University f Memphis SSC Campus Faculty Advisr Training Guide Student Success Cllabrative TM
SSC Campus Faculty Advisr Training Guide Fr all Faculty I. Attendance II. Alerts (Early Alert/Early Interventin) III. Prgress Reprts Fr Faculty Advisrs Only IV. Setting Advising Availability V. Calendar Sync VI. Appintment Campaigns VII. Scheduling an Appintment VIII. Advising Center IX. Starting an Appintment X. Searching fr a Student XI. Terminlgy Cheat Sheet OR https://memphis.campus.eab.cm Lgin using Memphis lgin credentials Questins? Cntact Ryan Crews at 678 3528 r SSCCampus@memphis.edu
SSC Campus Faculty Advisr Training Guide Attendance Frm Prfessr Hme, select Recrd My Class Attendance Select Curse and Class Meeting Date
SSC Campus Faculty Advisr Training Guide Mark each student wh was nt present as Absent Mark all thers as Present by selecting Mark Remaining Present and then Click Save Attendance
SSC Campus Faculty Advisr Training Guide Alerts (Early Interventin/Early Alert) Use tggle t navigate t Prfessr hme screen (nly necessary if yu have an advisr rle) Frm Prfessr Hme, select Issue Alert Select alert reasn, class alert is related t (if applicable), and leave any applicable cmments Click Submit t submit Alert
Alert Descriptin Respnsible Party Additinal Cmments (Optinal) Any details yu can prvide (having truble paying fr bks; can't affrd reliable Financial Student is having financial difficulty Financial Aid husing) Lw Test Scres Pr perfrmance n quizzes r tests ESP Grades n tests/quizzes (40 ut f 100); percent f grade test/quiz represents (20% f verall grade); if make up, extra credit, r drpping lwest test scre is an ptin Needs Advising Appintment Student requests an advising appintment Advisr Reasn fr request (Changing majr; advising fr next semester) Needs Tutring Appintment Student needs assistance understanding curse materials; Needs assistance writing/studying/test taking ESP Specific area(s) fr ESP t address Nt Turning in Assignments Missing r late wrk Advisr/CARES Number and frequency (Last tw papers were turned in late) Persnal Varies CARES Any details yu can prvide; will nt be visible t the student; Cunseling Center will fllw up as needed Pr Attendance Missing r late t class Advisr/CARES Number f absences and impact n grade/perfrmance Ptential Stp Out Student reveals they may nt be returning t UfM AISS Stp Out Cach Any details yu can prvide; Stp Out Cach will cntact the student Scial/Behaviral Nn Emergency scial/behaviral cncerns BIT Any details yu can prvide Other CARES Any details yu can prvide
SSC Campus Faculty Advisr Training Guide Prgress Reprts Frm Prfessr Hme, click Fill Out Prgress Reprts (an email with direct link will als be sent t each prfessr) Mark Yes fr At Risk t Fail Yur Class fr each student wh is at risk f failing
SSC Campus Faculty Advisr Training Guide Yu must als select an Alert Reasn(s). Yu can enter the Current Grade and any Cmments but neither are required Chse frm the tw submissin ptins Submit nly marked students (but I m nt dne) Submits nly the students yu have marked and allws yu t cme back later t submit ther students wh are at risk f failing yur curse Submit unmarked students as nt At Risk (I m all dne) Submits all students. Thse wh are nt marked Yes will be autmatically marked as N
Setting Up Yur Availability Availability As a new user, the first thing yu need t d is set up availability in SSC Campus s that students can schedule appintments t see yu. It is imprtant t nte that lcatins and services are created by University administratrs. Add Time- Step 1: Click the Add Time buttn in the Actins Menu Step 2: Select the days and times when yu are available t meet with students. Step 3: Select whether yu will meet with students via appintments r drp-ins during that time. The campaign ptin is availability reserved specifically as dedicated time fr targeted students t make appintments with yu. Step 4: Chse the lcatin where yu will be available. Step 5: Lastly, select which student services yu can prvide t students during this availability. Nte: Leaving this student services field empty means yu will appear t be available fr all advising student services.
Step 6: Click the Save buttn. Repeat this prcess until all f yur availabilities have been defined. Nte: Yu can have as much availability as needed. There are tw ther ptins when adding Times Available. Cpy Time - t cpy a time, select the time yu wuld like t cpy and then click the Cpy Time buttn. The availabilities will be cpied and a dialg will pen allwing yu t make edits r t save yur newly created availability. Delete Time- t delete yur time, simply select the time and click the Delete Time buttn. Nte: Inactive availabilities are highlighted in red in the Times Available grid. Appintment Cnstraints T define parameters that cntrl yur availability with appintments, first click the Edit Appintment Cnstraints ptin. When clicked, these ptins are available fr yu t define: 1. Hurs in Advance refers t hw many hurs, frm the current time, a student must wait befre they can schedule an appintment. Fr instance in the example abve, if the current time is 10:00am, the earliest a student wuld be able t schedule an appintment with yu wuld be 2:00pm. This setting nly applies t students making appintments. 2. Default Appintment Length is the default length f this specific advisr s appintment. This can be verridden by users with the appintment create permissin, except by students, during appintment creatin. 3. Require available times fr students means that advisrs must have defined Times Available befre a student can create an appintment with them. If this bx is nt checked, students are able t schedule with that advisr at any time and day. This bx is checked by default. We highly recmmend that advisrs use this default. Click the Update Cnstraints buttn t save yur changes. Then, t hide the Student Appintment Cnstraints settings bx yu can simply click n the Hide Cnstraints link.
SSC Campus Calendar My Calendar Yur calendar in SSC is a quick way t view appintments r events at a glance. Add Calendar Event Clicking Add Calendar Event will bring up yur appintment scheduling page. Print Calendar Here yu can print yur mnthly r weekly calendar views directly t PDF. View tday, day, week r mnth Quickly chse t view just Tday, r view by day, week r mnth. Using the left r right arrws allws yu t view previus r future dates if desired. Ntice the Legend just abve the calendar grid. Optins listed include: Advising, Assignment, Tutring, General, Curse, Free Busy and Cancelled. Selecting ne f the checkbxes enables assciated appintments t shw n the calendar grid and deselecting the checkbx hides them. (These ptins are autmatically checked by default).
Viewing the Calendar Details A user is able t hver ver the calendar detail fr a pp-up with mre infrmatin and can click int the appintment fr even further infrmatin. Frm the Manage Appintment screen a user wuld have the ability t edit, cancel, r delete an appintment if they were prvided with thse permissins by administratrs. Integrating Yur Calendar The availability yu set up within Campus dictates students ability t schedule appintments with yu. Yu have the added ptin t integrate yur calendar with the Campus platfrm t pull in Free/Busy times frm yur persnal calendar and push appintments scheduled in Campus t yur persnal calendar. Navigate t the Subscriptins tab and then select nly Set-Up Exchange Integratin, the third ptin n the right. The next screen will prmpt yu t enter yur email address and then hit the blue Cnnect with Exchange buttn. 2016 EAB All Rights Reserved 5
Creating an Appintment Campaign Navigating t Campaigns: While n the advisr hme screen, select Appintment Campaigns frm the left hand side Quick Links sectin. This will take yu t the Campaigns tab. Frm there, select Appintment Campaign frm the right hand side, under Actins. Define Campaign: Name yur campaign (Students will nt see the name f the campaign) Select Advising as the Campaign Type Select 1 slt per time Under Select Curse r Reasn, chse the services fr which yu are available. NOTE: This must match the availability yu have set up n yur advisr hme page, under My Availability. In that screen, yu must have selected matching appintment reasns. Fr example, if in yur advising campaign yu say yu will be available fr Registratin, yu must als have chsen Registratin as a service yu are available fr in yur campaign appintment availability. Begin Date and End Date- chse the date range fr which yu want the campaign t run. If a student tries t schedule utside f that time perid, they will receive a message stating that the campaign has expired. NOTE: This must match the availability yu have set up n yur advisr hme page, under My Availability. Ensure that yu have created CAMPAIGN availability (as ppsed t appintment r drp in availability) during the timeframe that yu wuld like yur campaign t run. Appintment Length- hw lng d yu want the appintment t last? Appintment Limit- hw many appintments can the student schedule fr the campaign? (default is 1) Lcatin- Chse yur lcatin. NOTE: Ensure that fr the campaign availability yu have created under My Availability yu have selected that yu will be available in the same lcatin (Advisr s ffice). Adding Students: Use the advanced search feature t search fr students yu wuld like t participate in the campaign. Or, chse ne f yur saved searches by clicking the drp dwn arrw beside Saved Searches. If yu want t ensure that yu nly return a list f students assigned t yu, als click the bx beside My Students Only) next t the Search buttn. Select the students yu wish t include in yur campaign. Cnfirm the list f students included and remve r add students as needed.
Adding Staff: If yu have crrectly set up yur availability fr Campaigns then yu shuld see yur name n the next page under Add Advisrs t Campaign. If applicable, select ther advisrs t jin yur campaign. Cmpse Yur Message: Create a Subject Line fr yur email In the next bx, edit the text fr the email. Default is Please schedule yur advising appintment. NOTE: Always be sure t keep the Schedule Link in yur email bdy, if that is remved students will be unable t schedule appintments. In the instructins and ntes bx, add any details abut the appintment that yu wuld like t display n the scheduling landing page. Fr example, This is a registratin appintment t ensure yu register fr Fall 2016 classes. Please bring a list f curses yu are interested in. As yu edit these fields, the text in the bx belw will shw hw yur edits will appear in the message. Scrll dwn t the bttm f the screen. On the left tab, yu will see a snapsht f what the email the student receives will lk like. On the right tab, yu will see the scheduling landing page. This is where the student will be directed t chse a time fr their appintment when they click the link in their email. Cnfirm & Send: Review the details f yur campaign. When yu are ready, click send t issue the email t students n the list.
Scheduling an Appintment Appintment Scheduling Users with apprpriate permissins can schedule appintments by checking the bx beside students' names in varius lists thrughut the applicatin and by clicking n Schedule Appintment in the Actin Menu. These lists are typically fund n yur hme page and in Search areas f the applicatin. The system will then display the Schedule an Appintment page. Appintment Cmpnents Type is what determines whether the appintment yu are creating is an Advising, Tutr, r General appintment. While bth Advisr and Tutr appintments are fairly self-explanatry, a General appintment may nt be. A General appintment can be cnsidered an bligatry event fr the student. Events that can qualify are things like Ftball practice, Hnrs Sciety Dinner etc. The reasn adding this type f event t a student s calendar is imprtant is because thse events will then shw up as Cnflicts when scheduling future appintments. It is usually a best practice t nly wrry abut thse General events when they ccur during the regular schl day r ffice hurs. Reasns is where yu will select the purpse f the appintment. Fr example, Career Cunseling and Schedule Changes can be valid reasns fr advising appintments. Fr Advising and Tutring appintments, reasns are cnfigured by yur Campus Administratrs. Fr general events, the reasns field is pen. Cmments is a sectin where extra cmmentary can be entered abut the appintment. These cmments are seen by bth the student(s) and the advisr when they lk at their calendar and receive their appintment ntificatin email. Select a Date really means select a week in which yu wuld like t schedule the appintment. This lets users see the entire week, and nt just a single day, t determine what is the best day t schedule the appintment. Lcatin is where yu will meet yur students. Select the apprpriate lcatin frm the drp dwn list. Reminders are sent the day f the appintment. The email reminder is sent the mrning f the appintment and the text message reminder is set x number f minutes befre the appintment. X
number f minutes is actually defined n the Admin tab by yur Campus Administratr. Yu can muse ver the? mark, besides the text reminder, t see what the current value f X is. Add an Attendee lets the advisr add extra users withut having t exit the schedule appintment page. Simply type in the user's name, select them, and they will be added t the appintment. Peple Attending are the users wh will be scheduled fr this appintment. The user scheduling the appintment is able t Remve r Add an Attendee prir t saving the appintment. Select an Advisr is the list f advisrs wh have availability at the selected Lcatin. Since yu are creating an appintment fr yurself, simply check yur name. Length refers t the length f the appintment. While it will default t whatever the advisr had setup in the availability, it can be verridden here. The Scheduling Grid is where yu will actually select what time this appintment will take place. Yu will ntice that a checkbx will appear fr any times that are available fr scheduling. If smething is already scheduled r Cnflicts with that time, yu will see that ntated n the grid. Fr example, Appintments, Free Busy, Cnflicts (such as a student s class), r in sme cases Drp in's fr walk in appintment times. A blank means the selected advisr des nt have availability fr that time n that day. Yu can click n the wrd Cnflicts r Appintment t see wh has a scheduling cnflict. Availabilities is where yu can verride everything and schedule the appintment at any time at any day. Select the ptin Ignre Availabilities, unlck the calendar and yu will see checkbxes appear in every field in the grid. Selecting this ptin allws yu t verride any cnflict r nn-available day t schedule the appintment exactly where and when yu want it. Repeat This Appintment? Is where yu can make this appintment recurring. While there are many ptins t chse, the mst cmmn and easiest t use is Weekly. Select Which Days, Every hw many weeks and Repeat Until t make this appintment repeat. T finish, click the Save Appintment buttn. When the appintment is saved, the system will send appintment ntificatin emails t each f the attendees with the details f the appintment. It will als update each attendee s calendar.
Advising Center The Advising Center tab allws advisrs t mnitr and maintain visits fr students in their queue r ther advisrs' queues. Students Wh Have Checked in fr Their Appintments This grid shws any students wh have checked in fr an appintment and are waiting t see yu. In ther wrds, the student is in the waiting rm ready t see yu. When yu are ready t meet with the student, click the circle beside the student and press the Start Appintment buttn in the Actins Menu. Ding this starts the appintment and brings up an advising reprt fr yu t fill ut at the cnclusin f the appintment. Students In My Queue This grid displays students wh are waiting t see yu, r the first available advisr. The list is srted by placing the student wh checked in first at the tp. Alng with this grid, yu have given several ptins in the Actins Menu t manage the list f students. Students in Queue fr Other Advisrs This grid lists students wh are n the waiting list fr ther advisrs. This is perfect fr when advisrs want t help ther advisrs meet with their students. They can simply select ne f the advisr s students and click the Start Appintment buttn in the Actins Menu.
Starting an Appintment T file a reprt fr a student in yur queue and reprt upn that sessin simply click the Start Appintment buttn in the Actins Menu. Other ptins include: 8 Nt Attended T: This ptin shuld nly be used at the end f yur day/shift t signify which students yu were nt able t meet with. Mve t First Available: T mve a student t the First Available queue, select the student and then click the buttn Mve t First Available. Send Message: If yu wuld like t send a message via email r text t a student, select the student and click Send Message. Remve: Yu shuld use this buttn when a student leaves withut first meeting with an advisr. Yu shuld then Remve them frm the list. This is different than the Nt Attended T ptin in that the Nt Attended T ptin the student actually waited t meet with an advisr but there was nt enugh time while the Remve ptin is fr when the student leaves, n their wn accrd, withut meeting with an advisr.
Searching fr a Student Quick Search Search fr a student r user in the Quick Search in the tp right crner f the platfrm. Able t search by first name, last name, r student ID. Advanced Search Search fr a specific grup f users (e.g. students, prfessrs, advisrs) and then ptinally perfrm sme actin fr them. Fr instance, it is pssible t get a list f all Men s Baseball players with less than a 2.0 cumulative GPA and send them an email. Yu can tggle between the Advanced and Simple search by clicking the Switch T... buttn under the Search fr Students heading. When yu first click n the Search tab, SSC defaults t the Simple Search. With the simple search, yu nly have the ptin t search by Keywrd. This search will nly allw yu t search a specific character (r grup f characters in the users name), classificatin and/r categry. The Advanced Search, as shwn abve, gives users a chance t search fr a wide variety f ther ptins such as First Name, Last Name, Cum. GPA less than, and many mre. Once yu have entered yur search criteria, click the Search buttn. Additinal Filters 1. My Students Only - Search nly students assigned t yu. Advisr assignments can be direct, ne-t-ne assignments r indirect majr r categry assignments. Tutrs mst cmmnly have direct, ne-t-ne student assignments. Students are assigned t prfessrs based n their curse rsters.
2. At-Risk Students Only - Limit search results t students wh have the At-Risk indicatr n their student recrd. 3. Include Inactive - By default, the search results nly display users wh are active in the currently selected term. Checking this bx includes students frm past terms as well. Wrklist Creatin T save a wrklist, click the save buttn in the upper left hand crner f the page and yu will be prmpted t save yur wrklist. This will create a dynamic list f results that cnsistently matches yur search criteria. All saved wrklists can be accessed thrugh the Saved Searches drp dwn n the upper right hand side f the Advanced Search page. Yu can als see the results f yur Saved Searches n the Advisr Hme by switching frm Assigned Students t a specific Saved Search.
SSC Terminlgy Cheat Sheet Advising Request If a student wants t schedule an advising appintment but cannt find a cnvenient time, then they can submit an Advisr Request. Advising requests cntain the student s availability and preferred lcatin t receive services. Requests appear in the advising hme pages, where advisrs/tutrs can match the requests by scheduling an appintment with the student. Advising Summary Reprt Advising reprts enable advisrs t dcument their appintments with students. These frms catalg imprtant infrmatin abut the appintment (e.g., attendance, time and lcatin, summary cmmentary) fr reprting and display n the Histry tab f a student s SSC Campus prfile. Nte Ntes are used t attach cmmentary t a student s prfile that is nt assciated with a specific advising appintment. In this way, they are unlike Advising Reprts, which are directly assciated with an appintment. If yu want t indicate that an appintment tk place, yu shuld file an ad hc Advising Reprt by clicking Reprt On Advising n a student s prfile page. This feature retractively creates an appintment. Ntes are currently the nly methd f attaching a file t a student s prfile. Ntes display n the Histry tab f a student s prfile in a sectin labelled Ntes Abut Student. Prgress Reprt Prgress reprts allw faculty t submit in-semester feedback (e.g., current grade, absences) n the prgress f students in their curses. By marking a student as at-risk t fail a curse in a prgress reprt, faculty can alert student supprt staff t students wh need assistance r may be at risk f leaving the institutin. Prgress reprts are the early alert functinality f the SSC Campus platfrm. Faculty members can submit prgress reprts at any time, r student supprt staff can request prgress reprts n specific students thrugh the Prgress Reprt Campaign feature. After submissin, prgress reprts and any affiliated alerts r cases will display n the Histry tab f a student s prfile. Reprt In the Reprting sectin f the platfrm, users can view summary reprts n the data lcated in and captured thrugh the SSC Campus platfrm. This sectin cntains reprts that summarize data n: prgress reprts, alerts and cases, study hall, student infrmatin, student services, tutring, and advising. Reasn (& Student Service) Reasns enable yur institutin t prvide a custm, standard list f explanatins that categrize actins and dcuments in the platfrm. If defined by yur institutin, reasns can be available t categrize ntes, alerts, appintments, and appintment cancellatins. Appintment reasns are als called student services in certain parts f the platfrm (e.g., when scheduling an appintment, when filing an advising summary reprt). Lcatin During platfrm cnfiguratin, system administratrs define the lcatins where students receive services that will be managed thrugh the SSC Campus platfrm (e.g., Career Center, Academic Supprt Center, Bilgical Sciences Tutring Center, Math Lab). During cnfiguratin, administratrs als define which student services are ffered at each lcatin. When a user schedules an appintment they must chse the student service and lcatin fr that appintment. Categry Categries are system-wide identifiers f students. They are generated and managed by central platfrm administratrs thrugh either data imprt r mass edit. Users withut administratr privileges cannt create a categry r assign students t a categry. A student can belng t multiple categries. The categries t which a student belngs display at the bttm f the student s Overview page. Users can search fr students assigned t a particular categry in Advanced Search. Tag Tags are like categries, but they allw individual users t grup similar students tgether by a cmmn affiliatin nt therwise captured in the data (e.g., chir member, interest in graduate schl). All users can utilize tags t search fr, reprt n, r cmmunicate with these grups f students. Only sme users (based n institutinal cnfiguratin) can create and edit tags. A student can be assigned multiple tags, and the tags that have been applied t a student display at the bttm f the student s Overview page. Reminder There are multiple reminders in the platfrm. Students have the ptin t receive emails and text messages that remind them f an upcming appintment. Advisrs can als add a reminder t a student accunt t remind themselves t fllw up r cmplete a certain task.
Success Markers- A curse r grup f required curses key t student success within a majr, frequently first and secnd year curses, which are entered int the Student Success Cllabrative Platfrm s that advisrs can identify and intervene with students wh nt cmpleting the markers. They are cmprised f a time by which students must cmplete the curse and the recmmended grade threshld students shuld achieve.