Winthrop University: FAQ Navigate

FAQ Navigate

 

On-demand Navigate training videos

Click here for on-demand Navigate training videos on the following topics:

  • Introduction to Navigate
  • Syncing your calendar
  • Setting up availability
  • Manually scheduling an appointment
  • E-mails and texts
  • Notes
  • To-do's
  • Alerts
  • Recording attendance
  • Advances searches and student lists

 

Frequently Asked Questions

    I can’t log into Navigate

    Make sure that you are logging in to the correct platform for faculty and staff: https://winthrop.campus.eab.com

    Also - make sure your username and password is correct. If you can log in to other Winthrop systems but not Navigate, contact navigate@winthrop.edu. If you cannot log in to any Winthrop systems, contact servicedesk@winthrop.edu.

    Do faculty and staff have access to the Navigate app?

    No. Only students can access the app.

    Why can’t I access a student?

    For faculty advisors, you can only access your assigned students. For users with Roles granting access to all students, an error message on the student profile typically means that the student is primarily a graduate student (even if they are taking an undergraduate course) or no longer an active undergraduate (e.g. because they graduated or transferred).

    What students have access to Navigate?

    All active undergraduate students can access Navigate. At this point graduate students do not have access.

    My Outlook calendar isn’t syncing correctly [if you are using iCalendar, please see the next question]

    1) Only Sync One Calendar at a Time

    Make sure you are only attempting to sync one calendar with Navigate, so if you have two calendars for the same account, choose only one of those calendars. The platform cannot handle multiple calendar syncs and this may cause errors.

    2) Only Sync Your Calendar with the Live Site

    Do not sync your calendar in the Training site. Users should only sync their calendar with the Production site. Attempting to sync both Training and Production will cause issue

    3) Check the Type of Appointment

    Calendars only sync Busy or Tentative times from your professional calendar. Any calendar appointment that is marked as ‘Free’ or ‘Private’ will not sync over. Outlook’s default meeting status is ‘busy’. The exception is all-day events, which by default are marked as ‘free’. If you mark yourself as busy in your calendar, this will override your Navigate availability. For this reason, make sure to have the appropriate status in outlook (busy when you intend to be busy, free when you intend to be available).

    My iCalendar isn’t syncing correctly.

    Please be aware that syncing to iCal rather than Outlook is a one-way sync. That means that appointments created in Navigate will be automatically added to the iCal calendar, but Navigate will not be able to read the iCal calendar, so it can't automatically block off the times that are marked as busy there. If you want to have two-way sync, you would need to use Outlook as your primary calendar (Outlook is accessible on a Mac via your browser or via the Mac version of Outlook).

    Why can't I cancel my appointment in Navigate?

    An appointment created in Navigate should be cancelled in Navigate. An appointment created through your professional calendar should likewise be cancelled through the calendar itself.

    Why can't I cancel my appointment in my professional calendar?

    The appointment was probably created in Navigate. If an appointment is created in Navigate, you must cancel it in Navigate.

    Can students see my whole calendar?

    No. Students can only see whether or not you are available at a particular time. They cannot access your full calendar outside of availability blocks, or see any of the details of meetings on your calendar.

    Who can book an appointment?

    If you set up availability in the Faculty Office Hours Care Unit, then anyone can schedule an appointment with you. This was set up so that students wanting to take a course with you, do research, or explore major/careers interest can go to your office hours via appointment or drop-in and ask you questions. 

    If you set up availability in another Care Unit, e.g. Academic Advising, then only advisees can schedule an appointment with you during that availability block.

    How many availabilities can I have?

    You can have as many as you want. For example, you can set up drop-in appointments Monday through Thursday and virtual appointment only on Fridays. This would be two separate availabilities in Navigate.

    What does it mean when availability is listed as inactive and is highlighted in red?

    This happens when the availability is set for a time period in the past and has expired. For example, if you set an availability for October 1 to October 15 and today is October 16, the availability is inactive.

    You can always reactivate an availability by selecting Edit for the availability on the My Availability tab and change the time period to a current time.

    I have active availability, but students are still unable to schedule with me. Why?

    There are a variety of reasons students can't schedule. Common scenarios include the following:

    • Student doesn't have permission to schedule appointments (e.g. because your availability is in the Academic Advising Care Unit, and the student is not your advisee).
    • The Location and Service combination the student chose isn’t included in your Availability (make sure to include all the services that apply to you when you create an Availability).
    • You have a calendar conflict during the time slot they want.
    • The student can't schedule because of appointment restrictions based on student category or major.
    • Your availability for the time slot is drop-in only.

    Do I get a notification when a student books an appointment with me?

    No. The appointment will be added to your Outlook calendar (if you have set up calendar sync), and you will get whatever reminders you have set up in Outlook (the default is a notification 15 minutes before any scheduled meeting). You can see all/only the appointments scheduled with you via Navigate by clicking on the Appointments tab on your Staff Home Page. If you have not set up calendar sync, the Appointments tab will be the only place for you to see appointments scheduled via Navigate.

    If I have a scheduled appointment, will other students be able to just drop in?

    No. Even if you have selected both appointments and drop-ins as options for a particular Availability block, once a student schedules an appointment that time will be removed from your available drop-in times.

    Students cannot schedule appointments with me.

    Check Your Availability. For students to be able to actively schedule for a service and location there need to be staff members with availability set up that matches the two choices made by the student. To check if availabilities exist, open Staff Home and look at your current availabilities, located on the My Availability tab. If you notice any availabilities highlighted in red - those may be inactive. Update your availabilities to ensure you have time set for the exact services and locations in which the student is trying to schedule.

    Can I Schedule 5-10 Minute Breaks Between 30 Minute Appointments with My Availability?

    By default appointments are 30 minutes long. You could put in your ‘Special instructions’ for your Availability that “appointments will be 25 min long”, so the student would know the appointment would be from 12-12:25, for example, and then you would have a 5 minute break.

    How close to the appointment time can students schedule a new appointment?

    12 hours.

    How is my professional e-mail captured by Navigate?

    By default, Navigate tracks the e-mail messages sent from the Staff platform. These messages become part of the recipient’s profile, viewable on the Conversations tab. Replies are also captured, as long as the recipient replies to the original e-mail rather than starting a new e-mail thread. If the student sends you a new e-mail in their student e-mail account rather than replying to a Navigate thread (or starting a new thread within Navigate), then this conversation will not be available in Navigate. Therefore, conversations that would be potentially useful for other members of the student’s success team to access (course recommendations/plans, referrals to other offices, case/alert resolutions, career planning/advice, etc) should be sent through Navigate whenever possible, while conversations such as class assignments and reminders don’t need to be tracked and would be more appropriate to send through Blackboard or the class listserv as you have done in the past.

    When I send an e-mail or text to multiple students at once, will they know that it was a mass message? Can they see the names, e-mails, or phone numbers of the other students? If the student responds to the e-mail or text message, will the response go to other students?

    No. The e-mail or text look like they were only sent to that one student. The student cannot see other student names or e-mails, and if they reply to the message it will only go to you.

    Where are the messages sent to the Navigate platform saved?

    The messages will be saved in both Navigate and your e-mail account. 

    What happens if the student texts a response to me?

    This will come through as an e-mail in Navigate and in the university’s e-mail system.

    Will I receive any texts or e-mails on my personal cell phone?

    No, you will not.

    Can Navigate text international phone numbers?

    The system does not officially support texting international/non-US phone numbers although it may sometimes work depending on the country. If the text can’t go through to a particular number, then the student will receive the message via e-mail instead.

    Who can access alerts?

    You can see the alerts you have issued as well as any alerts that are assigned to you. The student’s advisor(s) can also see the alert, as can anybody with higher-level student access, such as department chairs, deans, and student services personnel.

    Please note that any information entered into Navigate regarding a student becomes a part of their official student record and may be subpoenaed by that student, as outlined in the Family Educational Rights and Privacy Act (FERPA).

    Can I edit alerts?

    No, it is not possible to edit alerts once submitted.

    What happens if an alert is submitted for a specific course and the student then drops that course?

    The alert stays on the profile, but the course is no longer associated with the alert.

    How are cases assigned?

    It depends on the alert reason you have chosen. At the bottom of the quick start guide, you can find more information about who is assigned to each case type.

    How do I close a case?

    Select Cases on the left side menu. Open the Manage Case dialog. Click Close Case. Assign an outcome to the Case.

    Can other users view the To-Dos that I have added to a student’s profile?

    No, other users only see the To-Dos that they have added to that student’s profile, and the ones that are assigned to groups of students by an administrator (registration deadlines, etc).

    What happens if I was an advisor in previous terms but have no students assigned to me in the current term?

    You will still have the Advisor Role in Navigate, so you will still have a Staff Home Page, but if you have no students assigned to you then none will be listed on that home page (you do not continue to have access to former advisees). You will still be able to see your saved Lists and the student names that you saved to those Lists, but you will no longer be able to click through to the students’ profiles unless you have an additional Role that grants you that access. Likewise your Saved Searches will still be saved to your account, but if you don’t have an additional role granting you access to non-advisee students, then those searches will return zero results.

 

Last Updated: 1/9/23