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.