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