Understanding MAP-Works Essential Functions rrive scend ccomplish! 0
Table of Contents Logging into MAP-Works... 2 Navigating the Home Page... 5 Understanding Risk Indicators... 14 High priority students... 15 How to View All Students... 17 How to Sort List of Students by Indicator... 19 Search for a Specific Student... 21 View the Survey Dashboard... 23 View the Student Report Portal... 36 Viewing Student General Information... 41 View Talking Points... 46 How to View ALL MAP-Works Activity... 48 Tracking Most Recent Interaction with a Student... 52 Logging an Activity... 55 Logging an Activity from Student Tracking... 58 Guidelines for Writing Notes... 63 Add a New Note... 65 Issuing a Direct Referral... 69 Marking Students as Reviewed... 74 View and Understand Intent to Leave... 79 View Intent to Leave from Individual Student tab... 82 View and Print Survey Questions... 83 1
Logging into MAP-Works 1. In a web browser, go to https://appstate.map-works.com/ (Internet Explorer is best, but most other browsers will work) 2. Click on Continue under the Faculty/Staff heading. 3. You will be directed to the Shibboleth Single Sign On page. Sign in with your Appalachian State credentials as you normally would. After entering your user name and password, you will automatically be directed back to MAP-Works. 2
4. Once logged in, you will see the MAP-Works confidentiality statement. 5. -You will only need to Accept this statement the first time you log in -We were not able to remove the MAP-Works standard statement, but Appalachian attorneys adapted the statement, so there are two statements that you will see and agree to 6. You are now logged in! 3
7. Be sure to save this site as a favorite or bookmark to get to the site more easily in the future and avoid confusion with informational MAP-Works sites For assistance with MAP-Works, contact: Heather Langdon, langdonhh@appstate.edu, 262-2093 4
Navigating the Home Page 1. Log into MAP-Works https://appstate.map-works.com 2. When you login to MAP-Works you are directed to the Faculty/Staff Home page. Your name and your institution s name is at the top. 5
3. The main menu includes links to Student Tracking, Individual Student, referrals, and All Students and More. 4. The More menu item contains a dropdown with links to: - Activity - Static Lists - Support - Info (Under the Info menu you will find: Faculty/Staff Usage Report, Email History, Sample Student Report/Portal ) - My Profile - Quick Start Video - Knowledge Base - Contact information for your Campus Coordinators and Technical Administrator 6
5. Click on My Profile to change your profile information or change your activity notifications. You may choose to receive daily, weekly, or no activity notifications by email. Activity notifications provide you with updates by email on activity that has been logged for your students. At least weekly updates are recommended. 7
6. The Search box in the upper left hand corner of the screen allows you to search for an individual student by name, Appstate e-mail address or banner id number. 7. The Home screen helps prioritize your efforts by allowing quick access to groups of students. Click any of the View buttons to be taken to that list. 8
8. High Priority Students are students with no interactions logged since the most recent high risk indicator was determined. 9. Students with open referrals are students whose referrals to additional resources or need for help have not been addressed by you or another faculty or staff person directly connected to the student. 9
10. Non-respondents are students that have not responded to the survey. Care should be taken to follow these students as their response status may indicate a lack of engagement in the Appalachian community. 11. Under Student Lists you will find Real-Time Lists, My Real-Time Lists, Static Lists and Academic Update Lists. More information about using and constructing lists is provided in subsequent training modules. 10
12. Real-Time Lists are pre-defined and automatically update when changes occur within the survey. 13. My Real-Time Lists, allows you to use your own criteria to create a real-time list. Examples include: student having similar profile information such as section 001 of a course you instruct or your advising caseload. 14. Static lists are different from real-time lists in that you add students to and remove student from static lists. They are not data driven. (Examples include creating a tutoring list.) 15. Academic Update Lists are lists based on students academic updates. 11
16. My Calendar allows you to create, edit and view appointments. If you have scheduled appointments inside MAP-Works, they will appear under Today s Appointments. Most Appalachian faculty and staff will not utilize this feature within MAP-Works. 17. In the top right you will see additional links. These other links include Academic Update Requests, Recent Activity, Support and your On-Campus Support Contacts. 12
18. Under the Surveys heading is a dropdown containing all surveys you have permission to see. You may also see the survey launch and end date, a printable copy of the survey questions and a printable copy of the survey factors. 19. The All My/MAP-Works Students graphics show the survey response rate for all students directly connected to you (caseload or classroom students), and the survey response rate for all participating MAP-Works students on our campus as a whole. 13
Understanding Risk Indicators The MAP-Works survey asks in-depth questions to collect data on factors which contribute to the risk factor assigned to a student. This indicator identifies a student who may be a retention risk or academically at risk based on predictive statistical modeling from survey responses. Survey nonrespondents are identified based only on uploaded profile data. Weak responses in multiple factors contribute to a high or very high risk indicator. The student may be struggling to transition socially, academically, experiencing roommate conflict, or worried about affording tuition. Very High- Student is at significant risk of leaving the institution or having poor academic performance. High-Student is at high risk of leaving the institution or having poor academic performance. Moderate- Student is moderately at risk of leaving the institution or having poor academic performance. Low- Student is at low risk of leaving the institution or having poor academic performance. Remember, when you see a student at High or Very High risk, the Risk Indicator is not meant to define the student but rather, identify students who could benefit most from your additional time and attention. 14
High priority students: students with no interaction contacts logged since the most recent high risk indicator was determined (survey, academic update, etc.). Student interaction contacts include: in person meetings with students, phone conversations with students, an email received from a student and a phone or voice mail received from a student. 1. Log-in to MAP-Works. https://appstate.map-works.com/ 2. Find the High Priority Students panel in the main box and click the View Students button. 15
Any students assigned to you, with no interaction contact logged since the most recent high risk indicator was determined, will appear in this list. 16
How to View All Students Student Tracking allows you to see an overview of each student and facilitates the efficient and effective management of your communication with students. 1. Log-in to MAP-Works https://appstate.map-works.com/ Select Student Tracking to navigate to the Student Tracking page. 17
Clicking the View Students button on the home page in the High Priority students or Non-Respondents boxes only allows you to view students in those categories (High Priority, Non-Respondents, etc.). To view all students with whom you are directly connected, click the Student Tracking item on the dark blue menu bar. 2. Use the light blue drop down menu to select All My Students Now you can see all students assigned to you! 18
How to Sort List of Students by Indicator On the Student Tracking page you can sort students assigned to you by different indicator categories for quicker access. 1. Log-in to MAP-Works https://appstate.map-works.com/ 2. Navigate to Student Tracking page and select appropriate list of students. 19
3. Click on the white column heading to sort by that factor. For example, clicking Name will sort the list alphabetically, Risk will sort by retention risk factor, or Intent to Leave will sort by the students self-reported intent to leave Appalachian State University. Clicking on a heading for a second time will sort that column in the opposite direction. 20
Search for a Specific Student This process allows you to search for a particular student with the information you may already have about that students. 1. Log into MAP-works https://appstate.map-works.com/ 2. Using the search box at the top right of any MAP-Works page, you can find an individual student by typing any portion of their name, Appalachian e-mail address, or Banner ID number. 21
3. Click the student s name to view that student record. 22
View the Survey Dashboard Reviewing the Survey Dashboard is the best way to understand the factors behind a student s risk indicator. The Survey Dashboard outlines areas in which the student is both excelling and struggling. Survey Dashboard Analyzes student responses related to attitude, performance and behavior, then offers targeted information about areas in which a student is excelling or areas that need improvement. 1. Log-in to MAP-Works https://appstate.map-works.com/ 2. Search for the student you wish to learn more about and click the name to navigate to that student s MAP-Works record on the Individual Student page. 23
3. Click Survey Dashboard. 4. Select the survey you wish to review (Fall, Spring, 2012 etc.). 24
5. The Dashboard provides an overview of the individual student s risk level based on different success markers such as Academics, Performance and Expectations, Behaviors and Activities, Socio-Emotional, Financial Means, and Special Topics. The color of each box will help you quickly identify areas of strength and areas of weakness for each student. 25
6. To learn more about a particular group of success markers either click on the corresponding box from the Dashboard, or click the Dashboard Details link. Click the Select Dashboard Item drop-down arrow to select a specific group of success markers. 26
7. The Select Dashboard Item Detail drop-down menu allows you to view a specific factor within that success marker item. 27
8. The Factors link combines the responses to a group of questions with a common theme to better assess the student s risk. Click on a Factor to expand the box and view the student s responses to each question related to that factor. 28
9. Click the Institution Specific Questions link to view the student s responses to questions specifically about Appalachian State University. 29
10. The Student s Report/Usage link allows you to gauge the student s participation and interaction with their MAP-Works report. 30
11. The Student Report Usage feature also allows users to see the number of times the student downloaded their PDF report and when they last viewed it. Users can also monitor how many segments of the interactive report the student completed and when they most recently interacted with their report. 31
12. In the Student s Report/Usage module you can click the View Student (Report) Portal to view the report from the student s perspective. 13. Within the student s portal, use the arrows to navigate between surveys. From here you can view the interactive report or download a printable PDF copy of the individual student s report. 32
14. You can also view the interactive student report by following the View Student Feedback Report link to the flash video version of the interactive report. 15. The Download Printable Report (PDF) downloads a printable PDF of the student s report to save and/or print as a resource for you when working with students. 16. The Survey Response Status module helps track the completion status of a student s survey. 33
17. The Dashboard Comparison link allows you to view a student s positive or negative change over time by comparing the responses to the same questions on two surveys. Select the surveys you wish to compare using the drop-down menu. The chart indicates the student s response on each survey and whether there was negative change, no change, or positive change for each success marker. 34
18. The Dashboard History link indicates the student s self-rating for each Dashboard item detail, side by side, for all surveys the student has completed but does not compare them. The ratings can be No Response, Low, Average, or High. A rating of N/A indicates that the question was not included in that particular survey. 19. You have the option of exporting any page of the Survey Dashboard as a PDF or printing a copy to use as a resource when working with students. Make sure you have navigated to the tab you wish to save or print before you click! 35
View the Student Report Portal When working with students, you have the option of accessing and viewing the report provided to them from their Student Report Portal. 1. Log-in to MAP-Works https://appstate.map-works.com/ 2. Search for the student you wish to learn more about and click the name to navigate to that student s MAP-Works record on the Individual Student page. 36
3. Click Survey/Dashboard to view the survey factors. 4. Select the appropriate survey with the results you wish to review. 37
5. Click the Student s Report/Usage link to view the student s level of interaction with their MAP- Works report. 6. In the Student s Report module, click the View Student (Report) Portal to view the report from a student s perspective. 38
7. Use the arrows to navigate between surveys and select the survey results you wish to view. Appalachian will use the Fall Transition and Spring Check-Up components. 8. Click the View Interactive Report link to watch a flash-based animation that compares the student s behaviors and expectations with those of other survey respondents. 39
The Printable Report link will provide access to a printable PDF copy of the individual student s report. 40
Viewing Student General Information In preparation for meeting with a student, you may review the student s general information. 1. Log-in to MAP-Works https://appstate.map-works.com/ 2. Click About the Student to navigate to basic student information. 41
3. The General Information module contains self-reported information the student volunteered, including contact information, future plans, and academic performance so far. 4. The Static lists module displays any static lists you have created which include this student. 42
5. The Group Memberships module shares details about which groups this student is connected to within the MAP-Works network of support. 6. The Course Sections module displays any courses the student is taking if that data has been programed into the system. 43
7. Click the (+) in the heading of the More Information module to expand the box and view profile data uploaded by Appalachian. 44
8. The final module on this tab identifies the Direct Connect Faculty /Staff who interact with this student on a regular basis. 9. You also have the option of exporting this profile as a PDF or printing a copy as a resource in your discussion with the student. 45
View Talking Points Talking Points identify areas of strength and weakness in a student s behaviors and performance and is a valuable resource in guiding discussions with students. Talking Points are derived from a combination of survey and institutional data uploaded about the student. MAP-Works identifies factors that have been shown to place students at-risk of failing to persist or succeed. Talking Points will also identify the strengths a student possesses that may help facilitate his or her academic success. 1. Log-in to MAP-Works https://appstate.map-works.com/ 46
2. Click Talking Points 3. You have the option of exporting the Talking Points as a PDF or printing a copy to use as a resource when working with students. 47
How to View ALL MAP-Works Activity Viewing activity in MAP-Works enables cross-campus communication between faculty and staff which leads to enriched interaction with the students in class, in the residence halls, and meeting one-on-one. 1. Log-in to MAP-Works https://appstate.map-works.com/ 2. Select More from the main menu and click Activity 48
3. You will automatically see all activity that you have access to. Use the drop-down menu on the left to select the type of activity you prefer. The options are: All, Notes, Referrals, Contacts, or Interaction Contacts. 4. Use the drop-down menu on the right to select either activity you have access to or activity you created. 5. The drop-down menu on the far left allows you to control how many activities show per page. 6. This list is sortable by Type, Created By, Date, Student Name, and whether or not the activity contains a Note. 49
7. Clicking the name of the user in the Created By column allows you to e-mail the creator of an activity directly, thereby, communicating directly with another professional who is active in a particular student s success plan. 50
8. Hover your mouse over a long description to read the rest of the note in a popup box. Clicking either the note preview or the view link to the right also opens the Student Activity dialogue box allowing you to read the full description. 51
Tracking Most Recent Interaction with a Student When you log the activity you have with students, you communicate with other MAP-Works users by letting them know the time and kind of activity you had so other MAP-Works users can pick up where you left off or reinforce the focus of your intervention. 1. Log-in to Map-works https://appstate.map-works.com/ 2. Navigate to the Student Tracking page and make sure you are viewing the appropriate list of students. 52
3. Find Last Activity Logged in the farthest column to the right under the Status/Activity heading. The date in this column indicates the most recent activity logged with the individual student. 4. Click on Last Activity Logged to sort students by the date of their last activity. 5. The column directly to the right of Last Activity Logged informs MAP-Works users of the last person to log the activity with the individual student. 53
6. Click on the date in the Last Activity Logged column to go to the Activity tab on the Individual Student page and view the details of the most recent activity logged with this individual student. 7. If the description of the activity is longer than the space available in the message preview, hover over it with your mouse or click the link to open the Student Activity dialogue box and read the entire description. 54
Logging an Activity Logging an activity, like sending an e-mail or meeting with a student, communicates your progress in reaching that student to other MAP-Works users. Logging an Activity from Individual Student page 1. Log into MAP-Works https://appstate.map-works.com/ 2. From the homepage, search for the student you wish to log an activity for, and click the name to view the Individual Student record. 55
3. On the Individual Student page, navigate to the Activity tab. In the upper left corner of the Activity box, you will find three links to: Log new contact, Add new note, or Add new Referral. 4. Click the link to Log new contact and the Student Activity dialogue box will open. Use the drop-down menu to select the method of contact you are documenting. 56
5. In the comment box, describe the contact with details that are objective, non-judgmental, and non-discriminatory. Only share information you feel comfortable with others reading, including the student. You can also set a Student Follow-Up status for this activity before you leave this box. 6. You will see a blue box appear informing you that your contact record has saved successfully! Now the Activity appears visible to any other MAP-Works users also assigned to this student. 57
Logging an Activity from Student Tracking 1. Log into MAP-Works and navigate to the Student Tracking page. 2. Find the student for which you are logging an activity and follow the row over to the Log Activity column under the Status/Activity Heading. Clicking the Log link opens the Student Activity dialogue box for that individual student. 58
3. Select the type of activity. 4. If you are adding a new note, simply describe the details in the box below. 59
5. If you are logging contact with the student, click the arrow and select the method of Interaction or Non-Interaction contact from the drop-down list. 6. Describe details of the activity objectively, without judgment, emotion or discrimination, and remember to only share information you feel comfortable with others reading, including the student. 60
7. You can also set a Follow-Up status for this activity if necessary. 8. Click the Save button and the most recent activity logged will update to today s date and identify you as the last person to log an activity with this student. 61
9. Don t need the extra details? Hover your mouse over the log link under the Quick Log Activity column and a menu will appear with the same Interaction and Non-Interaction Contact methods as described above. Simply click one of these items to log the activity without including any further details. 62
Guidelines for Writing Notes Describing details surrounding an issue when writing a note, issuing a referral or logging an activity, helps to inform other staff who are directly connected to the student regarding how they provided assistance to that student. It is important to remember that the student has the right to request to see everything written about them, including the details you record in these notes, referrals and logs. The details you input should be specific enough that other MAP-Works users understand the student s circumstances but vague enough to not infringe upon sensitive or personal information about the student. When you write your comments or notes, try to objectively share only first-hand, observable behaviors and activities you note while interacting with a student. Judgmental or speculative language should not be included. Good examples include: Note: Notes are a great way to document a student s progress in dealing with an issue Shared note from Appalachian RA about a resident (October 2011): G-has shared with me that he is considering transferring to Chapel Hill because of their Business program. He is applying, but is undecided about transferring. In regards to the living situation, right before filling out the survey, G- had to deal with a particularly difficult situation in Bowie that his RA and myself are already aware of. G- met with the Counseling Center and plans to continue to meet with them. Referrals: Issuing a referral notifies other users of an urgent issue requiring direct attention and assigns the responsibility of immediate response to a specific individual or referral office Direct Referral Assigned to RD and the Office of Counseling and Psychological Services, issued by RA during 2011 implementation: A- is considering withdrawing at the end of this week because she has struggled to make friends and feels depressed because she thinks she does not belong here at ASU. A spends a lot of time outside the building and has been going home most weekends because of unresolved conflict with her roommate. When we met one-on-one she expressed a deep sense of homesickness and indicated she is considering withdrawing to attend a community college close to home. I have suggested A should seek a roomchange to find a more positive living environment and try the Office of Counseling and Psychological services. Direct Referral Assigned to University Tutoring Services issued by a faculty user during 2011 implementation: P-is at risk of failure in my class because he has missed more than 3 classes and has failed two of the four exams administered in the course. In a meeting during office hours, P- expressed frustration with 63
his low grades claiming he spent an adequate amount of time studying for each exam. He may need to learn new study skills. Without drastically improved academic performance his GPA will place him in danger of academic probation. Referring to University Tutoring for concept reinforcement and improved study skills. Direct Referral Assigned to Office of Financial Aid issued by Academic Advisor during 2011 implantation: In advising session, student informed me he is planning to withdraw tomorrow morning due to financial hardship and he can no longer afford tuition. I strongly encouraged exploring financial aid options before withdrawing. Interaction Contact: Document the topics and outcomes of time spent with student Individual Meeting between an RA and a resident: J- ended last semester with decent grades, and this semester is finding courses difficult but manageable. She has been battling depression, has gone to the Counseling Center for help and seems to be improving. I will continue to check in with her. She gets along well with roommate K-, and is living in an apartment next year with some friends. Non-Interaction Contacts: Document voice or e-mail correspondence with students. Left student voice mail advising them to come to an academic advising appointment soon since this is their final semester of academic probation and courses do not seem in line with regaining good academic standing. 64
Add a New Note Notes are a great way to share general information about a student and better inform another user s interaction with that student. 1. Log-in to MAP-Works https://appstate.map-works.com/ 2. Navigate to the Student Tracking page. 65
3. Click on the name of the student for whom you would like to add a note. Click Activity on the drop-down menu to expand the activity sub-menu, and then click Add Note. 4. In the Student Activity dialogue box, select Shared Note and provide pertinent information to be shared with other users. Remember to only share information you are comfortable with others reading, including the student. Be sure to Save your note. 66
5. Now other MAP-Works users assigned to this student can read the information you shared in your note. 6. To view any note, navigate to the Individual Student page and select the Activity tab. 7. In the top of this box you will find three links, click Add new note to do so. 67
Entering Academic Updates 1. From your home screen, choose Academic Update Requests 2. Click on Enter Academic Updates 3. Enter updates for any student about whom you are concerned. Reasons to indicate concern could include a. Poor attendance b. Poor participation c. Poor assignment completion habits d. Poor overall performance 4. Please indicate the reason for your concern so that support staff members can address these concerns with students. Any questions or concerns can be directed to Belinda Ballew ballewbm@appstate.edu 68
Issuing a Direct Referral A referral is an urgent notification regarding student problems that may benefit from a quick response. When a user issues a direct referral it is assigned to a specific Direct Connect Staff or Referral Office. Direct Referral- a referral for a single student which can be sent to another Direct-Connect Staff or to a Referral Office Central Referral- an referral sent to the Referral Coordinator for appropriate assignment Direct-Connect Staff- a staff member in direct contact with the student such as a Resident Assistant, Resident Director, or Academic Advisor Referral Office a University student resource office suggested to assist a student with a particular weakness, such as Counseling and Psychological Services, Office of Disability Services, or University Tutoring Services 1. Log-in to MAP-Works https://appstate.map-works.com/ 2. Navigate to the referrals page or click View Referrals button in the home screen 69
3. Click the button Issue Referral STUDENT S NAME STUDENT S NAME 4. Search for individual student and click the name to select. 70
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5. Click the Issue Referral button to open the Referral dialogue box. STUDENT S NAME 6. Fill in the information requested, including the name of the person you are referring the student to and other interested parties. Click save when finished. (Remember to only share first-hand information that you are comfortable with others reading, including the student.) Note any discussions you have had with the student regarding the respective concern. 73
Marking Students as Reviewed Marking students as reviewed helps MAP-Works users keep track of how often they monitor a given student s Risk Indicator, Intent to Leave and most recent survey results. 1. Log-in to MAP-Works https://appstate.map-works.com/ 74
2. Navigate to Student Tracking tab. 3. To mark an individual student as reviewed, click on the student s name and select Mark as Reviewed from the drop-down menu. 75
4. A confirmation message will appear, indicating the student has successfully been marked as Reviewed. The date you reviewed this student will now be displayed in the Review Status column. 5. To mark multiple students as reviewed, check the box next to each name you wish to mark. 76
6. Then click the blue Manage Checked button at the top of the column and select Mark as Reviewed from the drop-down menu. 7. The date you reviewed these students will now be displayed in the Review Status of each name you checked. 77
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View and Understand Intent to Leave Just because a student has a high risk indicator does not mean they intend to leave Appalachian State University. The Risk Indicator is modeled on the collective survey responses while the Intent to Leave indicator is based on the student s response to one single question on the survey. Intent to Leave - indicates the students self-reported intent to leave Appalachian Risk Indicator- identifies a student who is a retention risk or academically at risk based on statistical modeling gathered from collective survey responses. Survey non-respondent indicators are based only on uploaded profile data. View Intent to Leave from Student Tracking tab 1. Log-in to MAP-Works https://appstate.map-works.com/ 79
2. Navigate to Student Tracking. 80
3. The 3 rd column under the Risk heading indicates each student s self-reported intent to leave Appalachian based on their most recently completed survey. 81
View Intent to Leave from Individual Student tab 1. In the upper right corner of the Individual Student screen you will find an icon indicating the student s risk indicator (based on statistical modeling) above the icon indicating the student s intent to leave (self-reported). 82
View and Print Survey Questions Ever wonder what MAP-Works includes in each assessment survey? You can view and print a copy of the survey questions and see for yourself! 1. Log-in to MAP-Works https://appstate.map-works.com/ 2. In the Surveys box on the Home screen (bottom right), select the survey you wish to view and/or print. 83
3. Click the link labeled Printable Survey. 4. In your Internet Browser menu bar, select File-Print or use the keyboard shortcut Ctrl+P to print the survey questions. 84