Program Coach Mappings Assignments Troubleshooting

Overview

Sometimes, after "bulk" assigning a primary coach via Program Coach Mapping, the new coach assignment is not displayed on every student record as expected.

When this occurrs, it is most likely "by-design". The most common reasons are that:

1. The student's existing primary coach assignment was assigned by another method other than Program Coach Mapping.
2. The student is not registered in the Current or Future term.

How to check if the current Coach was assigned by another method

If an existing primary coach was already assigned from another source other than a previous Program Coach mapping, the Program Coach Mapping will not overwrite the existing coach.

How to check when/how a coach was assigned to a student:

1. 1. Check the Student Profile to view their existing coach assignment.
   2. From SS&E-Administration-Relationships-Relationships, select the student and/or coach to find the "reason" for the existing relationship.
   3. The results can help determine why a coach is not being assigned as expected: 
      • SS&E will display the current coach relationship and if selected include expired relationships.
      • For each "relationship" details include the assignment/removal source, i.e. if/when the relationship was assigned/expired from the Student Profile UI, SIS Import, Program Coach Mapping, or elsewhere.
      • If the existing Student-Coach relationship is from the "SIS Import", it must be removed via the Person data feed before the new coach can be assigned via Program Coach Mappings.
      • If the existing coach was manually assigned through the UI from the Student Profile or Bulk Assignment, then it must first be "manually" removed from the Student Profile by expiring the relationship in order to be reassigned via Program Coach Mappings. Otherwise, Coach subscriptions can be re-assigned via Bulk Assignment, further explained here.
        • • The only way to change a primary coach relationship created via the UI is to edit the student profile or use Bulk Assignment to update subscriber relationships in bulk. Both require the SS&E role permissions
   4. Program Coach Mappings is further explained here.

The Coach is already assigned as the Student Advisor 

Program Coach Mappings will not assign a coach if the same Person Id is already assigned to the student as their Advisor. If the Coach Person Id is found to be assigned as the Student Advisor, then the Program Coach Mappings "Auto-Assign" job will skip over the student and leave the coach assignment "empty". 

• • However, if the Program Coach Mappings "Auto Assign" job ran before the Advisor was assigned, this condition would not be checked.
  • Essentially, what this means is that if the coach is assigned first, then an advisor with the same Person Id as the coach may be added to the student record from another source.

The Student is not registered in the Current Term

Program Coach Mapping will only update the coach on current students who do not have an assigned coach or were previously assigned their existing coach via Program Coach Mapping.

To check if the student is a Current Student:

1. Search for the Student from the SS&E UI - Students search.
2. On the Student Profile, verify that there is no Coach assignment displayed on the student's Success Team.
3. Check the Student record - Courses tab to check if the student is Registered in the Current Term.
   
   • If the student is not a current student registered in a current term, Program Coach Mapping will not assign a coach to their student record.
   • Coach subscriptions can be re-assigned to students that are not registered in a current term via Bulk Assignment, further explained here.