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Student Profile: Academic Plan Tab for Shared Workspace

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Student Profile: Academic Plan Tab for Shared Workspace ☰ Help Center > Platform Information > Feature Index > Strategic Care Search Student Profile: Academic Plan Tab for Shared Workspace Help Center Manager 5 days ago · Updated Follow 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 <term end date>. Are you sure you want to lock this course?” The staff member will confirm or cancel locking the course. 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 <term name> term." 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.
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