Adirondack Solutions Users Group 2017 Reporting, Communications, and Triggers in Conduct Coordinator Led by Michael Fogarty & Nicole Kelly Monday 2:00PM – 3:00PM

Agenda Build Strong Reports Build Specific Mail Merge Templates Communications – Internal Communications – Students Triggers to Automate Dashboard Export reports for further analysis Scenarios

Build Strong Reports Mail Merge Data Source A generic report with most fields you may use in a mail merge. It may be used for a variety of reasons. Not specific. Reports with counts Limit the number of fields used. Count should only be on the unique identifier

Build Strong Reports Reports with appropriate filters Depending on what you are using the report for, you may need to filter by type of student, type of incident, date range, etc… Categorize reports by function Scheduled Emails Triggers Specific audience

Build Specific Mail Merge Templates For all standard student communication For all internal staff notices For Triggers For Quick Prints

Communication – Internal (Institution) Communication leaving your office typically has 2 audiences: Students or Institutional/Internal. Internal communications can go to other departments, staff, faculty, etc Incident Reports (Trigger) Specific type of incidents to specific departments (Trigger) Weekly/monthly/annual reports (Scheduled Email)

Communication – External (Students) External communication typically goes to students. Incident Notices (Quick Print) Hearing Notices (Quick Print) Sanction/Findings Notices (Quick Print) Sanctions coming due (Scheduled Email) Sanctions overdue (Scheduled Email)

Triggers to Automate Repeated notices/updates you are sending to other departments could possibly be handled through a Trigger! Incident occurred Specific incidents occurred (ie: Clery/ Title iX When an incident status changes to heightened level When a student receives a specific sanction/department (ie: counseling office, maintenance, or academic)

Dashboard Why should you maintain Dashboard Reports? Quick access to reports that are reviewed frequently by Conduct staff. Quick stats for specific groups that don’t enter Conduct regularly Dashboard reports are specific to user Repots should be made “Dashboard Eligible” before they can be added to the Dashboard

Export Reports for Further Analysis Conduct can gather data to be used in more robust Excel Reports Set up a dynamic Excel Document where data is inserted in predesignated sheets.

Hands-On Scenarios Scenario #1 Need to know students with excessive violations (more than 10) in a semester if Incident Type is Behavioral. Need to know the number of violations that involve 2nd offence or higher alcohol violations over the course of 3 years. Scenario #2 Need to send out an email notice to all students with sanctions coming due in 2 days automatically. Need to send out and email notice to all students with sanctions overdue by 24 hours. This list should also be sent to our Director of Residence Life. Scenario #3 Need to send an incident status report to Dean of Students every Tuesday morning. Scenario #4 Need to alert multiple departments when violations types involve drugs.

Contact Information Thank you for participating! Should you have any questions regarding this presentation, please use the contact information below: Michael Fogarty 908-725-8869 x220 mfogarty@adirondacksolutions.com Nicole Kelly 908-725-8869 x218 nkelly@adirondacksolutions.com