eTrieve Faculty Advisor Training Dr. Brad Chance, Director of Academic Advising Mr. Pharamond Guice, Director of Academic Achievement Mrs. Lan Guo, Director of Information Technology Mrs. Carrie Stradella, Applications Developer/Analyst

Agenda Housekeeping Overview Add/Drop Form Student Process & Information Flow Instructor/Advisor Process Searching for Student Information Q&A

Housekeeping

Questions will be addressed after training Email guicep@william.jewell.edu Go to Academic Advising webpage

Overview

What is eTrieve by SoftDocs? Company Product

What is eTrieve by SoftDocs? All-in-one platform that includes content management, electronic forms, & process automation Can be used by all campus constituencies to manage information received via form, scanned document, fax, or email Accessible from any device on any platform Intuitive UI & browser-based interface

Add/Drop Form

Add/Drop: Current Paper Process Student must complete and “walk” orange card/form to/from faculty, advisors, & administrative offices Inefficient & students can fall through the cracks Example: if they are dropping below FT, Financial Aid &/or Athletics are sometimes uninformed Confidential information is often left outside an office door as it’s not always possible to be present when a student drops in

Add/Drop: New Online Process Students submit an Add/Drop form & the system automatically routes the form to the appropriate faculty & administrative offices Faculty & advisors will receive an email notification when action is required on a form and are able to approve/decline from electronic device Students can track progress

https://etcentral.jewell.edu https://etcontent.jewell.edu We will inform students that 1 business day is acceptable

Student Process & Information Flow

Primary Advisor Approves/Declines Administrative Review Top of the Form: you will see all the courses the student wishes to add &/or drop 1st Approve/Decline 1st Approve/Decline 2nd Approve/Decline 2nd Approve/Decline Primary Advisor Approves/Declines 3rd Approve/Decline Administrative Review Student originates & submits form Adds occur first, then Drops

By scrolling through the form you will find detailed course information for the courses the student wishes to add/drop

At the bottom of the form you will see the “Student Comments” section Students will input additional details regarding their request Analogous to student discussing their schedule with you

Instructor/Advisor Process

When your approval is required on a form, an email from Etrieve@jewell When your approval is required on a form, an email from Etrieve@jewell.edu will be sent with a link to Etrieve Email will contain student info (i.e., form type, student ID, name)

Click on the link & use your Jewell credentials (i. e Click on the link & use your Jewell credentials (i.e., your login info) eTrieve can also be accessed from a web browser (preferably Chrome) at https://etcentral.jewell.edu/

eTrieve Central Where all forms are submitted, approved, & declined Can be accessed from anywhere

Inbox Your inbox will indicate how many unread forms you have All forms requiring your input will appear here until they have been approved or declined

History History shows faculty’s comments; helpful in determining what actions have been taken by others Every step in the form’s process is recorded here Students are able to see everything in History Format: Course # & Approve/Decline

Approving & Declining

Activity Forms that have been previously approved or declined will appear here

Student: Lan G. Instructor 1: Pharamond G. Instructor 2: Carrie S. LIVE DEMO Student: Lan G. Instructor 1: Pharamond G. Instructor 2: Carrie S. Advisor: Brad C.

Added Courses & Instructors Dropped Courses & Instructors Primary Advisor

eTrieve Central & Content Central is where the working form exists until it has been fully processed by the Registrar’s Office Content is where the form is filed after it is approved, just as a paper copy would be filed in a file cabinet Unlike Central, documents in Content can only be accessed on campus.

Searching for Student Information

Switching from Central to Content In the header for eTrieve Central, notice the “hamburger” menu icon in the right-hand side Click on the icon to reveal the menu for eTrieve Central

Content to Central Click on the downward arrow on the right-hand side to reveal the app switcher menu

Content to Central Click on “Content”

Navigation Panel Viewer Panel Index Panel

Type the student’s name (Last, First) or Colleague/Student ID in Search Box Select the student from the list

The student’s folders will appear on the left Click on the documents to view them

Benefits of eTrieve No more waiting for advising files from other advisors Minimizes the risk of losing physical files containing sensitive student data Offers opportunity to streamline academic advising at WJC Going digital is the future

Q&A