Before the semester starts

• Familiarize yourself with the items in the shared drive, be sure to bookmark items you will come back to frequently. You will have your own folder here to organize your digital files.
• Identify assigned courses using the Coach Assignments documents, filled out by the program coordinator before the start of the semester.
• Send out email to instructors inviting them to a virtual meeting before the semester starts
• Meet with instructors to discuss expectations and role for the semester, program coordinator will support introducing you to new faculty and any heads of department before the semester starts.

• Set up your PimaConect Profile with your Google Meet Link
• Update PimaConnect Appointments so that students can create appointments with you, typically appointments are between 30 minutes to an hour and you will want to include times you are not available for appointments. It’s recommended to set up a block of time for appointments each day–this block is referred to as office hours in the attached document. The appointments calendar can link with your work calendar (Google Calendar) so that students cannot create an appointment at a time you are not available.
  • Follow instructions here to setup PimaConnect Office Hours and Appointments
  • Watch this video for a general overview of how faculty set up their profile and use PimaConnect–similar to how you will set up a profile in this role.
• Create your introduction video using Panopto to tell the students a little bit about yourself and how you can support them throughout the semester–this will be sent in an email to students and, if the instructor agrees, posted in the announcements section on D2L.
• Send any edits or updates to your Widget to the program coordinator, this includes a picture you would like to use for the coach widget, a brief introduction, and a link to make an appointment with you (“your designated link”) in PimaConnect.
  • Link for appointments located in PimaConnect; click on your name → edit profile → link to schedule an appointment with me.
• Add your widget in D2L assigned courses
  • Edit Widgets in courses with updated info, appointment links, link to meet your coach assignment, and embedded intro videos–program coordinator enters these updated into your widget.
• Work with the program coordinator to create a ‘Meet Your Coach Assignment’ write-up in a document, the program coordinator will send this to the Department heads and subject matter experts (SME’s) to clone into their D2L courses.
• Verify with the program coordinator that you have access to the Coaching Schedule Content Calendar–you can start drafts to automate emails to go out at specific dates throughout the semester following the schedule.
• Set up your Virtual Advisor by assigning yourself students.
  • Quick guide for assigning students in Virtual Advisor.
  • Create a Virtual Business Card that can be sent to students as a link – Canva was used to make the example.
  • Send out Early Outreach Text Messages to your caseload.
• Create a draft announcement in the D2L course that includes a brief intro along with your attached introductory video.
• Create a data tracking system that works for you, consider what information you will need to build rapport with students and track their progress throughout the semester.
• To enroll in the D2L Essentials Course, click on this link. From there you should see a “self-register” tab on the top, from there select the “D2L_Essentials_M” course and follow the instructions on the screen to complete registration.
  • Helpful Modules for Coaches
    • Module 1: Navigating Brightspace
    • Module 4: Effective Communication –section on widgets, discussion posts*, announcements*
      • *have a dialog with the professor about what they are comfortable with first, before using their discussion posts and announcements to communicate with students.
    • Module 5 & Module 6: Creating Content –sections on Panopto

During the semester

Semester Start:

• Attend the first virtual orientation/meet-and-greet if the instructor hosts one. If the instructor decides not to host this then the video introduction will suffice.
  • • Ask instructor to be added to video meeting if they are sending a link out to their class via email
    • Introduce yourself and role during the orientation, share email in chat and tell them where to find your info on D2L
    • Let students know where to go for their extra credit assignments e.g. “located in Module 1, underneath your first discussion assignment”. This could be different depending on instructors setup preference.
• Create an Introduction post on the D2L Discussion Board in each assigned course–if the instructor uses discussion posts.
• Ask the instructor if you can post your introduction in their announcements. They may want you to post your introduction on a certain day if they want their students to see a different announcement when they first login to the course. Post introduction announcement.
• Send out an Introduction email with your attached introduction video to all students and invite them to set up a one-on-one meeting with you.

Daily Tasks:

• Regularly check PimaConnect Referrals 
  • • Read this document for Referrals Best Practices 
• Host meetings with students who have booked one-on-one appointments through PimaConnect (also called Starfish) and record notes in PimaConnect and your own data tracking system. If the meeting is part of a coach assignment you can track that data here.
• Reach out to students who receive a coach referral from the instructor. Typically within 48 hours.
• Regularly communicate with students who are falling behind in their course
  • • This can be done via email, text messaging on Virtual Advisor, and virtual or over-the-phone meetings/appointments.
    • For students who need extra support, setting up regular follow-up meetings is a best practice.
• Respond to faculty requests within 48 hours–excluding weekends and days out of office.
• Record student connection data in the Appointment Data Tracking form.

Weekly Tasks:

• Send out reminder emails using the Coaching Schedule Calendar with attached templates.
• Regularly check D2L to assess student progress. This will support workshop planning and outreach campaigns.
  • • Are there students with missing assignments?
    • Are there students with lower grades on their assignments?
    • Are there students who have not participated in discussion posts?
• Regularly communicate with faculty via email and Pima Connect.

Monthly Tasks:

• Monthly Grant Activity Report filled out by the 8th of every month
• Reach out to students about the EC assignment if they have not yet completed it.
• Identify categories of students who would benefit from a phone or email campaign.
  • Example: communicating with a group of students that have missing work to remind them of an upcoming due date for an assignment worth more points. Identify categories of students who would benefit from a phone or email campaign.
  • Example: communicating with a group of students that have not participated in class for over a week about starting a study group.
  • Example: communicating with a group of students that have not completed any of this discussion post about an upcoming workshop on how to write a discussion post.
• Feel free to come up with different campaigns, and if you find that one campaign works really well this semester be sure to add it to your calendar for the next semester.
• Set up appointments to touch-base with faculty at least one time in the middle of the semester.
  • Feel free to set up more than one meeting if both you and the instructor would like that type of regular communication.
• Using multimedia resources to develop student support resources; live workshop events, how-to video recordings using Panopto, infographics using Canva, etc.
  • Use Module 5 and 6 in the D2L Essentials course for support when using Panopto with D2L.
  • Multimedia resources you create can be sent to students via email, text message, and/or posted to the announcements depending on what you and the instructor prefer.
  • For live events on Google Meet:
    • Consider sending out a survey to students
      • Identify times and days that would work best for students.
      • Identify topics they are interested in.
      • Google Forms is a great platform to create a survey
        • Make sure that under “Settings”→”Responses”→”Requires  Sign In”: turn off “Restrict to users in Pima Community College and its trusted organizations” so that students can respond with an @mail.pima.edu address.
    • Consider recording the live event and sending it out to the class.
      • Let attendees know that the video will be recorded and ask if that is fine with everyone.
    • Take attendance during live events, this data will help us better support online students in the future.
    • Get creative, these events can be for community building as well as academic success.
    • At the end of a workshop please give students time to complete a short feedback survey.

Wrapping up the semester

• Send out C2L Survey via email and in C2L to student caseload.
• Create C2L post letting students know that they will be removed from the course community once the class ends.
• Reaching out to students who are in danger of failing.
  • Let them know different options depending on their status: withdrawal vs. failing course, connecting with program advisor, financial aid, athletic advisor and veterans advisor.
• Registration reminder sent again at the end of the course.
• One last meeting invite to all students to discuss how the semester went and any other topics students want to discuss.
• Send out the end-of-semester student learner survey to your student caseload via email: student learner surveys
  • There will be a raffle for a prize for filling out the survey.
  • Please ask students to submit by [insert date] for a chance to win a prize.
  • Click on survey with title “Learner Survey: Online Success Coach [current semester & year]” publish and send responder link.
• Send out the end-of-semester faculty survey to your caseload of course instructors via email:  faculty survey
  • Click on survey with title “Faculty Survey: Online Success Coach [current semester & year]” publish and send responder link.
• Fill out a thank you card to be sent to any new faculty, and a quick thank you email to faculty that you have previously been working with.
• Remove students from Virtual Advisor; follow the same instructions to add students but in the file upload under the “Action” column type ‘remove’ instead of ‘add’.