Spring 2021 Trainings
This spring we will be hosting a series of Pop-In Training Sessions designed for both new and experienced users. For first-time users, please check out our new self-guided Navigate Basic Training videos!
Last Modified: Tuesday, March 2, 2021 11:37 am
As we continue to enhance students’ high-touch and high-quality advising experiences, the Navigate Workflow and Training Team will be hosting training sessions for both new and continuing users.
Navigate has many features that can help create efficiencies while also supporting students effectively. Navigate is a valuable resource, not only for tracking the success of our students and promoting their retention, but also for managing our academic programs and virtual office hours. We’re here to help you learn about these features and teach you how they can be incorporated into your daily administrative operations.
This spring we will be hosting a series of Pop-In Training Sessions designed for both new and experienced users. For first-time users, please check out our new self-guided Navigate Basic Training videos!
This session is meant to be an open forum Q&A for experienced Navigate users who need additional guidance regarding specific topics and platform functions. Come prepared with a list of questions and our trainers will be happy to address them with you. Feel free to “pop-in” and “pop-out” of the session at your convenience. There is no sign-up required, see you on our Zoom link!
This is a 50-min self-guided training, designed for new users without any prior experience using the Navigate platform. Basic Navigate functions are explained including:
Montclair State University has launched the Navigate platform with the goal of helping students explore a path to timely graduation completion with data, services and supportive connections. Use the drop down drawers to read about questions or how to’s you might need help with while using the platform.
Instructors can issue an alert for any student of concern at any time in the semester. Under Actions on the right hand side of the Professor Home page, select “Issue an Alert.”
The Alert box will ask you to fill in the student name, select a reason for the alert: at risk of failing, attendance concern, greater participation encouraged, missing assignments, poor grades, tutoring recommended and choose the associated course. You also have the option to write detailed feedback in the additional comments section.
Once you have completed this information, click submit. Students will get an email stating the alert reason and advisors will be able to see the alert when they run an alert report.
To open the Appointment Center, click “Additional Modes” at the bottom right of the screen and select “Appointment Center.” After clicking the link, you will be taken to a screen to choose a location to schedule an appointment.
When checking in a student for an appointment or drop-in, users will be able to see additional information and take additional actions from the student card of the selected student.
Appointment Summary Reports are primarily created and stored in three main sections of the platform – your staff homepage, a student’s profile page, and the Reporting tab.
Appointment Summary Reports provide staff and faculty with the ability to document information pertaining to a specific student appointment, whether the appointment was scheduled, a walk-in or the student was a no show.
Appointment Summary Reports should only include information related to that specific appointment. Please Note: All notes you include will be accessible to the student, other faculty/staff with administrative access. Additionally, any information you enter into the platform pertaining to a student becomes a part of their official student record and may be subpoenaed by that student, as outlined in the Family Educational Rights and Privacy Act (FERPA).
Summary Reports can be created during or after meeting with students. You can add a summary report to an appointment scheduled in advance, create a summary report for a walk-in appointment, mark a student as a no show, or edit existing summary reports.
Please Note: It is important to always create Appointment Summary Reports from the scheduled appointment itself, rather than ad-hoc, to ensure the Summary Report is tied to that specific appointment.
Cases allow coordinated care network participants to keep one another informed about a student. Beginning in spring 2021, this feature will be implemented for academic support.
When an instructor refers a student for tutoring through a Navigate alert (“Tutoring Needed,” which can be raised either ad-hoc or through a Progress Report), a Case is opened with the Center for Academic Success and Tutoring. The Center matches the student with an appropriate tutor, who reaches out to the student personally to meet for a tutoring session. Once outreach, or a session, has taken place, the tutor updates the outcome of the case.
Instructors can view the status of Cases on their Professor Home page. Scroll down the page to “My Issued Alerts,” and click on the Open Cases button for any “Tutoring Needed” alert you raised. Please note that if the Case has been closed, it will appear as “0 Open Cases,” but is still available to view.
In many cases, a front desk staff worker may need to view today’s appointments. With the “Drop-In Appointments” screen, users can view all of the drop-ins for the current day and take action from the list. You can find this screen by clicking the dropdown to the left of the filters at the top part of the screen.
Users are able to add students to a queue from the left hand side. They can add students to either the First Available Queue or a specific staff member’s queue.
There is a button beneath the list of staff that says “Check Student in Without Specific Staff”. This button allows front desk workers to check in students to track the duration of a visit (check-in and check-out time) if there are no staff users to check the student in with. This button is recommended only when/if there are no staff available for drop-ins or for when you do not need to check a student in with a staff member. This means that the student’s visit will not be tied to any staff member when accessing appointment reports. Once the student is checked in, users can see that student in their Staff Queue tab on their profile.
Best practices indicate that efficient, effective approaches for advisors to conduct alert triage, or the actual responses to an alert raised, must be clear and well-defined. At the same time, they need not be rigid rules, and your responses will depend on your review of a student’s entire profile.
Alerts currently in use suggest the following responses when opening a conversation with a student.
Alert Reason | Response Strategy |
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Attendance Concert | Discuss reasons for absences and make a plan for improvement. |
Greater Participation Encouraged | Review class expectations as indicated on syllabus. |
Tutoring Recommended | Encourage student to take advantage of academic support (contact information already provided in alert notification). |
Poor Grades | Discuss academic plan for improvement. |
Missing Assignments | Discuss academic plan for improvement. |
Getting Started: The alert an instructor sends is already a form of intervention, in that it notifies the student of the and indicates steps the student can take. Not all alerts require your response, but it is important to be prepared for students who may seek your assistance by reviewing the alerts your students may have received. Run an alerts report to see what instructors have said to your students about their progress.
When to Take Action: Use Navigate reports to determine who can benefit from your outreach.
Closing the Loop: When conducting an advising intervention, it’s important to be timely, and to document the effort. Outreach emails and text messages should be sent through the Navigate platform (“Conversations”). Create Notes or Appointment Summaries of meetings, which will be visible to the instructor.
If an Advisor is using the Navigate platform then they will see a black notification in the top right corner if a student checks in for a drop-in session through the Kiosk. If the tutor navigates to their Home page and selects the Appointment Queues tab then they can set up other modes of notification: Ding, Email and/or Text.
Your calendar in Navigate is a quick way to view appointments or events at a glance.
Notice the Legend just above the calendar grid. Options listed include: Advising, Assignment, Tutoring, General, Course, Free Busy and Cancelled. Selecting one of the checkboxes enables associated appointments to show on the calendar grid and deselecting the checkbox hides them. (These options are automatically checked
by default).
A user is able to hover over the calendar detail for a pop-up with more information and can click into the appointment for even further information. From the “Manage Appointment” screen a user would have the ability to edit, cancel, or delete an appointment if they were provided with those permissions by administrators.
Faculty who instruct courses for Undergraduate degree seeking students pursuing CAC, BA, BFA, BMUS and/or BS programs are required to complete Progress Reports. Although visiting students, graduate students and other non-degree status students may be enrolled in your Undergraduate courses, they will not be listed on your Progress Report roster.
All faculty members will receive an email from the Office of the Provost notifying them that Progress Reports are available, at which time they can access and complete the reports within Navigate. You will be asked to report on whether any students are at risk to fail your course and why; you are able to provide as many reasons as apply. You are then able to provide information on the absences and grades of the student as well as share any additional context.
Please Note: students can see all the information you submit.
If you select “yes” for “At Risk to Fail Class,” please indicate an “Alert Reason.” This explains why the student may fail the course.
Please complete the fields “# of absences to date,” and “current course grade,” as this can be critical information for the student and the advisor. There is also space for your optional comments.
Only Undergraduate Degree Seeking Students Will Receive Progress Reports: Visiting students and graduate students are not included in this initiative. They will not appear in your Progress Report rosters.
Users with Multiple Roles (Professor and Advisor): If you have multiple roles, such as advisor or student, be sure to select “Professor Home” at the top of your Navigate homepage to locate your Progress Reports.
Avoid System “Time Outs”: The Progress Reports system will time out after four (4) hours of inactivity. If you do not intend to complete your Progress Reports in one sitting, be sure to submit responses periodically using the “I’m not done” button, to avoid losing your work.
Submitting Progress Reports Only for Students of Concern: You may choose to enter information only for students who are at risk. When you have completed your entries, select “Submit unmarked students.” Their reports will default to “not at risk,” and those students will not receive any message at this time. However, you may wish to consider completing a progress report for these students anyway, simply by entering a comment of praise or encouragement!
Partial Submission of Progress Reports: You can submit some alerts and return to finish your roster later. Select “Submit only marked students” at the bottom of your Progress Reports roster; those students marked will receive your alert.
Seeing Progress Reports After Submission: You can see the alerts you’ve raised at the bottom of the homepage screen under “My Issued Alerts.”
Tracking Advisor Outreach for Students of Concern: Keep track of advisors’ outreach efforts and outcomes by viewing the profiles of the students for whom you have raised alerts.
Submitting an “Alert” for a Student of Concern After the Progress Report Deadline: If you need to submit an academic alert for a student after the submission deadline has passed for Progress Reports, you can do so by selecting “Issue an Alert” on your faculty homepage.
Students Will See Your Comments: Always write comments understanding that students will receive this information directly. Through this open communication, all parties involved are able to be in the loop of the student’s experience and provide consistent service as needed.
Keep Comments Short and to the Point: Brief and to the point is best. If a student is doing well, you might say “keep up the good work!” You can encourage students to come see you to discuss an alert – “please set up a time to meet in person” or “please see me after class.”
Appointment Summary Reports and Notes are at the core of communication and support. They provide staff and faculty with the ability to record interactions with students pertaining to a specific appointment. The focus is on the student’s overall academic experience. It is important to keep this in mind when deciding on what should be included.
Best | Avoid |
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Briefly summarize what was discussed as it relates to the student success for future reference.
|
Summarize everything that was discussed. Notes are intended to be brief!
|
Summarize specific course recommendations
|
Report problems with specific instructors
|
Write fact-based academic-related notes
|
Include speculation, subjective opinions or judgements
|
Spell things out for a general audience | Use acronyms students and other campus support staff may not understand |
Use general or coded language concerning sensitive material
|
Include sensitive information, personal concerns or private matters
|
Record referrals made
|
Report details surrounding sensitive referrals
|
Include notes about positive student behaviors | Include notes about negative student behaviors |
Attach important emails | Attach emails with sensitive or private content that the student did not intend for others to see |
Saved Searches allows users to conduct a pre-configured Advanced Search without having to manually and repeatedly create a new Advanced Search. A Saved Search dynamically regenerates a list of students or users based on the search criteria. This feature can be especially helpful for users who frequently run the same search at different points in the term, as it allows you to maintain consistency with your search parameters.
Once you have saved your search, you are able to access the search from several locations within Navigate.
Appointment SchedulingUsers with appropriate permissions can schedule appointments by checking the box beside students’ names in various lists throughout the application and by clicking on Schedule Appointment in the Action Menu. These lists are typically found on your home page and in Search areas of the application. The system will then display the Schedule an Appointment page.Appointment Components
To finish, click the Save Appointment button. When the appointment is saved, the system will send appointment notification emails to each of the attendees with the details of the appointment. It will also update each attendee’s calendar.
The calendar interface shows available time for appointments as white blocks and unavailable times as grey blocks. Blue blocks along the side indicate available drop-in times. If you click the “Staff” icon on the right side 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.It is possible to filter who appears on the grid by using the Scheduling Grid dropdown filter. There is also a filter for the specific services/courses that the location offers and has staff available for so that if a student is seeking someone for a particular reason this can be narrowed in on within the Scheduling Grid.
Once you select an appointment slot, a pop-up window will open letting you set the details of the appointment. If the name of the student was selected at the top of the Appointment Center, then this dialogue box would display the student’s name. If the service was selected when filtering the Scheduling Grid then it will auto-fill in the dialogue box, but if not then the scheduler will need to select the reason for the appointment.
The option to Edit Details will allow more flexibility around the time of the appointment, if it should start at a time within the 15 minute ranges or be for a duration other than 30 minutes. This also expands the Comments box to allow the scheduler to provide any input the student has shared regarding the purpose of the appointment. Additional options appear to check in the student and send email or text reminders.
Add Time
Other Options When Adding Times AvailableCopy TimeTo copy a time, select the time you would like to copy and then click the Copy Time button. The availabilities will be copied and a dialog will open allowing you to make edits or to save your newly created availability.Delete Time
Please Note: Inactive availabilities are highlighted in red in the Times Available grid.Tips
Syncing your calendar to the Navigate platform will allow appointments to flow between your Navigate calendar and professional calendar, blocking off that time and preventing double booking. Remember: only sync your calendar in your live platform, not your training platform, to avoid issues and confusion. And only sync one professional calendar to Navigate.To set up your calendar syncing, click the calendar icon in the left-hand navigation bar. Then click the Settings and Sync button.
Other Calendars: Finally, for those using other methods, click Other Applications on the Calendar Settings page. A page with iCal and WebDav URLs will show that can be inserted into the calendar application. These resources are necessary. Users will need to know how to use them with their calendar application for them to work.For all other calendars (Outlook, Office 365, etc.) please use the help feature in Navigate.
A front desk staff worker may need to view today’s appointments. With the “Scheduled Appointments” tab in Appointment Center, users can view all of the appointments for the current day and take action from the list.Actions include:
When choosing multiple appointments, actions are limited to sending messages and canceling appointments. This gives users the ability to cancel all appointments for a given day in a particular location.Users also have the ability to select any date and see appointments on the selected day.