EAB Faculty Training John Indiatsi Jessica Luna Academic Advising Coordinator Compliance & Training Coordinator Indiatsi_j@utpb.edu luna_j@utpb.edu 432-552-2663 432-552-4701
Contents Logging into EAB... 2 Professor Home Page... 3 Professor Home View... 3 Syncing Calendars... 4 Syncing Your Outlook Calendar... 4 Setting Availability... 6 Setting Your Availability... 6 Appointment Constraints... 8 Editing Appointment Constraints... 8 Student Profiles... 9 Viewing a Student s Profile... 9 Viewing a Student s Schedule... 9 Student Tools... 11 Issuing an Alert... 11 Messaging A Student... 12 Adding a Note... 12 Adding a Reminder... 13 Schedule an Appointment... 14 Schedule from Student Profile... 14 Schedule from Advisor or Professor Home... 16 Editing or Cancelling an Appointment... 16 Advising Report... 18 Advanced Searches... 20 Performing a New Search... 20 Watch Lists... 22 New List through Lists and Searches... 22 New List through Student s Profile... 23 Class Attendance... 24 Recording Class Attendance... 24 Creating Reports... 26 Creating a Report... 26 1
Logging into EAB 1. In your web browser, go to https://utpb.campus.eab.com and log in using your University credentials Note: the above site is live and any changes you make while in this site will be done. If you would like to play around in a site to familiarize yourself with EAB without making changes, use the training site at https://utpb.campus-training2.eab.com 2
Professor Home Page Professor Home View Term Change Home Page View Your classes Your students 3
Syncing Calendars You have the ability to sync your Outlook (or other) calendar with your EAB calendar, adding busy and free times to the platform. Syncing Your Outlook Calendar 1. Click the Calendar Icon on the orange menu bar on the left of the screen 2. Click the Subscriptions tab under My Calendar and then click Setup Exchange Calendar Integration 3. Click Connect with Exchange 4. The sync will load and once complete you will see an Enabled message on the screen 4
5. When you view your calendar in EAB, it will show busy times from your Outlook calendar along with your EAB appointments 5
Setting Availability Your availability in EAB defines the time periods in which you can take appointments and also dictates how you or others can schedule appointments within those times. Adding your availability is crucial to the appointment function within EAB. Setting Your Availability 1. From the Advisor Home screen, click the My Availability Tab 2. Under Times Available, click Actions, then Add Time 3. In the Add Availability window, choose all details of your availability then click Save a. You can only choose one option type at a time so if you have Drop-In time as well as Appointment time, you will need to repeat the steps to set up each type b. For Duration, choose Range of Dates and enter the semester dates. These change from semester to semester because of summer hours, class times, etc. so you will need to add or edit your availability each semester 6
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Appointment Constraints Appointment constraints are parameters you can set for your appointments regarding the number of hours advanced notice you require for booking a new appointment and also the default appointment length. Editing Appointment Constraints 1. From the Advisor Home screen, click the My Availability tab 2. Click Edit Appointment Constraints 3. Enter the number of advance notice hours you require from a student for a new appointment and your default appointment length. You will want to keep the box checked by Require available times for students so that a student cannot schedule an appointment with you when you don t have availability. Click Update Constraints 8
Student Profiles Student profiles contain an overview, or big picture, of each student as well as success progress, history, current class information, and many other helpful tools. Viewing a Student s Profile 1. From the home screen, click the Search button in the top right hand corner 2. Type a student s name. The system will start populating with students that match your search criteria; click the one you are searching for 3. The student s profile will appear on your screen 4. Click the navigation tabs to see different information screens Navigation Tabs Viewing a Student s Schedule 1. Once you have a student s profile pulled up, click the Class Info tab 9
2. All courses for the current term will be populated in the middle of the screen 10
Student Tools Issuing an Alert Alerts can be issued to student s profiles to draw attention to those who need assistance in various areas such as attendance, failing a class, personal issues, etc. Alerts are automatically assigned to a manager or advisor as predetermined by the Undergraduate Success department. Once the alert is assigned, it becomes a case. Cases are worked by the assigned individual and once they have completed and closed the case, you will receive email notification as to what action was taken with the student. Alerts may be issued from the Actions panel Advisor or Professor Home page or under Staff Alerts while in a student s profile. 1. From either page mentioned above, click Issue an Alert on the right side of the screen 2. In the Issue An Alert window, search for the student you wish to add an alert to (if you are in a student s profile the name will already be populated for you) and click their name to add them to the window 3. Complete the other necessary fields in the window and click Submit **Alerts you have made for a student will appear under the Reports/Notes tab of their profile under Alerts for. 11
Messaging A Student 1. In the student s profile, click Message Student on the right side of the screen 2. In the Send a Message to window, enter all necessary information and add any attachments (if an email), then click Send Message **Messages sent by you can be seen under Messages on the orange menu bar on the left. Adding a Note Notes can be used to document visits with the student. You can attach any relevant documents to the note and also choose who can see the note. 1. In the student s profile, click Add a Note on this Student on the right side of the screen 2. In the Add a Note window, you can write details in the body of the note, choose a Note Reason, enter a URL, attach files, and choose who can see the note. Once all of this is done, click Save Note 12
** Notes you have made on a student will appear under the Reports/Notes tab of their profile under Notes About Student. ***Notes made by others may be seen by you under the Reports/Notes tab only if they have made the note viewable by others. Adding a Reminder You can add a reminder to a student s profile for yourself if you need to revisit their profile at a later time. 1. In the student s profile, click Add a Reminder to this Student on the right side of the screen 2. In the Add A Reminder window, type in your reminder and add a due date. Once complete, click Save Reminder 13
**You can see reminders you have made in the student s profile, in the Reports/Notes tab under Your Reminders About. Schedule an Appointment There are two ways to schedule an appointment, one being through the student s profile and the other being from your Advisor or Professor Home screen. Schedule from Student Profile 1. In the student s profile, click Schedule an Appointment on the right side of the screen 2. In the Schedule Appointment window, you can choose an appointment type, reason, add comments, location, add additional attendees, choose a date and time, choose reminder options, and choose repeat appointment options. Once you have entered all information necessary to schedule the appointment, click Save Appointment 14
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Schedule from Advisor or Professor Home 1. From the Advisor or Professor Home, click Schedule General Event on the right side of the screen 2. The Schedule Appointment window will appear with all appointment options as shown on the previous page. Once you have chosen all options, click Save Appointment. **Once an appointment is created, you can see the appointment in the student s profile under the More tab by clicking Appointments, then looking under Upcoming Appointments. It can also be seen in your Calendar on the orange menu bar and under the Upcoming Appointments tab in the Advisor Home page (as seen below). Editing or Cancelling an Appointment 1. In the Advisor Home, click the Upcoming Appointments tab and find the appointment you need to edit under Upcoming Advising Appointments 16
2. Under the Actions menu, you can send a message to the student for an update to the appointment, add a report, issue an alert, or cancel the appointment 3. If you click Details, a Manage Appointment window will open where you can delete, cancel, or edit the appointment 4. If you click Edit, the Edit an Event screen populates with all options that you can edit. Once you have edited what you need to edit, click Save Appointment at the bottom 17
Advising Report You can create a report that details your advising appointment with a student including what you discussed and any relevant documents/attachments. 1. In the student s profile, click Report On Advising on the right side of the screen 2. In the Advising Report For window, you can add the reason for the appointment, meeting type, course associated (if any), date, location, attendees, arrival and departure times, a summary and add documents. Type information into any fields you wish to use, add attachments if you wish, then click Save this Report 18
**Advising Reports you have saved can be seen in the student s profile, under the More tab by clicking Appointments. Under Recent Appointments, you can click Details to see the report you filed for that appointment. 19
Advanced Searches The advanced search feature allows you to search EAB s data for any information you wish to obtain regarding students, classes, advisors, area of study, etc. If you wish to know which students have taken your class that are a certain major, this is where you would go. Performing a New Search 1. On the orange menu bar, click Advanced Search 2. On the Search screen several search fields will be populated. To open up all search fields, click the box next to Show Advanced Filters on the right hand side 3. Use the various filters to narrow down the information you receive. In the example below, the search was made to find all Art majors who took Accounting 2301 in any semester. Once you have chosen all search criteria, click Search 4. Your search results will populate on the screen. Under Actions, you have many options including exporting the results to Excel. You can also save the search if you plan on performing the same search again by clicking Save at the top of the screen. 20
**To view a saved search, on the orange menu bar click Lists and Searches. All searches you have saved will appear under Saved Searches. To run a saved search again, click the name of that search and it should automatically run for you. 21
Watch Lists Watch lists are lists you can create of students whom you wish to keep an eye on for whatever reason you see fit. You can create a new watch list through Lists and Searches on the orange menu bar or within a student s profile. New List through Lists and Searches 1. On the orange menu bar click Lists and Searches 2. Under Watch Lists, click the New Watch List button in blue 3. In the Adding New Watch List screen, type in the name of your watch list and click Save Watch List 4. Once you save the list, you will be back to the first screen. Click the name of the list you just created. This will open up the list and you can add students by clicking the Add Student button in blue. In the Add Student To Watch List window, search for the student you wish to add and click their name. This will add them to the top of the screen and you can continue adding students. Once finished adding, click Add Student 22
New List through Student s Profile 1. In the Student Profile, click Add to Watch List on the right side of the screen 2. In the Add to Watch List window, you can either add this student to an existing watch list (by clicking the box next to the list name) or click Create new list to add them to a new list 3. Click Save once you have either made a new list or added them to an existing list **To view your watch lists, click Lists and Searches on the orange menu bar 23
Class Attendance You have the ability to take roll for your classes within EAB which populates to student s profiles. Recording Class Attendance 1. From either the Advisor Home or Professor Home, click Record Class Attendance on the right side of the screen 2. In the Attendance Tracking screen, find the course you wish to record attendance for. You can scroll through the course options populated for that day or search criteria if you have it 3. Once you find the course, click Record Absences 4. In the Record Absences window, click the correct option for each student. You can mark the ones you know were absent first and then click Mark Remaining Present. Once complete, click Save Attendance 24
**To view attendance taken, pull the All Recorded Attendances report under Reporting on the orange menu bar. Instructions for pulling reports start on the next page. ***Under the student s profile, you can see how many absences they have had in each class by clicking the Class Info tab and then looking under Classes This Term. There is an absence count for each class on the right side of the section 25
Creating Reports There are tons of reports that can be created in EAB to see student progress, absences, students active for term, or advisor appointments, just to name a few. You have the ability to create reports based upon specific criteria fields. Creating a Report 1. Click the report icon on the orange menu bar on the left of your screen. 2. A report listing will appear by category. Choose the report you wish to create by clicking the name of the report (in this example I chose Advisor Availabilities). 3. If you are looking for specific criteria, you can use all of the fields provided to narrow down your results. After you have entered all of the information you want, click Search. 26
4. Your report results will be populated on the screen. You can look at them there or choose to export to Excel by using the Actions menu. 5. If you choose to export to Excel, you will receive notice that your report is downloading and when it is ready. Once you see the ready notice, click Download Center for Reports. 27
6. Click the link for your report and it should open in Excel. 28