• A: In order to see your assigned caseload, you (or your program) must first assign advisees in Navigate. See this guide for details: Advising: Assigning student advisors

• A: Yes, you can see the declaration term for the current major by clicking the arrow under the major to display the Major History. The first major listed is the current major, and the enrolled semester is listed below.

• A: When you click on “Add to Student List” on the right side of a student’s Overview page, you will see checked boxes indicating which other watch lists that student has already been added to.

• A: Data is sent nightly from PeopleSoft to Navigate, so changes will appear the following day.

• A: This kind of search isn’t possible at this time. A suggestion is to search for students taking particular courses that are known to be in those locations.

• A: There isn’t a way to look for a certain grade over all courses taken. Two options to try:
  • You can search for students who got a W in a particular course, however, so the suggestion is to run the search by course for key classes and then compare files together.
  • You can run the Student Enrollment report for the past several semesters and filter by grades.

• A: Students will remain in the platform forever, accessible by direct entry of an individual ID. Only active students will pull on a search by default. Inactive students can be included by selecting the "Include Inactives" link near the Search button.
  

• A: The majors fields pull directly out of PS and are part of the primary EAB analytics. Minors are not included in the analytics, so they are displayed as a Category for informational purposes to label a student’s current situation. The data pulls in differently for Categories, based on the most recent semester of enrollment. For most students, it will be accurate, however, in some situations, such as if a student is not enrolled the current semester, or if they changed their major mid-semester, it may show a slightly different count than PS.

• A: When you search for all majors in your college, the results will show all of the primary majors. When you search by major, the results show both primary and secondary majors.

• A: For searches, this means those students who faculty have indicated through a Progress Report are at risk of failing their class, rather than those with a red/yellow/green "Predicted Risk" factor. 

• A: Export a list of all students in your program and another list of those students who HAVE taken the course and use a compare duplicates function in Excel to arrive at a list of those who HAVE NOT taken it.

• A: Yes, campaign names can be edited by clicking on the campaign and Edit Campaign Details. Since all campaigns are viewable by all staff users, and they are additionally accessed through the analytics tools, it is recommended to adhere to a consistent naming schemes. Suggestion: COLLEGE_department_advisor name_campaign focus_date

• A: Excel automatically removes leading zeros since they aren’t required numerically, however they are required for student ID numbers. To retain the leading zero, you need to tell Excel to treat the column of ID numbers as text instead of a number. 
  • Click the Data tab, then Get Data, locate the file, and press Import. (On a Mac, press Get External Data, Import Text File, and Get Data)
  • Press Edit in the preview pane and select the column with the ID numbers.
  • Select the column to convert by clicking on the column header, and indicate that your data is delimited by comma, because that is how Navigate exports it. Then go to Home > Transform > Data Type > select Text. (On a Mac, select Text under Column Data Format).
  • When you're done, Click Close & Load (or Finish, on a Mac), and Excel will return the query data to your worksheet.
  • A second way to handle the missing leadings zeros is to add the following formula in a new column to the left, input it, and it will add a leading zero to any value that doesn’t have one: =IF(LEN(A2)<7,CONCATENATE(REPT("0",7-LEN(A2)),A2),A2)

• A: Actually you can! On Advanced Search, select the Student list under the Student Information category, and then filter as you like.

• A: Add all of the applicable courses to an Advanced Search and save it. 

• A: Unfortunately, there isn’t a direct way to exclude courses like you can exclude other things from a search, such as Categories or Tags. Here is a work-around: First search for all current students in your group, and paste their IDs into Column A of a spreadsheet. Then search for students who have already taken the course any time during the last several semesters – go back as far as you think necessary. Paste those IDs into Column B. Then highlight those two columns and use a formula in Excel to compare the two columns for duplicates (Conditional Formatting > Highlight Cells Rules > Duplicate Values….may vary depending on your version of Excel).  The result should highlight the duplicates in Column A, which means those highlighted DID take the course and those not highlighted HAVE NOT taken it.
    

• A: An Appointment Summary Report should be your main recording tool when you meet with a student. These are detailed templates with fields of information to guide you as you record your appointment. Notes are used when you aren’t meeting with a student, but would like to record some information, such as when you are doing a file review or graduation check, or you want to upload an internal form.

• A: Yes, the top four text boxes allow you to type as much as you like, however other staff will only be able to view the first two lines. The suggestion is to limit text to no more than 2 lines and include longer text in the larger text box at the bottom of the report as this larger box can be scrolled to view all text.

• A: We have found that sending students a message by text may be delayed – it’s actually going through multiple systems in addition to a regular text.

• A: When you click on “Add to Student List” on the right side of a student’s Overview page, you will see checked boxes indicating which other watch lists that student has already been added to.

• A: It depends on other emails being delivered and other jobs running - depending on that, EAB throttles messages to make sure they do not get filtered out by email security protocols. Remember our Yahoo problems?!

• A: There is not a way to delete a note. Suggestion: Edit your note to indicate that other users should disregard this note.

• A: You will use your Outlook calendar to block time, and those time periods will show as busy when a student is making an appointment. Be sure to block driving time before and after as well, so no appointments will be made adjacent to the time you'll be out.

• A: We have a restrictions set by location so that students only see appointments for a certaion period of time, such as for the next 30 days. in that case, each day, they will be able to see the next 30 days automatically. This means there are no manual actions you need to take to open up your appointments for the next week. 

• A: There are two ways to handle lunch - or any other recurring break in your availability. First, you could block your lunch in Outlook. Set a recurring calendar item for your lunch time, and that will show up as unavailable for students. Or second, you can set two availabilities. On the My Availabilitly tab, click Add Time, and set your morning availability, such as for 9-12:00. Save, and click on Add Time again to set your afternoon availability block. Be sure to add all services for your area to both times so students can see your name for that service.

• A: Yes! (However...not always) The way it should work is any time the user makes an adjustment in Outlook or Navigate, it will automatically sync. If the user doesn't adjust anything, it will refresh every 30-35 minutes. For a user's first sync ever, that can take up to 10 minutes to fully load all calendar events. Also, if items don't seem to sync, you can click on the Exchange tab in Navigate, and after a few minutes it updates.  

• A: A student will always be able to cancel their own appointment, up to the minute that it occurs, but if they do, it will be marked as a No-Show. The limitation at the location level provides the window outside of which they will NOT be counted as a no-show.

• A: If you will not want students to make appointments with you through Navigate, then you don’t need to set your availability. You can add it at any time.

• A: Do an Advanced Search for your group of students, or use an existing Saved Search or Student List. Under Actions, you can select either "Schedule Appointment," when you want just a single appointment time, or "Appointment Campaign," if you want to be able to offer multiple times and track the outcomes of your efforts.

• A: Yes. You can set an Individual availability for that one time slot and at the bottom of the availability window under, “Will you be meeting with multiple students?” select a number for, “Max Number of Students per Appointment.” Send out an appointment campaign to that particular group of students, such as non-majors who were taking an intro course, and advertise that particular start time. When a student goes in to make an appointment for that time slot it should say at the top that it is a group appointment.

• A: Students who come in during drop-in times will be checked in at the front desk using the Appointment System or Kiosk mode and added to the queue. Students will not see slots for drop-ins on their app since these aren’t appointments. They can see general start and stop times. 

• A: Appointments default to begin on the hour or half-hour unless an office has a custom setting different than 30-minute sessions.

• A: There are couple of reasons why events may not sync on your Navigate calendar. First, a recurring event with no end-date will not sync in Navigate. Recurring events with more than 200 instances also will not sync.

• A: All advisors with availability at that location will see the student in the queue even if they don’t have drop-in times open, but if advisors are not seeing drop-in appointments that day, they can simply not select a student for an appointment. 

• A: Those with the Academic Leader role can go in to Appointment Center, find the appointment, hover over it on the grid, and see the option to Edit to add the new advisor and delete the other advisor. 

• A: On the student’s appointments tab, under No-Show Appointments, click the reset link on the colored bar.

• A: This is not something that EAB currently configures, as appointment campaigns are designed around services that are specific to an intervention. It is designed to allow the outreach to be set on a 1:1 relationship with the service provided, so that if there are different services (graduation check and 1st year advising for example) each would require very different email text bodies, and most likely have different populations.

• A: When you set your availability, enter the actual room location in the Special Instructions for Student so that when the student gets the confirmation, it is there in the Additional Details box. It’s also recommended to send out email/text reminders with the location clearly listed.

There will be a gap in Academic terms between the end of one term and the start of the next term (e.g, the end of August after Summer term ends and before the first day of Fall term). That means that during the gap, if you have set your availability using the term option (e.g., “Fall term”), the new term availability will not be active until the start of the term, meaning students will not be able to make an appointment in the gap. They also will not be able to make an appointment in advance for the first few weeks of the new term until the term begins. The recommended best practice is to set your Availability using the “Forever” option, which is always changeable and not as permanent as it sounds, or by using specific date ranges that span the gap. 

Many of our advising offices operate with drop-in appointments the first week or two, and some have asked how to set up availability for this. It will work best to make these separate availabilities – a date range for the drop-in period and a date range for the appointments. During drop-ins, students will not see individual appointments available, which is what we want, but there is a button they can click on to view drop-in times, which is also what we want. And then when they come in to the office, we can assign them to advisors during check-in if the advisors have drop-in appointment availability set up. If an advisor is available for either appointments or drop-in, he can click both buttons in availability set-up. If appointments are made, then that person would not show as available for a drop-in student.

• [drop-in date range]: MTWTHF 9-12
• [drop-in date range]: MTWTHF 1-4
• [rest of semester appointment date range]: MTWTHF 9-12
• [rest of semester appointment date range]: MTWTHF 1-4