EAB Admin Training. John Indiatsi Academic Advising Director

Transcription

1 EAB Admin Training John Indiatsi Academic Advising Director

2 Contents Logging into EAB... 2 Advisor Home Page... 3 Advisor Home View... 3 Syncing Calendars... 4 Syncing Your Outlook Calendar... 4 Setting Availability... 6 Setting Your Availability... 6 Appointment Constraints... 8 Editing Appointment Constraints... 8 Opening the Advising Center... 9 Scheduling and Managing Appointments Schedule Appointment by Time Slot Schedule Appointment by Search Cancelling an Appointment Communicating Changes on an Appointment Editing an Appointment Creating Reports Creating a Report

3 Logging into EAB 1. In your web browser, go to and log in using your University credentials Note: the above site is live and any changes you make while in this site will be done. If you would like to play around in a site to familiarize yourself with EAB without making changes, use the training site at 2

4 Advisor Home Page Advisor Home View Term 3

5 Syncing Calendars You have the ability to sync your Outlook (or other) calendar with your EAB calendar, adding busy and free times to the platform. Syncing Your Outlook Calendar 1. Click the Calendar Icon on the orange menu bar on the left of the screen 2. Click the Subscriptions tab under My Calendar and then click Setup Exchange Calendar Integration 3. Click Connect with Exchange 4. The sync will load and once complete you will see an Enabled message on the screen 4

6 5. When you view your calendar in EAB, it will show busy times from your Outlook calendar along with your EAB appointments 5

7 Setting Availability Your availability in EAB defines the time periods in which you can take appointments and also dictates how you or others can schedule appointments within those times. Adding your availability is crucial to the appointment function within EAB. Setting Your Availability 1. From the Advisor Home screen, click the My Availability Tab 2. Under Times Available, click Actions, then Add Time 3. In the Add Availability window, choose all details of your availability then click Save a. You can only choose one option type at a time so if you have Drop-In time as well as Appointment time, you will need to repeat the steps to set up each type b. For Duration, choose Range of Dates and enter the semester dates. These change from semester to semester because of summer hours, class times, etc. so you will need to add or edit your availability each semester 6

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9 Appointment Constraints Appointment constraints are parameters you can set for your appointments regarding the number of hours advanced notice you require for booking a new appointment and also the default appointment length. Editing Appointment Constraints 1. From the Advisor Home screen, click the My Availability tab 2. Click Edit Appointment Constraints 3. Enter the number of advance notice hours you require from a student for a new appointment and your default appointment length. You will want to keep the box checked by Require available times for students so that a student cannot schedule an appointment with you when you don t have availability. Click Update Constraints 8

10 Opening the Advising Center 1. From the Advisor Home, scroll down to the bottom of the page and find Additional Modes. Click the arrow to open more menu options, then click Advising Center 2. Choose the location of your office. The Admin for Academic Advising will use Academic Advising, Admins for academic departments will use Faculty Office, and the Admin for the Success Center will use Success Center 9

11 Scheduling and Managing Appointments Depending upon whether the advisors in your area have entered their availability or not, you may see availability on the home page of your Advising Center. You can either schedule an appointment through the availability section on the home page or by searching for a student s profile and going from there. Schedule Appointment by Time Slot Availability view on home page 1. Search for the student by name in the search box. Once you find the student you are searching for, click their name. This will open up a profile window for the student under the search box. 10

12 2. If the appointment is for today, you can choose a time slot by clicking the box in the middle of a green time slot. If not, use the calendar to choose a date and click Reload. You can then click a green time slot on that day. Note: if the time slot is white without a box to click, this time slot is not available for new appointments. 3. A new window will appear in which you can set up the appointment. Choose a reason for the appointment, add any comments if needed, choose a reminder type for the appointment, and finally, click Save Appointment. Note: if the appointment is for today and the student is checking in for the appointment at the same time you are creating it, you can click the box next to Student has checked in for the appointment as well. 11

13 4. Once you have saved the appointment, an Appointment card will appear next to the student s profile window (if the appointment is for today) and the time slot will be marked with an appointment. 5. When the student arrives for the appointment you will click Check In on the Appointment card. This will send a notice to the advisor that their student has arrived. There are also more options for the appointment under Actions which include Edit, Move, Cancel, or Remove. Use these options if you need to edit, cancel, or move the appointment to another advisor. 12

14 Schedule Appointment by Search 1. Search for the student by name in the search box. Once you find the student you are searching for, click their name. This will open up a profile window for the student under the search box. 2. Click Schedule General Event on the profile window. This will open up the Schedule Appointment screen where you can set up the appointment. It will default to showing the student s availability for a General Event. Change the type to advising appointment or tutor appointment for more options. 3. Advisors or tutors will appear in the middle of the screen. Select the advisor or tutor by clicking the dial next to their name. Doing this will then open their availability below. 13

15 4. Complete the other necessary appointment details by adding comments if needed, choosing a location, choosing a date, choosing reminder options, choosing an appointment length and then clicking an appointment time slot. 5. At the bottom, there is an option for repeat appointments. Choose an option there and then click Save Appointment 14

16 6. To check the student in for this appointment, search his/her name in the search box of the Advising Center home screen to pull up his/her profile. 7. There will be an appointment listing at the bottom left of the screen. Click the appointment type hyperlink to open up the appointment. Note: You can also edit or cancel the appointment by clicking the arrow next to Actions. Click Check In Appointment and then Check In to check them in for their appointment. 15

17 Cancelling an Appointment 1. If an appointment needs to be cancelled you will first need to pull up the appointment. Using the search box method shown before, search for the student to pull up their profile. 2. Scroll down to the bottom of the page to find their appointment and click the arrow next to Appointment Actions, then click Cancel. 3. A Cancel Appointment window will appear. Complete all fields and click Cancel Appointment. All parties should receive an automatic communication of the cancellation. 16

18 Communicating Changes on an Appointment 1. If an appointment has a change or update that needs to be communicated to either party, you will first need to pull up the appointment. Using the search box method shown before, search for the student to pull up their profile. 2. Scroll down to the bottom of the page to find their appointment and click the appointment type hyperlink. 3. A manage Appointment window will appear. Click the arrow next to whomever you need to communicate with and then click message. 17

19 4. A message box will appear where you can create an or text message to the recipient. For an enter your subject, message, attach documents as needed or for a text enter your message and then click Send Message. Editing an Appointment 1. You guessed it! Pull up the student s account using the search box method as seen above. 2. Scroll down to the bottom of the page to find their appointment and click the appointment type hyperlink. 18

20 3. A manage Appointment window will appear. Click the edit button to open up the Appointment Scheduling window. 4. Make any necessary changes such as date, advisor, time, appointment length, etc. and then click Save Appointment. 19

21 Creating Reports There are tons of reports that can be created in EAB to see student progress, absences, students active for term, or advisor appointments, just to name a few. You have the ability to create reports based upon specific criteria fields. Creating a Report 1. Click the report icon on the orange menu bar on the left of your screen. 2. A report listing will appear by category. Choose the report you wish to create by clicking the name of the report (in this example I chose Advisor Availabilities). 3. If you are looking for specific criteria, you can use all of the fields provided to narrow down your results. After you have entered all of the information you want, click Search. 20

22 4. Your report results will be populated on the screen. You can look at them there or choose to export to Excel by using the Actions menu. 5. If you choose to export to Excel, you will receive notice that your report is downloading and when it is ready. Once you see the ready notice, click Download Center for Reports. 21

23 6. Click the link for your report and it should open in Excel. 22