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Student Profile: Academic Plan Tab for Shared Workspace
Help Center Manager
5 days ago · Updated
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Where: The Academic Plan can be accessed from the Academic Plan tab on the student profile.
Who: The Academic Plan is used by staff members to help plan and review the courses a student intends to take in the current or upcoming terms. Staff members' plans, edits, and comments are then shared back to the student in the Academic Plan of Navigate Student.
Conditions: Institutions must have the Academic Planning capability within the Smart Guidance module. Academic plans must be loaded into Navigate Student and individual students must be associated with a program within the institution’s SIS. Additionally, prerequisite and co-requisite information should be loaded from the institution’s SIS as well as enough term files into the future so that if a student were to only plan one class each term, there would be enough term options for them to plan their entire degree. Finally, a staff member’s role in Navigate must have permission to view the Academic Plan tab on the Student’s Profile.
Table of Contents
Feature Overview
Staff Create Suggestions Feature Plan Comparison: Staff Suggestions to Current Student Plan Staff Mark as Met on Student’s Academic Plan Staff Flag on Student’s Academic Planner Staff Lock for Courses on Student Planner Staff Draft Plan Discard Revoke Feature: Staff to Make Additional Edits to Student Plan Student Notification of Changes Student Accepts/Declines Changes Success or Error Messages in Student/Staff View Blocked Plan Status
Frequently Asked Questions Related Articles
Feature Overview
Staff Create Suggestions Feature
A staff member can access the Academic Plan by navigating to a student’s profile in Navigate and clicking on the tab “Academic Plan”.
Academic Plan Tab in Student Profile
Clicking on this tab opens the Academic Planner. When the staff member first lands on the student’s plan within the student profile, it will be visible in “read only” mode. A blue banner will inform the staff member that they are only viewing the plan and not actively editing the plan. The staff member will not be able to add courses, add terms or edit courses on the plan until they click the “Add Comments or Suggestions” button.
This screen shows the Staff member which classes the student has planned for or registered for in any given term by referencing the “P” or “R” connotations to the left of each course.
If the staff member approves everything the student has planned, no comments or suggestions are required and the staff member can simply click "Plan Looks Good" to send the approval back to the student.
Clicking the “Add Comments or Suggestions” button allows the staff member to changes what the staff member sees into Edit Mode and a green banner will display to draw that distinction.
In Edit mode, the staff member will be able to load the Quick Planner, search for a course, add a course, remove a course, move a course to a different term, delete a course, swap a course, add a term and delete a term. The staff member can also lock classes in a term so that a student cannot move the off their plan or to a different term. This can be used as a forcing mechanism to make sure a study stays on track to graduation. Staff members can flag and lock placeholders. This allows them to further restrict and highlight course recommendations at the course group level. Students will not have the option to move or delete a planned term if locked courses are included.
Enhanced search filters also appear in Shared Workspace if your institution has enabled that feature.
Edit Mode for Staff to Suggest Changes
The staff member will be able to access the student’s favorite class list, but not favorite a class themselves. If a staff member removes a course group, then any courses associated with that course group are also removed.
The staff member will receive the same notifications regarding pre-requisite and co-requisites as a student would when they are making suggestions to a student’s plan.
Note: a staff member will see, but NOT be able to edit a student’s auto-plan options (full-time vs part-time etc.).
Staff members have the ability to set plan preference and make suggestions for a student's academic plan even if he/she has not used Navigate yet. This is particularly useful if a staff member and student are in person, so they can start making plans together even if the student has not yet used the application.
When the staff member views the profile of a student who has not yet logged in or set preferences, the staff member will be taken directly to the edit preference screen.
Once the staff member clicks the “Use this template” button, the plan is created and the staff member will go into view only mode until they click the create suggestion button to edit the plan.
Plan Comparison: Staff Suggestions to Current Student Plan
When the staff member has completed making suggestions for the student, they may use the “Compare with student plan” toggle to compare their suggestions to what the student will now see.
As shown on the “WHAT [STUDENT] WILL SEE” side, courses that have been added by the staff member will be marked in green; courses removed from the plan will be marked in red with a strike through the text. The student will see this color scheme as well.
Once a staff member has reviewed and/or changed a student’s plan, they will have the option to “send suggestions” with additional comments. To be delivered to the student, these comments may include explanation or rationale for the changes. The staff member will also have the option to send comments only, without making any suggestions, by clicking a “Send Comment” button.
Should the staff member navigate away from the page, the content will be saved.
Staff Mark as Met on Student's Academic Plan
Advisors or students can click on an open program slot of any type (single course, course group, search group, or non-course requirement) and mark the course as met.
When an advisor or student clicks “Mark as Met” a pop-up window will appear. The student/advisor can enter a comment about why they have marked a requirement as met in a comment box. This is optional. Advisors can also change a slot from marked as met to marked as unmet. When they do this, the previous status will be deleted as well as any comments on the status.
When advisors mark a course requirement as met OR unmet, it will be sent to the student as a suggestion.
Staff Flag on Student’s Academic Planner
Staff members may flag specific courses with notes for students to provide instructions and reasons for why a course is particularly important and should be planned.
Flagged courses will appear (on the student’s Academic Planner page and a staff member’s preview of the student’s plan) with a flag icon. Students and staff members may hover over the flag to see comments.
Staff Lock for Courses on Student Planner
Staff members may lock courses onto a specific term to prevent the student from moving that course to another term. They may also lock all of a student’s planned courses for one term or all planned courses in all planned terms.
Note: Placeholder courses cannot be locked. Courses selected from course groups can be locked. Students will still be able to add more courses to the term, but they will not be able to remove the locked courses. When the staff member locks a course, a pop-up message will appear that reads: “This course will be locked. The student will not be able to move it from the term you assigned it to. This course will be automatically unlocked at the end of the term, on
When staff locks a term of courses or all planned courses, the pop-up that appears will be similar, except that it will show a list of courses that will be locked. When a course (or multiple courses) are locked, it will be marked with a lock icon on the student’s Academic Planner and the student will be forced to accept that course onto their academic plan. See below, the student does not have the option to decline the suggestion.
When the student or staff member hovers over the lock icon from the course tile on the planner page, he or she will see a tooltip with this message: "This course is locked and will be unlocked at the end of the
Lastly, when the student or staff member hovers over the lock icon in student feedback page, they will see a tooltip with this message: "The course will be unlocked at the end of this term."
Staff Draft Plan Discard
Staff members can delete a draft of a Suggested Plan that they edited. Deleting the suggested plan will also delete all of the suggested items associated with that plan, including: Suggested Term, Suggested Course Group, Suggested Course, Suggested Plan Resolution, and any associated changes for that plan. Revoke Feature: Staff to Make Additional Edits to Student Plan
Staff members are also able to revoke plan suggestions sent to a student before the student starts accepting changes. (Staff members will not be able to revoke the plan once student starts making changes.)
The staff member can then recommit their plan when they are ready.
Concurrent actions result in error on either the student or staff member side and will inform that user about the revoke action. For example, if a student is viewing the feedback and the staff member revokes the plan, a message will appear that the plan was revoked when a student tries to accept/decline the suggestion. Similarly, if the student starts accepting changes and the staff member tries to revoke them, Navigate will inform the staff member about the student's action.
A staff member may view a feedback history log to view previous planning suggestions that they made to the student, as well as the actions the student has taken on those suggestions (e.g. “accepted” or “declined”). The date and time associated with the changes will be in the feedback log. As well as information about who last edited or committed the plan. Student Notification of Changes
The next time that the student logs into the application, they will see a pop-up item on their Planner tab, alerting them that their staff member has made changes.
When a student is actively using the plan and his/her staff member has sent new suggestions, the student will now be prompted about the suggestions when they refresh or reload the page.
Students may also get other notifications depending on what settings they have set and what settings the institution has set. They will get a message in the Message Center of Navigate Student and if notifications are turned on, could get an email or SMS notification about that message. However, if the student does not have notifications on, they will get no notification of that message.
This may be changed if your institution sets a "force notification" setting. If force send email is on, then it will be on by default under Notification preferences for student, even if it is not shown in the UI. Ask your Application Administrator if the force notification setting is active.
Student Accepts/Declines Changes
Students will be able to view any changes submitted by a staff member as well as the name of the staff member who submitted the changes and the date which they occurred.
If there are no changes from the staff member, the standard Academic Planner page will show.
If there are changes, the Academic Feedback view will show with a list of changes on the left-hand side of the screen. If comments have been made by the staff member, they will also display in this area.
The student can accept/reject these changes individually or “Accept All” all at once. The student can also select “Decline”.
If a student chooses to reject their staff member’s suggestions, they will be prompted to “Confirm Rejection.” There is no option to “Decline All.” Rejections must be made individually.
If a staff member has locked a course to a specific term, the prompt to the student will read “Got It” as opposed to “Accept” or “Reject.” The student cannot make any changes to their plan until all outstanding suggestions from their staff member are resolved.
If the same staff member or a different staff member attempts to make other suggestions before the student has resolved the first set of suggestions, they will be blocked from doing so. Students must resolve the outstanding suggestions before others may be placed.
Note: The student interface will keep the term drawer open after the student accepts/rejects suggestions so they will not have to re-open after every resolution.
Finally, an advisor can see all comments that were sent to a student (from any advisor) via the Suggestions History log.
Success or Error Messages in Student/Staff View
Students and staff members receive confirmation of success/errors; messages may include the following instances:
1. Student accepts or rejects the staff member suggestions 2. Student accepts staff members comments 3. Staff member sends suggestion/comments to student
For example, once the student completes their review by accepting/rejecting all suggestions, a pop- up will appear indicating that they have completed their review of staff member suggestions.
At any time, a staff member can return to the rest of the Student Profile page by clicking the “Back to Student” button in the top left corner of the screen.
Conflict between Student Plan and Advisor Suggestions
There can be conflict when advisor suggestions conflict with the student plan. Previously, we called this Blocked status. It happens when a student's plan changes before the student accepts or rejects advisor suggestions.
When an advisor's plan is in conflict with the student's plan, the advisor will see one of the three statuses in the following list.
Editing: Student does not see the advisor's suggestions for the plan because the plan was not yet committed. Committed: Student sees the advisor's suggestions for the plan. Resolving: Student sees the advisor's suggestion for the plan since it was visible and they have started resolving conflicting suggestions.
When a plan is in conflict, the advisor can View Suggestions, Discard All Suggestions (which will cause the advisor to have to start over with the suggested plan), or Apply and Edit Changes (which will apply any non-conflicting plan suggestions and send it to the student).
AP Demo-Full from EABPT
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Frequently Asked Questions
Can I assign a non-course requirement or Search Group to my student with the Shared Workspace?
Yes, you can assign either or both to a student. See an example of assigning a non-course requirement to a student below. It will be sent to the student with other plan suggestions.
Can I plan courses from the Course Detail page?
Yes, you can plan courses by clicking the Actions button on the Course Detail page.
Can I use the Quick Planner more than once for an individual student? Yes, just click the Edit Preferences icon to get started.
Related Articles
Smart Guidance - Planner: Academic Planning Smart Guidance - Planner: Course Scheduling Smart Guidance - Planner: Registration Smart Guidance: Communications Hub Academic Plan CAT Configurations
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⬆ Help Center Manager 0
10/7/2020: Added clarification about the Blocked plan status and changes to how it shows ⬇ in the Shared Workspace. ⚙ Help Center