Adviser Meetings Academic Helpsheet

Transcription

1 Adviser Meetings Academic Helpsheet This helpsheet explains how to set up and manage adviser meetings in e:vision. This functionality is available to Advisers and Senior Advisers. Students, LTS Hub and Local Support staff have a read-only view of the details on the Adviser Meetings screen. It is a requirement to record any meeting with an advisee who holds a Tier 4 Visa, as part of the University s obligations as a Sponsor Licence Holder. 1. Accessing the Adviser Meetings Task 1. To set up, view or update an adviser meeting, firstly retrieve a student advisee in e:vision. Either of the following methods will retrieve an advisee: a. Click the Student Search link, enter the student s number or name, click Submit then click the Details link. b. Click the My Advisees link, adjust the drop down lists if required then click List Advisees. At the next screen click the Details link next to your chosen student. 2. Once a student has been retrieved, scroll down to the Adviser Meetings container at bottom of the details page. 3. If the student is a Tier 4 Visa Holder a message will display next to the Create a New Meeting link as shown below. 4. Any existing meetings will be displayed and you will be able to view and amend them by clicking View Meeting next to your selected meeting. Adviser Meetings Academic Helpsheet V2.0 Page 1

2 2. Setting up a new adviser meeting 1. To start setting up a new meeting click Create a New Meeting. 2. Meetings can be set up in advance or recorded after the event. The following fields are available on the Create Adviser Meeting screen: Meeting Date Select a date using the calendar Time and Location Enter a time and location (Note: the time/date information does not link to e:vision or Outlook calendars) Category Scheduled This is the default and refers to the regular catch-ups which take place three times per year. Other categories are available if more appropriate: Student Request additional meeting at request of student Attendance Referral for use by Schools where the adviser is the person who meets with the student following on from attendance concerns under Regulation 13, Attendance, engagement and progress. Complete the standard document (accessible by clicking on the link this document shown below) and return to the Hub. Other/Emergency a catch all if required Adviser Meetings Academic Helpsheet V2.0 Page 2

3 Present at Meeting Defaults to tick the names of the adviser and student. If there is a second adviser (eg on a joint honours course) their name can be ticked if you wish to invite them to the meeting as well. Senior Advisers do not appear on this screen and should be contacted outside of the task if their attendance is required. Note: If a meeting has been set up and the student has not attended, their name can be unticked when you update the meeting. Notes This is a free text box and should include a brief summary of the meeting and any agreed action points and due dates. The content of the Notes field is not sent to the student when the initial meeting is set up and the Adviser clicks the Create button. However, if any updates are made to this field, a copy of the change will be ed to the student and Adviser when the Update button is clicked. The Update button is only available after the meeting has been created. Document Documents can be uploaded after the meeting has been created. This process is explained in Section When you have completed the appropriate fields click Create. 4. If the meeting is in the future, clicking Create sends an confirmation to the adviser and student with details about the meeting date, time and location. If the meeting has been created retrospectively a confirmation is not sent however any further updates will trigger an . Meetings cannot be deleted. If you have created a meeting in error, a note to that effect should be put in the notes section. 5. After clicking Create, the screen will return to the student details page where you will see that the latest meeting has been added to the Adviser Meetings container. Adviser Meetings Academic Helpsheet V2.0 Page 3

4 3. Updating an adviser meeting a. Retrieve your advisee as described in steps 1-3 then click the View Meeting link. Upload button b. If required, amend the date, location and time of the meeting c. Enter any meeting notes. These notes will be included in an automated update to the student and Adviser. d. A maximum of three supporting documents can be uploaded. To upload a document click the Upload button shown above then click Browse and navigate to your chosen document. e. When you have selected your chosen document click Upload. Note: all documents should be stored in PDF format prior to being uploaded. Adviser Meetings Academic Helpsheet V2.0 Page 4

5 f. Uploaded documents can be viewed or deleted. Click the radio button next to your chosen document to select it then click View or Delete. Radio button Delete View g. To upload another supporting document click the Upload button and repeat the upload process. If you wish to replace an existing document with an updated version please delete the old version prior to uploading a new one. h. To store any other changes click Update. 4. Automated Communications 1. Advisers and students will be sent an when: o a meeting has been set up in the future and the Create button has been clicked o the Date, Time and Location and/or Notes fields have been updated and the Update button has been clicked 2. Advisers will receive a monthly digest . There will be one meeting listed per student and this will be the meeting with the most recent date, or (if available) a future meeting. For example, if all dates for the year have been set up as meetings, the one furthest in the future will be recorded on the . If no meeting has been set up, the details will state not yet recorded. The intention of this digest is to help give Advisers a snapshot of what meetings have been arranged and to remind them to arrange more if necessary. 5. Reports There is a Tableau report available to Senior Advisers at which will summarise Advisers use of the system, for Senior Advisers information/action as appropriate. This can be filtered by Academic Year, School and level of student, and shows details of the meetings recorded on the system and details of meetings specifically regarding Tier 4 students.. Adviser Meetings Academic Helpsheet V2.0 Page 5

6 6. Senior Advisers and Deputy Senior Advisers As a Senior Adviser, you will have access to create meetings and update any meeting information for Advisers in your School. This is on an individual student basis using the Student Search refined by School/Stage or individual student. Your name will not appear as an adviser within the task. In addition, the Tableau report detailed in paragraph 5 is available as a summary of your Advisers use of the system, and where Advisers have yet to record meetings, for your information/action as appropriate. This should help inform part of your annual reporting of the System in your School. 7. Frequently Asked Questions 1. I can t see my Advisee listed on My Advisees. A: Check that you have set the criteria correctly on the retrieve page, for example you can expand the retrieve to include students who are not current. If you still cannot locate them, check with your L&T Hub that you are the recorded Adviser for the student on the system. 2. I am going on study leave. Will the new Adviser be able to see historic meeting information? A:Yes, as soon as the replacement Adviser is recorded on SITS, you will no longer have access to the information, and the new Adviser will be able to see everything. 3. I have created a meeting in error. Can I delete it? A: No, current functionality does not permit deletion of meetings. If you have created a meeting in error, a note to that effect should be put in the Notes section. 4. My Advisee has something confidential to discuss with me. Do I have to record this? A: No you should not record sensitive and confidential information of this nature, but it may be useful to record the bare details that the meeting took place for future reference. 5. I am Deputy Senior Adviser but do not have access to any information A: as a Deputy Senior Adviser you should be able to access advisee information. Check your evision access by clicking the About my e:vision access link in your Staff View of e:vision. If you are not listed as being in the Senior Advisers and Deputy role group you can find out who to contact by clicking the List of e:vision role groups and their managers link. Feedback Please send any feedback on the Adviser Meetings Task to lts.admin@uea.ac.uk Adviser Meetings Academic Helpsheet V2.0 Page 6