Use Online Appointment Scheduling
Sick of emailing back-and-forth with a student trying to find a mutual time to meet?
Students now have the ability to schedule an appointment with you online at a day and time that you have previously set as being available for them. After set up, all you will have to do is open your Zoom Room and wait for the student to arrive at their appointment time.
The first step is the sync your Outlook calendar to Navigate's calendar. Then you will want to indicate the hours you are available to see students in Navigate. Here are two documents that will walk you through this:
You will also need to create your own Personal Zoom Meeting Room. Here is how:
Here are a few additional resources to help get you started:
Students want to connect with you.
Advising appointments and office hours via Zoom are a great way to keep or build relationships with your students. Meeting with your student a total of 30 minutes each term can have a significant impact.
Meetings do not need to be 30 minutes long - multiple shorter meetings may be just as effective at developing relationships with your students.
Your students are used to seeing you in-person, having conversations in class, and asking questions. You can do this virtually with video recordings. Short lectures, or long lectures posted in sections, allow students to see you teach in action. It also allows them to re-watch sections they may struggle with. Combined with a 15-30 minute Q&A session in Zoom utilizing the "Chat" function, students will still be able to connect with you, supporting their success.
Utilize EWU's Early Warning System
An early warning system will help us monitor our student’s progress and intervene sooner rather than later to provide the support and resources needed to help students overcome potential challenges that may interfere with student’s success in college.
This may include a wide variety of issues, both academic and non-academic.
At Eastern, Navigate allows student support staff to request Progress Reports from faculty, collect alerts from advisors, faculty, and staff, and manage cases. This helps us ensure a consistent, succinct, and strategic workflow.
All three of these components make up EWU’s Early Warning System, also called Early Alerts.
An alert is an action that you as faculty can take to inform the student and other support services (people) on campus about a concern regarding a student’s success in your course or in general. These can be solicited via Progress Reports or unsolicited via an "ad-hoc" alert.
Any faculty can submit an “ad-hoc” alert that will start the process of increasing support for the student. Depending on the situation there will be a varied amount of communication between the “Case Owner”, the faculty, and the student.
*Note for academic concerns: faculty teaching the course can often engage with their students and solve many student issues. Faculty are expected to engage with students in their classes first, prior to submitting an alert. If the issue still exists after attempting to intervene with the student, then faculty should submit an alert.
- Difficulty adjusting to the online environment: The student is not adjusting to learning in the online environment.
- Disengaged or attendance issues: Student is not coming to class prepared, not watching video lecture/course content, is on their phone, wearing headphones, sleeping, not paying attention, etc. The student is not attending class at all or not meeting attendance requirements.
- Poor grades or missing assignments: The student is engaged but still is struggling academically.
- Financial or budgeting concerns: Student is struggling to pay for college, rent, food, books, or other needed items; the student needs support creating a financial budget.
- Personal or non-academic issue: Student has shared that they are facing challenges in life outside of the classroom that are impacting their academics. This is NOT for emergencies.
- At risk to fail the course: Student is at risk to fail the course and needs intervention from support staff.
Meet with your Advisees Often
Relationships take time to develop. But how much time is needed? Meeting with your student a total of 30 minutes a term can have a significant impact. Your meetings do not need to be 30 minutes every time. Multiple short meetings might be more effective. The page and video below provide some insight into the benefit of shorter meetings.
Virtual appointments are a very different environment than we may be used to when advising students. Some strategies to make the best of an advising meeting using Zoom are:
- Have a clear goal for all virtual meetings
- Strongly recommend everyone turn their cameras on
- Create a live, editable doc so everyone dialed in can contribute notes in real-time
- Microsoft OneNote is one option supported through Office 365 or Google Docs, both provided to students and staff at EWU (Notes can bee copied directly to Navigate appointment reports.
- Make eye contact with the camera
- Do additional communication to engage attendees prior and create more of a connection with the topics/speakers/attendees
Often when meeting with students in your office there are very few distractions. This may not be true with Zoom or other virtual meetings. Your students are likely to deal with many unique circumstances that are unavoidable at the time - garbage trucks, lawn mowing, needing to use wifi at a hotspot, no quiet space at home - many different situations will arise in a Zoom meeting. Understanding the nature of the meeting will go a long ways. Demonstrating your understanding of the difficulties to your student is important.
Keeping the agenda of the meeting tight will help with distractions and keep things moving. You can always meet with them again, for a short meeting, if you cannot cover all items on the agenda. It is better to finish early because you kept on track than try to cover too many topics in one meeting.
Always build in time to see how your student is doing. You may be used to being in person to get a feel for how things are going. You may have to be more intentional about this when communicating virtually. These meetings provide an opportunity to connect with your student to see how they are really doing.
Use Navigate to Communicate
Students want to hear from their instructors and faculty advisors.
Reach out to them. Be consistent and be present but don’t be overwhelming. Focusing on timely and focused email communication has the ability to make a difference in your student's connection to you and EWU. This connection is why students choose EWU.
You can email directly from Navigate or from Canvas. We prefer to Navigate as the communication can be seen by the student's advisors as well, ensuring we are all on the same page when supporting the student. To learn more about emailing students in Navigate, see the below link.
And sometimes a more direct message to the student via text is just what is needed. This can also be done via Navigate as well. Check out this video on how to text one or more students using this tool.
Navigate supports communication with students in many ways. It allows online appointment scheduling while also providing insight into student's performance and engagement across campus. It can be used for outreach and initiate alerts for students who are struggling with the unexpected transition to web-based classes or other issues a student may be facing.
Using Navigate for communication allows its users on-campus to work together in support of our students.