User Expectations
Depending on your role in Jayhawk GPS, there are different expectations for use. Please see below for details.
Advising Unit User Expectations
- Log in daily to the platform
- Keep appointment Availability update and accurate
- Schedule all necessary student appointments using the Online Appointment Scheduling, not Outlook. Sync Jayhawk GPS and Outlook calendars to avoid overlapping appointments
- Review a student’s Profile, Notes, Appointment Summaries, etc. prior to each scheduled student appointment
- Record advising interactions with students using Advising Reports
- Best Practice: Add Advising Reports immediately following appointment; daily
- Manage open Cases raised by course instructors using Progress Reports
- Set and review Reminders for follow up meetings and act on these reminders as needed
- Build and then review Student Lists based on key identifying factors in Advanced Search
- Participate in at least one significant Campaign developed by your unit director for a vulnerable student population by time of year or semester
- Collect and share success stories and best practices with other platform users
- Rely on your unit's Jayhawk GPS Specialist(s) for support and workflow questions.
- Report any functional issues or student information errors to jayhawkgps@ku.edu
- Report back to Academic Success or email jayhawkgps@ku.edu with needed user resources or support.
- Log in daily to the platform
- Keep appointment Availability update and accurate
- Schedule all necessary student appointments using the Online Appointment Scheduling, not Outlook. Sync Jayhawk GPS and Outlook calendars to avoid overlapping appointments
- Review a student’s Profile, Notes, Appointment Summaries, etc. prior to each scheduled student appointment
- Record advising interactions with students using Advising Reports
- Best Practice: Add Advising Reports immediately following appointment; daily
- Manage open Cases raised by course instructors using Progress Reports
- Set and review Reminders for follow up meetings and act on these reminders as needed
- Build and then review Student Lists based on key identifying factors in Advanced Search
- Participate in at least one significant Campaign developed by your unit director for a vulnerable student population by time of year or semester
- Collect and share success stories and best practices with other platform users
- Rely on your unit's Jayhawk GPS Specialist(s) for support and workflow questions.
- Report any functional issues or student information errors to jayhawkgps@ku.edu
- Report back to Academic Success or email jayhawkgps@ku.edu with needed user resources or support.
Advising Unit Leader User Expectations
- Log in routinely to the platform
- Keep appointment Availability updated and accurate as appropriate
- Best Practice: Having students assigned to you will allow leaders to be familiar with the functionality used by advisors and related topics
- Schedule all necessary student appointments through Jayhawk GPS Appointment Scheduling, not Outlook. Sync Jayhawk GPS and Outlook calendars to avoid overlapping appointments
- Review a student’s Profile, Notes, Appointment Summaries, etc. prior to each scheduled student appointment
- Record advising interactions with students using Advising Reports
- Best Practice: Add Advising Reports immediately following appointment; daily
- Manage open Cases raised by course instructors using Progress Reports
- Set and review Reminders for follow up meetings and act on these reminders as needed
- Build and then review Student Lists based on key identifying factors
- Ensure advisor assignments are kept up to date in Enroll & Pay, which are sent through nightly file upload to Jayhawk GPS
- Serve as communication conduit between Specialists, staff, leadership and faculty within your unit
- Advising leadership should develop at least one significant Campaign for a vulnerable student population by time of year or semester
- Serve as active participant in UAEC participating in usage and workflow coordination for Jayhawk GPS tools as requested by Vice Provost for Academic Success
- Collect and share success stories and best practices with other platform users
- Report any functional issues or student information errors to jayhawkgps@ku.edu
- Report back to Academic Success or jayhawkgps@ku.edu with needed resources or support
- Log in routinely to the platform
- Keep appointment Availability updated and accurate as appropriate
- Best Practice: Having students assigned to you will allow leaders to be familiar with the functionality used by advisors and related topics
- Schedule all necessary student appointments through Jayhawk GPS Appointment Scheduling, not Outlook. Sync Jayhawk GPS and Outlook calendars to avoid overlapping appointments
- Review a student’s Profile, Notes, Appointment Summaries, etc. prior to each scheduled student appointment
- Record advising interactions with students using Advising Reports
- Best Practice: Add Advising Reports immediately following appointment; daily
- Manage open Cases raised by course instructors using Progress Reports
- Set and review Reminders for follow up meetings and act on these reminders as needed
- Build and then review Student Lists based on key identifying factors
- Ensure advisor assignments are kept up to date in Enroll & Pay, which are sent through nightly file upload to Jayhawk GPS
- Serve as communication conduit between Specialists, staff, leadership and faculty within your unit
- Advising leadership should develop at least one significant Campaign for a vulnerable student population by time of year or semester
- Serve as active participant in UAEC participating in usage and workflow coordination for Jayhawk GPS tools as requested by Vice Provost for Academic Success
- Collect and share success stories and best practices with other platform users
- Report any functional issues or student information errors to jayhawkgps@ku.edu
- Report back to Academic Success or jayhawkgps@ku.edu with needed resources or support
Specialist Expectations
The expectations below are in addition to the advising user role expectations.
- Serve as a Jayhawk GPS “Champion”
- Promote positive and engaged usage of technology
- Follow Advising Unit User Expectations
- Focus on academic advising process and workflow, not the technology
- Attend and engage in scheduled Specialists meetings
- Serve as a communication conduit to your unit leadership, the specialist team and system administrator
- Attend vendor and training sessions upon request
- Provide input on training documentation and any additional support needs
- Serve as the first level of support within your unit, passing along to system administrator if necessary (e.g., help determine if issue is user error)
- Lead unit training for all new staff and affiliate users supported by your unit
- Serve as subject matter expert within your unit and across campus (e.g., unit support, training, administrator contact within unit, etc.)
- Collect and share success stories and best practices with other users
- Assist with campus training and engagement opportunities (e.g., new specialist training, brown bags or webinars, videos, etc.)
- Recommend system enhancements
- Contribute with developing policy around use of functionality
- Report any functional issues or student information errors to jayhawkgps@ku.edu
- Serve as a Jayhawk GPS “Champion”
- Promote positive and engaged usage of technology
- Follow Advising Unit User Expectations
- Focus on academic advising process and workflow, not the technology
- Attend and engage in scheduled Specialists meetings
- Serve as a communication conduit to your unit leadership, the specialist team and system administrator
- Attend vendor and training sessions upon request
- Provide input on training documentation and any additional support needs
- Serve as the first level of support within your unit, passing along to system administrator if necessary (e.g., help determine if issue is user error)
- Lead unit training for all new staff and affiliate users supported by your unit
- Serve as subject matter expert within your unit and across campus (e.g., unit support, training, administrator contact within unit, etc.)
- Collect and share success stories and best practices with other users
- Assist with campus training and engagement opportunities (e.g., new specialist training, brown bags or webinars, videos, etc.)
- Recommend system enhancements
- Contribute with developing policy around use of functionality
- Report any functional issues or student information errors to jayhawkgps@ku.edu