Guidebook updated for Spring 2024 Version 1.1
Student Success | Spring 2024 1.1 1 TABLE OF CONTENTS Table of Contents ……………………………………………………………………………. 1 Getting Started Signing In ….……………………………………………………………………..……. 2 Edit Profile ……………………………………………………………………..…….... 3 Appointment Preferences ……………………………………….…………………... 5 Notifications ............................................................................................................. 7 Office Hours ……………………………………………..……………...…………….. 8 Student Information My Students & Tracking …………………………………………………………….. 10 Student Folder ………………………….…………………...…………….………... 10 Tracking Items Flags ………………………………………………………………………..………… 12 Kudos ……………………........……………………………………….……….……. 12 Referrals …………………….........……………………..…………………………… 12 To-Dos …………………….........………………………………………..….….……. 13 How to Raise a Tracking Item …………………………………….………….….…. 13 Additional Features Service Catalog ……………………………………………................................….. 14 Progress Surveys ……………………………………………………………………. 14 Intake Surveys …………………………………………………..………….……….. 14 Raise Your Hand …………………………………………..……..………………….. 15 Reports ………………………………………………………..……………….…….. 15 Support Information Resource Page ………………………………………………………………………. 16 Help Center ………………………………………………………………………….. 16 Contact the Team …………………………………………………………………… 16
Student Success | Spring 2024 1.1 2 GETTING STARTED Signing In via the short link www.sunywcc.edu/vikingsuccess via the resource page www.sunywcc.edu/academics/viking-success or via the MyWCC tile Once you arrive at the landing page, you can log in using your SUNY Westchester username and password. The first time you log in to the Viking Success the platform will open the Office Hours Setup Wizard. You may close this and use the Add Office Hours function later.
Student Success | Spring 2024 1.1 3 Edit Profile Profile Settings 1. Click on your name at the top of the navigation menu (indicated by the ≡ icon) and select the Edit Profile tab. 2. Help students put a face to your name by using the Upload Photo link beneath your existing photo or placeholder to upload a photo. Browse to a photo file (.jpg, .png, or .gif), and then click the Upload Now button to update your photo. 3. Select your Preferred Login Page from the dropdown. This is the page that will open after logging in. 4. Toggle the Share Links option(s) if you would like to share your appointment scheduling and/or profile link with students and staff. a. Sharing with students: Copy the URL(s) to the clipboard. You can paste the URL(s) in emails, email signatures, Brightspace, any non-Viking Success page, etc. b. Sharing with staff: Select the appropriate checkbox(es) to display the URL(s) on your Connection Profile in the Services tab. Contact Information 5. Username a. This field is pre-populated in Viking Success and cannot be edited. 6. Institutional Email a. This field is pre-populated in Viking Success and cannot be edited. b. Select the Send notifications to my institution email address checkbox to receive notifications related to the status of your raised tracking items, as well as appointment requests and messages from students.
Student Success | Spring 2024 1.1 4 7. Phone a. If you have a campus phone number, you may list it. If you do not, please leave this blank. 8. Cell Phone a. Please leave this blank. SUNY Westchester is not currently using the SMS notification functionality. 9. Video Phone a. If you use Zoom to meet with students, you may list your Personal Meeting Room link here. 10. Time Zone a. The time zone will default to GMT-5 Eastern Standard Time (EST). It is advisable to leave this on its default so students can see the correct times if scheduling an appointment with you. Please Note: SUNY Westchester policy states that Faculty & Staff must communicate with students through official college channels. Please keep this in mind when listing your contact information. About 11. Title a. Please enter your functional title in the Title field. This section displays to students to help them identify your services. 12. My Biography a. A brief biography can help students get to know you. Tell students about your educational background, areas of research, or other information about your expertise. 13. General Overview a. Tell students what help you offer during office hours and/or directions to your office.
Student Success | Spring 2024 1.1 5 Appointment Preferences Here you can customize your default Appointment and Office Hour settings, add, or remove virtual and physical Locations, and designate other users as Calendar Managers from the Appointment Preferences tab. Office Hour Defaults 1. Minimum Appointment Length a. Select the appropriate minimum appointment length that students should be able to make. 2. Scheduling Deadline a. Select the latest time or date that a student can schedule appointments or select No Deadline. Calendar Sync 3. Viking Success Calendar Sync a. Select the appropriate option to sync from your Viking Success calendar to your external calendar: b. Appointment Change i. When selected, you will receive calendar attachments for appointment changes from your Starfish calendar to your external calendar. c. Change to my Office Hours and Group Sessions ii. When selected, you will receive calendar attachments for changes to your Office Hours and Group Sessions from your Starfish calendar to your external calendar.
Student Success | Spring 2024 1.1 6 4. External Calendar Sync a. Sync busy times from your Outlook calendar to your Viking Success calendar by sharing your calendar with Starfish-Mail@sunywcc.edu and selecting Allow Viking Success to read busy times from my Outlook Calendar. b. For assistance with syncing your Outlook calendar, please visit the Viking Success resource page or contact the team. My Locations 5. Select Add Location and a new window will open. 6. Select a Location Type. 7. Enter the Location Name and any relevant Instructions that you want your students to see when scheduling an appointment. Calendar Management 8. Allow members of your team to manage your Viking Success calendar by selecting Add Calendar Manager. 9. Once the new window opens, select the Add Calendar Manager, and search the user by “last name, first name.” Please Note: If you choose to share your calendar with a student worker, they will only see basic logistical information and will not see descriptions or outcomes.
Student Success | Spring 2024 1.1 7 Notifications 1. Email Notifications a. This field is pre-populated in Viking Success and cannot be edited. b. You will receive emails about Viking Success activity related to your students, such as appointment reminders and Tracking Item updates. Preferences 2. Summary Emails a. Choose whether you wish to receive a digest of your appointments and tracking items at a custom frequency. 3. Appointments a. Choose you preferred reminder options for individual appointments. 4. Tracking Items a. Choose your preferred notification options for individual tracking items.
Student Success | Spring 2024 1.1 8 Office Hours By adding Office Hours, you enable your students to schedule an appointment or view your walk-in hours on the platform. This can be seen when a student visits your profile or by using your Share Links. Add Office Hours 1. At the top of your Home and Appointments page, click the add Office Hours button. 2. Complete the fields presented: Title: This field displays to students and can be used to denote specifically targeted office hours (i.e., advisement, exam prep, portfolio review, etc.) What days (s): If you wish to set recurring office hours, select how often you want these to repeat. Otherwise, select once. What time: Enter a start and end time. Where: Select where you will be holding office hours. Locations can be set through your Appointment Preferences (see page 8). Office hours Type: Scheduled hours allows students to book an appointment while Walk-Ins only provides students with the hours.
Student Success | Spring 2024 1.1 9 How long: Set the length of appointments students can schedule during these office hours. This is only required when choosing the Scheduled type. Appointment Types: Selecting one or more type allows you to quickly document the outcomes of the student interaction. When allowing Scheduled hours, students will select from the chosen types to provide context prior to your meeting. Please Note: Available Appointment Types vary from user to user. If you do not see an applicable type listed, you may request it by contacting the Viking Success team.
Student Success | Spring 2024 1.1 10 STUDENT INFORMATION To view student information, choose the Students page from the navigation menu (indicated by the ≡ icon). My Students & Tracking 1. The My Students and Tracking tabs allow you to view a roster of the students you are connected to and their respective tracking items. 2. Faculty and staff will only be connected to students that they serve during the current semester. 3. Filters may be used to target a specific population of your student roster. This can include the Connection and Cohort drop down menus, as well as the options provided under Additional Filters. Please Note: Filters do not carry over between the My Students and Tracking tabs and are only applied to the tab for which they are set. If you are having trouble locating a student, please be sure to check your filters! You may need to use different attributes or clear your filters. Student Folder 1. A student folder contains an overview of a student’s academic history at SUNY Westchester. You can also raise tracking items and document interactions from this window.
Student Success | Spring 2024 1.1 11 2. Clicking on a student’s name on the My Students or Tracking tabs will open the student folder. 3. Information that is visible in the student folder may be dependent on your level of access. If you require information that does not appear in the student folder, you may request it by contacting the Viking Success team.
Student Success | Spring 2024 1.1 12 TRACKING ITEMS Tracking items are the primary method in which Viking Success collects and sends actionable information for early intervention outreach. They can be raised manually or automatically as the result of a progress survey. Depending on your level of access in Viking Success, you may see some or all the below types. Flags 1. Flags are used to raise concerns about a student's academic performance. 2. When a Flag is raised, the student and their aligned Support Provider will receive a notification. When the flag is closed, you will receive a notification, depending on your settings. 3. Flags are only for actionable concerns! They alert a student's respective Support Providers that action needs to be taken on their end. Please refrain from using flags for simple communication with a student. Kudos 4. Kudos are used to recognize a student’s positive academic performance. 5. The student will receive a notification when they have a kudo. 6. Kudos are just as important as flags! By giving students positive encouragement, we can prevent them from viewing Viking Success as a disciplinary system that causes anxiety that they want to avoid! Referrals 7. Referrals allow you to direct a student to see a particular service on-campus. 8. When a referral is made, the student will receive a notification. You will receive a notification after a student has met with the referred service, depending on your settings.
Student Success | Spring 2024 1.1 13 To-Dos 9. To-dos allow you to direct a student to take a specific action. 10. SUNY Westchester is not currently using this tracking item type. If you are interested in using this function, please contact the Viking Success team. How to Raise a Tracking Item 11. Choose the Students page from the navigation menu (indicated by the ≡ icon). 12. Locate the student and open their student folder. 13. At the top of the student folder, select the appropriate tracking item and follow the prompt. Be sure to include a detailed comment as to reason the tracking item was raised. Please Note: When raising your tracking item, you should assume that your comment will be seen by the student, your colleagues, as well as anyone the student may share it with such as their parents. For best practices for raising tracking items please see Raising Tracking Items one sheet on the Viking Success resource page.
Student Success | Spring 2024 1.1 14 ADDITIONAL FEATURES Viking Success features a growing list of additional features that can be customized to better serve your specific student populations. Below is a list of features that are currently being used at SUNY Westchester. If you are interested in learning more about additional features that are not listed below, please contact the Viking Success team. Service Catalog 1. Viking Success includes a centralized directory of the support services that are available to students at SUNY Westchester. It can be found in the navigation menu (indicated by the ≡ icon) and select services may appear on your Viking Success homepage. 2. Service pages can contain basic information about a service including an overview, contact information, hours of operation, and a list of staff. 3. Service pages can also include a self-serve appointment feature, allowing students to schedule appointments directly with a service, program, or provider. Progress Surveys 4. Progress surveys are a way for faculty to provide their students and members of their Success Network with an overview of their performance during key points throughout a semester. 5. When it is launched, faculty will receive an email with a link to the survey and its due date. It will also appear in the Progress Survey tab on the Students page. 6. Based upon a faculty member’s answers to the multiple-choice questionnaire, tracking items will automatically be raised. 7. SUNY Westchester is currently using surveys for target populations of students. Faculty may or may not receive a survey during a semester. 8. A schedule of a semester’s surveys, as well as a best practices sheet, can be found on the resource page. Intake Surveys 9. Intake surveys are a way for incoming students to alert student support services of their potential needs prior to starting classes. 10. Based upon a student’s answer, the corresponding service or program will receive an associated tracking item (usually a referral) for outreach or follow-up, depending on their program.
Student Success | Spring 2024 1.1 15 11. Answers to intake surveys can be found on the Students page. Visibility may depend on your level of access. Raise Your Hand 12. This feature enables students to self-advocate and directly request help from a particular service or program. 13. Raise Your Hand can be used as an alternative to the self-serve appointment feature, allowing students to request an appointment without scheduling it themselves. Reports 14. Depending on your access level, faculty and staff can run reports from Viking Success. These include data on tracking items, appointments, notes, and surveys. 15. If you need to access to reports, please contact the Viking Success team.
Student Success | Spring 2024 1.1 16 SUPPORT INFORMATION The Viking Success team is available for all support requests. We can also discuss tailoring features to align with your service or program’s specific need. Trainings are also available and can be scheduled as one-on-one or department wide sessions. Resource Page SUNY Westchester’s website features a resource page for Viking Success users with best practices for using the platform on our campus and answers to frequently asked questions. To access the resource page please visit -- http://www.sunywcc.edu/academics/vikingsuccess. Help Center Our technology partners at EAB have created a comprehensive help center to help navigate the nuts and bolts of the platform). You can access it by using the link at the bottom of the resource page. Please Note: The Help Center uses the name “Starfish”. This is the trade name of the base software that Viking Success utilizes. You may hear your colleagues use both the “Starfish” and “Viking Success” interchangeably. Contact the Team For general support and configuration requests: Please email: vikingsuccessteam@sunywcc.edu To schedule a training session: Please visit the resource page and click the Training tab to submit a request. You can also submit a request via the following link: https://forms.office.com/r/T8nwFR3Rxk
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