Accessing Orientation Data Using VZ Orientation

Transcription

1 Accessing Orientation Data Using VZ Orientation Note: Users can be assigned various access levels within VZ Orientation. Your system may look different than those pictured here. Access pictured is typical of departmental users with access to reporting functions in order to access student data. Revised March, 2017 Open the VZ Orientation website: 1. Enter your Rowan address. 2. Enter your Password. If this is the first time you have accessed VZ Orientation, you must use the temporary password that was ed to you. Once you log in for the first time, you will change the password to one of your choosing. If you have used VZ Orientation before, enter the password you selected. This is not the same as your Rowan network password; when you change your Rowan network password it has no impact on VZ Orientation they are two separate systems. If you do not remember your password, click the Password Assistance link. If you are unsuccessful resetting your password using this link, contact Orientation & Student Leadership Programs at x Click Sign In. Accessing Student Orientation Data 1

2 The first screen you see is called the Control Panel: IF YOU SEE RED WARNINGS AT THE TOP OF THE SCREEN: This usually indicates that you are not accessing the live system. VZ Orientation is typically available with current student data from November-January for the spring term and April-August for the fall term. Reports tab: Click here to access reporting features. See page 5. Sign out timer: The system will automatically log out after 30 minutes of inactivity. My Account: Click here to change your password, name, or title. See page 4. Sign Out: Click here to log off when you are done accessing the system. Home: Click here to return to the Control Panel at any time. Configurations: Displays settings for automated student e-mals. Student Overview This panel displays all students who have accessed the VZ Orientation system (not all new students, see Imported Student Overview, below). Accessing Student Orientation Data 2

3 Students (Pending): These students have created an account, but not much else. VZ Orientation sends weekly reminders to complete the orientation reservation process to these students. Students (Pending Submission): These students have created an account and selected an orientation date, but have not made payment. They may be requesting that the orientation fee be deferred, and their reservation will not be complete until our staff manually processes their request. Students (Submission Received): These students have successfully reserved an orientation date and have been confirmed to attend on the selected day(s). Students (Cancelled): These students have withdrew their acceptance to Rowan. Total Students: Total number of active accounts for the current term in VZ Orientation. Imported Student Overview This panel displays student data as imported from Banner. Students (Not Registered): All undergraduate students who have confirmed admission to Rowan University but have not yet accessed VZ Orientation. Students (Registered): All undergraduate students who have confirmed admission to Rowan and have accessed VZ Orientation, see the Student Overview for more detail. Total Imported Students: The total number of undergraduate students who have confirmed admission to Rowan for the upcoming semester. Event Overview This panel displays brief information about each orientation session. All orientation sessions for the upcoming semester are listed in date order. The total number of students currently confirmed for each date is listed along with the total number of available student seats at orientation (Current reservation of Total space available). CLOSED denotes orientation dates that are no longer available for self-service reservation. You can safely generate reports for these orientation sessions as they are unlikely to significantly change, however OSLP staff can still force changes to these sessions. Hidden displays orientation dates that are not available for self-service reservation, but OSLP staff are still actively assigning students to these sessions. Dates without a CLOSED or Hidden designation are dates that are currently available for self-service for the appropriate population. For example, dates are limited based on major (advising is not offered for Communication Studies on a specific date), admit type (EOF/MAP students may only attend one session, transfer students can only attend transfer orientation, etc.), or campus (all Rowan at Camden students may only attend a specific date). Orientation date rules & limits are listed on the Orientation Unit Information website, under Orientation Program Agendas, Information, and Publications. Total Reservations displays the total number of students confirmed to attend an orientation program. Accessing Student Orientation Data 3

4 My Account Here you can customize: Addresses lets you specify your mailing address. Number of Results: sets the default number of entries displayed on each page. Prefix: if you specify a prefix, the system will call you by that title, i.e. selecting Dr. will direct the system to call you Dr. Lastname. First Name: If you do not specify a prefix, the system will call you by your first name as listed here. Last Name: If you specify a prefix, the system will call you Prefix Lastname. Suffix: If you have a suffix (Jr., III, etc.) select it here. This is the address you will use to log into the system. Password: If you want to change your password, enter your new password here and again at Retype Password. Passwords must be six characters or longer and contain at least one uppercase letter, one lowercase letter, and one number. Remember to click Save to save your changes! Accessing Student Orientation Data 4

5 Generating Reports 4. Click Reports at the top of any screen to access the reports module. 5. Select a Reports type (you may not have access to all of these types): Canned Reports: System reports that aren t customized by our campus. For example, if you want student information for your students who have not yet created an orientation reservation (for outreach, etc.) there is an Imported Students: Unregistered Students canned report (see page 6). Student Reports: Reports from student data that we can customize are listed here. This includes college rosters for orientation sessions (see page 8). Guest Reports (limited access): Users who have access to parent and adult family member orientation reservations can access those reports here. Accessing Student Orientation Data 5

6 Instructions for Imported Students: Unregistered Students: 6. For students who have not yet reserved an orientation date, select Imported Students: Unregistered Students from the Canned Reports list. 7. For this report, you can optionally specify an Imported Date range. Leave the dates blank for a list of all students. Specify a start and/or end date to list students only admitted after a date, in a date range, or before a date you specify. The date range can be helpful if you are sending outreach to admitted students, for example if you have already sent one communication, you could list just those students admitted after the date of the first outreach. 8. Click Run Report and the Excel file will be sent to your computer. The following fields are available in this report: Rowan Banner ID Number Last Name First Name Address This is the Rowan address Alternate Address Personal address from admissions application Phone Number 1 Accessing Student Orientation Data 6

7 Phone Number 2 Imported Date Date student confirmed admission offer Sent Date (Not Registered Reminder) Date last orientation reminder message sent Student Type Code Freshman, Transfer, International, EOF, MAP, etc. College Code Major Code Major Title Minor Code Street Address 1 Street Address 2 Street Address 3 City/Town State/Province Zip/Postal Code Country Credits Earned Total approved transfer credits to date 9. If you want to sort the report for a particular major, delete the first title row in the Excel sheet. The first row should now be the column names. 10. In Excel, select Data menu, then Sort. 11. In the Sort dialog: Make sure My list has headers is checked. Then pick Major Title as the Column to Sort On. Press OK. 12. The sheet will now be alphabetically sorted by major, and you can browse to the major(s) you are interested in. Accessing Student Orientation Data 7

8 Instructions for Task List Item Status by Student: 3. For students progress through the New Student Checklist, select Task List Item Status by Student from the Canned Reports list. 4. Click Run Report and the Excel file will be sent to your computer. Each checklist is a different tab. Examples are Fall Term Freshmen, Fall Term Transfer, Rowan Choice, Spring Term Freshmen, Spring Term Transfer, etc. Click on the tab(s) you need. Each tab contains a two-part report. The top gives a summary of how many students total have completed each task list item. The bottom gives detailed individual student progress and contact information. The following fields are available in this report: First Name Last Name EMPLID Major Sub_Plan Not used Address Student Group(s) Student veteran, ASCEND, Honors, etc. International Not used 5. If you want to sort the report for a particular student, delete the top summary report rows from the tab. The first row should now be the grey column names listed above. 6. In Excel, select Data menu, then Sort. 7. In the Sort dialog: Make sure My list has headers is checked. Then pick the desired checklist item as the Column to Sort On. Press OK. Accessing Student Orientation Data 8

9 8. In this example, the sheet will now be sorted by whether or not Testing has been selfreported as completed, and you can browse to the student(s) you are interested in. Accessing Student Orientation Data 9

10 Instructions for Student Reports: Remember that this report lists only students who have reserved an orientation date. The Canned Report, Imported Students: Unregistered Students will list the students who have confirmed admission but not yet selected an orientation date. If you are interested in all admitted students (both registered for orientation and not), the New Admit Tally in Self-Service Banner (Faculty Services, Automated Enrollment Management Services, New Admit Tally) may also help. 3. For students who have selected an orientation date, select your desired roster from the Student Reports list. 4. Most users will not have access to change any report variables. Click Run Report on the next screen and the Excel file will be sent to your computer. The following fields are typically available in this report (but may be different based on your college s requests and your access level): Accessing Student Orientation Data 10

11 ROWANBANNERIDNUMBER FirstName LastName Rowan AddressImported Semester StudentType Freshman, Transfer, International, etc. College Major Concentration (Imported) This is actually any DUAL MAJOR MinorImported StudentGroups Special orientation groups (Veteran, PCI, etc.) SessionTitle SessionDate EventGroupCode PROS Group # EventGroupLeader Orientation academic advisor(s) EventGroupTitle PROS name(s) Attended SpecialAccommodation_Hearing SpecialAccommodation_LearningDisability SpecialAccommodation_Mobility SpecialAccommodation_Sight SpecialAccommodation_Dietary SpecialAccommodation_Other SpecialAccommodation_Comments Yes if student has attended orientation Self-disclosed information about how the student can be accommodated 5. You can use Excel s Sort or Filter functions to display information for a particular major, etc. Delete the first two title rows in the Excel sheet before sorting or filtering. The first row should now be the column names. 6. In Excel, select the Data menu, then Sort. 7. In the Sort dialog: Make sure My list has headers is checked. Then pick Major as the Column to Sort On. Press OK. 8. The sheet will now be alphabetically sorted by major, and you can browse to the major(s) you are interested in. 9. The Filter command will allow you to select Major or other variables from a drop-down list. In Excel, select the Data menu, then Filter. Small down triangles will appear in the bottom-right corner of each column header: Accessing Student Orientation Data 11

12 10. Click the triangle in the column you want to filter (i.e. Major). A screen similar to this should appear: 11. Click (Select All) to uncheck all options. Then check the box next to the major(s) you want displayed. Only the checked options will appear in the Excel sheet. If there is another report that would be useful for you, a member of the orientation staff can meet with you to define the report in September, October, February, or March (whenever the reservation system is offline). We will establish what student data is needed to be in the report and who can access the report. Accessing Student Orientation Data 12