Documenting Student Interactions
One of the benefits of using a centralized system for advising and success coaching is that documentation about student interactions can be available to multiple staff members and students. Read further for more information about how to document student interactions while respecting student privacy.
Appointment Summaries
It is strongly recommended to complete an appointment summary for every meeting you have with a student.
- For academic advising appointments, students have access to their appointment summaries through Navigate360.
- Students do not have access to see appointment summaries from academic success coaching appointments.
On your Staff Home page, select the "Appointments" tab. Scroll down to "Recent Appointments." Select the check box to the left of the appointment you want to report on. Then in the "Actions" menu, select "Add Appointment Summary." The appointment summary template for the appointment's care unit will pop up.
Complete fields on the left side of the template first. Many of the fields will already be complete based on the details of the appointment.
Move to the right of the appointment summary. Each template will have different questions and sections to complete. Completing all sections of the report is recommended.
Select "Save this report".
Editing Appointment Summaries
You can edit completed appointment summaries by selecting the green "Report Details" link from your Recent Appointments list, and then select "Edit this report" at the bottom.
Marking a student as a no-show
If a student is a no-show for a scheduled meeting, you can mark them as a no-show. To do this, select the check box to the left of the appointment and then click on "Actions". Choose "mark as no-show". This opens up the appointment summary template, but with the student's attendance in the lower left corner unchecked. Select "Save this report." Note that now the report details column of the recent appointments menu will read as "NO SHOW" in green.
Currently, no consequences or limits are enacted when a student is marked as a no-show, but other advisors or coaches will be able to see that the student was a no-show.
If a student attends the appointment after being marked as a no-show (e.g., arrives an hour late for the appointment), click the "NO SHOW" link to open the appointment summary. Click on "Edit this report" in the lower right. Be sure to check the student as attended in the lower left, and then complete the appointment summary as normal. Click "Save this report". The no-show will be erased and the text will read "Report Details".
Creating Appointment Summary without An Appointment
There is an option for creating an appointment summary documentation even if the student did not schedule the appointment within Navigate. This is a useful feature for staff who wish to document student interactions in Navigate but who choose not to provide appointment scheduling through the system.
On a student's profile page, go to the Options menu on the right side. Select "Create Appointment Summary." This then starts the standard appointment summary workflow, but note that the left side of the appointment summary will need to be completed manually. Complete the rest of the appointment summary and select "Save".
Notes
Notes are a flexible tool used to add information to a student's profile; this can include student interactions not connected to a specific appointment or a reminder for yourself for the next time you meet with the student.
To add a note to a student, select the "Add a Note on This Student" from the Options menu on the right side of the student's profile. Notes can also be added in bulk to up to 100 students at a time from the "Actions" menu when running reports, looking at lists, or using Advanced Search.
In addition to the main content of the note, you must select a Note Reason from the provided options.
You can also choose to add a link to the "Note URL" if you want to provide a link for the student to review.
The visibility options for Notes are important to understand.
- No options checked: If both options are unchecked, then you (the author of the note) and any staff with "View Note" permission can view the note.
- If you check "[Your Name] only", then the note is considered private, and no other users are currently able to view the note. However, private notes could be viewed by UW-Platteville's Navigate app admins and owner, and could be subpoenaed.
- If you check the name of the student, the student will be able to see this note. This choice does not affect whether the note is private or visible to other staff; this is only controlled by the first option.
Respecting Student Privacy
Keep in mind the purpose of your documentation as well as your audience. Students may provide you with personal details that other staff members do not need to know to be able to support the student. Use general language when needed (e.g., "personal issue") and focus on outcomes over processes. Language in the documentation should be factual and neutral. Anything that is documented in Navigate Staff is subject to open records requests.
Need help?
If you have questions, please contact Student Advising and Academic Resources at 608.342.1081 or stars@uwplatt.edu.