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WSU 360 Instructor/Advisor Guide

WSU 360 Logo Instructor/Advisor User Guide:


Table of Contents:

WELCOME TO WSU360!
HOW TO ACCESS WSU360
SETUP YOUR PROFILE
ADD OFFICE HOURS
CANCEL OFFICE HOURS
ACCESSING YOUR STUDENT LISTS
CREATING A NOTE
CREATING A REFERRAL
INSTRUCTOR VIEW: RESPOND TO A PROGRESS SURVEY
INSTRUCTOR VIEW: MANUALLY RAISE A FLAG ON ONE OF YOUR STUDENTS
INSTRUCTOR VIEW: CLEARING FLAGS
ADVISOR VIEW: STUDENT FOLDER
ADVISOR VIEW: SENDING MESSAGES
ADDITIONAL SUPPORT


Welcome to WSU360!

WSU360 gives you a convenient way to keep track of your students – raising flags when you observe a pattern of behavior that concerns you, or a kudo when you want to give positive feedback. Ensuring that the people on campus who can intervene are aware. It also allows your students to easily book an appointment with you or someone else who can help.

The Department of Academic Achievement implemented this retention software in the Fall of 2014, and for the first academic year we piloted the progress survey and early alert portion of the system. We spent the year collecting faculty feedback and are now ready to expand our usage for faculty, in their roles as both instructors and advisors.

The software is designed to create a circle of care between our faculty, students, and staff advisors across campus. It allows for open communication between instructors, across departments, and other administrators. We began by surveying students enrolled in the Banacos Learning Disabilities Program, the Urban Education Program, the TRiO Student Support Services Program, First Year Athletes, and students on Academic Probation. We added all of the First-Year Only courses in the Fall of 2015 to track the transition of students in the first year. Based upon data gathered from the academic actions after the fall term we will add all new transfers and undeclared students to the groups surveyed in the Spring of 2016.
 


How to Access WSU360

Getting started is easy. Accessible through myWestfield, WSU360 will automatically display all students that you have been assigned or are enrolled in your courses. Once you’ve logged in to myWestfield click on the Faculty page and the box below will appear on the bottom right.

WSU360 MyWestfield Portlet

Setup Your Profile

Some of your profile, such as your contact information, is imported from Banner.

  1.  
    Click on your name in the Top Navigation bar and select the Institutional Profile tab.
    Profile Tab
     
  2. Help students put a face to your name by using the Upload Photo link beneath your existing photo or placeholder to upload a photo.
    • Browse to a photo file (.jpg, .png, or .gif), and then click the Upload Now button to update your photo.

      Institutional Profile
  3. Edit your Phone and add an Alternate Email address to have WSU360 send email to an address other than your institution email. Select the Both radio button to receive email at both accounts.
  4. Double check that the Time zone selected matches your time zone. This time zone will be used when including appointment times in emails from WSU360.
  5. Overview & Biography
    Add information to the General Overview and My Biography sections to let students know a bit more about you.
     
    • This information will appear to students who can make appointments with you in WSU360.

  6. Click the Submit button to save your changes.
  7. Appointment Preferences
    Next, navigate over to the Appointment Preferences Tab. This is where you will set up your appointment defaults (appointment length, notification time, etc.), your appointment locations, and any calendar managers, if any.
     
  8. Email Notifications
    Finally, in the Email Notifications Tab is where you will set up how and when you receive email notifications. You have the option of also linking your external exchange calendar so that your WSU360 Calendar will read all your busy times.

     


Add Office Hours

The first time you log in to WSU360, WSU360 will provide a ‘wizard’ to walk you through setting up your office hours, which enables students to schedule time with you. If you do not wish to complete the wizard just yet, check the box labeled “Show me this Office Hours Setup Page again next time I login if I don’t have any Office Hours”, and then click the Close button.

If your office hours are different week to week, follow the “If your office hours don’t repeat weekly, click here” link.

If your office hours recur:

  1. Office Hours Setup Wizard
    Complete the fields presented to specify:
    • What day(s) do you have office hours? - check the boxes for each day.
    • What time are your office hours? - enter a start and end time.
    • Where are they? - select the Type of setting and enter the Details in the field provided (e.g. the building and room number of your office).
    • If relevant, provide Instructions for students who make appointments with you.
  2. Click the Set Up Office Hours button to save your office hours.
Notes:

To setup additional office hours or make any changes, use the buttons on your Home or Appointments page to Add Office Hours, Add Appointment, Add Group Session, Reserve Time or use the Scheduling Wizard.

Add Additional office hours


Cancel Office Hours

 
Cancel one Occurance
Cancel one occurrence

Select the day from the calendar, and hover (don’t click) over the icon associated with the Office Hours on the desired day(Office Hours Icon).

 

Click the Cancel button and select, “Just this one” from the pop up Office Hours card presented.

Cancel a series
Cancel a series

From the Agenda view, hover (don’t click) over the Office Hours icon (Office Hours Icon) next to an

office hour title.

Select Cancel from the pop up Office Hours card presented. (If the day you have selected on the calendar includes an occurrence, you will have the option to cancel “Just this one” or “The entire series”)


Accessing your Student Lists

WSU360 allows you to view all the students you have a connection with; instructor, faculty advisor, and department chair. You can view all your students or students based on a single connection you have to them.

On the top left side of the screen click on the Students Tab. Make sure you have My Students selected and not Tracking or Attendance. At the top of the list you will see a drop down box in the middle labeled Connections, click on that and you can see all the roles you belong to in WSU360 and can navigate between each one seamlessly.

 

Accessing your student list

All My Students: All of your students that you have a connection to.
Instructor Role: All of the students that are enrolled in your courses for that term.
Faculty Advisor Role: All of the students currently in your advising caseload.
Course Specific Role: All of the students enrolled in a specific course you have selected.

Notes:
Edit Filters

You can also organize you list alphabetically how you would like it by clicking on the “Name” column. Also, use the “Additional Filters” button to the right of the list to narrow down your students by type.


Creating a Note

You have the ability to add notes to a student folder pertaining to meetings you may have had with the students or emails you may have exchanged. It’s a way for you to keep details on interactions you have had with a student, such as discussions during an advising appointment or instructions given for an extra credit assignment.

Below are 3 ways you can create a note on a student:

  1. Student Note Method 1
    Hover your mouse over a student’s name (without clicking) and when the thumbnail image appears click on the Note button at the bottom of the window.
  2. Student Note Method 2
    Click the small box to the left of the student’s photo and then click the Note button at the top of the list.
  3. Student Note Method 3

    Click on a student’s name to go to their student folder. When in the folder, you will also see the Note button at the top of their student folder that will allow you to add a note to their student folder.


 Creating a Referral
 

You have the ability to refer students to support services on campus.  This allows you to send the student accurate information about how to access that service as well as get feedback on whether the student followed through or not.  It’s a great way to make our students aware of the support services available on our campus.  As soon as you raise the referral an email gets sent to the student from the service (i.e. the tutoring center) explaining that they were referred to a service for a specific course and then it details for them how to access the service.  

Below are 2 ways you can create a referral for a student:

Referral Button

1. Click the small check box to the left of the student’s photo and then click the Referral button at the top of the list.

Notes:

You can click multiple student names at once to refer multiple students to a service at a given time.  Using this technique is a quick way to let many students know that a support service is available to them. 

Student Referral

2. Click on a student’s name to go to their student folder. When in the folder, you will also see the Referral button at the top of their student folder that will allow you to add a note to their student folder. 


Instructor View: Respond to a Progress Survey

You will receive an email reminder when there is a new progress survey for you to complete. Each individual survey presents a student roster for one course section on whom you can raise flags.

To complete the survey:

  1. Progress Survey's Tab
    Select the progress survey link on your WSU360 Home page and go to the Progress Surveys tab. (only visible when you have active surveys
    • Progress Survey Tab
      The selected survey opens, listing your students on the left, and items you may raise across the top.
  2. Check the box for each desired item/ student combination.
    • Click the comments icon (Comments Icon) toopenatextbox for your notes. Your comments are visible to the student on their WSU360 Page and both Staff and Faculty Advisor in WSU360.
      Information Icon Page
    • Click the information icon (Information Icon) associated with an item to verify whether or not the student can view the flag and related comments.
  3. Click the Submit button only when you are finished providing feedback. The items you selected will be raised on your students when you submit the survey.
     
    Important

    Once you have submitted the survey you will not have an opportunity to add to or undo the items you raised. Use the save draft option if you aren’t ready to submit your survey.

Notes:

You may be asked to submit more than one course survey if more than one of your courses has been included in the survey plan for your institution. They will be listed in the drop-down menu on the Progress Surveys tab.


Instructor View: Manually Raise a Flag on one of your students

When you have a concern with a particular student, raise a flag, to-do, or referral to communicate your observations. The appropriate individuals will be automatically notified when you save the item.

  1. Students Navigation Item
    Click on the Students navigation item to see your list of students.
  2. Find the desired student by typing the name into the Search box.
  3. Student Folder
    Click on the student’s name to bring up the Student Folder.
  4. Click the Flag button.
    • A list of flags that you have permission to raise on this student is displayed.
  5. Raise Flag for Student
    Select the desired Flag from the list.
  6. If relevant, select a course from the Course Context, drop down list, and enter notes in the Comment box.
  7. Click the Save button.
Notes:

The Student View: indicates whether the student can view the flag and the notes you include in the Comment box.

The Permissions area lists roles that have permission to view the selected flag and the notes you include in the Comment box.


Instructor View: Clearing Flags

Many instructors will raise a flag on a student and the student will follow up directly with the instructor. If this happens and the instructor feels comfortable doing so they have the option of “Clearing a Flag” they raised on a student.

To Clear a Flag:

  1. Go to the Student tab on WSU360. Click on the Tracking tab below.
    Tracking
    • The Tracking Tab allows you to view all the tracking items, flags and kudos, you have raised during the term.
  2. Hover over the tracking item that you would like to clear, specifically the little blue flag. A thumbnail view of the flag details will appear and on the bottom you will see the Clear option. Click that icon.
  3. A Mark Flag as Cleared box will open and allow you to add comments to explain why you are clearing the flag.

 

Mark Flag as Cleared
Note:

Staff Advisors have the ability to clear flags by choosing to “Close the Loop”. It clears the flag but also sends a message to the instructor to let them know that a meeting took place to discuss the flag. The advisor can include specific notes to the faculty about strategies given to the student to improve their academic performance.


Advisor View: Student Folder

Faculty Advisors have the ability to view more than just course specific information on the students that they are connected to via the Faculty Advisor Role.

  1.  
    Overview Tab
    Overview Tab: a list of student attributes including program enrollment, college, GPA, Catalog Year, Class Year, etc.
     
  2. Info Tab
    Info Tab: tells you about the students academic program. Including their major, any minors they may have, when they started their program, and other admissions information.
     
  3. Courses Tab
    Courses Tab: Shows you what courses a student is currently taking but also allows you to look at past semesters as well.
     
  4. Tracking Tab
    Tracking Tab: Allows you to see all the tracking items (flags and kudos) a student as both active and resolved/cleared.
     
  5. Meeting Tab
    Meeting Tab: Allows you to see appointments that have been booked with the student.
     
  6. Notes Tab
    Notes Tab: A folder that archives all notes created on that student with context to tracking items, meetings, messages, or just general notes.
     
  7. Network Tab
    Network Tab: Where you can see and message anyone who is connected to the student. Includes other advisors, instructors, department chairs, etc.
     
Important

The information in the Student Folder is a part of their official records at the University and is protected information under FERPA.


Advisor View: Sending Messages

WSU360 has the functionality to allow faculty to email their students, other instructors, or other faculty advisors. What is also helpful is that message will be saved in the students Notes tab in their student folder. The message is sent to the students Westfield
email and is archived in the WSU360 system.

To message a student:

  1. Student Tab
    Click on the Student tab and navigate to the student you want to message. Hover your mouse over their name and when the thumbnail image appears select the Message icon on the bottom.
  2. Send Message
    A Send Message box will open and you can send a message to the student and also send a copy of the message to your own email as verification. The great thing about this feature is the email is saved to the students Note file and will even include a read receipt of when they opened the message.

To message another instructor or staff advisor:

  1. Network Tab
    Go to the Network tab in a student’s Student Folder. You can see a list of their current instructors and any Staff Advisor connected to that student.
  2. Select an individual by clicking the box to the left of their photo or use the blue Select All at the top of the list.
  3. Send Email
    Select the blue Email Selected button at the top and a message box will appear allowing you to send a message, which you can also send a copy to yourself.

Additional Support

If you have any questions or are looking for any additional information for your department please do not hesitate to reach out.

Nicole West, Advisor and Retention Coordinator Academic Advising Center nwest@westfield.ma.edu
413-572-8191

Stefanie Sanchez, Director of Student Retention and Success and Retention Division of Graduate and Continuing Education ssanchez@westfield.ma.edu
413-572-8355

Maureen McCartney, Associate Dean of Academic Achievement Academic Achievement Center
mmccartney@westfield.ma.edu
413-572-8801