Appalachian Student Advising Program - ASAP

Central Desk Functions

Login Go to https

://www.webapp.appstate.edu/advisingschedule/CentralDesk/HandleLogin.asp (be sure to bookmark this page)

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 e-mail 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 e-mail 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)

Calendar (Week at a Glance)

Allows advisor to see weekly schedule of scheduled appointments and available timeslots.

Calendar (Month View)

• Scrolling Between Months– << or >>

• rewind/advance by 1 month.

– <<< or >>>• rewind/advance by 1 year.

• Change to Week View– Click the “W” at the

beginning of each week.

Calendar (Week View)• Scrolling Between Weeks

– << or >>• rewind/advance by 1 week.

– <<< or >>>• rewind/advance by 1 month.

• Change to Day View– Click on the desired day of the

week.

Calendar (Day View)

• Scrolling Between Days– << or >>

• rewind/advance by 1 day.

– <<< or >>>• 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 email.

– 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 email 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 email notification

Student Notes

• What are student notes?– These are the notes that will appear

in the email 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 email, 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!