Appalachian Student Advising Program For Advisors

Overview What is the General Studies Advising Process? A calendaring system for advisors. A web-based mechanism that allows students to schedule appointments with their advisor. Why should I use it? Provides a simple means to create and maintain a personal calendar/schedule. Can be accessed from anywhere in the world. Easy to use. Convenient and more organized than current methods.

Login to the System Go to: Enter: Username: VMS username Password: VMS password Click “Submit”

My Calendar What is My Calendar? Graphical representation of your scheduled events.

Event Types What types of events can I schedule? Advising: Opens a timeslot for students to make an appointment Lunch Indicates lunch hours Meeting Indicates when you will be involved in a meeting Holiday University Sponsored Holidays Vacation Planned Vacation Days Out Generic label for when you will not be in the office.

Legend Empty Slot Nothing has been scheduled on that day/time. Open Timeslot Timeslot is open for students to schedule an appointment. Scheduled Appointment A student has scheduled an appointment for the timeslot. Other Event An event other than “Advising” (see previous slide)previous slide

My Calendar (Month View) Scrolling Between Months > rewind/advance by 1 month. >> rewind/advance by 1 year. Change to Week View Click the “W” at the beginning of each week.

My Calendar (Week View) Scrolling Between Weeks > rewind/advance by 1 week. >> rewind/advance by 1 month. Change to Day View Click on the desired day of the week.

My Calendar (Day View) Scrolling Between Days > rewind/advance by 1 day. >> rewind/advance by 1 week. Use the and to move up/down within the day.

Create an Event What is an event? Anything (advising slot, holiday, meeting, etc.) that is added to your calendar. Events appear as either yellow, orange, or green on the calendar. How do I add an event? On the Day view of My Calendar, click “Add Event” on an Empty (white) timeslot.

Create an Event (cont’d) Enter Information Start Date End Date Start Time Starting time of appointment. End Time Ending time of appointment. Recurring: See Next SlideSee Next Slide Summary/Description Click “Save”

Recurring Events This allows the advisor to make an event occur at regular intervals until a specified date. To turn on Recurring Events: Check the “Yes” box Specify a repeating pattern (default is weekday) Specify the date at which time this recurring pattern will cease.

Create an Opening What is an Advising Block? A mechanism for creating a solid block of advising timeslots for a specified duration of time. Ex: 8 AM – 12 PM every 30 minutes. Enables advisor to create advising slots quickly without specifying each individual appointment. Procedure On the Day view of My Calendar, click “Create an Opening” on an Empty (white) timeslot.

Create an Opening (cont’d) Enter Information See slide Create an Event (cont’d)Create an Event (cont’d) Appointment Duration Length of each individual appointment. Start Time When the first appointment of the block will start. End Time When the last appointment of the block will end. Click “Save”

Navigation Bars The remaining slides discuss the options that are located in the navigation bar. Click the hyperlink within the navigation bar to enter the option.

Set Preferences Allows advisor to set default calendar parameters. What are the Preferences? Time Break: The interval of time for which the calendar is divided in Day view. Beginning Display Time: Start of the first timeslot in Day view. Ending Display Time: End of the last timeslot in the Day view. Initial Calendar View: The default view of the calendar Month, Week, Day Default Appointment Note: See Student Notes

Appointment Notifications Displays a scrollable list of the appointments for the specified day. Refreshes every 30 seconds to check for new arrivals. Provides Audio/Visual alert for new arrivals. Allows advisor to confirm arrival of student. Allows advisor to indicate the purpose of the appointment. Allows advisor to manually check- in students.

Cancel Appointments Allows the advisor to cancel one or many scheduled appointments with students. Filtering Options: Can easily select which appointments are displayed. Directions: Select the Appointments you wish to cancel by checking the box under the “Cancel” category. Enter a reason in the TEXTAREA, which will be sent to the student in an notification. Click “Cancel Selected Appointments”

Reschedule Appointments Allows advisor to reschedule one appointment to another already open (yellow) timeslot. Step 1: Select the appointment you wish to reschedule by checking the box under the “Reschedule?” category. Click “Continue”

Reschedule Appointments (cont’d) Step 2: Select the open timeslot by checking the circle in the “Switch to?” category. Enter a reason as to why you are rescheduling the appointment. Will be sent to the student via . Click “Reschedule Appointment”

Review Past Appointments Enables advisor to quickly see a list of his/her past appointments. Display: Name (last and first) VMS userid date/time of the appointment student showed/advisor confirmed purpose Sorting: Default sorting is last name. Clicking on the headings will resort the data by the heading.

View Colleague’s Schedule Allows advisor to view and selectively edit a colleague’s schedule. Works exactly like My Calendar once you “Login as” an advisor. What can I edit? Empty Slots (white) Open Advising Slots (yellow) Other (green) slots What can’t I edit? Scheduled Appointments with Students (orange slots) Student Notes

What are student notes? These are the notes that will appear in the sent to the advisee to remind them of the appointment. What is the default note? The default note will be sent to the student in a reminder , if you have not specifically created a note for that student.

Student Notes (Edit Default Note) Allows advisor to set the default note. Directions: Enter the appropriate text of the message in the TEXTAREA. Click “Save Default Note” Note: This can also be done in the “Set Preferences” option from the main menu.

Student Notes (Create New Notes) Step 1: Select the students to receive the note by checking the box under the “Set Note?” category. Click “Continue to Enter Note” Step 2: Enter the content of the note in the TEXTAREA Select how you want the default note appended Click “Save Note”

Student Notes (Update Existing Notes) Step 1: Select the student whose note you wish to update. Click “Update Note” to continue to Step 2. Click “Delete Note” to remove the student note. Step 2: Change the content of the note in the TEXTAREA Click “Update Note”

Log Out Secures your session so that no unauthorized user can manipulate your calendar. All advisors should always log out at the end of the day.