Difference between revisions of "Confirmation Appointments"

Latest revision as of 23:19, 10 December 2014

Current to 11 August 2014, 2014/15 Fall Academic Term

Starting 15 days prior to the start of the fall or winter term, students are able to sign up for a confirmation appointment. The implications are as follows:

1. Current Students, good academic standing: an confirmation appointment is created.

2. Current Students, not in good standing: an confirmation appointment is created, and an advisor appointment is created 30 minutes prior.

3. All New Students: an confirmation appointment is created, an advisor appointment is created 30 minutes prior, a res move in appointment is created 30 minutes after.

Setup: 45 days prior to the start of term

1. Delete previous appointments

a. EAS, File, Webappt editing

b. File, purge old appointments

2. Create a new appointment series

a. File, create appointment series

b. Select start and end dates

c. Select start and end times

d. Enter the number of appointments

   Note: You can do multiple days at once, but they all must have the same number of appointments.
   To increase the number of appointments in a time slot, this must be manually done.'

3. Auto Exclude advisors

a. File, Auto Exclude advisors

b. Enter in year and term

c. Enter in start and end days

   Note: This needs to be updated just prior to students starting to sign up for appointments.

4. Email advisors to log in and book off the time they are not available during official confirmation days.

Notifying Students and Other Tasks: 30 days prior to confirmation

Prep

1. Adjust the release file entries:

APPTACAD.REL (academic standings that require advisor appointments)

APPTVALI.REL (which controls new and returning access to particular days see below, the second #2)

APPTYT.REL (which controls which year and term appointments are for – particularly, students need to be registered for this year and term before they can make an appointment)

2. Edit the HTML File entry: (in EAS HTM editing)

WEBAPPT.HTM which is the body of the email that goes to students for their appointment. The key thing for this is to edit the orientation date.

1. Email all students to sign-up for appointments

2. In EAS Release File, Apptvali.rel: change the dates to restrict who can book appointments when (ie. this limits new students only on certain days)

NEW:20140827~ (only new on aug 27)

RET:20140828~ (only returning on aug 28)

NEW:20140829~ (Both on aug 29)

RET:20140829~ (Both on aug 29)

3. Monitor Advisors to see who has booked themselves off for long periods of time, especially for the confirmation days.

a. U:\crossroad\dbf.mm\WEBAPEX2 KEELER~ > l:\advisorappointments.htm, then open junk.htm in firefox.

b. For those who are gone, contact them and their dean to provide you with substitute advisors then enter them: U:\CROSSR~1\DBF.MM>u:\fox\dbu SUBADVIS, hit esc, then select f5 database, then F6 Zap will remove all entries in the table, F5 adds

Turning on Appointments: 15 days prior to Registration Confirmation

In EAS Release File:

1. CHECKLST.REL - add ADDR014~ and INFORELEASE014~ (the 14 refers to the number of days that, once passed, it will show up in the checklist). By default, the info release and address update must be done 30 days prior to making an appointment and 30 days prior to confirmation. This can be left in place all the time, although it might be wise to increase the number of days during the terms.

2. CHECKLST.REL - add WEBAPPTyyyy/yyt~ This makes a checklist entry for Registration Confirmation Appointment in a term. This should be added only when turning on appointments. This will add an appointment entry to the checklist that either displays an existing appointment or invites them to make an appointment.

3. STUMENU.REL - add WEBAPPT2014/151~ This actually makes the appointments appear on student menus.

4. APPTYT.REL - Add appropriate year and term (2014/151~)