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SSC Campus - Locations and Services Best Practices

This section outlines additional details about Locations and Services, as well as examples of each. Please reference this document as you finalize Location and Services with sufficient time to audit your elections prior to training.


Student Services:  Services are the primary starting point for all scheduling and becomes the backbone for reporting and determining the reason for an appointment.

Consider Student Services from two points of view:
  1. From the advisor point of view when creating a summary report for a meeting with a student -- that advisor will use these Student Services in the report to capture the reasons for that meeting (note: multiple services can be chosen by a user in the summary report) -- these are theoretically advisor facing services.
  2. From the student point of view when scheduling -- a student will choose from a list of these services to find an advisor to schedule with (the advisor will select from these services to add to their availability for scheduling) -- these are theoretically student facing services.

Although all of the Services are listed together, there are settings within each service that allow a student to schedule with that service or not, therefore making it student facing.

Advisor-Facing Services

Within advisor facing Student Services, institutions normally already have a list of appointment reasons that they apply to meetings with students.  This list can house as many reasons as you need, but keep in mind that the list is shared across the institution and can become very cumbersome to use if the list is very large.

  • Academic Plan
  • Degree Planning
  • Form Signature
  • Referral to X

To make a service unavailable to students to schedule with, do not select the option to allow students to schedule appointments and select add students to waiting list -- you must have at least one of these options selected.  This option still allows a student to be added to an advisor's waiting list as a drop-in -- see the example scenario below for more details.

Example Scenario:

A student might come into the advising center to get help with a change of major issue, but the front desk worker asks a few questions and finds out that the student actually needs help with a degree plan -- the worker could then add the student to an advisor's open queue with the Degree Plan service that is not available to students to schedule with.

When the meeting with the student is complete, the advisor could then attach other reasons to the summary report for items that they discussed.  This will allow reports to be run at a later point on all meetings with those reasons.

Student-Facing Services

At most institutions, the list of student facing Student Services is fairly small and straightforward -- most members do not choose to give students many options in order to reduce complexity and simplify what they need to choose.  These are just a very small sample of Student Services used for Student Scheduling.

  • Academic Advising
    • Can only see assigned advisor
  • Registration
    • Can only see assigned advisor
  • Change of Major
    • Can see any advisor
  • Schedule Changes
    • Can only see assigned advisor
  • Billing Issues
  • Academic Probation / Dismissal
    • Can only see assigned advisor
  • Study Abroad

To make a Student Service available to students to schedule appointments (making it student facing) -- within the service settings, select allow student to schedule appointment.

Within each service, a student can be limited to choose from any advisor with that service selected in his/her availability OR be limited to only see one of their assigned advisor with that service selected.

Example Scenario:

A student may need Registration Advising or need to make Schedule Changes -- in that scenario; they would likely be limited to only schedule with their assigned advisor.

Next, the same student might need to get help with Study Abroad or Changing Majors -- in that scenario; the student would likely need to see an advisor that he/she is not assigned to in a different department.

What makes this very useful is that if an advisor only meets with students that need Study Abroad help, they might only see those students on Tuesdays and Thursdays in the morning.  The advisor could set just those times in my availability, leaving the rest of their time to meet with students that are assigned to them.

Student-Service Categories

Categories are optional to use within the Student Self Scheduling workflow, but can be very useful to help the student down the path to find the right Service and Advisor to schedule with.

Student Service Categories grant the ability to group different services together into buckets.  Consider grouping the major areas of Student Services that the student would need to choose from into Categories.

Examples of Student Service Categories:

Within each Service Category, group each of your advising services that have been created.  Below are some examples of a very flexible set of options for a student to choose from.

Example Scenario:

In this workflow, the student would first choose from Academic Advising, Career Services, or Financial Aid.  Once choosing from one of these options, the applicable Student Services would then display for the student to choose from.

  • Academic Advising (Student Service Category)
    • Registration (Student Service)
    • Change of Major/Minor (Student Service)
  • General Advising (Student Service)
    • Career Services (Student Service Category)
    • Career Counseling (Student Service)
    • Resume Development (Student Service)
  • Financial Aid (Student Service Category)
    • Billing Concern (Student Service)
    • Apply for Loan (Student Service)

Example Scenario II:

In this workflow, the student would first choose from Schedule with my Advisor and they they would see only all of the services that their advisor can facilitate.  If they choose Schedule with other Support Services, they would see any other staff schedules on campus based on the service chosen.

  • Schedule with my Advisor (Student Service Category)
    • Change of Major/Minor (Student Service)
    • General Advising (Student Service)
  • Schedule with other Support Services (Student Service Category)
    • Career Counseling (Student Service)
    • Financial Aid (Student Service)

User Interface of Student Service Category Workflow

  1. Choose a Student Service Category:
  2. Choose a Student Service:

Locations

Selecting SSC Campus Locations

Identify any areas or places that an advising meeting can happen when selecting Locations.  Locations do not have to be a physical location or an office location, but can be a central Advising Center location, or a College, or a general place where students would go to receive support services.

Consider Locations from the student perspective as well -- students will be forced to choose a location when scheduling an appointment.  Students will only see the applicable location that has the service that they chose assigned to it.  Within each Location, you will choose what Services are associated with that Location.

Examples of SSC Campus Locations:

  • School of Business Advising Center
  • Academic Support Center
  • Career Center
  • Faculty Office - this would be used if the student is used for those ares that do not have a front desk area for check in.
  • College of Arts & Sciences
  • ARC Advising Center

Communicating Physical Locations

I not all processes include a student checking in for an appointment at a Front Desk or Kiosk; the student might come directly to the advisor's office.  Though they might choose the location of School of Business Advising Center, they need to know what office to go to.

For that scenario, the Availability Details for each advisor to put in any sort of detail about their availability, such as office location, reminder to bring certain documents, specific directions about the meeting, etc.





Keywords:ssc, campus, locations, services, best, practices, student services, advisor-faculty services, student facing services, student-service categories   Doc ID:46539
Owner:Help Desk K.Group:UW-Milwaukee Help Desk
Created:2015-01-28 12:38 CDTUpdated:2017-03-07 17:18 CDT
Sites:UW-Milwaukee Help Desk
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