Student Success Team
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
This block can be found on the Advisee Spotlight page. Use this block to see any and all advisors, coaches, faculty members, and location managers assigned to or associated with a student. This success team helps ensure the student stays on track. Team members can contact one another to follow up with tasks related to the student and/or mitigate any issues.
How To
On a student's Advisee Spotlight page, view the Success Team block.
The members of the team are listed, and their names are links to their Summary pages.
Click the View more or View less links to expand or contract the block.
To create a communication for the team, click the Create communication drop-down, and select an option (All Advisors, Primary Advisors, or Seconday Advisors). The Create New Communication pop-up opens.
Enter the information.
Attach a file as needed.
Click the Send button. The communication is sent.
To see more information about an advisor: Click the advisor's name. Their Person page appears showing any available contact information.
To view more advisors: If there are more advisors for a student than there is room to display them all, a View more link appears. Click the link to view the full list of advisors. Click View less to close the full list of advisors.
Click Contact. Contact options appear.
From the Message options, select:
All advisors allows you to send a J1 Web notification to all primary and secondary advisors.
All primary advisors allows you to send a J1 Web notification to all primary advisors. If there are no primary advisors available for the student, this option is unavailable.
All secondary advisors allows you to send a J1 Web notification to all secondary advisors. If there are no secondary advisors available for the student, this option is unavailable.
Once selected, the Send Message pop-up appears with the names of advisors under the select group appearing in the recipients field.
Enter your subject and message.
Click Send message. The recipients will receive a J1 Web notification.
Click Create communication. Contact options appear.
From the options, select:
All advisors allows you to send an email message to all primary and secondary advisors.
All primary advisors allows you to send an email message to all primary advisors. If there are no primary advisors available for the student, this option is unavailable.
All secondary advisors allows you to send an email message to all secondary advisors. If there are no secondary advisors available for the student, this option is unavailable.
The Create New Communication window opens with the type, recipients, and advisee information completed for you.
Note
If an advisor does not have an email address in J1 (Person Information Details page, Contact Info tab), their email address is not included and they do not receive the email.
Select an Interaction Code, Name / Description from the drop-down.
If you want to associate the email with the advisee, select Yes.
This means the interaction will be associated with the advisee and viewable from their interaction inventory and feed, but it will not actually be sent to them.
Select the email address to send the email from.
Note
When you select a shared email address, anyone else assigned to that email address with access to the interaction code can view, and depending on their permissions, respond to the message you are sending.
Recipients and contact type are selected for you.
Recipients are the advisors associated with the advisee and contact type uses the email address your school has designated as the most important one to use.
Enter a descriptive Subject.
Add your message to the Body field.
To add a hyperlink:
Click the link icon.
Enter the URL.
Add an optional Text to display and Title.
From the Open link in... drop-down, select Current window or New window.
Click Save.
To add an attachment, click Attach file, navigate to and select the appropriate file.
Click Send. An email is sent to the selected recipients.
Tip
This task is usually done by the advising administrator or IT.
To add a coach to a student's success team, these things must be in place:
The sport or activity must have a role based on the Secondary Advisor - Access to Students by Athletic Roster role.
Note
Even though it's called "Athletic", the role is a template you can use for sports, clubs, and other interest groups.
The coach must be assigned to the role on the Users tab of the role.
The role must be associated with the sport or activity on the Associations tab of the role.
The student must be associated with the sport or activity, either in Sports Tracking in Desktop or Student Activities in J1 Web.
For more information and step-by-step instructions, see the help topic for the Secondary Advisor - Access to Students by Athletic Roster role.
FAQ
Currently, there may not be anyone associated with the student. This can happen when a student is newly entering the school. You can verify they have been assigned an advisor using the Manage Advisees page.
Contact information for members of the success team is managed using the Person Information Details page. If a member of the success team doesn't have contact information there, it will not be available. This also means you cannot email them.
A primary advisor has a direct relationship to the student. For example, if Tom Thumb is designated as a Primary Advisor for the student on the Manage Advisees page, then Tom will show up on the success team as a Primary Advisor.
A secondary advisor has a less direct or more distant relationship with the advising student. For example, the head of the English Department can review all the advising students who have selected English as their major. If the student switches their aim to Biology, the English Department Head can no longer access that student.
Click on the advisor's name. Their Person page appears with contact information that can be used to get in touch with them individually.