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Frequently Asked Questions

This is a dynamic list of Frequently Asked Questions – updates to answers or additional examples will be added, and questions that have been asked but not yet answered are listed at the bottom.

Accessing the Navigate site

  • Q: What is the best way to access Navigate? 
    • A: Log in to AccessUH in the normal way and select the blue icon white pillars labeled :EAB Navigate." There is a similar icon labeled "Navigate Student" that gives students access to the Navigate online app, which is a different tool.  

Home Screen

  • Q: Why don't I see assigned students on my Home screen?
    • A: Most advisors will not see assigned students because most of our colleges do not assign students through the PeopleSoft process. Some colleges will begin piloting this functionality in the coming year. Find your students by searching with that magnifying glass icon at the top.
  • Q: Why are birthdates displayed as if all students were born on the first day of the month?
    • A: For security purposes, birthdate format has been set to show month and year but with all days as “01.” So, for example, a birthdate of 06/21/1995 will display as 06/01/1995. So, you’ll know their age in general but it may affect your birthday celebration plans.
  • Q: Where can I find student photos?
    • A: We are working to include student photos on the Overview page but will pause for now as the Cougar Card office completes a software change.
  • Q: Can the declaration term for current major be displayed regardless of whether they have changed major?
    • A: Yes, you can see the declaration term for the current major by clicking the arrow under the major to display the Major History. The first major listed is the current major, and the enrolled semester is listed below.
  • Q: How do we tell a student is on a watch list?
    • A: When you click on “Add to Watch List” on the right side of a student’s Overview page, you will see checked boxes indicating which other watch lists that student has already been added to.
  • Q: A student dropped a class yesterday around 10am, and it’s still showing on her schedule in Navigate today.
    • A: It may take an extra day to hit the data feed we send nightly.

 Advanced Searching

  • Q: Can we have the "Show Advanced Filters" box checked by default without having to click on the button each time?
    • A: For now, we will have to click on it; This has been submitted as a suggested change to EAB programmers.
  • Q: Can we search for students by course characteristics, such as those taking only online courses or those who are enrolled in courses at a specific location? (e.g. Sugar Land, or classes that meet in a specific building)
    • A: This kind of search isn’t possible at this time. A suggestion is to search for students taking particular courses that are known to be in those locations.
  • Q: Is there a way to search for any student who has a W in any course?
    • A: There isn’t a way to look for a certain grade over all courses taken. You can search for students who got a W in a particular course, however, so the suggestion is to run the search by course for key classes and then compare files together.
  • Q: There isn’t a “Next Student” button on the search results screen, so when I do a search, how do I go to the next student? When I use the browser Back button, I lose my search criteria.
    • A: If you save your search, you can generally use the browser back button to get back to the search results. Another suggestion is to Control click on the student’s name in the search results to open their profile in a new tab. When done viewing that student, simply close that tab to go back to the search page. This has been submitted as a suggested change in EAB programmers.
  • Q: How long will students be included in the Navigate platform?
    • A: The inclusion of students is different than it was in SSC Foundation. In SSC Foundation, students stayed in the platform for 365 days, but they came out fairly immediately once they graduated were otherwise made inactive. In Navigate, students will stay in the platform forever, accessible by direct entry of an individual ID however only active students will pull on a search.
  • Q: Can the Categories be formatted so they can be read more clearly on a student’s Overview page?
    • A: This formatting request had already been submitted as a suggested change in EAB programmers.
  • Q: When I run an Advanced Search for a minor (under Categories), why doesn’t the resulting number match what is in PeopleSoft?
    • A: The majors fields pull directly out of PS and are part of the primary analytics that EAB performs. Minors are not included in the analytics. Just as in SSC Foundation, we developed a work-around to display the minor as a Category for informational purposes to label a student’s current situation. The data pulls in differently for Categories, based on the most recent semester of enrollment. For most students, it will be accurate, however, in some situations, such as if a student is not enrolled the current semester, or if they changed their major mid-semester, it may show a slightly different count than PS. It is also best not to compare numbers to the old SSC because we have a known data discrepancy in SSC related to minors.
  • Q: I’ve been asked to create a campaign in Navigate but I only see Appointment Campaigns and Progress Report campaigns. Isn’t there a generic campaign like we had in SSC?
    • A: It turns out there is not a generic campaign. You have two options for now. 1) You can use an Appointment Campaign, however our appointment functionality is not turned on yet, and Navigate will not let you send these campaigns without the link to make an appointment. A workaround for just December until we are using appointments is to just put a message in the email that says, “Disregard this link for now.” 2) You can do a search for your group of students and send them a message rather than running a campaign.
  • Q: When I click on "At Risk students only” at the bottom of an Advanced Search, what does that mean?
    • A: For searches, this means those students who faculty have indicated through a Progress Report are at risk of failing their class, rather than those with a red/yellow/green "Predicted Risk" factor. This indicator will be more meaningful as we begin using Progress Reports.
  • Q: Can we search for students who have NOT taken a course yet?
    • A: Export a list of all students in your program and another list of those students who HAVE taken the course and use a V look up function or Compare duplicates function in Excel to arrive at a list of those who HAVE NOT taken it.
  • Q: Can campaign names be edited?  
    • A: Once they are sent, they cannot. Since all are viewable by all, there are going to be dozens and hundreds, so we need to adhere to consistent naming schemes. Suggestion: COLLEGE_department_advisor name_campaign focus_date
  • Q: Is it possible on the Advanced Search under Course Data to add a filter for transfer courses or courses taken here at UH? This is something we had in SSC Foundation, and some colleges use it heavily to compare prerequisites.
    • A: Unfortunately, we have learned that this isn’t possible in Navigate. Let's look for alternate ways to identify this information.
  • Q: I noticed that PS ID #’s starting with zero don’t have that leading zero returned in downloaded results.
    • A: Excel automatically removes leading zeros since they aren’t required numerically, however they are required for student ID numbers. To retain the leading zero, you need to tell Excel to treat the column of ID numbers as text instead of a number. 
      • Click the Data tab, then Get Data, locate the file, and press Import. (On a Mac, press Get External Data, Import Text File, and Get Data)
      • Press Edit in the preview pane and select the column with the ID numbers.
      • Select the column to convert by clicking on the column header, and indicate that your data is delimited by comma, because that is how Navigate exports it. Then go to Home > Transform > Data Type > select Text. (On a Mac, select Text under Column Data Format).
      • When you're done, Click Close & Load (or Finish, on a Mac), and Excel will return the query data to your worksheet.
      • A second way to handle the missing leadings zeros is to add the following formula in a new column to the left, input it, and it will add a leading zero to any value that doesn’t have one: =IF(LEN(A2)<7,CONCATENATE(REPT("0",7-LEN(A2)),A2),A2)
  • Q: I can modify a Saved Search, but why can't I filter a Watch List once it is saved?
    • A: Actually you can! On Advanced Search, select the watch list under the Student Information category, and then filter as you like.
  • Q: When I run a report, such as "Appointment Summary Report Report,” when I check the box to select all and use Actions>Export to Excel, I get a report with all students. However, when I check the box to select all and use Actions>Send a Message, I don’t have a way to truly select all and have to send in pages of 500. When I select to send to the 500 on that page, the message box that pops up is never 500. Why is that?
    • A: You do have to send messages in groups of 500, and duplicate students with multiple summaries submitted by different appointments are removed resulting in the smaller number.
  • Q: Is there a way to search for students who have taken any course with the same prefix?
    • A: Add all of the applicable courses to a saved search and save it. 
  • Q: Is there a way to search for students who have not yet taken a particular course?
    • A: Unfortunately, there isn’t a direct way to exclude courses like you can exclude other things from a search, such as Categories or Tags. Here is a work-around: First search for all current students in your group, and paste their IDs into Column A of a spreadsheet. Then search for students who have already taken the course any time during the last several semesters – go back as far as you thing necessary. Paste those IDs into Column B. Then highlight those two columns and use a formula in Excel to compare the two columns for duplicates (Conditional Formatting > Highlight Cells Rules > Duplicate Values….may vary depending on your version of Excel).  The result should highlight the duplicates in Column A, which means those highlighted DID take the course and those not highlighted HAVE NOT taken it.
        

Notes and Communication

  • Q: What is the difference between Notes and Appointment Reports?
    • A: An Appointment Report should be your main recording tool when you meet with a student. These are detailed templates with fields of information to guide you as you record your appointment. Notes are used when you aren’t meeting with a student, but would like to record some information, such as when you are doing a graduation check or you want to upload an internal form.
  • Q: When adding a note, what is “Note URL” intended for?
    • A: This is an obsolete feature held over from Grades First; it is expected to be deleted in a future update.
  • Q: Viewing the text in the four text boxes at the top of an Appointment Report is difficult when you go back to review the report after submitted because only two lines of text are viewable.
    • A: Yes, the top four text boxes allow you to type as much as you like, however other staff will only be able to view the first two lines. The suggestion is to limit text to no more than 2 lines and include longer text in the larger text box at the bottom of the report as this larger box can be scrolled to view all text.
  • Q: Can the Appointment Summary default to an advisor’s location?
    • A: Yes. The location will be auto-filled once we start using the appointment functionality.
  • Q: I texted a student but the student didn't receive it right away. Will it always be delayed?
    • A: We have found that sending students a message by text may be delayed – it’s actually going through multiple systems in addition to a regular text.
  • Q: I created an Appoint Report in Navigate yesterday but I don't see it in PS today. Aren't those notes supposed to transfer back to PS?
    • A: We expect Appointment Summaries and Notes to be transferred back to PS, but this is not operational yet. Once that code is written, all notes will be pulled over. Please continue to use Navigate as your main note-taking location. 
  • Q: How do we tell a student is on a watch list?
    • A: When you click on “Add to Watch List” on the right side of a student’s Overview page, you will see checked boxes indicating which other watch lists that student has already been added to.
  • Q: What is the timing we should expect for sending out an appointment campaign?  One that was 100 students took 3.5 hours to arrive.
    • A: It depends on other emails being delivered and other jobs running - depending on that, EAB throttles messages to make sure they do not get filtered out by email security protocols. Remember our Yahoo problems?!
  • Q: I have added a note by mistake and I would like to delete it, but I can’t find a way to delete it. How can I do this?
    • A: There is not a way to delete a note. Suggestion: Edit your note to indicate that other users should disregard this note.

Advising Appointments

  • Q: If I set my availability for 8:30-4:30, but I have a doctor’s appointment, how will I make sure students don’t make an appointment at that time?
    • A: You will use your Outlook calendar to block time, and those time periods will show as busy when a student is making an appointment.
  • Q: If I set my availability for the semester, or “forever,” what will prevent a student from making an appointment next year and forgetting about it?
    • A: We have a global configuration set so that students only see appointments for the next 14 days. Each day, they will be able to see the next 14 days automatically. This means you will not need to open up your appointments for the next week. Good news!
  • Q: Can students see that the advisor has open times after that 14-day time period?
    • A: No, they will not be able to see past the two-week date mark.
  • Q: How do I make sure students don't make an appointment during my lunch?
    • A: There are two ways to handle lunch - or any other recurring break in your availability. First, you could block your lunch in Outlook. Set a recurring calendar item for your lunch time, and that will show up as unavailable for students. Or second, you can set two availabilities. On the My Availabilitly tab, click Add Time, and set your morning availability, such as for 9-12:00. Save, and click on Add Time again to set your afternoon availability block. Be sure to add all services for your area to both times so students can see your name for that service.
  • Q: Is the synching between Outlook instantaneous if an appointment is added to my calendar?  
    • A: Yes! (However...not always. The way it shouls work is anytime the user makes an adjustment in Outlook or Navigate, it will automatically sync. If the user doesn't adjust anything, it will refresh every 30-35 minutes. For a user's first sync ever, that can take up to 10 minutes to fully load all calendar events. Also, if items don't seem to sync, you can click on the Exchange tab in Navigate, and after a few minutes it updates.  
  • Q: When a student cancels an appointment later than one hour before it starts, does this feed into the no-show count?
    • A: Yes!
  • Q: I don’t normally make appointments with students. Do I need to set my availability?
    • A: If you will not want students to make appointments with you through Navigate, then you don’t need to set your availability. You can add it at any time.
  • Q: How do we make appointments for Group advising?
    • A: Do an Advanced Search for your group of students, or use an existing Saved Search or Watch List. Under Actions, you can select either "Schedule Appointment," when you want just a single appointment time, or "Appointment Campaign," if you want to be able to offer multiple times and track the outcomes of your efforts.
  • Q: Is it possible to set up group appointments for certain sets of students so that students can see and sign up for these events on our appointment calendars? 
    • A: Yes. You can set an Individual availability for that one time slot and at the bottom of the availability window under, “Will you be meeting with multiple students?” select a number for, “Max Number of Students per Appointment.” Send out an appointment campaign to that particular group of students, such as non-majors who were taking an intro course, and advertise that particular start time. Note that these would still show as 30-minute time blocks, but if necessary you could tell students that it was really a longer session. When a student goes in to make an appointment for that time slot it should say at the top that it is a group appointment.
  • Q: Our office has drop-in appointments during peak times. How do we check in students for drop-ins?
    • A: Students who come in during drop-in times will be checked in at the front desk using the Appointment System or Kiosk mode. Students will not see slots for drop-ins on their app since these aren’t appointments. They can see general start and stop times. In Kiosk mode, there still are slots created and they have to be 30 minutes since that is what we have chosen. If it becomes a problem, we can have the advisor create an appointment report and that acts as checking them in. 
  • Q: Are students able to schedule an appointment starting and ending at any time within our availability? EX: I set my availability for 9:30 to 12:00 on Mondays. Can a student schedule an appointment from 9:45am to 10:30am? 
    • A: Appointments default to begin on the hour or half-hour unless an office has a custom setting different than 30-minute sessions.
  • Q: Why won't certain events sync on my calendar?
    • A: There are several reasons why events do not sync on your Navigate calendar. First, a recurring event with no end-date will not sync in Navigate. Recurring events with more than 200 instances also will not sync.
  • Q: If an advisor has posted appointment availability and appointment times do not fill up, and a student comes for "Drop-in" and selects "First Available" rather than the name of a specific staff person, they are put in the queue for all the advisors at that location. 
    • A: All advisors in that location will see the student in the queue even if they don’t have drop-in times open, but if advisors are not seeing drop-in appointments that day, they can simply not select a student for an appointment. 
  • Q: Is there is a way in Navigate to “reassign” a student appointment to another advisor?  For example, an advisor already has appointments for next week but now will be out that week.  
    • A: Those with the Academic Leader role can go in to Appointment Center, find the appointment, hover over it on the grid, and see the option to Edit to add the new advisor and delete the other advisor. 
  • Q: How do I re-set a student’s No-show count when they have exceeded the limit and can no longer make an appointment?

    • A: On the student’s appointments tab, under No-Show Appointments, click the reset link on the colored bar.

  • Q: I had a student who was able to cancel their appointment within our restriction time period. Why didn’t it prevent them from cancelling?

    • A: A student will always be able to cancel their own appointment, up to the minute that it occurs, but if they do, it will be marked as a No-Show. The limitation at the location level provides the window outside of which they will NOT be counted as a no-show.

  • Q: How do we add multiple services to an appointment campaign because we see multiple services out of one office?

    • A: This is not something that EAB currently configures, as appointment campaigns are designed around services that are specific to an intervention. It is designed to allow the outreach to be set on a 1:1 relationship with the service provided, so that if there are different services (graduation check and 1st year advising for example) each would require very different email text bodies, and most likely have different populations.

  • Q: I am holding a group advising session in a different room than our office location, but our group advising service is tied to our Location. How do I make sure that students know where it will be held?

    • A: When you set your availability, enter the actual room location in the Special Instructions for Student so that when the student gets the confirmation, it is there in the Additional Details box. It’s also recommended to send out email/text reminders with the location clearly listed.

Tips and Tricks for Setting Advising Availability and Synching Outlook

  • There will be a gap in Academic terms between the end of one term and the start of the next term (e.g, the end of August after Summer term ends and before the first day of Fall term). That means that during the gap, if you have set your availability using the term option (e.g., “Fall term”), the new term availability will not be active until the start of the term, meaning students will not be able to make an appointment in the gap. They also will not be able to make an appointment in advance for the first few weeks of the new term until the term begins. The recommended best practice is to set your Availability using the “Forever” option, which is always changeable and not as permanent as it sounds, or by using specific date ranges that span the gap. 

  • Many of our advising offices operate with drop-in appointments the first week or two, and some have asked how to set up availability for this. It will work best to make these separate availabilities – a date range for the drop-in period and a date range for the appointments. During drop-ins, students will not see individual appointments available, which is what we want, but there is a button they can click on to view drop-in times, which is also what we want. And then when they come in to the office, we can assign them to advisors during check-in if the advisors have drop-in appointment availability set up. If an advisor is available for either appointments or drop-in, he can click both buttons in availability set-up. If appointments are made, then that person would not show as available for a drop-in student.

  • Here is a possible Availability scheme you might set:
    • [drop-in date range]: MTWTHF 9-12
    • [drop-in date range]: MTWTHF 1-4
    • [rest of semester appointment date range]: MTWTHF 9-12
    • [rest of semester appointment date range]: MTWTHF 1-4
  • Don’t forget to use the “Copy Time” option as a short cut to getting these multiple times set up. And in the future, you can edit these times to change the date ranges rather than setting up as new – this preserves all of your selected services.
  • Check your beginning and ending dates if you are using date ranges. In spot checking, I am seeing a number of ranges that begin and end on the same date.
  • If you will be out for a full day, you need to block the actual hours, surprisingly, even if it is a holiday. So, if your holidays are set to show in Outlook, and, for example, your calendar shows at the top of the day that it is Christmas, that is really more of an all-day notification than time blocked. Creating an all-day event on your calendar during your available time will ensure no one accidentally sets an appointment when you are out. Or try the “out of office” block in Outlook.
  • If you are off-campus or at a meeting, remember to block extra time before and after for travel.
  • When a student makes an appointment, there is an open text box where they can list the reason they are coming in. However, that Reason field is optional. In your Comments section on your Availability screen, consider asking them to remember to list the reason so you can be ready to help them.

Open Questions Submitted to EAB or UH IR, and Currently in Process:

  • Can Watch Lists be re-ordered, such as alpha order?
  • How can we prevent emails to students sent through Navigate from ending up in students’ Gmail “promotions” folders?

Advising Reasons List (updated FA19):

Advising Reasons 
Advising: Course Planning
Advising: Course Registration Support
Advising: Filing Degree Plan
Advising: General
Advising: Honors
Advising: Major Comprehensive Advising
Advising: Major or Minor Change or Update
Advising: Major or Minor Graduation Check
Advising: Majors Exploration
Advising: Other
Advising: Review of Transfer Credit
Advising: UHin4
At Risk: Academic Coaching
At Risk: Academic Warning
At Risk: College Academic Notice
At Risk: College Dismissal
At Risk: Probation
At Risk: Suspension
Form: Course Overload Petition
Form: Financial Aid Appeal
Form: Grade Report
Form: Internship for Credit
Form: INTL Curricular Practical Training
Form: INTL I-20 Program Extension
Form: INTL Optional Practical Training
Form: INTL Reduced Course Load
Form: Learning Abroad
Form: Other
Form: Priority Registration
Form: ROTC Degree Plan
Form: Senior Honor Thesis
Form: Transfer Credit Petition
Form: Transient Student Approval Form
Form: Tuition Rebate
Form: VA Certification or Related Forms
Information: Financial Aid
Information: Learning Abroad
Information: Scholarships
Information: Senior Honors Thesis
Information: Special Programs & Services
Information: Transcript
Referral: Administrative Withrawal
Referral: Admissions
Referral: CAPS
Referral: CASA
Referral: Challenger Program
Referral: College Career Services
Referral: CSD
Referral: Dean of Students
Referral: Faculty/Professor
Referral: Financial Office
Referral: ISSSO
Referral: LAUNCH 
Referral: Learning Abroad Office
Referral: Medical Withdrawal
Referral: Other
Referral: Other Major Advising
Referral: other tutoring
Referral: OUR
Referral: Scholarships and Financial Aid
Referral: Special Programs and Services
Referral: Testing Services
Referral: University Career Services
TSI: Remediaton Advising

Tags List (updated FA19):

Tags Responsible Group
Academic Success Plan created General
Graduation: Disapproval General
Majors: Actively exploring major options General
Majors: Intends to change majors to Architecture General
Majors: Intends to change majors to Arts General
Majors: Intends to change majors to Business General
Majors: Intends to change majors to CLASS General
Majors: Intends to change majors to Education General
Majors: Intends to change majors to Engineering General
Majors: Intends to change majors to Hotel & Restaurant Management General
Majors: Intends to change majors to NSM General
Majors: Intends to change majors to Technology General
Pre-Health Professions Interest General
Retention: Cannot enroll due to financial hold General
Retention: Does not intend to return to UH General
Retention: Intends to enroll  General
Retention: Leaving for now but intends to return to UH General
Year/Sem Anticipate Filing Degree Plan: 2090: FA19 General
Year/Sem Anticipate Filing Degree Plan: 2100-SP20 General
Year/Sem Anticipate Filing Degree Plan: 2110-SU20 General
Year/Sem Anticipate Filing Degree Plan: 2120-FA20 General
Year/Sem Anticipate Filing Degree Plan: 2130-SP21 General
Year/Sem Anticipate Filing Degree Plan: 2140-SU21 General
Year/Sem Anticipate Filing Degree Plan: 2150-FA21 General
Year/Sem Anticipate Graduation: 2090-FA19 General
Year/Sem Anticipate Graduation: 2100-SP20 General
Year/Sem Anticipate Graduation: 2110-SU20 General
Year/Sem Anticipate Graduation: 2120-FA20 General
Year/Sem Anticipate Graduation: 2130-SP21 General
Year/Sem Anticipate Graduation: 2140-SU21 General
Bauer: BWE extension to file degree plan Bauer
Bauer: Fall 2019-2020 Degree Plan Bauer
ENGR: Info Session Engineering
HRMA: Advanced Networking  HRM
HRMA: Alumni Relations  HRM
HRMA: Business Etiquette  HRM
HRMA: Campus & Community  HRM
HRMA: Critical Thinking/ Problem Solving HRM
HRMA: Cultural Awareness/International/Global  HRM
HRMA: Engagement  HRM
HRMA: Excel HRM
HRMA: Financial Planning  HRM
HRMA: Internship  HRM
HRMA: Leadership  HRM
HRMA: Mentorship  HRM
HRMA: Networking for Beginners  HRM
HRMA: Personal Branding  HRM
HRMA: Professional Development HRM
HRMA: Professional Development Transfer HRM
HRMA: Professionalism  HRM
HRMA: Project Management/ Research/ Analysis  HRM
HRMA: Public Speaking  HRM
HRMA: San Antonio Student HRM
HRMA: Work Hours HRM

 

Navigate Go-To Team

Our Go-To Team offers local assistance in the colleges. Please remember that these brave individuals are still learning themselves, but they are willing to work with you as their schedules permit and pass along questions that they cannot answer.

Architecture Ashlie Contos
Arts Carrie Young
Athletics Tatjana Banjeglav
Bauer Brent Spraggins
Bauer Sarah Gnospelius
Bauer Carly Peden
Bauer Asha Thomas
Bauer Barry Hutzell
Bauer Whitney Johnson
CLASS Janie Graham
CLASS Chadi Lewis
CLASS Yolanda Moss
CLASS Jyoti Cameron
CLASS Irfan Husain
CLASS Vanessa Guidry
CLASS Trever Thomas
CLASS Maricela Villanueva
Education Laura Lee
Engineering Lesley Sisk
Engineering Monica Sanchez
Engineering Jennifer Dunn
Engineering Amanda Zabaneh
EXPL Renee Hall
Honors Megan Prather
HRM Dawn Deurell
NSM Michelle Nodskov
NSM Ashley Askew
Technology Peter Weber
Technology Katherine Frazier

Navigate Newbie sessions are held every first Friday at 2pm in CBB 228. These are completely drop-in and individualized.

Send other questions to  navigate@uh.edu.