Meeting with Students

Many offices use OnCourse to allow students to schedule appointments, schedule appointments on behalf of students, and/or record drop-in appointments. The following information helps with functional setup for meeting with students and provides some helpful tips. For a robust training on meeting with students, recording beneficial appointment notes, and best practices to help staff make the most of student appointments, we recommend taking the Documenting Academic Support Interactions training on BuckeyeLearn.

Getting Set Up to Meet with Students

To set up appointments and/or drop-ins with students, staff need to link their Outlook calendar and structure their general availability to meet with students. OnCourse pulls in Outlook calendar busy blocks and only allows scheduling around staff's available blocks to prevent students and front desk staff from scheduling over meetings, other appointments, and times when staff are not available for appointments. Front desk staff can override these settings, but students cannot.

OnCourse Calendar

General Calendar Information

You can open the OnCourse calendar by clicking the Calendar icon on the left navigation bar. It shows all your scheduled appointments, events, and courses you are taking or teaching. If you choose to sync your Outlook calendar, busy blocks will automatically be generated, This will block students from scheduling with you if you have a meeting on your Outlook calendar. Front desk staff will also see these blocks when they are setting up appointments for you. It will not pull any of the appointment details, such as the title or location, but it will place a "Busy" hold on your OnCourse calendar so that no OnCourse appointments will be scheduled over your Outlook appointments or prep time.

Syncing Your Calendar

To sync your calendar, click the Calendar icon on the left navigation bar. Near the top on the right side of the page, under the Ohio State logo, there is a Settings and Sync button. Click the button, then click the Setup Sync button on the next page. On the subsequent page, click the Microsoft Office 365 button. This will take you to the Ohio State login page. Make sure you sign in using your @osu.edu account- using a Med Center account will prevent you from using calendar sync. After you sign in, it may take around 30 minutes for your first calendar sync. If you have issues with calendar sync in the future, you can follow the same process to unsync and resync your calendar.

Important Calendar Information:

Employees should sync only their osu.edu account to OnCourse, even if they also have a MedCenter account. Personal email addresses should not be synced with OnCourse (e.g. Gmail, Yahoo, AOL, iCloud, etc.)
OnCourse will only categorize an appointment as “busy” if it is categorized as “busy” on your outlook calendar. For example, if you have an appointment listed as “Out of office” or “Tentative,” OnCourse will categorize the appointment as “free” instead of “busy” and will allow other appointments to be scheduled during these times. Ongoing appointments will eventually be ignored by OnCourse if they recur over a long period of time. (Example: lunch hours, standing weekly appointments, meeting every Friday, etc.) To prevent OnCourse from ignoring these appointments, it is best to remove the appointment series and make a new one at the end of each semester/term
Recurring appointments with infinite end dates will slow the sync significantly because OnCourse will be attempting to sync an infinite number of appointments. It is best to set specific start and end dates for ongoing appointments
“All day” events will not register in OnCourse. If you need to block off a whole day, you will need to set specific hours (example: 8:00 AM to 5:00 PM) as "busy"

Availability Settings

What is Availability?

Availability is a function in OnCourse that allows a user to determine specific time slots that they want to be available for appointments. By setting up availability, users can determine what types of appointments and services they offer to students.

Setting Up Availability

On the Staff homepage is the My Availability tab. To add availability to your schedule, you will select the Actions drop-down menu and then Add Time.

In the popup menu for setting up availability, select the day or days of the week you will be available. Then select the general times you’ll be available. To be available for appointments the same time each day (Monday through Friday from 8:00 AM to 12:00 PM, for example), create one availability. To have varying times available, (for example, Tuesday to be 9:00 AM to 1:00 PM) instead, create this schedule as a separate availability.
Define how long you want to keep this availability pattern. For this you will have three options:
- The first is the current term. If you select this option, students will be able to schedule during these hours until the day after graduation for that term. They will not be able to schedule for break periods between terms, or for the next term
- The second option is a range of dates. This would allow students to start scheduling appointments on the start date you select and then prevent students from scheduling after the end date that you select. Both the first and second options require staff to be proactive in updating their availability regularly
- The last duration option is "Forever" which means the time slots you select will be open for students to schedule indefinitely. Front desk staff would be able to schedule student appointments a week, month, or semester out. However, students using self-scheduling will only be able to schedule as far out as your office allows (this is a location-level setting, so feel free to submit a technical ticket or ask an OnCourse Admin or Superuser to adjust this setting, keeping in mind changing this setting will affect everyone in your office). We recommend selecting "Forever" so that students can schedule during breaks and for the next term, and so you do not have to add new availability after each term. Availability can be changed after you submit it.
Check the next box if you want to add this availability to your personal availability link (PAL). See below section for more information.
Next, select Appointments, Drop-ins, and/or Campaigns:
- Appointments will allow students to schedule with you at a specific time, for a specific service
- Drop-in availability will allow students to check in at a kiosk during drop-in times and will be visible in the student app
- Campaigns allow you to invite students to schedule with you. You can find out more in the Appointment Campaigns section of the handbook (coming soon)
Then, select Care Unit and Location.
- Care Unit represents the first thing students choose to meet with you, and the type of office you work in (for instance, Advising, or Tutoring). You may only have one option, or more than one, if you work across multiple units
- For Location, select the location of your physical office space, or another location applicable to your Care Unit
- Some staff have multiple Care Units and/or Locations. You will need to create separate availabilities for each and ensure you have selected the correct Care Unit or Location for the times listed.
Now determine the services that students or front desk staff are able to select when they schedule appointments with you.
- You can select multiple services at once, or you can make separate availability options for each individual service. For example, if you only see "Explore/Declare a Major" appointments on Mondays, after choosing Monday and your time, select the rest of your settings, and then only "Explore/Declare a Major" appointments for services.
- We recommend that you choose to keep virtual or phone appointments as separate availability from your in-person appointments so that you can add a phone number or zoom link and specific contact instructions in the "Special Instructions for Student" text box, as well as adding office information for in-person appointments.
In the next box, you can add a zoom link or phone number for virtual appointments. Otherwise, leave this blank. Students can directly click on this link from their email or text reminder.
In the Special Instructions for Student text box, add any information a student needs to know at scheduling or for their appointment. The contents of the "Special Instructions" box will be sent in the appointment confirmation and reminder emails to the student.
The last option on this page is to select how many students you can meet with during these appointments. The default is 1 student.
After you select "Save" you will see the availability show up in your "Available Times" section.

Changing Availability

On the availability tab you can select "Edit" on the left side of each availability to make changes to that existing availability’s options. From this page you can add more time, delete existing time, copy time, or add/remove availability from your PAL. The copy time option under "Actions" allows you to duplicate an existing availability option. The original one will stay the same, but you can now edit your selections to make a second availability option. This is helpful if you don't want to reselect the same days and times for separate services over again.

Personal Availability Link (PAL)

Personal Availability Links (PALs) allow students to schedule appointments directly with you through your Navigate360 availability settings.

Log in to Navigate360, then from the Staff Home page select My Availability to review your current availability blocks. Select Actions and Add Time to create a new availability or select Edit on an existing availability.

In the Add Availability window, choose the days of the week, start and end times, availability duration, and appointment type(s), then check the box labeled “Add This Availability to Your Personal Availability Link?” so students can book appointments directly through your PAL. Be sure to complete all required fields, including Availability Type (Appointments, Drop-Ins, Campaigns), Meeting Type (In-Person, Teams, Zoom, Phone, etc.), Care Unit, Location, Services Offered, URL or Phone Number for virtual meetings, and any Special Instructions for Students.

To find and share your Personal Availability Link (PAL), return to the My Availability page, where your PAL will appear near the bottom of the screen. Select Copy to share the link through email, Carmen/Canvas, or other student communications.

Important notes:

Each staff member has one unique PAL, all PALs follow existing scheduling restrictions and permissions, students will only see appointment times connected to your selected availabilities, and any updates to your availability will automatically update your PAL scheduling options. Recommended best practices include keeping your availability updated, providing clear meeting instructions for students, adding Zoom or Teams links for virtual appointments, using separate availability blocks for different appointment types or services, and reviewing your PAL periodically to ensure students can book appointments correctly.

Scheduling Appointments

Only the OnCourse Team and Superusers/Admins have permission to change student scheduling permissions for a location and service. Submit a technical ticket to add or remove student scheduling for your office or service.

Staff can schedule appointments for students in a variety of ways:

The best ways to schedule and manage appointments in a larger office is to follow the Front Desk Functionality instructions.
To schedule an appointment from the student profile, click Schedule an Appointment from the Options box on the right side of the screen.
To schedule an appointment from the staff home, click Schedule an Appointment from the Quick Links box on the right side of the screen.

Then, follow the Scheduling a General Appointment instructions.

Scheduling a General Appointment

Select Schedule an Appointment from the sidebar. If selecting from the student profile, the student will be pre-populated in the attendees box.
Select the Care Unit, Location, and Service from the filter panel. If the service requires a course or your appointment is course-related, select the Course as well. After that, select Meeting Type from the filter.
Select the organizer for the appointment. After selecting an organizer, a grid showing available dates and times appears. The grid will show all possible appointments based on the availabilities for the Service in the week that corresponds to the date selected in the Select a Date calendar in the filters section.
If you do not choose an appointment length, it will default to 30 minutes. You can also adjust the availabilities shown on the grid by choosing a different option from the Availabilities drop-down menu. Note that if you unlock non-available or conflicted times, this may cause schedule conflicts, and availability information, including links to the zoom room, phone number, and special instructions will not be included and should be added in the comments box by editing the appointment after is it is created. Choosing multiple adjacent times will merge into one appointment the length of all the selected times added together.
If the appointment needs to repeat, choose the frequency of repetition from the Repeat menu (note this is the only method for creating recurring appointments).
Select what reminders need to be sent to who from the Reminders section of the filters. You can send either email or text reminders to the organizer of the appointment, the non-organizers (the attendees and any student support staff who is informed when the student has an appointment, e.g. a coach or main advisor), both, or neither.
Once you have set the appointment details, click Save Appointment to create the appointment. It is added to the organizer’s calendar and a notice is sent to the student’s email from Navigate360.

Scheduling General Events

General Events are a type of appointment that allow users to block their availability within Navigate360 Staff, much as a Busy time on your non-Navigate360 Calendar will. They are not the same as Events. It can also be used to create a general event for multiple users at once that will put a Busy time on their calendar. This is the most useful for partners who do not use Calendar Sync; however, our partners have used General Events for various types of events, such as:

Blocking a staff calendar for internal team meetings

Marking an administrative worker out sick

Blocking workshops or information sessions

Blocking student tutors and other workers during university holidays, as adding a general event to their calendar allows you to block multiple workers at once, even if the student worker forgets to update their availability. (This has generally been replaced by School Wide Events)

All Navigate360 Staff users with a staff type have the ability to add a general event to their calendar by clicking Schedule a General Event in the Quick Links panel.

Changing or Cancelling an Appointment

Click on an appointment in the staff or student calendar, or click on Details on the appointment in the Staff Appointment Queue tab to open the Manage Appointment screen. The information provided includes:  appointment attendees, appointment organizer, date and time, Location, Service, course (if applicable), URL/phone number (if applicable), Care Unit, comments, and type of appointment.

There are several actions available:

Message all or one attendee- Select either All Attendees or an individual’s name. Select Message from the Actions menu to send them a message about the appointment. A dialog opens that lets you choose the format of the message (either email or text), customize the message language, and attach files.
Cancel one attendee- Select an individual's name and choose Cancel in the Actions menu to cancel their attendance for this appointment. A dialog opens to let you select the cancellation reason (required) and add any comments.
Cancel appointment- Click Cancel Appointment in the bottom left to cancel the appointment for everyone. A dialog opens for you to select who to cancel the appointment for, the cancellation reason (required), and to add any comments.
Edit appointment- Click Edit to change one or more parts of this appointment. You are taken to the primary scheduling page to update any portion of the appointment (see Scheduling a General Appointment section).

Using the Appointment Queue

On the Staff Home, staff can see the Appointment Queues Tab, which shows a list of students checked in for their appointments (including virtual check-ins), students in the staff queue, and students in other queues at their location. To see this information, staff need to have availability set up for a location.

Appointments and Notes

If staff have a phone call, an email exchange, or appointment with a student where their academic plans are discussed, staff will want to document any pertinent academic information you discussed. Students frequently go back to review their notes and appointment summaries, so any instructions or documents that they should review is an important part of documentation.

Appointment summaries are used to document scheduled or drop-in appointments. Notes are used to document quick phone calls, email exchanges, or anything else that should be part of the student record.

Reporting On a Scheduled Appointment

The easiest and most accurate way to report on a scheduled appointment is to use the staff appointments tab, where you will see your upcoming and recent appointments. Under Recent Appointments you will see all scheduled appointments that are underway or have already occurred. If you have already submitted an appointment or marked an appointment as a no-show, it will show up in green with the words “Report Details” or “NO SHOW” marked in that column. To report on the appointment, check the box next to the appointment, click the “Actions” drop-down, and select “Add Appointment”. You can use this drop-down to quickly mark the student as a no show as well.

For scheduled appointments, the appointment details on the left side of the appointment summary will be filled out already but can be adjusted to match the appointment if need be.

Reporting On a Drop-In Appointment

If a student doesn’t have a pre-scheduled appointment, you can report on the appointment from the student’s profile page. On the right side of the student’s profile page, under Options, click Report on Appointment.

For drop-in appointments, the appointment details on the left side of the of the appointment summary will be blank. You will need to add the Care Unit, Location, and Service before you can add notes to the appointment summary. The date and meeting start time will be recorded when you clicked on Report on Appointment, and the meeting end time will be recorded when you submit the appointment summary unless you choose to input your own times.

Adding a Note

If you have an email exchange with a student, a brief phone call, or you want to note something on the student’s academic record (for example, approval of a petition or admission to a program), you can add a note from the student’s profile page. On the right side of the student’s profile page, under Options, click Add a Note on this Student.

When adding a note, you can include one or more note reasons. This will help you or others who have access to view the student’s history quickly find the note. In addition, the note reason(s) will be searchable in the notes report.

It’s very important to click the checkbox next to the student’s name under Visibility so the student can see the note. The only reason to leave the box unchecked is when you are specifically leaving a note only for other staff, but keep in mind students who submit a records request will be able to see the note.

Changing or Cancelling an Appointment from the Calendar or Appointment Queue

Click on an appointment in the student or staff calendar, or navigate to the staff appointment queue tab and click Details next to the appointment to be cancelled to open the Manage Appointment screen. The information provided includes:  appointment attendees, appointment organizer, date and time, Location, Service, course (if applicable), URL/phone number (if applicable), Care Unit, comments, and type of appointment.

There are several actions available:

Message all or one attendee

Select either All Attendees or an individual’s name. Select Message from the Actions menu to send them a message about the appointment. A dialog opens that lets you choose the format of the message (either email or text), customize the message language, and attach files.

Cancel one attendee

Select an individual's name and choose Cancel in the Actions menu to cancel their attendance for this appointment. A dialog opens to let you select the cancellation reason (required) and add any comments.

Cancel appointment

Click Cancel Appointment in the bottom left to cancel the appointment for everyone. A dialog opens for you to select who to cancel the appointment for, the cancellation reason (required), and to add any comments.

Edit appointment

Click Edit to change one or more parts of this appointment. You are taken to the primary scheduling page to update any portion of the appointment (see Scheduling a General Appointment section).

Editing Appointment Summaries and Notes

Staff who have completed Documenting Academic Support Interactions in BuckeyeLearn can request access to edit appointment summaries and notes by submitting an updated access request form.

Editing an Appointment Summary

Navigating to the Appointment Summary

To edit an appointment summary, open the appointment report by navigating to the student’s history tab and clicking View Appointment Summary for the appointment you want to change. Then, at the bottom right of the Appointment Summary pop-up, click Edit Report.

Appointment Details

At the top left of the appointment report pop-up, there is a box labeled Appointment Details. This represents the appointment as scheduled or as created, if created from the student profile page as a drop-in. This box cannot be changed, and this data will be reflected on the Appointments Report and Appointment Summaries Report in the “Scheduled” fields. The only way to change this data will be to delete the appointment entirely and create a new appointment (which will be created as a drop-in).

Meeting Information

Under the appointment details are boxes for Care Unit, Location, Service, Course, and Meeting Type. Any of these can be changed if the appointment was submitted incorrectly. In addition, more services can be added. Updates to this data will be reflected in the Appointment Summaries Report in the “Reported” fields, and on the staff Appointments tab under Recent Appointments.

Date and Time of Visit

Under Meeting Type are boxes for Date of Visit, Meeting Start Time, and Meeting End Time. Any of these can be changed if the appointment was submitted incorrectly. In addition, more services can be added. Updates to this data will be reflected in the Appointment Summaries Report in the “Reported” fields, on the student and staff calendar in OnCourse, and on the student.

Attendees

Under the appointment details are boxes for Care Unit, Location, Service, Course, and Meeting Type, Date of Visit, Meeting Start Time, and Meeting End Time. Any of these can be changed if the appointment was submitted incorrectly. In addition, more services can be added. Updates to this data will be reflected in the Appointment Summaries Report in the “Reported” fields, on the student and staff calendar in OnCourse, and on the student.

Check-In Data

Check-In Data is automatically created if a student checks in to an appointment. If a student doesn’t check in, the check-in data will be created based on when the staff person opened the appointment summary box and when it was submitted.

Appointment Summary

When editing the appointment summary, always include the date the summary was changed and your name.#. If personal or health information was redacted, include the word redacted and the reason the summary was redacted. If the summary was edited, include the word edited. Examples: [edited on 7/22/24 by anthony.204] or [personal information redacted on 7/22/24 by anthony.204]

Privacy and Report Data

Students can see all appointment summaries and privacy cannot be changed. The report information only documents the first time the appointment summary is submitted, not other edits, and cannot be changed.

Editing a Note

Open the Note

To edit a note, open the note by navigating to the student’s history tab and clicking Edit Note for the note you want to change.

Check-In Data

When editing the note, always include the date the note was changed and your name.#. If personal or health information was redacted, include the word redacted and the reason the note was redacted. If the note was edited, include the word edited. Examples: [edited on 7/22/24 by anthony.204] or [personal information redacted on 7/22/24 by anthony.204].

Attached Files

To remove a file, click the X next to the first Choose File button to remove the incorrect file. To add a new file or more files, click the second Choose File button. When making these changes, make sure to not the edit in the note summary box.

Note Reason

Note reasons can be removed by checking the X next to the reason. Additional note reasons can be added.

URL

A link to a website can be included for the student to view and can be edited if incorrect.

Visibility

Students will only see the note if the box is checked. Most notes should be visible to students as notes can be included in student record requests.

Using Student Lists

What Are Student Lists?

Student Lists allow you to group and track specific students, making it easier to stay organized and take targeted action. This tool is useful for supporting outreach efforts, monitoring progress over time, and evaluating outcomes for a defined population of students. There are three ways to add students to a list:

Method 1: Via the Lists & Saved Items Tab

Navigate to the Lists & Saved Items section on the left.
Select Add Student List.
Or select Upload Student List. Choose an existing list or create a new list.
Upload a .csv file containing Student ID numbers.
Ensure the file includes a header row (since the system reads the first row as column headers) select the column containing Student ID numbers.
Click Save/Confirm. A confirmation message will appear once the upload is complete.

Method 2: Add Students from Search or Report Results

Run a search using Advanced Search or generate a report
Select the students from your results (or select all results), open the Actions dropdown menu
Choose Add to Student List, then select an existing list or create a new one and click Save.

Method 3: Add a Student from Their Profile

Open the student’s profile and locate the Add to Student List option, typically found in the Actions or options menu.

Additional Notes

You can create a new list directly from the Add to Student List window.

A dash (-) next to a list name indicates that some of the selected students are already on that list.

A check mark (✓) indicates that all selected students are on that list.

Selecting the dash or check mark allows you to remove students from that list.

Front Desk Functionality

There are many ways for staff to schedule appointments with assigned students on their home page. Front desk staff, who are not assigned to students, have access to additional functionality to schedule appointments or time on behalf of students, student-facing staff, and offices.

Appointment Center

Opening the Appointment Center

Note: Student-facing staff will only be listed in the Appointment Center if they have Availability set up for that location. To remove staff from the appointment center, staff or managers can remove their availability for that location.

The Appointment Center lets staff manage appointments at an individual location. To open Appointment Center, click the app switcher (icon of nine small boxes at top between the Connect with Support Team and Accessibility icons) and select Appointment Center. You can also open Additional Modes at the bottom right of the screen and select Appointment Center. This feature is primarily used by staff, especially front-desk workers or others who help to manage appointment scheduling at a specific location. Staff members will need to set up their calendar sync and availability to make Appointment Center's features useful.

Once you open Appointment Center, select a location from the list.

Your Location Appointment Center Page

Choosing a location opens the Scheduling Grid for that location. This grid can be narrowed down by Care Unit, Service, Course, Staff Member, Meeting Type, and Date/Time. While you cannot change the default hours from 8 am to 5 pm, but you can adjust the scheduling grid hours by changing the Start Time and End Time in the filters.

Appointment Center also has a Location Switcher. When users need to change their Appointment Center location, they use the filter at the top of the main page and select a new Location from the dropdown. Once selected, Appointment Center reloads as the new Location.

A user can have two separate Appointment Center locations loaded in two separate tabs and Navigate360 should work correctly in both. Note that only Locations the user has permission to access are shown in the dropdown.

Staff, Service and Course filters interact in an intuitive way in Appointment Center. Any time you add or remove a selection in one of these three filters, the options available in the other filters will be narrowed or widened based on that selection.

The Appointment Center has a calendar interface where available time for appointments are shown as white blocks and unavailable times as grey blocks. Staff members who only have campaign availability do not appear in the Appointment Center.

If you click the Vertical Orientation button on the top right of the screen, you will be able to change the orientation of the staff and times if you would prefer one to be the column header over the other.

Additionally, by clicking the Service Name button, you can choose to see appointments based on attendees or by the service the attendees are scheduled under.

Scheduling Grid

It is possible to filter who appears on the grid by using the Scheduling Grid dropdown filter, letting you see drop-in appointments and scheduled appointments. 

You can also schedule appointments from the page by clicking on an open slot on the scheduling grid.

Once you select a slot, a dialog opens, letting you set the details of the appointment. Please be sure to include the following appointment details:

Service
Student
Date, time & duration
Comments (if applicable)

Drop-In Appointments Page 

Staff workers often need to view today’s appointments. Using the Drop-In Appointments page, you can view all of the drop-ins for the current day and take action from the list. Find this screen by clicking the drop-down above the filters at the top part of the main Appointment Center page.

Actions that can be taken from any queue include:

Send Message to Attendee (Student)
Move to Top (of queue)
Remove (from queue)

Scheduled Appointments List Page

The Scheduled Appointment List page in Appointment Center lets you view all of the appointments for the current day and take action from the list.

Actions users can take on appointments include:

Send Message to Attendee (Student)

Send Message to Organizer(s)

View Appointment Details

Check In

Check Out

Mark No-Show

Cancel Appointments

When choosing multiple appointments, actions are limited to sending messages and canceling appointments. This gives staff the ability to cancel all appointments for a given day in a particular location.

Staff also have the ability to select any date and see appointments on the selected day.

Scheduling Appointments from the Appointment Center

To schedule an appointment in Appointment Center, front desk staff will click an open slot on the Scheduling Grid with the staff person the student will be meeting with and the Create An Appointment box will open:

Front desk staff will select a Service. The Organizer will already be populated with the staff member for the slot clicked and cannot be changed (the Organizer will always be the staff person the student will be meeting with).
Staff will add a student to the appointment by entering the student's EMPLID or name.# and selecting them from the dropdown menu.
Choose a time and length for the appointment from the When field. Enter comments if needed.
Finally, set options. This lets the worker check a student in manually and send out email and text reminders to organizer and non-organizer attendees.
Select Create Appointment to create the appointment. The Organizer will be listed as the staff member the student is meeting with, not the front-desk worker.

Changing or Cancelling an Appointment in the Appointment Center

Front desk staff can move, change, or cancel an appointment directly in the Appointment Center. This allows them to see all student-facing staff availability and easily switch appointments from one staff person to another or otherview use a visual flow for changing appointments.

To edit an appointment, tap or click the appointment block to see time, organizer, and student details. This brings up the Manage Appointment box. In the Appointment Center, if an appointment has not yet occurred, front desk staff can follow the Changing or Cancelling and Appointment instructions to message attendees, or change or cancel an appointment. In addition to these options, front desk staff can also:

Move an Appointment- opens the Appointment Center again, with a yellow bar at the top of the daily schedule view, allowing staff to choose a new time and/or staff person to move the appointment to. Click cancel on the yellow bar to cancel moving the appointment.
Check in an Appointment- allows front desk staff to check in a student who has arrived for their appointment, letting the student-facing staff person know that their appointment has arrived.

Using the Kiosk

What is the Kiosk?

Kiosks allow students to check in for appointments, join drop-in services, and track attendance across available services without staff assistance, while also managing queues, recording visits, and automatically resetting after each check-in for the next student.

Launching the Kiosk

From your OnCourse (Navigate) home screen, click “Additional Modes” in the bottom-right corner, select “Kiosk,” and a new window will open while logging you out of your previous session to protect student data.

Setting Up the Kiosk

Choose your location or term from the list provided, then select which services students can check in for—either Choose All Available Services to allow access to everything or select specific services as needed. Once selected, the kiosk will display the student login screen.

Once you choose a Location and a Service, you will be logged out of your account, but we can't close your windows for you. To prevent unauthorized viewing of your account, please close any windows that are still open before proceeding.

Using the Kiosk

Student Check-In Process

Students will either swipe their BuckID or enter their student ID number to log in. After which they will see available services.

If they have a scheduled appointment, a highlighted green prompt will appear for check-in, or if selecting a drop-in, they can choose to meet with a specific staff member or join the queue for the first available staff member depending on location settings.

Once a service is selected, the system confirms their check-in and records the visit.

When a student checks-in or drops-in for an appointment, the staff will receive a red push notification at the top.

How To Check Out

After the student finishes the appointment, they can log back in to the kiosk. They will see the screen below. Clicking the Check Out button will check the student out of the appointment and record the time for the Appointment Summary report. Alternately, the kiosk can check them out after a given period.

If the student decides to leave before the end of the appointment, ONLY staff can check them out by submitting the appointment summary if they started the appointment from the student queue. Be sure to check the time, save your work, and then check the student out. Most check-ins will time out automatically after one to two hours, depending on Care Unit (Advising, Tutoring, Student Success Services) settings.

Using an Organizational Account

Requesting an Organizational Account

Request an Org Account using the OnCourse Org Account Request Form and MOU. Your information and passwords will be sent to the email address chosen for the org account.

Logging In

Log into the Org Account by logging out of OnCourse. Then, navigate to the OnCourse Org Account Login Page. Use the chosen username and password that was sent to your org account email.

Changing the Password

On the login screen, click Forgot Password. A new password will be emailed to the org account email.