No matter what tab you are using, on your Staff Home page you will see Actions, Quick Links, and Upcoming Appointments on each tab on the left side.

Actions

Issue a Notification 

Add a single ad-hoc notification for a student. Notifications can include kudos, academic concerns, referrals, etc. More information can be found in Notifications and Cases.
 

Upload Profile Picture 

Selecting this link opens the Profile Picture dialog box. If you add a picture, the link on Staff or Faculty Home lets you remove the photo later. Photos must be at least 314 pixels wide and will be cropped to 314 x 314 pixels and must be in JPEG format.

Quick Links

Schedule an Appointment 

Create an appointment for a student. Opens the general Appointment Scheduler.

Create an Event

Opens the Event Campaign workflow (see Event Campaign information here).

Advising Info

Links to contact information for each college advising office

Download Center for Reports

Large files load to the Download Center for Reports and can be found here.

Appointment Campaigns

Opens the appointment campaigns workflow. Click here for more information about creating appointment campaigns.

Travel Letters

Opens the travel letters workflow, which can be used to message groups of students’ instructors.

Upcoming Appointments

Shows the next five upcoming appointments. Staff can click on the links to view more detailed appointment information, student profile, or the URL provided to students for the appointment, if applicable.

Assigned Students

All students assigned to staff via Buckeye Link or in OnCourse show up on this page. Additionally, staff can find their student lists here.

Filters

• List Type- Shows assigned students for the selected term, as well as all the staff person’s student lists.
• Term- Filter assigned student by term. Choose all terms to find students on LOA, etc.
• Relationship Type- Filter by relationship type. Staff may have different assignments, such as Academic Advisor, Major Advisor, or Success Coach, depending on how they are assigned in Buckeye Link or by OnCourse staff.

Table

Shows the Name, First Name, Last Name, EMPLID, Name.#, Student List the student is listed in, Cum GPA, Categories, Classification, Program, Program and Plan, Assigned Staff, Degree, Total Earned Credits, if the student is currently enrolled in the term, Email, Home Phone (not used), Work Phone (not used), Cell Phone (if student has allowed us to use this item), Address (not used)

Actions 

Clicking the box(es) next to the student(s) and then clicking an item in the Actions dropdown allows staff to take actions on one or more students on the list. Some actions are only available for 100 selected students (Send a Message, Create an Appointment Campaign, Add to Student List, Add To-Do, Export Results). To select more than 100, check the box at the top of the table, then click the Select all # items link at the top of the table.

• Send a Message to Student- Allows staff to text or email students
• Create Ad Hoc Appointment Summary- creates a drop-in appointment and summary on the selected student(s)
• Create an Appointment Campaign- adds selected students to a new Appointment Campaign
• Schedule Appointment- opens the general appointment scheduler and adds the student(s) to the appointment
• Tag- adds a Tag to a student or groups of students
• Note- adds a Note to the student or groups of students
• Mass Print- print the information in the table
• Issue Notification- create an ad-hoc notification on the student or groups of students
• Add to Student List- adds student(s) to a Student List
• Add To-Do- adds a To-Do for the selected student(s)
• Show/Hide Columns- allows staff to adjust the table view by showing or hiding columns
• Export Results- allows staff to export the table

All sections include columns with:

• Date/Time- date of the appointment. If the Show Cancelled box is checked, cancelled appointments are highlighted in red 
• Attendee- student attending the appointment. Clicking the student name will take you to the student’s profile.
• Service- reason for appointment 
• Course- any associated course for the appointment
• Comment- information the staff person or student added when scheduling the appointment
• Organizer- the appointment was with this staff person
• URL/Phone Number- link or phone number for the appointment 
• Report Filed?- was an appointment summary report filed? Options are Not Yet, which will also show if the appointment was cancelled; Report Details in green, with a link to view the appointment summary report; and NO SHOW in green.
• Details- shows information about the appointment and allows staff to cancel or change the appointment.
• Pre Appt Questions- if configured, shows questions a student was sent and answered prior to the appointment

Upcoming Appointments

Staff can filter these by Care Unit. Shows any scheduled appointments that are coming up. Clicking the Show Cancelled box will show any cancelled appointments that were scheduled for a future date.

Reporting

Recent Appointments

Shows appointments that occurred within the last 90 days. 

Recent Reports You Created

Shows information about the report staff filed on the appointment, including if a follow-up appointment was marked by staff. If staff has permission to delete the appointment report, a Delete link can be found here as well.

Allows staff to add availability. See Availability section for more information.

Using the Appointment Queues Tab

The Appointment Queues tab shows a list of students checked in for their appointments (including virtual check-ins), students in your queue, and students in other queues. This tab is helpful when managing drop in appointments or monitoring appointment progress.

Notification Methods

Staff can set how they want to be notified when a student checks in on the platform. By default, Ding is selected, but if either Email or Text Message are checked, the option offers staff-level customization that would make it so that a virtual check-in for a drop-in appointment could also flag the staff user via email/text.

Students Checked in for Appointments

Students appear in this table if staff have a scheduled appointment with them and the student has checked in for that appointment.

The Actions for this table include the following:

• Start Appointment- Choosing this option opens the Appointment Summary report and moves student to the In-Progress Visits queue You should send a message to a student when you start the appointment if it is a remote/virtual appointment
• Send Message- Sends a message to the student
• Check Out- Checks the student out
• Remove- Removes student check-in and check-in data from the platform

Students Checked in for Drop-Ins with Me

Students appear in this table if staff have drop-in availability and the student has checked in to visit with either First Available or with this staff person specifically for a drop-in visit. Students will only appear in this table if they checked in for a drop-in that matches the Care Unit, Location, and Service of the drop-in availability.

Yes or No in the First Available column to indicates if the drop-in is for this staff  specifically or the first available staff member.

The Actions for this table include the following:

• Start Appointment - Opens an Appointment Summary report and moves student to the In-Progress Visits queue
• Not Attended To- Removes the student from the queue but holds the check-in time. This is used if the student left or you ran out of time for drop-ins
• Move to First Available- Moves the student from your staff-specific queue to the First Available Queue and notifies other staff users that the student has been added to their queue
• Send Message- Sends message to student
• Check Out- Checks student out of the appointment
• Remove- Removes check in and data from check in time from the platform

In-Progress Visits

Students appear in this queue when an appointment is started from either the Students Checked In For Appointments or Students Checked In For Drop-Ins With Me queues. While a student is in the In-Progress queue, they can only be checked out from this queue or the In-Progress queue in Appointment Center. Staff can also start the Appointment Summary report and choose Save and Check Out.

Note: If staff starts an appointment and populates the Appointment Summary and then minimize or closes the Appointment Summary report, the student remains in the In-Progress Visits queue until they go back and select Add Appointment Summary to finish the visit.

The Actions for this table include the following:

• Send Message to Attendee- Sends message to the student
• View Appointment Details- Lets you see appointment information, if this is a scheduled appointment
• Move Back to Queue- Moves the student back to the initial state of the visit. This means the student returns to Drop-In queues for specific staff, the First Available queue, or the Checked In for an Appointment queue
• Add Appointment Summary- Opens an Appointment Summary report so you can fill out the report for the appointment you started

Students in Other Staff Queues

Students will appear in this table if they have availability that day at a Location for a Care Unit and a student has dropped in for another staff user at that same location. Please note, students will appear in this table regardless of which Service they dropped in for. 

The Actions for this table include the following:

• Start Appointment - Opens an Appointment Summary report and moves student to the In-Progress Visits queue
• Not Attended To- Removes the student from the queue but holds the check-in time. This is used if the student left or you ran out of time for drop-ins
• Send Message- Sends message to student
• Remove- Removes check in and data from check in time from the platform

Students Checked in for Track Time

Students appear in this table if they have checked in for a service that has been specified for Track Time at a particular location (requires student to check in and out of the location). No staff are identified in this table.

The Actions for this table include the following:

• Send Message- Sends message to student
• Check Out- Checks student out of the appointment

The Appointment Requests tab lists all appointment requests from students. Staff can take action on those requests from the table. The table shows the date and time of the request, the student name, the service requested, the course (if applicable), and the preferred location.

Sort requests by Care Unit or by Location. This helps if staff provide multiple services in different locations.

Old requests from previous terms show up on the Appointment Requests tab. Delete them to see only requests from the current term.

The Actions for this table include the following:

• Match Request- Selecting this action opens the Schedule an Appointment screen. You can then select a specific day and time to meet with the student. Read the Requested Meeting Time message from the student before creating the appointment
• Send Message- Sends a message to the student who made the request
• Delete Request- Deletes the request and does not create an appointment