Navigating Your Academic Success

Advisor Training Guides

 

NEW: Online Advising Tools

Best Practices for Virtual Advising
This document provides best practices for holding advising appointments virtually using email, phone or video conferencing.
Online Advising Enhancements - 3/27/2020
EAB’s special release is meant to help partners with remote appointments between staff and students. This guide outlines specific tools that can aid in student success with online appointments.
Zoom for Advising Appointments
Zoom is a video conferencing, screen sharing, group messaging, and collaboration software leveraged within Jayhawk GPS to assist in the online advising process. This document provides instructions for locating and setting up your Personal Meeting Room in Zoom.

Appointment Resources

Adding Availability
In this guide, you will learn how to create, edit, and delete availability. Setting up availability will allow students to schedule with you online and will automatically schedule the appointment on your Jayhawk GPS and Outlook calendar.
Appointment Center and Kiosk
This document will help users navigate the Appointment Center and Kiosk features inside Jayhawk GPS.
Appointment Scheduling, Canceling, and Editing
Users with appropriate permissions can schedule appointments by checking the box beside student names in various lists throughout Jayhawk GPS and by clicking on “Schedule Appointment” in the “Actions” drop-down menu.
Appointment Summary
Users can enter Summary Reports after meeting with students to file notes on how that advising appointment went. 
Change Appointment Length
In this guide, you will learn how to change the appointment length on student appointments. 
Zoom for Advising Appointments
Zoom is a video conferencing, screen sharing, group messaging, and collaboration software leveraged within Jayhawk GPS to assist in the online advising process. This document provides instructions for locating and setting up your Personal Meeting Room in Zoom.

Campaign Resources

Associating Appointments Campaigns
In this guide, you will learn how to associate student appointments to campaigns when creating the report summary
Campaigns
In this document, you will learn how to create Appointment Campaigns. Campaigns are used to communicate with specific students and request to schedule an appointment during a specific date and time.

Calendar-Related Resources

FAQs - Calendar Sync
This document contains Frequently Asked Questions related to calendar syncing between Jayhawk GPS and Outlook/Exchange. 
Outlook - Creating Folders
This document demonstrates how Jayhawk GPS automatically generates email appointment notifications.
Outlook/Exchange Integration
Use this guide to learn how to sync Jayhawk GPS with your Microsoft Outlook/Exchange calendar to avoid double bookings and other scheduling issues.

General Resources

Advanced Search
This document will show you how the Advanced Search helps to target outreach by searching for undergraduate students across campus.
Class Information Tab
This document is intended to give an overview and walkthrough of the Class Info tab on the student overview page in Jayhawk GPS.
Clearing Holds in Enroll &Pay (Service Indicators)
This document describes how to place, remove, or audit service indicators for a particular student.
Creating Student Lists
This document is intended to show users how to upload a .CSV file in order to create a Student Watch List within Jayhawk GPS as well as how to save an Advanced Search.
Navigate Student App Views
This document provides advisors a glimpse in to what students see when using the Jayhawk GPS companion app, Navigate Student.
Notes
Notes provide a way to attach important interactions with students to the students’ profile page and keep track of information that may be outside of an advising appointment. 
Reminders
This document is intended to help users create and view already created reminders for their assigned students.
Reporting
This document explains how access to reporting functionality is limited to Academic Leadership responsible for making data informed decisions for students.
Student Information Guidelines
This document provides general guidelines for student information security and best practices while entering advising notes.
Student Tabs Overview
In this guide you will learn about the student profile tabs and nuances in each tab for you to reference.
Systems Navigation Guide
This document will allow you to quickly identify correct advising technology as well as locate student information using the provided table. 

Progress Report Resources

Student Crisis Response Flowchart
This flowchart demonstrates how to properly respond to a distressed or disruptive student. 
Student Response and Advisor Template for Attendance
This email template outlines how Jayhawk GPS will auto-respond to a student with an attendance concern. It also provides an advisor sample response for reference.
Student Response and Advisor Template for Missing Assignments
This email template outlines how Jayhawk GPS will auto-respond to a student with a missing assignments concern. It also provides an advisor sample response for reference.
Student Response and Advisor Template for Poor Grades
This email template outlines how Jayhawk GPS will auto-respond to a student with a poor grades concern. It also provides an advisor sample response for reference.
Student Response for Non-Academic Concerns
This email template outlines how Jayhawk GPS will auto-respond to a student with a non-academic related concern. Note that this response is for instances that are concerning but not at the level of an Student Care Referral Team (SCRT) Ticket.
Student Response for Not Paying Attention
This email template outlines how Jayhawk GPS will auto-respond to a student with a sleep/attention concern.
Student Response for Student Should Seek Supplemental Instruction
This email template outlines how Jayhawk GPS will auto-respond to a student who should likely seek Supplemental Instruction for a specific course.
Student Response for Student Should Seek Tutoring
This email template outlines how Jayhawk GPS will auto-respond to a student who should likely seek tutoring for a specific course.

Definitions, FAQ's, and Glossary

Category Definitions
This document serves to identify the various data categories found within Jayhawk GPS. These categories can be searched through the Advanced Search tool or viewed on a student’s Overview tab. 
Glossary
This document contains acronyms, terms, symbols, and other common phrases most encountered when working in the Jayhawk GPS platform. 

KU Today

Download the Navigate Student app today! Check out the Navigate Student page for more information.

 

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