Student Contact Manager

Give Them a Reason to be in Class Every Day

Student Contact Manager

• What is the purpose of the PeopleSoft Student Contact Manager Project?

• Why use the new Student CM?• How can it be accessed?• How is it used?• What is coming next?

What is the purpose of the PeopleSoft Student Contact Manager Project?

• Provide visibility of student contact across staff.• Easy to use and access.• Simultaneous access to other real time student

information (attendance, GPA, etc).• Ability to designate students as at risk, recommend

courses of action and post follow up.• A tool to efficiently manage and better retain at risk

students.• A tool to efficiently manage and improve reentry rates of

withdrawn students.

What is the purpose of the PeopleSoft Student Contact Manager Project?

• PS does not have an easy to use out of the box way to enter student contact.

• Student contact maintained outside the student system results in duplicate data entry, asynchronous information and potentially unsecure student data.

Why use the new Student CM?

• Clicks to find a student’s:• Program:• LDA in school:• LDA for each class:• GPA:• SAP status:• Number of terms completed:• Expected graduation date:• Notes:• Communications (records of letters sent to

student):• Current schedule:• Next terms schedule:• All of a student’s grades:• Student’s status in school:

• Current counts often also require relook up of student and filling in additional required lookup fields (CM only uses lookup one time then all info is available).

Current New CM5 28+ 28+ 37 27 26 26 27 37 3

7 37 312 38+ 2

Why use the new Student CM?

Add Comment Current

• Navigate to:Home > Build Community > Comments > Use > Personal Comments

• Select Add• Look up student• Select Add• Look up administrative function• Add function• Look up comment category• Add category• Add Note• Save

Add Comment Student CM

• Navigate to: Learning Management > Student Contact Manager

• Look up student• Enter Note • Save

Why use the new Student CM?

Current Comment Entry

• Complex navigation

• No visibility into other student information without re-navigating

• Other notes visible only one at a time

• Instructors currently have no access to core PeopleSoft

Why use the new Student CM?

CM Comment Entry

• Easy navigation

• All faculty have access through PS Portal

• Ease of use – add note and save

How can it be accessed?Through the PS Portal: myportal.heald.edu

How can it be accessed?• Through PS portal: myportal.heald.edu

• From portal home select Learning Management

• You may have multiple options below Learning Management depending on your access. Find and select Student Contact Manager and the contact manager lookup page will open.

How to Use

• Look up a student• Designate student as at risk• Add note• View notes / Add follow up comment• View schedule and grades• View attendance• Enter withdrawal information (reentry worksheet)

Look up a Student• You can use any of the fields by itself to look up a student – or in combination.• To obtain a list of options for one of the fields select the magnifying glass. • Easiest way is to use the name field and enter the students last name, first (without a space). A partial last name will return a list.• The lookups are linked to whatever school or schools you may have access to (only students in your school will be listed).• To look up a new student once you are in the CM select “Student Contact Manager” on the left navigation and it will return you to the search page.

Designate student as at risk

• Enter brief note as to why student is being designated as at risk.• Select appropriate risk level.• Recommend actions as appropriate (more than one can be selected).• Select the reason (again more than one can be selected).• Save• The comment and status change will be immediately viewable in the view notes tab – and risk indicator color.

Add a Note

• Add text in the note section.• Save• Note will be immediately viewable in view notes.

* If you have security access you will have the option at the bottom of the note block to select a note category. It defaults to general. If entering an ATB or disciplinary comment that should only be viewed by internal academic management select “Academic Only.”

View Notes

• The last note entered will be visible when you enter the View Note tab.• To see all of a students notes select the “View All” on the blue note bar just above the note.• To add a follow up comment to a note select “Add Comment”.• Comments added to notes will be connected with bars as seen to the left.• Comments can only be added to the original note or at risk designation (the number of follow up comments is not limited).• If there is extensive text in the note you can scroll through it using the scroll bar to the left of the text box.• All comments or communications entered into PS via the core system are also viewable here.

View Schedule and Grades• Current schedule with course status, meeting pattern instructor, LDA and number of days until drop.• If the student has multiple current active terms courses in the other active term will be shown second.• Future scheduled courses (if any) and displayed below the current schedule.• Finally all of the student Heald grades are shown at the end of the page (to see more than the most recent 5 select view all on the grade menu).

View Attendance

• All terms the student has attended will be listed.• Select the term and it will take you to a list of the courses taken for that term.• Select a course and it will display the detail attendance for meeting date.• To return to the CM select OK at the bottom of the detail and course list screens.

Withdrawn Students• Only academic managers will have a Withdrawn Student tab.• Enter the student’s information in relation to withdrawing from school.• Enter a brief comment.• Select a reentry status depending on how likely the student is to return at the time of contact.• Select the reasons for currently not coming back.• Select recommended actions.• Save

What is next? The four phases of Student CM Project

• Phase I – Student Contact Manger Tool– Will be available August 31, 2009

• Phase II – New links and management pages.• Phase III – Workflow• Phase IV - Reports

Phase II – new links and management pages

• Links directly from PS grade book and schedule of classes to make use of the tool even easier for instructors.• Management pages – list views of at risk students and Withdrawn students.• Expected completion September 09.

Phase III - Workflow• Allow staff to create follow up tasks to manage student contact (tasks link directly to the new CM where contact is recorded and task can be closed and/or new follow up scheduled).•Triggered events will create portal work list tasks to be completed:

•Students marked at risk•Student absent in all courses X days.•New ATB student•Reentry FA enrollment follow up•Reentry FA packaged follow up•Reentry Start date confirmed

• Recommendations from at risk and withdrawal pages create tasks in specified staff members work lists.•Expected completion September 09.

Phase IV - Reports• Report link on portal to the following new and modified reports:• Reentry Management • Reentry Advising• Withdrawal Report• Attendance Management• Instructor Attendance Analysis• At Risk Report• Expected completion October, 2009