Palm Beach State College - Early Alert Manual 1 | P a g e

Table of Contents

SCHEDULING STUDENT APPOINTMENTS

Create an Advising Appointment ........................................................................

Student View: How a student makes an Advising Appointment .........................

Add Prospective students as an appointment ...................................................

Cancel a individual appointment ........................................................................

Cancel a whole day, a whole block or entire series ............................................

Edit an appointment for a different day/time .................................................... DURING STUDENT APPOINTMENTS

Get ready for the upcoming appointment _what to look for ................................................ 15 ................................................................................................................................................ 38 How to view another organization ................................................................................. 4THER 41

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CREATE ADVISING APPOINTMENTS

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

In the Add Appointment pop‐up window, Student: begin typing a student’s name in the “student” field, or add the students PBSC Student ID Select the student from the search results in the drop‐down menu.

*When: Select the time (if needed) *Where: Select your set location for the appointment

*Reason: Select a Reason from the drop‐down menu. TIP: Each Reason is linked to an Appointment Type. The associated Appointment Type will dictate the sharing permissions, as well as the SpeedNotes associated with this appointment.

Course: Select a Course to associate with this appointment (Optional)

Write a description if you can. This will help remind the advisor and student what the appointment is about

Click Submit to schedule the meeting

Both the student and the advisor will receive an email confirmation on their PBSC Email Account

The advisor will see the appointment in their Starfish calendar.

The advisor will also see the appointment on their Outlook Calendar

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STUDENT VIEW: HOW A STUDENT MAKES AN APPOINTMENT

1. Log into PantherWeb:

On the gold menu bar on top, click on Advising Appointment:

OR, click on the direct link: https://palmbeachstate.starfishsolutions.com/starfish-ops/support/login.html

2. Sign in with your PBSC User Name and Password

3. Once you are logged in, you will immediately see your Assinged advisor as par of “Your Connections”

4. Click on the Drop down arrow, then click on Schedule

5. Choose the Appointment Type

6. Choose the REASON you want to make an Advising appointment.

7. Choose a specific DATE on the Calendar, OR scroll down until you find the next available appointment . Choose your TIME.

8. CONFIRM! Check the date/time, location, reason. Please explain your reason for this appointment.

Once you CONFIRM, you will see a confirmation, and

9. You will receive an email on your PBSC email account confirming your advising appointment

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ADDING PROSPECTIVE STUDENTS

Prospective Student: Prospective students are students who have not been loaded into Starfish because: • Prospective (no application) • Returning (needs to reapply) • New (applied, but not registered yet) These students can still sign into the KIOSK as prospective student, and their comments will be merged once they apply. Advisors can also make future appointments with prospective students First you search if the student exists, either at the search box on top, or when creating an appointment

If the student is not found, then add them as a Prospective student:

First, try to find the student just in case the student has been added as a prospective before

If there are no matches based on the name, then create a NEW entry, the all of the four required fields

• First Name

• Last Name

• Personal Email

• Date of Birth

Once the student has been created, continue with adding the future appointment. (when/where/reason/etc)

Both the student and the advisor will receive an email confirmation on their PBSC Email Account. Any FUTURE prospective student appointment will show on both Starfish and their Outlook Calendar

NOTE: The best way to utilize the prospective student feature is having them log into the KIOSK, and taking the student from the waiting room.

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CANCEL AN INDIVIDUAL APPOINTMENT

CANCEL ONCE APPOINTMENT ONLY To cancel an individual appointment, hover over the calendar ICON, and click on CANCEL Then write a reason why you are canceling the appointment.

Explain why the appointment/office hour block is being canceled. This can be written by the advisor or calendar manager. The student will get an email sent to their PBSC email address, as well as their Starfish inbox

This will add a “Canceled Appointment” block on your Outlook calendar.

IMPORTANT: Even though you see the cancelled appointmetn in Outlook, this appointment will be removed from the Starfish Calendar, allowing another student to make an appointment.

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CANCEL A DAY OR A SCHEDULED “BLOCK”

CANCEL A DAY (office hour block) BEFORE ADDING ANOTHER OFFICE HOUR BLOCK – NO appointmetns If you need to change an existing office hour block THAT DAY ONLY: for example, if you are changing an appointment day to a walk-in day, you must first delete that’s days office hour block, before creating another walk-in office hour block. Click on the clock icon next to your office hour title above

Click on Cancel. If there are no appointmetns, click submit. NOTE: If there are appointments that day, those appointments will be cancelled! Write a comment on why it’s cancelled, then click Submit

CANCEL THE WHOLE DAY with appointments

If the advisor is sick, cancel each individual appointment, or cancel the whole day: To cancel the whole day, hover over the clock icon next to your office hour name, then click on CANCEL Once you click on CANCEL, you will have the option of deleting the entire series (your set office hour block) or Just this once (the day only). Be careful NOT to delete the entire series by accident! By deleting “just this once”, it will cancel all the appointments for the day.

Explain why the appointment/office hour block is being canceled. This can be written by the advisor or calendar manager. Every student in that office block will get the same message (EMAIL).

This will add a “Canceled Appointment” block on your Outlook calendar.

And the appointment will be removed from the Starfish Calendar, allowing another student to make an appointment.

CANCEL THE ENTIRE SERIES – no appointments

Cancel the entire series when you need to change your office hours

• Need to chage your days to walk-ins or appointments

• Make sure you start on a day where there are no more scheduled appointments

Student 1

Student 2

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EDIT AN APPOINTMENT

ADVISOR EDITS APPOINTMENT

To edit an existing appointment, hover over the calendar ICON, and click on EDIT

A pop-up with the original “Scheduling” information will display, allowing the advisor to edit the date, time, location or reason.

Click Submit. Both the student and the advisor will receive an email that the appointment has been updated.

STUDENT EDITS APPOINTMENT

The Student cannot reschedule the advising appointment on Starfish! They can only EDIT the Location, the Course, and the Details/Comments of the appointment. To Reschedule to another day/time, they MUST CANCEL the appointment, and schedule another appointment

Student clicks on Upcoming, and clicks on the location to edit the appointment. Click save changes

STUDENT CANCEL APPOINTMENT To Cancel, the student must click on the 3 dots at the bottom corner

The student then writes a reason whey they are canceling and clicks “Cancel it”

The advisor will get an email that the student has canceled the upcoming appointment. The Student will receive an email on their PBSC email account confirming that they have “updated” the advising appointment, and ALSO see the email exchange in the Starfish Student page, under Messages.