Appalachian Student Advising Program - ASAP Central Desk Functions

Login Go to pstate.edu/advisingsche dule/CentralDesk/Handl eLogin.asp (be sure to bookmark this page) pstate.edu/advisingsche dule/CentralDesk/Handl eLogin.asp Username – VMS username Password – VMS password Click “Submit” to enter the system

Check In Advisees Allows you to indicate when a student has arrived for a scheduled appointment with his/her advisor. This notification will be sent to the advisor. Select student(s) that have arrived for their advising appointment Click “Check-in selected Advisees”

Check Out Advisees If student needs to be checked out, select the student by clicking inside the checkbox in front of their name. Scroll to the bottom of the screen and click “Check-out Selected Advisees” button

Report Generator Select report (see next slide) Select advisors to include in report Select beginning and ending dates (be sure to use mm/dd/yyyy format)

What are the valid reports? Purpose Summary – cumulative sum of each purpose as designated by the advising group No Show Summary – tally of students who miss scheduled appointment Daily Schedule – daily schedule for each individual advisor (defaults to next day)

For Students This allows the central desk to perform functions on the behalf of students

Schedule the Student Select student, then select desired day for appointment Click on the day, to select a time for the appointment After time is selected, click “Schedule Appointment” An notification will be sent to the student after successful scheduling Click a Day

Reschedule the Student Select student, then select desired day for appointment Click on the day, to select a time for the appointment After time is selected, click “Reschedule Appointment” An notification will be sent to the student after successful rescheduling Click a Day

Cancel Appointment for Student Confirm correct information Click “Cancel Appointment” After cancellation, time slot is open for scheduling

For Advisors Allows Central Desk to perform duties on the behalf of advisors

What is Advisor Mirroring? The ability to log in as any advisor in your area What can I do in advisor mirroring? Schedule Reschedule Cancel Switch appointments between advisors

How do I Mirror Advisor? Select the appropriate advisor from the “Login As” dropdown list. Further actions will be enacted on the behalf of the advisor selected

Advisor Calendar What is the Calendar? –Graphical representation of selected advisor’s 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

Calendar (Week at a Glance) Allows advisor to see weekly schedule of scheduled appointments and available timeslots.

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.

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.

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.

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”

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”

Switch Appointments Between Advisors Filtering options- allows user to search for appointments by day, week or month Select which appointment to switch

Switch Appointments (con’t) Select the new advisor and time slot Give reason for the switch The student will be sent an notification

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 Be sure to log out at the end of your session!