Staff and Advisor FAQ
If I create an Appointment Campaign for multiple advisors but have turned on the permission that students can only meet with their assigned advisor, does that prevent a student from scheduling with any of the other advisors?
No, students can schedule with any advisor in the campaign.
Email - 24 hours
Text - 60 minutes. The default was 30 minutes, but a suggestion was made that a student may need more time to travel
If an Appointment Campaign is made in Navigate, the communication is sent to the student's email with a link.
It's easy! The student is provided a link to the schedule. They can select who they will meet with (based on who is offering to advise within the campaign) and the range of dates and times that person is available. They are also able to include a personal note back to the advisor and can opt-in for email reminders at the conclusion of the schedule.
Yes, to both.
To be considered an Eligible Appointment and appear on the Eligible Appointments tab, the student must be part of the campaign and their appointment must be for the same reason and location the campaign was created, and with a staff member associated with the campaign.
How can I move students from the Appointments Not Yet Made List to Appointments Made? My student scheduled before the Campaign start date.
You should be able to associate that student’s appointment with your campaign using the Eligible Appointments tab on the Appointment Campaign page.
The Eligible Appointments tab lets you associate appointments that should be counted toward the Campaign but were scheduled without using the Campaign link. To do this, navigate to the specific Appointment Campaign, and open the Eligible Appointments tab. Select the appointment you want to associate with the Campaign. Choose Associate Appointments from the Actions menu. The appointment is then associated with the campaign.
Note that appointments are only eligible if they have the same Location and Service as the Appointment Campaign. The student must also be on the campaign list.
When a student cancels a campaign appointment in advance, the Navigate platform moves this student from the Appointments Made tab to the Appointments Not Yet Made tab. The platform also removes the canceled appointment from the advisor’s calendar so it's available to another campaign student.
What happens if a student schedules an appointment in response to my campaign communication by means other than the appointment link (e.g., via phone, individual email, or walk-in)?
If a student schedules an appointment outside of their custom campaign link, this appointment is not tracked as a campaign appointment by the appointment campaign functionality in Navigate. It MAY appear on the Eligible Appointments tab. An appointment made like this appears on the Eligible Appointments tab if the appointment contains the same location, service, advisors, and students selected when creating the campaign.
For example, if new students are added to an advisor’s list due to major changes or removed from a list due to graduation, what is the easiest way to update a campaign?
When you add students to a campaign that has already been sent, you should see an option to send to all or only send to newly added recipients before saving.
How does the campaign functionality track students who have made only one appointment in a campaign that allows for two per student?
In a campaign that allows for multiple appointments per student, a column appears on the Appointment Campaign dashboard on the Appointments Not Yet Made tab that shows how many appointments a student has made and how many more they have left to schedule.
We have selected the appointment lengths that are the most popular with our partners. We have no plans to expand these options to e.g., 75 minutes.
The expiration time is 11:59 PM of the specified date/midnight the next day in the institution’s time zone. This means that if the expiration date specified in Navigate is 8/24/2019 then the Appointment campaign expires on 8/25/2019 at midnight.
Appointment Campaigns override ALL settings at the location level EXCEPT the Number of Hours Ahead of Time Students are Allowed to Schedule an Appointment setting.
No. Each appointment can only have one course associated with it.
Appointment Campaign links are individual to each student, so you cannot forward them.
Mark that student as a no-show as you would with any other type of appointment, by unclicking the This person attended checkbox in the Appointment Summary report. These students display as "no-shows" on the Appointment Campaign dashboard. Once marked as a no-show, the student can use the original appointment campaign link to schedule again within the campaign.
When a student schedules via an appointment campaign and cancels the appointment, the student is unable to use the campaign link again to schedule an appointment. Is this expected or a bug?
If the STUDENT cancels for themselves, then the link should be active again. If the appointment is canceled for the staff member in the appointment, then the link does not go back to active. This is a known issue.
No, there is no maximum. Performance may be affected if you add over 10,000 students to one campaign.
If an advisor sends an Appointment Campaign to all their assigned students, will students who have already scheduled an appointment for the same service/location get the campaign email? Or will those appointments instead show under eligible appointments? Or both?
Students will still receive the invitation. The platform doesn’t know to pull them out unless the advisor manually does so. It’s a good practice for advisors to manually remove them if they already have a booked appointment for the campaign with specific students. If the advisor doesn’t send a clean list, they risk muddying their response rates and will have a harder time tracking the effectiveness of that campaign. However, an appointment will not show under the eligible appointments tab (even if the student has scheduled for the same advisor, service, and location) unless the student is also already in the campaign.
What is the difference between adding an appointment summary to an existing appointment and creating an ad-hoc appointment summary?
If an appointment has been scheduled through the Navigate platform, it is important to file the Summary Report from this specific appointment to link them together. When you are creating a summary report for a drop-in appointment (i.e., a student appointment that was not scheduled in advance), you will need to create an ad-hoc summary report by following the instructions in this article. Creating an ad-hoc summary report will create a corresponding appointment on your calendar.
No! When you create an ad-hoc summary report, the platform creates a corresponding appointment on your calendar in the past. If you create ad-hoc summary reports for already scheduled appointments, you are essentially scheduling this appointment twice. Double-counting appointments will significantly skew the reporting data in the platform and make it more difficult to review your past appointments. If your appointment was scheduled in advance, you should only be adding Summary Reports to that appointment, rather than creating an ad-hoc report.
Are summary reports part of a student’s official record and subject to restrictions under FERPA and local privacy laws?
Yes! Any information you enter on the platform about a student becomes a part of their official student record and may be subpoenaed by that student, as outlined in the Family Educational Rights and Privacy Act (FERPA). Please consult with your Navigate@wcupa.edu for institution-specific guidelines about what information to include (and not include) in summary reports and notes.
Only services associated with your selected Location will display as options for your summary reports. If you have questions related to the services you see displayed, please contact Navigate@wcupa.edu, or try selecting a different location.
What does the Suggested Follow-up field of the summary report do? Will it schedule a follow-up appointment for me and the student?
No, the Suggested Follow-up field is informational only and will take no action on your calendar. Use it simply for suggested notes to yourself about when you would like to follow up with the student. You can easily view your suggested follow-up dates by navigating to the "Students" tab on your staff homepage, scrolling down, and clicking on the "Recent Reports You Created" tab. This section includes all recent summary reports you filed, with a "Yes" indicated for suggested follow-up – hover over the Yes to view the date. Please see the screenshot below.
Your institution may choose to share either all summary reports or no summary reports for each Care Unit with your students. If your institution shares all summary reports, then the student will only be able to view their summary reports when logging into Navigate from their user account. It is not possible to selectively share specific summary reports with students, nor is it possible to email summary reports to students. Your filed summary reports will indicate if a student can view them. See the screenshot below.
No, it will be visible to those with permissions to view the summary report, including those within your Care Unit, and including students if your institution has configured them to be visible to students.
No, there is no ongoing record of changes to summary reports available. You will always view the most up-to-date version of the summary report.
10 MB is the size limit for document attachments.
Availability Set Up
When using the Personal Availability Link (PAL) will the student have to log in to navigate when the link is clicked?
Yes. Anytime a PAL link is used the student will have to log in. Also, note that the PAL link is associated with one availability. If you have more than one availability set, the PAL can be added to a time by selecting an availability and using the Actions.
Note: When an appointment campaign is used the student will receive an email with a link to schedule an appointment. That link will not require the student to log into Navigate.
When availability is set up for a virtual meeting, we would like the location to be virtual, is it possible to allow only certain meeting types to a location?
Staff can only select a Virtual meeting type in the Availability setup if that is the only modality they would like to meet with students. The best practice is to put a zoom link in the URL section. EAB has noted that this setup worked well with other partners during the pandemic.
Can meeting duration be set up individually for different care units? Can an advisor set the default for different services?
Meeting times have a system default duration. We can review these times and adjust as needed. Staff can override the defaults when scheduling an appointment for a student or creating an appointment campaign.
Email - 24 hours, Text - 60 minutes. The default was 30 minutes, but a suggestion was made that a student may need more time to travel
Progress reports create cases for advisors or departments to reach out to the student to intervene with the student and offer additional resources to help them be more successful academically, financially, and personally.
Cases are considered closed when the student has been referred to another staff member, instructor, or care unit; student took recommended action; student contacted, no response; or student resolved on their own within 2 weeks. The assigned party must close out the case by completing a Report Summary.
Instructors and staff can refer students for assistance to various departments (Care Units). Navigator automatically assigns cases to members in the referred department or academic advisor.
No, the original issuer will receive an email once the case has been closed, not every update. The closed case email can include comments entered when the case is closed but will not contain the comments within the case. Comments within the case are the student’s History tab.
No, the alert issuer will only receive an email when the case is closed, but they do not have access to the comments. We recommend that you email the issuer with any final comments or case outcomes.
Please see the graph in the Alerts, Referrals, Cases, and Kudos documentation on the WCU Training site.
An Intake Survey is a special type of Quick Poll. It is a mandatory questionnaire that students must complete before accessing the rest of the app if downloaded during an active Intake Survey window. The Intake Survey allows students to self-select identifications to receive targeted content and subsequent outreach. The responses that you create are meant to do one of the following: gauge student interests, gather or verify data, and/or target student subpopulations. Intake Surveys give advisors and other administrators insight into the specific needs to inform outreach and can be used to populate specialized content to specific, self-identified populations on campus.
At the beginning of each semester.
There is no character or word limit for Intake Survey questions or choices. There is a 2,500-character limit for responses to free-text questions, including spaces. We recommend keeping questions and choices as short and simple as possible so that students are not overwhelmed with text.
You can remove the To-Do from your list by clearing the selected To-Do using the Actions menu.
Only if you made it visible to them when creating the To-Do.
No, other users only see the To-Dos that they have added to that student’s profile.