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Minnesota State University, Mankato
Minnesota State University, Mankato

Using MavConnect

Page address:

- Reading the Student Folder

- Using Filters

- Tracking Item Best Practices and Resources


Reading the Student Folder

The MavConnect folder includes academic information from ISRS as well as record of meetings, notes, and tracking items.


Overview tab

The Overview tab of the student folder shows academic information imported from ISRS as well as a graph of active warning flags for current courses.


The displayed Student Information is a snapshot of ISRS information taken in the evening the prior day. ISRS should always be considered the authoritative source for a student's academic record, but this snapshot can make it easier for advisors to quickly review important academic information.

NOTE: All itmes on this tab are filterable, meaning you can use these categories and values to find other students with the same criteria.



In this example folder, the advisor can quickly see that the student is an 8th semester, Economics BA major and is in good academic standing. 


Complete list of information that may be included on the Overview tab


NOTE: If there is no value for a particular piece of information, it is not displayed. For example, the student above does not have a second minor so no entry for Second Minor is displayed.


- Academic Level: Semester classification based on total number of earned credits

- Enrollment Status (Load): Classification of a student's academic load (e.g. full-time)

- Semester Credits: Number of credits that a student is currently registered for

- Cumulative Local Credits earned at MNSU: 

- MNSU GPA: GPA that is used to calculate academic standing at the college and reflects grades from classes completed at MNSU

- Cumulative GPA (transfer and local):

- Academic Standing: Student must maintain a cumulative MNSU GPA of 2.0 and a cumulative completion rate of 67% to remain in good academic standing

- Major 1: The student's declared major 

- Major 2: The student's second declared major

- Minor 1: The student's declared minor

- Minor 2: The student's second declared minor

- College: The student's enrollment unit

- Campus: Where student's program is based (e.g. Normandale, Mesabi Range, Online)

- Admit Term: When student was accepted into MNSU


Info tab

The information tab displays admissions, demographic, and enrollment information imported from ISRS. Math and English placement scores are also displayed here if applicable.


Success Plans tab

Success plans will be implemented in Spring 2018


Courses tab

To see courses the student is currently taking, choose Term = Active and Status = Active.


To see courses the student has dropped or withdrew from, choose Term = Active and Status = Dropped or Withdraw.


Tracking tab

View any past or current tracking items:

- To see items you raised, select Created By = Me. To see all items that were raised, select Created By = Anyone.

- Change the view using the View drop-down menue. For example, if you want to know if the student has any flags, you can choose the Flag inbox. 

- Change the Status to Active to see current flags, Resolved, or Both to see all flags.


You can add notes to any tracking item by hovering over the icon and choosing "Comment" or "Clear". A comment remains with the student's folder. Choosing clear allows you to also send a message to the person who raised the tracking item. More details on this can be found in the Responding to Tracking Items section. 


Meetings tab

The meetings tab shows the history of all meetings scheduled through Starfish. Clicking the "plus" symbol expands the meeting entries to show additional details, including the meeting notes.

NOTE: Depending on your role and priviledges, you may not see any meetings/notes other than any you created for a student. 


Notes tab

Any comment typed into a text box is stored as a Note in Starfish. Notes attached to Meetings and Tracking Items are also visible in the Meeting and Tracking tabs.

You can filter these notes to see only the ones written by people in a particular relationship to the student or on a particular note type (e.g., Appointment Comment, Academic Review notes, etc.).


Network tab

Use this tab to view the student's instructors and assigned advisors.

NOTE: MavConnect receives all assigned advisors for a student from ISRS. If a student has recently changed or added a major/minor, but the new department has not yet assigned a new advisor, the previous advising team(s) remain visible and connected to the student. 


Using Filters

Filters allow you to find students who meet particular criteria. The MavConnect filter is an AND filter so will show you students that meet ALL of the criteria you select. 

MavConnect Best Practice: Focus on beginning your filter with the smallest group of students possible and narrowing from there by adding additional criteria. 


NOTE: Once a filter is applied, it remains in place until you choose to clear it, even if you log out of the system. 


Any category of information on the Overview tab of a student folder is available as a filterable category. Any of the values you see for a category can be used as the filtered value. Wild cards (* symbol) can be sued in string values. Filterable attributes and some examples are below. 


Example Filter: Find students in Academic Warning

1. Go to the Students tab

2. Choose your connection

If you are looking for your assigned advisees who are in academic warning status, choose Primary Adviser in the Connection pull down menu. 

If you are looking for all students enrolled in your college, choose General Advisor. NOTE: Not all individuals will have this role or priviledge set. 

3. Choose a cohort, if relevant

4. Click the Filter button

5. Click the Attributes tab

6. Click Add Attribute

7. Choose Academic Standing from the pull down menu

8. Under Values, select Specific Value and type in Warning. This entry is not case sensitive, but all of the characters (including spaces) matter. 

9. If you need to limit this to students enrolled in a specific major, add another attribute.

- Select Major (Plan) and enter the Specific Value for the major you are looking for


The video below was created for another institution, but gives an overview of the steps above. 




Tracking Item Best Practices and Resources


Flags and Referrals are intended to prompt students to take some action. Assigned Advisors are included in notice of certain flags/referrals because they are a key resource to students who may not know how to best respond to the warning. Once a tracking item gets a student's attention, the flag has done its job. 


Best practice workflow around flags

1. Person who is in a position to know a problem exists alerts the student 

2. Student reaches out for help

3. The person who interacts with a student responding to a flag adds a comment to the flag and may choose to clear the flag. 

4. Assigned advisor reaches out to students who have more than one flag and documents that outreach.


1. Person who is in a position to know a problem exists alerts the student

Person Instructors and academic advisors have access to flags and kudos at all times and can choose to deliver them to students at any point. 

At critical times of the semester, a subset of flags and kudos are packaged into a survey format for specific cohorts of students. Minnesota State University, Mankato uses two surveys at this point to check-in on our students


- MavCares Early Alerts: Sent to all instructors for all undergraduate students between week 3 and 4 of the fall and spring semesters


- Midterm Reports (MTRs): Sent to all instructors that have students that are in the following cohorts between weeks 6-10: 


- First year students with less than 24 semester credits

- Learning Community students

- Post-Secondary Enrollment Options (PSEO) students

- Student Support Services Students

- Student Athletes

- Probationary Students

- Contract Students

- Military Sciences Students

- Max Scholar Students

- CAP Students

- Diverse Students

- Honors Students

- Speech Team Students

- Civil Engineering Students

- Mechanical Engineering Students

- Handball Team


2. Student reaches out for help

Students have the responsibility of responding to warnings raised by instructors or advisors. This may include seeking additional information from instructors, seeking advice from academic advisors, or using other resources on-campus (tutoring, counseling office, etc.).


3. The person who interacts with the student adds a comment to the flag or clears the flag

Instructors and advisor roles in MavConnect are able to manage course-based tracking items. Both Primary Advisors and General Advisors can manage all advisor-raised tracking items. The Manage priviledge allows users to Clear or Comment on tracking items

If a student interacts with an instructor, advisor or support team member about an issue a flag identified, it is important to indicate this in the flag's comments. That comment will be added to the flag's record and can also be sent to the flag raiser or the student. 


To comment on a flag:

- Hover over Flag (e.g. from the Tracking tab of the Student Folder)

- Click the Comment button

- Enter a comment

- Choose whether or not someone else should receive an email with your comments

- Click Submit



To Clear a flag:

- Hover over Flag (e.g. from the Tracking tab of the Student Folder)

- Click the Clear button

- Enter a comment that summarizes what the student has done to address the issue

- Click Submit



Clearing a flag or kudo marks it as "Resolved" (as opposed to "Active"). Clearing flags enables instructors and advisors to use the filter on the Tracking tab to identify students who have active flags and may need additional otureach. 

Record that the flag and kudo was raised and any comments associated with that tracking items are retained as part of the student's file and remain visible in the Tracking section of the student folder. Cleared tracking items are removed from the student's MavConnect dashboard.


There are two actions that resolve a tracking item:


1. Cleared by an advisor or instructor who chooses the Clear button on the Flag interaction box.

Flags should be cleared when some action was taken to address the issue flagged by the tracking item. Clearing a flag does not mean the overall issue was resolved, but that the flag did its job of getting the student's (and advisor's) attention. 

H 2. Cleared in bulk by MavConnect admin at a point in the semester when those tracking items are no longer relevant for current action. 

H Cleared tracking items remain in the student's record, but are marked as resolved. Flags marked resolved through a batch process (rather than student action recorded by advisor or instructor) are marked "Cleared by [name of admin user]". The comment, "Cleared in bulk by admin user" is added to the item and is in the Details portion of the tracking item's record. 



4. Assigned advisor reaches out to students who have more than one flag

Students who receive multiple flags, particularly warning flags for multiple courses, are at high-risk and are likely to be the most in need of support. Academic Advisors can use MavConnect to identify students with multiple flags and to reach out to these students. 


To identify students who need outreach:


- Go to the Students section of MavConnect

- Click to the Tracking tab

- Choose the Primary Advisor connection from the pull down menu

- Click on the Student heading to sort by student last name

- The Filter button can be sued to further filter the results (e.g. to show only active flags) or to only show a particular tracking item (e.g. Missing graduation requirement, see advisor immediately)


A suggested practice is to either add a comment to a Flag, choosing the "Send a copy of note to student" option, or to create a new Advising Note, choosing the "Send a copy of note to student" option. If students do not respond to messages sent to their MavMail email account, many student folders show alternative contact information for the student.