent to anyone who makes an appointment pop up 13 On your Agenda view you will see your active Office Hours blocks listed on the Home Appointments Students Services Admin T Add Appointment Add Group Session ReserveTime EJ Scheduling Wizard Appointment Tests AGENDA DAY WEEK 4 July 2013 gt 5 M T Ww T F 5 Upcoming Appointments mass s Lands Rachel 07 09 2013 9 00 am 7 e on a2 8 Anders Hall Room 301 418 7 48 20 21 25 28 1 9 Print Day My Office Hours Dr Gold s Office Hours 9 10AM Tue amp Thu Walk In Advising Fn 9AM 12PM right Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 11 of 34 X Sta rfish End User Guide to Starfish CONNECT ret
24. e Manage ne 18 Clicking this icon will display the Office Hours Menu where you may choose to Edit Office Hours Cancel Series or Cancel Occurrence OFFICE HOURS MENU E Edit Office Hours J Cancel Series J6 Cancel Occurrence Title Dr Gold s Office Hours Time 07 09 2013 from 9 00 am 10 00 am Instructions Sign up fora visit whether for my class or for an advising session We ll both benefit from the time together Starfish recommends editing a series from the Agenda View and editing an occurrence from either the Day or Week View 19 If you click to cancel an occurrence you will see a notification confirming the cancellation and how many Do you want to delete this office hour occurrence son appointments within this block will be This will cancel 1 appointment You can send a message to people with appointments explaining why you canceled this Office Hour Block canceled I have an unexpected meeting during this time Please go to Starfish to j reschedule My apologies for the inconvenience Thank you 20 Enter a message to the students with appointments during this time 21 Then click Submit Delete office hours Dr Gold s Office Hours x Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 13 of 34 XM Sta rfish End User Guide to Starfish CONNECT retention solutions 1 Click Add Group Session Home Appoin
25. e or more locations that apply to this block of time If you choose more than one location the student will be able to choose his her preferred location for the meeting Where Note You may select more than one location to give students a choice O Anders Hall Room 301 Please check in with the front desk E Call 703 555 1111 Please call me at your scheduled time Go to Profile gt Appointment Preferences to add additional location options 3 Select Walk in meetings only if students should see this time on your calendar but not be able to schedule an appointment If you check this option you will be required to enter instructions below 5 Select the minimum and maximum lengths of time for which you will allow students to schedule 6 If the minimum and maximum lengths are identical the student will not be given a choice of appointment duration How long E Walk in meetings only 15 minutes minimum appointment length 45 minutes maximum appointment length 4 7 If your role has permissions to add more Appointment Select the types of meetings you will have in these office hours than one Ap pointment Type YOU will see ed E Class Related Meetings W General Advising checkboxes to determine which types apply to this block of time 8 The Appointment Type selected will dictate the appointment reasons shown Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc
26. edit another user s Starfish calendar A calendar owner can designate his her own calendar managers by navigating to Profile gt Appointment Preferences Or a Starfish Admin can batch upload these relationships Group Session Similar to Office Hours but more than one student can sign up for this particular block of time The Calendar Owner decides how many students can sign up for each Group Session Office Hours Calendar owners can add blocks of time called Office Hours to their calendars to indicate when they are available to meet with students Appointments can be added outside the blocks by calendar owners or calendar managers but students can only self schedule within the block Office Hours allow students to sign up for individual one on one slots within the time parameters entered by the calendar owner Outcomes Results of a meeting documented in free form text on the Outcomes tab of an Appointment in Starfish SpeedNotes Activity codes that provide an easy way for staff to document common outcomes of an appointment Specific SoeedNotes are set up by the institution per Appointment Type Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 2 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions How Starfish Communicates with your Online Calendar Starfish supports Two Way Calendar Communication via email with most online calendars e g Microsoft Outlook Google
27. ence a J Cancel Series Time 07 10 2013 from 10 00 am 11 30 am Location Anders Hall Room 301 Name Group Session Participants 10 out of 10 spots available Clicking this icon will display the Group Session Menu where you may choose from a number of options including Cancel Occurrence Starfish recommends editing a series from the Agenda View and editing an occurrence from either the Day or Week View Delete group session Group Session Do you want to delete this group session occurrence You can send a message to people with appointments explaining why you canceled this Group Session Due to a scheduling conflict on my part I am going to have to cancel our meeting Please visit my calendar in Starfish to join one of my other scheduled group sessions Thanks en nd se 27 28 If you click to cancel an occurrence you will see a notification confirming the cancellation Enter a message to the students who were registered for this group session Then click Submit Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 18 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions Students may only schedule to meet with you during times you have designated as G Ade Office Hours T Add Group Session Reserve Time TJ Scheduling Wizard UES n ony oem mv available either by adding Office Hours
28. ention solutions 14 Click the gray and white double down arrow to view the Office Hours Menu ntDay My Office Hours Dr Gold s Office Hours Tue amp Thu 9 10AM Walk In Advising Fri 9AM 12PM 15 From this menu you may choose to Edit Office Hours to modify the series OFFICE HOURS MENU or Cancel Series to delete all 4 Edit Office Hours occurrences of the series gt Cancel Series Title Dr Gold s Office Hours Time 07 04 2013 from Tue amp Thu 9 10AM Location Anders Hall Room 301 Call 703 555 1111 Instructions Sign up for a visit whether for my class or for an advising session We ll both benefit from the time together 16 To edit one occurrence of a series go to the Day View Use the mini a calendar on the left to select a day Find your office hours block displayed Lands Rachel 9 00 am in the calendar and click the gray and white double down arrow in the header of the block to view the menu Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 12 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions 17 You may also click the gray and white double down arrow from the Week AGENDA DAY orc Time Scale 5 day 7 day 07 14 2013 to 07 20 2013 4 gt View Dr Gaia s of e o Walk in Add Walk in o EE o Group Session 10 out of 10 spots available
29. ents Services Admin INSTITUTIONAL PROFILE APPOINTMENT PREFERENCES EMAIL NOTIFICATIONS NOTE If you do sot receive Starfish email notifications when expected please make sure they are mot marked as SPAM Check the SPAM folder in your email client and whitelist Starfish emails if this is the case Appointments Notifications Planning Reminders M gerd ma a separate emai reminder for each appointment send one ema remmnder wth af appointments dont send me an emal reminder Send Planning Reminders 11 00 4 the day of the apportmerts Apporkmert Alerts Send me an email 15 minutes before the start of an appomtment Send me an emat wth a calendar attachment for every change to my apportments Wi change to my office hours group sesmons Select Appointments from the top frame Saens gt Deniers Adii navigation You will be brought to the Agenda EB asomcetiowre AddAppointmont EE AddGroup session f RenerveTine E3 Schoduteg Wizard view where you can view the day s eee a ki appointments and available office hours and a A A E Upcoming Appointments print Day My Office Hours Laps 4 5 6 Lands Rachel 07 09 2013 9 00 am Dr Gold s Office Hours g rou p sessions 7T 8 9 0 n2453 Anders Hall Room 301 Tue amp Thu 9 10AM 14 15 16 17 18 19 20 Walk In Advising 21 22 23 24 235 26 27 Fri 9AM 12PM 28 29 30 31 1 Use the mini calendar on the left to select a different day when needed 1 Click Ad
30. ge 6 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions 21 Remember to click Save in the top or bottom right of the Appointment Preferences screen INSTITUTIONAL PROFILE APPOINTMENT PREFERENCES EMAIL NOTIFICATIONS 22 Navigate to the Email Notifications INSTITUTIONAL PROFILE APPOINTMENT PREFERENCES ta b of yo u r P rofi e i 23 In the Appointment Notifications box NOTE If you do not receive Starfish email notifications when expected please make sure they are not marked as S yo um ay S pecify if an d W h en to the case receive Planning Reminders Appointments Notifications Appointment Alerts and calendar Planning Reminders send me a separate email reminder for each appointment h send one email reminder with all appointments atta cnme nts don t send me an email reminder Send Planning Reminders 11 00 AN Y the day of the appointments Appointment Alerts Send me an email 15 minutes before the start of an appointment e Planning Reminders O pti on a e m a i Send me an email with a calendar attachment for every reminder s sent separately for each of the day s appointments in one email or not at all Date and time of Planning Reminders are specified by you e Appointment Alerts Optional email reminder sent a certain number of minutes before the start of an appointment e Calendar Attachments Recommended Option to receive emails with calendar atta
31. h g Hello your Starfish calendar is opt in only Yasmin Gold v 1 Go to Starfish gt Profile gt Email Notifications Institutional Profile Appointment Preference Email Notifications 2 Under Appointment Appointments Notifications Notifications check the box to 2 i Planning Reminders send me a separate email reminder for each appointment u x send one email reminder with all appointments i Re a d b u Sy t Imes fro mm y don t send me an email reminder Send Planning Reminders 5 00PM Y the day of the appointments i 1 2 2 external calendar Appointment Alerts Send me an email 15 y minutes before the start of an appointment Send me an email with a calendar attachment for every 3 n O rd e r fo r t h IS setti ng to ta ke Pea effect you must share your merer arer TT OTe Irt OE ect you must share your calendar with starfish excellentuniversity edu Click here for further instructions cal endar with the d e si gnat e d Exchange account listed 4 Click the link and follow the instructions given for sharing your Exchange calendar Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 28 of 34 XM Sta rfish End User Guide to Starfish CONNECT retention solutions 5 The Click here for further In order for busy tme to be imported ee the appropriate steps below depending on what ie ee ee you are
32. i n st ru ct i O n a i n k wi S h OW instructions for multiple i panei 365 Calendar select the Share This Calendar option d ve rs i O n S of Exc h a n ge B e S u re to Ea Office 365 eee l Calendar gt September 2011 follow the instructions for your lt September 2011 gt New Delete GotoToday Sj fii fal g Share View gy SMTWTFS m Calendar Sharing in Microsoft 365 n HB Add Calendar specific version 28 29 30 31 1 2 3 13 tuesday k 45678910 8 am ea Share This Calendar i 11 12 H14 15 16 17 AS Change Sharing Permissions ee ee 9 am E Publish This Calendar to Internet 25 26 27 28 29 30 1 j Change Publishing Settings 2345678 9 x 9 a My Calendars 10 am Show Calendar URL a Calendar N Add the Starfish calendar user in the To field and select the Free busy information including subject and location option Otherwise this will not work properly Sed Ug F amp F B Options HTML v v To Subject I d like to share my calendar with you Share Bi O Free busy information u Free busy information including subject and location O AIl information want to request permission to view the recipient s Calendar folder 6 Then click Save in the top right of your Profile to submit these changes i INSTITUTIONAL PROFILE APPOINTMENT PREFERENCES EMAIL NOTIFICATIONS NOTE If you do not receive Starfish email notifications when expected please make sure they are not m
33. is look like to calendar owners in Starfish See below Home Appointments v Students v Success Network Profile v help C Add Office Hours jj Add Appointment 53 Add Group Session Reserve Time E3 Scheduling Wizard AGENDA DAY WEEK SCHEDULE Mon 04 23 2012 4 gt 09 00 AM PWETI Ele meee ela 10 00 AM 5 Appointment scheduled in Al Appontments AM Shepler Rachael 11 00 am Sta 4 f h E Available Only aia My Calendar E 9 Calendars I Manage 45 Deselect All 12 00 PM g Lunch 12 00 pm sac as External hold from Exchange Burton Billie Jean oo Cooper Yolanda z E Donnelly Patrick N i Gabrelski Denise 01 00 PM _f9 Ballah Gormah 1 00 pm E Gavin Doe 15 Hall Adrian 130 Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 30 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions FAQ My Starfish Calendar e I am trying to create Office Hours but it keeps telling me that there is a conflict The Office Hours block overlaps with other Office Hours blocks I don t see any conflicts on my calendar If you are creating an Office Hour Block that spans multiple weeks you may want to check to see if you already have appointments created during those times for any of the weeks covered by the Office Hour Block that you wish to create For example if you w
34. lable to you As in when creating Office Hours you see checkboxes to indicate which Appointment Types apply to this block of time e g Class Related Meetings vs Advising If so it may be that you have setup Class Related Office Hours and therefore these appear as unavailable to your advisees Remember that Appointment Types dictate which students can schedule with you during this block of time which reasons they can choose from and the SpeedNotes available You can also check the Appointment Preferences that you have setup in your Profile If you have chosen to apply a scheduling deadline such as 5 00pm the day before the office hours students who try to schedule an appointment at 6 00pm would not be able to execute this task How do Walk in Hours display to students vanish a Students will see the block of ov SE a peirer time in your calendar the location and the associated Please sign in at the kiosk instructions but will not be able to schedule an appointment What do students see when I add a Reserve Time to hold a portion of my Office Hours on my Starfish calendar Students will see the time marked O sign Up as unavailable where your Sign Up ee Reserve Time is listed In this example the Reserve Time is scheduled from 1 30 2 00 pm O Sign Up O Sign Up OQ Sign Up Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page
35. ld 2 04 25 2012 at 10 00 am Appointment Homework Help Yasmin Gold Yasmin Gold The very first time you log in to Starfish you will see the Office Hours Setup Wizard Use this tool to quickly add your first Office Hours block to your Starfish Calendar Or click Close Office Hours Setup Wizard 5 don t repeat weekly dii 1f your office hours do Starfish provides a simple and efficient way for people om campus to schedule time with one another whether that time is face to face over the phone or even online All you have to do to formation on the right which lets people know Go ahead and get started by adding one time block for now You can always add more later JG y when you will be available during the term Then others on campus wil be able to schedule appointments with you electronically It s that easy 1 What day s do you have office hours Once you ve signed up you can elect to receive emai notifications informing you about your T w T F 5 5 upcoming meetings Each notice wil indude the reason for the visit the person s picture if to d is m SS t h is wi za rd avatable and a link to their profile 2 What time are your office hours A well connected campus is a better campus so start using Starfish now to 3 Where are they Type in an office Details Enter an off Instructions F Show me thes Office Hours Setup Page again next tme I login if I dont have any Office Hours sem once Only usi
36. ments in your you can designate other users who can see and edit your Starfish Calendar Managers Calendar Manager Email Integration ID C a e n d a r Ayers Cindy zsafavian starfishsolutions com cayers Berry Warren zsafavian starfishsolutions com wberry 1 5 i CI i C k Ad d Ca e n d a r M a n a ge r Bokma Laura zsafavian starfishsolutions com Ibokma Jordan Grant Zsafavian starfishsolutions com gjordan eo 16 Begin typing a user s name Search Add Calendar Manager x results will begin to populate 17 Select a user from the search results and click Add 18 Repeat this process to add more enterName o calendar managers Add Calendar Manager 19 You may return to this page of your ee eee a Profile at any time to add or remove Select people to manage your calendar Calendar managers can add and edit your office hours and schedule and edit appointments in your calendar managers Calendar Manager Email Integration ID 20 Use the remove icon red Cl rcle to Ayers Cindy zsafavian starfishsolutions com cayers anaes aa remove a calendar manager Bokma Laura zsafavian starfishsolutions com Ibokma Jordan Grant zsafavian starfishsolutions com gjordan Calendar Managers can also be assigned by Starfish Admins If you are unable to remove a calendar manager from this area contact your Starfish Admin Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Pa
37. ng Starfish for appointment scheduling Consider changing your Login Page to the Agenda Week View or Day View of your Starfish calendar INSTITUTIONAL PROFILE APPOINTMENT PREFERENCES EMAIL NOTIFICATIONS lease fill out as much of your profile as possible students will see thes information Yasmin Gol ishsolubons com Go to Starfish gt Profile gt Institutional Profile Select an option from the Login Page drop down menu Then click Save es Airaceboor and Mobile Users Gents gt My SUA Students gt Tracking Video Students gt Zoom In Students gt Attendance Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 23 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions Occassionally you may need to put a hold on your calendar but don t necessarily want to delete your entire Office Hours block Use jj Add Office Hours H Add Appointment Add Group Session secon tine 3 sending var Reserve Time for this purpose Home Appointments v Students Services Admin Appointment Toot AGENDA DAY WEEK 4 July 2013 gt Ss M T W _ T _ F S Upcoming Appointments print Day My Office Hours i o afs s s 6 m Lande Rachel 07 09 2013 9 00 am orcos oferos Go to Appointments and then click Reserve 7 8 9 0 12 13 Anders Hall Room 301 Tue amp Thu 9 10AM 14 15 16 17 18 19 20 ee 2 2 23 24 23 26 27 N Time 28 29 3
38. pyright 2013 Starfish Retention Solutions Inc Page 3 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions Users must have online calendars that support calendar invitations and iCal attachments such as Microsoft Outlook or Google Calendar for this feature to work Note that you cannot modify Starfish appointments times from within your external calendar Only Accept Cancel or Decline are reflected in Starfish Walkthrough Instructions for Calendar Owners Your Profile Before adding availability i e office hours g Hello group sessions to your Starfish calendar you Institutional Profile Yasmin Gold v must complete some basic Profile information 1 Navigate to Starfish gt Profile gt Institutional Profile Appointment Preference Email Notifications a 2 You have the options of uploading a va ve acaba profile photo entering contact iain Gy information and writing a description about yourself Students will see your profile information when they click to view your calendar 3 Be sure to specify where you would like correspondence sent to your institutional email or to a preferred email address if your institution allows this 4 Click Save at the bottom of the page Uploading a photo and completing your General Overview and My Biography narratives will help students put a face to a name and feel more comfortable reaching out for help Prop
39. rietary and Confidential Copyright 2013 Starfish Retention Solutions Inc arrow to view the Group Session Menu From this menu you may choose to Edit Group Session to modify the series or Cancel Series to delete all occurrences of the series To edit one occurrence of a series or manage the participations of the session go to the Day or Week View Use the mini calendar on the left to select a day Then find your Group Session displayed in the calendar Click Manage Participants to add or remove students to your group session Search for a student by typing his her name into the Add participant field Select the student from the drop down menu Then click Add Repeat this process for all participants you wish to add To remove a student from the session click the icon to the right of the participant s name When you are finished click Submit Page 17 of 34 X Starfish retention solutions End User Guide to Starfish CONNECT a 1 10 out of 10 spots available Manage oooo Time Scale 5 day 7 day Wed 7 17 Thu 7 18 Fri 7 19 I Se Walk in Add Walk in Meeting oooo 07 14 2013 to 07 20 2013 4 gt From either the Day or Week View click the gray and white double down arrow in the header of the Group Session block to view the menu GROUP SESSION MENU amp Manage Participants J Edit Group Session J Outcomes J3 Cancel Occurr
40. rietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 4 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions 5 Navigate to the second tab in your Profile INSTITUTIONAL PROFILE EMAIL NOTIFICATIONS called Appointment Preferences 6 Under the section called Basics declare your Minimum Appointment Length Starfish recommends 15 minutes 7 Next select your Scheduling Deadline If this is set to None a student may schedule an appointment with you up to the moment of the meeting Basics Please choose your default settings for your office hours blocks You can change these whenever you add a block of office hours Minimum Appointment 15 minutes Y length Scheduling deadline o none 5 00PM Y the day before the office hours 9 00AM Y the day of the office hours 1 hour s before the office hours Allow drop ins after deadline has passed Check the box to Allow drop ins after deadline has passed to place a note in your calendar letting students know that they cannot schedule but can walk in to your office In the My Locations sections enter all i achat possible meeting locations including physical Enter locations for your meetings with students Meetings can be in an office online over the phone or anywhere else you like offices phone numbers chat services or Type Name Instructions anywhere else When you build
41. rvice Calendars Contact your Starfish Admin to learn more about this 9 Enter any relevant Instructions for students Page 15 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions 10 If this is a recurring series of Office Hours e g Every Tuesday at 2 00 pm INSTRUCTIONS START END DATE you may select the Start and End Dates of the series Starts 07 03 2013 Ends 09 05 2013 F 11 For the End Date you may choose dinig e Never an e End of Term e On Date e After 12 Click Submit on the Add Group Session pop up window Add Group Session x Add Group Session seers some Title Group Session T When PEA Date 07 09 2013 G What time Enter Start Time to Enter End Time Where Anders Hall Room 301 Please check in with the front desk Call 703 555 1111 Please call me at your scheduled time Reason Select a reason Me How many students Enter the maximum number of students that can sign up for the session Allow students to see other students who have signed up Support supplemental instruction Automatically restricts to a single course as users sign up for slots eevee at be 13 On your Agenda view you will see your active Group Session blocks listed on the right Home Appointments Students Services Admin T Add Office Hours TE Add Appointment T Add Group Session Reserve Time E3 Scheduling Wizard Appointment Tools
42. seccceeeeesecceseeeeeeeeeeeeeeeeeeseeees 31 Integration with Microsoft Exchange esssseseesessersesreresrrrrssreresrrressreressrrsssreresererssreresereessrereseteessreressrerssreresereesseee 32 BSE aeo to 0 0 9 camer E A A P O AO E T O EIA O AN OE EEA AE E N 33 Starfish CONNECT Documentation Version 1 7 26 2013 X Sta rfish End User Guide to Starfish CONNECT retention solutions Introduction Purpose This document is designed to be a guide for end user calendar owners It describes the features and functions of Starfish CONNECT as they relate to online appointment scheduling and integration with Microsoft Exchange when applicable Glossary of Terms Appointment A documented meeting between a student and a calendar owner i e advisor instructor Students may only schedule appointments in the future at times the calendar owner designates as available Calendar owners and calendar managers however can schedule future appointments as well as document appointments that occurred in the past Appointment Type Grouping of appointment reasons and activities i e SoeedNotes that a common set of roles can add and or view Calendar attachment iCal Attachment to a calendar invitation that allows a user to accept or decline from his her email client e g Outlook Google iCal is the industry standard to communicate meetings to online calendaring software Calendar Manager A Starfish user who can see and
43. start and end time for all office hour blocks for the selected week Mon 7 1 Tue 7 2 Wed 7 3 Thu 7 4 Fri 7 5 9 30 AM 10 30 AM Start Time End Time 3 00 PM 4 00 PM Start Time End Time Th en click Finish 11 30 AM 2 30PM_ T1 00PM_ 13 30PM _ Start Time End Time 4 45 PM Start Time End Time Start Time End Time Start Time End Time Start Time End Time Start Time End Time Start Time End Time Add Another Block Add Another Block Add Another Block Add Another Block Add Another Block Advisors often find the Scheduling Wizard helpful during advising rush periods at the beginning and end of the term Calendar owners may Print their agenda for the day Simply go to the Agenda view and click Print Day Home Appointments Students Services Admin Search for E Add Office Hours Add Appointment Add Group Session S ReserveTime E9 Scheduling Wizard Appointment Tools AGENDA DAY WEEK i aae A new tab or window will open in your S M_ T W T F S5 Upcoming Appointments My Office Hours L2 3 4 5 6 Lands Rachel 07 09 2013 9 00 am x Dr Gold s Office Hours Internet browser and the day S schedule of KORO O Anders Hall Room 301 TERETE O ROMIN S appointments will be shown in an easily printable format Calendar owners may delegate Calendar Managers in Profile gt Appointment Calendar Managers Select people to manage your calendar Calendar managers can a
44. t with whom the appointment Sharing Shared Private is made Permissions Please select a reason to see who else can view this shared appointment Required fields Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 19 of 34 X Starfish End User Guide to Starfish CONNECT 5 Select a Reason from the drop down menu Add Appointment Nevermind Submit SCHEDULING OUTCOMES SPEEDNOTES Each Reason is linked to an With Jorge Smith Search Active terms All terms l When 07 23 2013 3 2 00PM_ to 2 30PM Detailed Description Appointment Type The associated saad aca 5 Appointment Type will dictate the iat a kq sharing permissions listed below Comrca aoa z3 as well as the SpeedNotes associated with Enter a detailed description about the appointment This is viewable by you and the student with whom the Sharing Shared Private appointment is made this appointment Permissions People with the follwing roles may be able to see this appointment if they have a relationship with the student s i Residence Hal advisor 6 Select a Course to associate with this ist Year Advisor 3 Staff Advisor Eer appointment Optional 7 Enter a Detailed Description of the meeting context Optional 8 Click Submit to schedule the meeting 9 Both the student and the calendar owner will receive an email confirmation with an i
45. tes to your calendar may also take a short time to appear and will not occur instantaneously How long can I expect to wait for my Starfish calendar to sync with my Exchange calendar It can take a few minutes to update the Starfish calendar with any small updates from Exchange This would normally take at least one minute but can take several depending on many factors including how fast the Exchange server responds to the Starfish system requests for data Response time should be similar to what you experience when receiving email from colleagues outside of your institution I try to check the box to share my free busy time but it won t stay checked and or my calendar still isn t synced Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 32 of 34 X Sta rfish End User Guide to Starfish CONNECT retention solutions This can happen if you have not effectively shared your calendar with Starfish or if the sharing privileges have been changed since you first shared your calendar Sharing the calendar with the Reviewer privilege is often a good choice but detailed instructions are accessible in your profile under Appointment Notifications where you see Click here for further instructions Display to Students I created Office Hours in Starfish but students are saying that my Office Hours appear as unavailable to them Do you have more than one Appointment Type avai
46. tments Students Services Admin Search for E Add Office Hours Add Appointment Add Group Session J S Reserve Time E3 Scheduling Wizard Appointment Tools AGENDA DAY WEEK 4 July 2013 gt E O O A a Upcoming Appointments Print Day My Office Hours tL 2 EEJ 2 Lands Rachel 07 09 2013 9 00 am Dr Gold s Office Hours 7 8 9 10 1 2412 13 Anders Hall Room 301 Tue amp Thu 9 10AM 4 15 16 17 18 19 20 Walk In Advising 21 22 23 24 25 26 27 Fri 9AM 12PM 28 29 30 3 1 2 3 2 Enter a name for your Group Session Students will see the name when they view your calendar Add Group Session Add G Sessi hia risda ever mina submit 3 Select the day s and recurrence of this Title ie Suaean series Options are When Repeats every 1 week s e Once ona particular date Once ae Emh GF Asa Asu e Daily What time J End Time e Weekly Monthly Where Every Tues and Thurs e Monthly Every Mon Wed Fri at desk ac ee e Every Tuesday and Thursday sluled time e Every Monday Wednesday Friday e Every Weekday 4 Select the one location that applies to this group session Where Anders Hall Room 301 Please check in with the front desk Go to Profile gt Appointment Preferences to add additional location options Call 703 555 1111 Please call me at your scheduled time Proprietary and Confidential Copyright 2013 Starfish Retention Solutions Inc Page 14 of 34 X
47. x Starfish End User Guide to Starfish CONNECT retention solutions Contents Hight oo U el d og ose E reo eee ee ee ee 2 PUD OS O r E E E E E E A E E 2 GOS Sa T N e cas neasaccneccituadetcsedsabsolanssanaseacataiauadcacsnatancsseesotasecss 2 How Starfish Communicates with your Online Calendar ccccccccesecccssecccesscceecsceecseeecseeuseeeeeceseueceseeseueueeeegass 3 Walkthrough Instructions for Calendar OWNESS ccccccsssccccessececceseccccesececeusececeuececeeesecessusecessugeceeeeeeeetsusecesseeceesees 4 OUI TOW a eters neser meet caseneseae simcncs E sosausecaunusnestctneseeo E 4 OEE IOUS GOW SSS O eeen sacensateat ce cteatsct paresis AA 8 Group SS SONS rs atc ecisatoee snares cise cena EEE EE EE E 14 ATOME FO WAIVE SINS e E asc ssiesareestasmaasuius E ace 19 DOCUMENTING APPOINTMENT OUTCOMES ccccscccsccsecceccseccusesecouseseceuseseccueeseceuetseceuseseceueeseseuseseseueeseseueessseucesssesees 20 Oke gle ae calenda Tine eo aea ee nen E ee ere cee 23 Delegating a Calendar Manager ccccinsceeavsnctesnstosesncensaseacccsatdeusesetunncapancucsosasuedGsnendeueusaatwabtnnncoutenarecdaenatseucialseettoanentes 25 Integration with Microsoft Exchange wcrcoctuccccsvsnansesccharcermssmansesvnwnasnnnasentecseonceunnoenqaseucennyeswnsanateentavensunseunteosanawacunts 28 PA E E E E E Gatees 31 My SU INS A e eA eA EE E E 31 Starfish and My External Calendar e g Outlook Google Entourage cccccccccess
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