秘密研究所

Navigate for Faculty/Staff

Navigate South provides a powerful platform for advising and communicating with students, scheduling advising and tutoring appointments, keeping course attendance, and issuing alerts for students who might be at-risk. 

鈻   FERPA for Faculty and Staff

All information contained in Navigate South is part of the students' education records and therefore are come under FERPA.

Who are the Designated Records Officials within the University?
The University has designated the Office of the Registrar as the records official for all student academic records and transcripts. The Associate Deans over the Colleges are the records officials responsible for student records in their colleges. In addition, the University has designated the following officials as the records officials for their respective areas:

  • Vice President of Student Services for all other records pertaining to students, excluding the College of Medicine
  • The Director of Career Development for student records maintained in that office
  • The Associate Dean for Academic Affairs for the College of Medicine
  • The Veterans Affairs Specialist for student records maintained in that office

Who on campus may access student records?
At USA, only faculty, administrators, and staff who individually or collectively have a legitimate educational interest in the student records and are acting within the limitations of their need to know may access student educational records without prior consent of the student. This would include personnel in academic offices as well as student support offices (Admissions, Student Accounting, Financial Aid, Registrar, etc.). This is true even if the student has been granted non-disclosure.

How do I know if a student has signed a Request for Non-disclosure?
When using Banner to access information on a student who has been granted non-disclosure, an alert box will display the message, "Warning: Information about this person is confidential." The user must click "OK" to view the record. The word "Confidential" will appear in the top left-hand corner of every subsequent screen on Banner for that student. Faculty or advisors using PAWS will see the message, "Confidential" on class rosters and degree audits for that student.

The only proper response to inquiries from third parties for any information about such a student must be "Federal Law prevents me from answering this question."

How does FERPA apply to faculty and staff?
Faculty and staff are required by law to handle students' education records in a legally specified manner. The following list should help clarify what is expected.

Do not post grades by name, Jag Number, or any portion of social security number. The University discourages public posting of grades, even if identity codes are used. The University does not permit the emailing of grades. The Office of the Registrar will post final grades on PAWS at the end of the term and students use a secure website to retrieve that information.

  • Do lock desks, file cabinets and rooms that contain student records before leaving them unattended.
  • Do guard student records on your computer.
  • Do not put transcripts, degree audits, grades, etc. in the trashcan. Shred any paper containing personally identifiable information.
  • Do not leave graded papers with student names or Jag Numbers on a table for students to collect. You must not allow students access to other students' grades or personal information.
  • Do keep your personal professional notes regarding students separate from education records. These "sole possession" notes must be kept private, not accessible by any other person except for a designated substitute.
  • Do procure a written release from a student if you are accessing an education record to write a recommendation. If you will make reference to grade point average, or a particular grade in a course, etc., you must have a written release.
  • Do not discuss student daily attendance, academic progress, or grades with a student's parent or guardian. Refer all such inquiries to the proper records official.
  • Do refer all other third party requests for information from education records to the proper records official.

When in doubt, err on the side of caution and do not release the requested information. Contact the Office of the Registrar if you require clarification of any portion of FERPA regulations.

Whom should I contact with questions or concerns?
Direct general questions to the Office of the Registrar.

鈻   Log into Navigate South

How to Log into Navigate South

1. On South鈥檚 homepage you will see a navigation bar at the top of the screen. Select 鈥楲ogins鈥 and 鈥楽tudents鈥.

USA Faculty Staff Login Button from Homepage

2. From the Student Login page, you will select 鈥楴avigate South鈥. 

Student login page preview

3. You will login using your jag number and your jag net password.

Navigate South Login Page

鈻   Set up Appointment Availability

Setting up Appointment Availability in Navigate South

1.      Log into Navigate South.

2.      From home screen, select My Availability tab. 
My Availibility Tab

3.      Click on 鈥渆dit appointment constraints鈥 鈥 this area allows you to set how many hours in advance students can schedule an appointment. Default appointment lengths are set universally at 30 minutes. If you prefer a different setting, you will change this item. Do not un-check the 鈥渞equire available times for students鈥 or your students could schedule any time they wish. Click on update button to save. You can then hide the constraints from view. ONLY NEED TO DO THIS ONCE. 

4.      Under times available area, click 鈥淎ctions鈥 then 鈥淎dd Time.鈥
Actions and Add Time

5.      This brings up a pop up item to set availability.  Make your selections. Select the days, use the slider for the times, and select Drop-ins, Appointments or Campaigns, duration (all semester, date range, forever [we don鈥檛 recommend forever], location, and services. Then select save.  

 Availability Pop up

 

6.      Once you have saved an availability you can return to this page to update it as needed.  In addition you can copy an availability and make changes for different days of the week or times in the semester as needed. 

 

1.      Drop-ins used for open office hours 鈥 students cannot actually schedule an appointment (mainly used for walk-in tutoring hours) 

2.      Appointments 鈥 used for when you are available to see students without using an appointment campaign. 

3.      Campaign 鈥 used for when you want to invite specific students (major, class, GPA range, etc.) to appointments you have set aside specifically for this appointment campaign. 

鈻   Set up Appointment Campaign

Setting up Appointment Campaigns in Navigate South

1.       Appointment availability must be set first. See separate instructions.  

2.      Select appointment campaigns from the options on the right side of your screen. 
Campaign Icon

3.      Select appointment campaign from 鈥淚 want to create a new鈥︹ area on right 

 Campaign Actions

4.      Name it something that makes sense and is individual to you so that you may find it again. Include your name if others in your department also use campaigns.  

5.      Select advising from campaign type drop-down. 

6.      Do not change 鈥渟lots per time鈥 鈥 is set at 1, unless you are doing a campaign for group advising sessions.  

7.      Select reason, these are the student services that are available.  You must have availability for this same student service in your appointment availability.  

8.     Select date range for the campaign. This can be edited at a later time 鈥 for example when adding additional availability and/or adding more students.  

9.      Set appointment length 鈥 typically 30 minutes. 

10.  Set appointment limit. Any number >1 means individual students can use the same email/link to schedule more appointments. We recommend keeping this at 1.  

11.   Select your location and click continue. 

12.  Search for students - search criteria or select only your students.  Search criteria can use any combination or available criteria.  Note: if you teach courses do not select the 鈥淚nvite All My Assigned Students鈥 option.  This will include all student who are assigned to your courses this semester in addition to your advisees.  In the Advanced Search function you can search for students that are assigned to you as their advisor.

13.  On the list of students the box next to NAME will select all on the list or individual students can be selected and click continue. 

14.  Next screen allows you to review the list of students and de-select any you wish to remove from the campaign. Click continue. 

15.   Add yourself as the advisors to the campaign.  Make sure the button is checked on the top right of the staff list. Appointment Availability Check

16.  The next screen allows you to Compose you email message that will be sent to students. Compose a subject line for your message

17.   Compose your message. Instructions or notes 鈥 example 鈥渨hen arriving for appointment, come directly to my office鈥 or 鈥渨hen arriving for appointment, check in at department office鈥 etc.  Instructions for making an appointment will be automatically included in the campaign email you do not need to add them in this section.

18.  Review your message, preview what the email looks like to students, and preview what students see when they click the link. Click continue. 

19.  Check all details in final review screen. Click send to launch the campaign. 

During/after campaign 

路         Can be used to see who has yet to schedule an appointment.  

路         Can re-send campaign.  

路         Can edit the campaign (add more students, extend campaign). 

路         Can see campaign stats at a glance 

Campaign Quick Stats

 

 

 

鈻   Starting Appointments and Completing Advising Reports

 If there is a centralized office that students are directed to check-in before they come to your office, students can be checked in using Navigate South, and you will be notified of that check-in through Navigate South. 

鈻   Accessing Appointment Center

1.      Click on the Additional Modes on the bottom right-hand side of any Navigate South.  You will likely need to scroll down the page to see this link. 

2.      Click on Appointment Center. 
Additional Modes

3.      Click on the location of your center.
Locations

4.      This will take you to the Appointment Center mode. The screen should load with today鈥檚 appointments and your location staff availability  

鈻   To Check-in students through a centralized office
  1. Access your Appointment Center as shown above. 
  2. Search for the student and bring up his/her record as shown below. Students can be searched using their name, Jag Number or JagMail email address. Search for a Student
  3.  The appointment information will display the student鈥檚 information.  Click 鈥淐heck In鈥 to log the student into the advisor鈥檚 queue.Appointment Check in
  4. The advisor will get a notification on their screen that the student is checked-in and waiting. 
鈻   Starting an Appointment for Students on Your Advising Center Tab
  1. When a student checks in for an appointment they will be placed in your Advising Queue.  At the top of the page in Navigate South you will see a red number appear showing how many people are currently in the Queue.Advising Queue Notification
  2. Students who do not have an appointment but are waiting to see either you or the first available advisor will be in your Students in My Queue section on your Advising Center tab on your Home page.  If they are waiting for the first available advisor then they will have Yes in that column of the queue.Student in my queue
  3. Clicking on the Appointment Queue icon will show a drop down of students waiting.  You can click on the students name to pull up that student鈥檚 specific profile before starting the appointment.  Once you are ready to meet with the student click on the 鈥淪tart Appt鈥 link.Start Appt link
鈻   Completing Advising Appointment Report
  1. An Advising Report will automatically pop up on the screen once the 鈥淪tart Appt鈥 link is clicked. Information from the appointment will automatically be completed in the report.  You can minimize the report to look at the student profile by clicking the 鈥淿鈥 next to the 鈥渪鈥 at the top of report.Advising Report
  2. When the report is minimized you will see a number in the box shaped icon at the top of screen.  Clicking this icon will pull of your list of open reports.  Click on the student name to reopen the pop up window containing the report.Minimized Report
  3. Enter your notes in the Summary box and click Save this Report.  Do not click Cancel this will check the student out of the appointment and unstart the appointment. Appointment Summary
  4. If you need to attach an academic plan or other document click on the 鈥淐hoose File鈥 button below the summary block.  Select the file to upload from your files and it will be added to the report.  Attachments can be in Microsoft office formats or pdf鈥檚.Attachments

 

 

If students report directly to your office for appointment then follow these directions below.

鈻   Checking In Students for Appointments 

1.      Appointments scheduled prior to the appointment time are listed on your Advisor Home page under the 鈥淯pcoming Appointments鈥 tab. 

2.      You can click on the student鈥檚 name listed under the 鈥淎TTENDEE鈥 column to view the students profile prior to the appointment. 
Upcoming Appointments

3.      Once the start time for the scheduled appointment passes, the appointment will move from Upcoming Appointments to the Advisor Reporting area on the lower part of your Advisor Home page. 

4.      To start the appointment, click on the box next to the appointment, then click Add Advising Appointment Report under Actions.
Recent Advising Appointments

5.      Clicking on 鈥淩eport On Advising Appointment鈥 from a student鈥檚 profile page creates a new appointment starting at the time you clicked this link.  If a student has pre-scheduled an appointment this creates two different appointments at the same time.  The student is considered a No Show for the prior scheduled appointment and the data for appointment becomes skewed.  The 鈥淩eport On Advising Appointment鈥 is intended for unscheduled drop in appointments in cases where students are not check in at the centralized location.

 

鈻   Completing Advising Appointment Report after check-in

1.      An Advising Report will automatically pop up on the screen once the Add Advising Appointment Report under Actions link is clicked. Information from the appointment will automatically be completed in the report.  You can minimize the report to look at the student profile by clicking the 鈥淿鈥 next to the 鈥渪鈥 at the top of report.
Advising Report

2.      When the report is minimized you will see a number in the box shaped icon at the top of screen.  Clicking this icon will pull of your list of open reports.  Click on the student name to reopen the pop up window containing the report.
Minimize Report

3.      Enter your notes in the Summary box and click Save this Report.  Do not click Cancel this will check the student out of the appointment and unstart the appointment. 
Appointment Summary

4.      If you need to attach an academic plan or other document click on the 鈥淐hoose File鈥 button below the summary block.  Select the file to upload from your files and it will be added to the report.  Attachments can be in Microsoft office formats or pdf鈥檚.

 Attachments

 

 

鈻   Create Watch List

How to Create a Watch List in Navigate South

 

Create a CSV file with student ID鈥檚 listed in the first, left-most, column with a header in the first cell.  

Go to the Lists & Searches on the right side of the screen in Navigate South.
Lists and Searches

In the watch list area go to actions, which will drop down a menu with Upload Watch List as the third option.

Upload Watch List Action

Select New Watch list, and name this list (e.g. registrationspring2017). Find your CSV file and upload it.
Upload File to Watch List

Select the column from your list which contain the student ID#
Upload confirmation

Then click save.  If there is a large number of students on the list it may take several minutes for all students to appear on the watch list.

 

 
鈻   Update a Watch List

Updating a Watch List in Navigate South

To add additional students to a current watch list from follow the same steps for creating a watch list using a CSV file.  Any students that are duplicated in the csv file will remain from the prior creation and not have two entries in your watch list.  

It is also possible to add individual students to a watch list. 

Go to the Lists & Searches on the right side of the screen in Navigate South.
Lists & Searches button

Click on the blue name of the watch list to which you wish to add a student. 
List of Watch Lists

Click the Add Student button on the right side of the action bar at the top of the list. Add student button

This will give you a pop up search window in which you can enter a student鈥檚 name or Jag Number
Add student to a watch list pop up

Then click on the student鈥檚 name and the Add Student button

 

To remove a student from a watch list.

Go to the Lists & Searches on the right side of the screen in Navigate South.
Lists and Searches button

Click on the blue name of the watch list to which you wish to remove students. 
List of Watch Lists

This will pull up a list of all students currently on this watch list.  
Students on Watch list checkboxes

Click on the small square next to the student鈥檚 name and it will be marked with a check mark. 

You will need to individually check each student you intend to remove from the watch list.  

If you have more than 100 students on the list, there will be multiple pages for the watch list noted at the bottom of the list. 

You will need to edit this list one page at a time.  It is best to begin with the last page of the list.

Once you have marked students to be removed, click the down arrow next to Action at the top of the page.

Near the bottom of the drop down menu, click on Remove from Watch List
Watch List actions

You will be asked to confirm the removal in a pop up window
confirmation pop up

Once Yes is clicked the marked students will be removed.

鈻   Email Watch List

Sending Email to students on a Watch List

 

Go to the Lists & Searches on the right side of the screen in Navigate South. Lists and Searches Button

Click on the blue name of the watch list to which you wish to send an email. 

If you wish to send an email to all students on the list click the box next to ALL
Top of saved list

You can also select individual students from the watch list by clicking the box next to their name.

Once the students are selected, click Actions.

In the drop down menu that appears select Send Message. 
Actions, Send Message

The will give you a pop up window to create you email message. 
Send an email pop up window

The message entered will be sent as an individual email to all students checked previously.  Please do not include personal information relevant to an individual student.

Once the message is created click Send Message and Navigate South will create the individual emails and send them to all students on the list or those students selected on the list.  These emails will be logged into the Navigate South system and can be viewed in the students profile under the More tab in Conversations.

Conversations tab

Using this approach, the email sender includes the address of the person using Navigate South and creating the email from the watch list. When a student replies to the email it will go that person鈥檚 JagMail. 

鈻   Record Class Attendance

How to Record Class Attendance in Navigate South

1.       Log into Navigate South

2.       From your home page, select the triangle next to Advisor Home switch to the Professor Home.
Adivsor to Professor Home

3.       On the right side of screen select, Record My Class Attendance, option in Quick Links.
Professor Quick Links

4.       Select the course, for which you want to record attendance.  The system will default to today鈥檚 date for recording attendance, but can be switched to any date in the Choose a Date selection below Choose a Course. 

Choose a course

5.       Once the course is selected you will see a list of all student enrolled under the following headings. The listing will be in alphabetical order.
Selected course headings

6.       On the list you will need to select the circle for those students who were absent or tardy.  And those who were excused from the absence.

Attendance Checks

Mark Absent and Tardy

 7.       Once all absent and/or tardy are marked scroll to the bottom of the course roll and select Mark Remaining Present. Those not marked previously as absent or tardy will be marked as present
Mark Remaining Present buttonStudents Marked present

8.       At the bottom the course role you will see a list of students who dropped the course. Once Mark Remaining Present is selected these students will also have a present designation on this screen.  However, once attendance is saved, the system will not record them as present for any course date beyond their dropped date. 

Students Dropped

9.       At the bottom of the course roll you will see a count for attendance entered.  This give you a quick opportunity to verify numbers before saving. 
Attendance Count

10.   To save the information entered click on the Save Attendance button below the course roll.
Save Attendance Button

11.   Once this is saved you will see Attendance saved pop up in the top right hand corner of the screen. 
Attendance saved

12.   At this point the attendance is completely recorded and saved for that date.