User Settings

Overview

Each staff and faculty user has their own individual user settings that allow each user to decide how to best utilize Student Success & Engagement based on their duties and preferences.

To access the individual user settings, click on the “Settings” link from the top right menu that displays by clicking on your profile picture.

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Caseload

"CASELOAD” user settings are filters that determine which students are included in your Dashboard, the initial view of your Caseload (displayed immediately after you log in), and your Caseload Summary (the view once you click into a Student’s profile from your Dashboard). 

You can toggle between Current Students (Registered in current or future terms) and Continuing Students (Non-registered that have attended in the previous year).

Alerts

The “ALERTS” settings determine which automated alerts you want to be informed about via your news feed on the dashboard and on your Daily Digest

Automated alerts can be triggered for “Advisees”, students that are a part of your caseload, or “Advisees and Students I Follow”, which includes students that are not a part of your case load but you have elected to follow within the system. 

Automated alerts currently configurable within the system are as follows: low current grade, low mid-term grade, low overall GPA, not attending an on-ground class, and not following an academic plan.

  • In order for end-users to opt-in to Alerts, users will need to have access to alerts, however, the alerts themselves do not need to be enabled/active Yes. 
  • If you do not want users to be able to opt-in to certain alert types, you will need to remove their role based permissions to prevent them from being able to access certain alerts.
  • Remember that SS&E Reporting (via built-in reports and/or report sources) does not apply any permissions, so alert data may be visible via the Report module.
  • The Staff Initiated Alert is checked by default and cannot be removed.

Achievements

The “ACHIEVEMENTS” settings determine when you want to be informed on your news feed and daily digest of automated achievement alerts

Automated achievements can be triggered for “Advisees”, students that are a part of your caseload, or “Advisees and Students I Follow”, which includes students that are not a part of your case load but you have elected to follow within the system.   

The following Achievements are currently configurable within SS&E:

  • Current grade
  • Mid-term grade
  • Final grade

Events

The “EVENTS” settings determine when you want to be informed of events. 

Events can be triggered for “Advisees”, students that are a part of your caseload, or “Advisees and Students I Follow”, which includes students that are not a part of your caseload but you have elected to follow within the system. 

Events currently configurable within the system are as follows:

  • When a staff adds a note to my advisee
  • When you become a student’s advisor/coach
  • When a staff member follows my advisee
  • When a student views their academic plan
  • When a student submits their academic plan
  • When staff submits a plan to your advisee
  • When staff approves a plan for your advisee
  • When staff closes a plan for your advisee
  • When a student drops or withdraws from a course
  • When a student completes orientation
  • When a student you advise has an excused absence

Special Events

The “SPECIAL EVENTS” settings determine whether you want to be informed about special events for your “Advisees”, students that are a part of your caseload.

  • This will only apply to any students for which you are the primary advisor or primary coach.

Here, you can choose the following special events:

  • To be notified when any of your advisees have a birthday
  • Optionally have the system automatically send out a birthday greeting to your advisees on their birthday. 

Note: Unlike alerts and achievements which are associated with a student, events are created specifically for a staff member.

Events that have been delivered to a staff member will remain available to them even if they are no longer a part of the student's success team. This is because an event is a custom notification within the context of a student, but specifically for that staff member - each staff member that receives such an event receives their own "copy" of the event.

Instructors

The “INSTRUCTORS” group of settings determine when you want to be informed of specific events tied to the courses you teach.  The system will trigger automated alerts based on the following events: students being marked with an excused absence.

Follow By Course Section Location

The “AUTOMATIC FOLLOWING” group of settings allows the system to automatically allow you to “Follow” students by course section location.  Simply, type the course section location into the box provided and SS&E will automatically fill in the box with the associated course section location listed in your institution’s student information system.

  • To enable this setting, "Enable Automatic Following Management" must be checked on the Staff Settings Configuration.
  • For more details about User Settings configuration, click here.

Meeting Requests

Meetings using Meeting Requests 

The Meeting Requests section of the User Settings allows a user to set whether they are available for walk-in appointments (only displayed if using Next and this configuration setting is enabled in Meetings Administration) or meetings scheduled by students during specific times during the day.

If your institution has configured SS&E to permit acceptance of walk-in meetings via the Next kiosk system, then staff will be able to check the "accept walk-in appt" option.

Upon selecting the checkbox, you will be able to select the locations where you can meet with students and what services you can offer students at those locations. This selection is very important as often students are looking for specific individuals who have expertise in the questions that they have.

Once your institution has configured SS&E Meeting Scheduler, then you will also see the ability to set the days and times for which you accept meetings from your students. When a student attempts to schedule a meeting through SS&E, SS&E will look at the combination of your institutional calendar (Outlook, for example) as well as the defined availability times within your settings, to determine when a student can schedule time with you.

Note below that each user of SS&E has the ability to toggle on or off the days for which they accept meetings, as well as how much advance notice is required prior to a meeting occurring. Once setup, students will have the option to schedule time with you and you'll begin to receive meetings on your institutional calendar automatically!

Meetings using an External Calendar (such as Calendly) if not using SS&E Meeting Scheduler

The “CALENDAR MEETINGS” group of settings allows the students in your caseload the ability to schedule meetings using your external calendar by linking to a public calendar. 

The SS&E platform can use an integration with an external calendar such as Calendly to synchronize meetings between its local calendar system and the calendar system in place at your institution. 

This simply allows for the external calendar URL to be used as a hyperlink for the students in the student side of SS&E.  Students will see a link that states "Schedule a Meeting" under your name (if assigned to the student) and when clicking on the link, it will take the student to the external calendar link.  

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Meetings using Next 

The Meeting Requests section of the User Settings allows a user to set whether they are available for walk-in appointments if your campus is using Next. 

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