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Student Success Collaborative

Navigate

Quick Start Guide for Navigate

1. Log in to Navigate using your HCC Single Sign-On credentials.

PRODUCTION (LIVE) SITE URL:

Option 1: In Chrome/Firefox, go to Staff Resources and under “Campus Information,” click “EAB Navigate Staff Live Site.”
Option 2: In Chrome/Firefox, go to Faculty & Staff Tab. Under “Campus Information,” click “EAB Navigate Staff Live Site.”
Option 3: In Chrome/Firefox, copy and paste the link: https://hcc.campus.eab.com/

GETTING STARTED

2. Set up Availability and Calendar Sync for Appointment Scheduling

Set Up Your Availability - This is an important first step that will allow you to then create appointments with students by selecting the ‘Add Time’ from your Staff home screen - see Appendix A for detailed instructions on setting up your Availability.
Sync Your Calendar - This initiates the two-way sync between Navigate and your calendar. See Appendix B for detailed instructions.

KEY PLATFORM FEATURES

Perform These Key Actions to Communicate with and Support Students

Reference the Student Profile – After clicking on an assigned student’s name through the search results, your Staff Home, your Professor Home, or the Quick Search, note their Academic progress and any areas of concern with the various tabs on a student’s profile
Add Advising Summary – Record your interactions and follow-ups from student meetings by adding an Appointment Summary (record associated with an appointment or interaction with student in-person, on Zoom, by phone, or by email) – see Appendix C.

Adding Advising Summary can be accomplished through the ‘Actions’ menu on your Staff home or from a student’s profile.

Mass Email and Text (available based on permissions) a Group of Students – Use ‘Send a Message’ from the ‘Actions’ drop-down to contact students enrolled in your course(s) and your advisees – see Appendix D.

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Appendix A: Setting Up Your Availability

Availability

You would need to set up availability so that students can schedule appointments in Navigate to connect with you.

Add Time -

Step 1: Click the My Availability tab on your Staff Home, click the Actions dropdown arrow then Add Time.

In order to make sure students can schedule with you per your availability in Navigate, mark your calendar blocks as "free" of scheduled working blocks/reminders in your HCC Google calendar that is synced with Navigate

Step 2: Select the days & start and end time in the From and To fields.

Step 3: Set the length of the availability with the How Long Is this Availability Active? field. Options are current term, a range of dates, and ‘forever.’

Step 4: Check Add This Availability to Your Personal Availability Link (PAL)? You can include your PAL in an email or text to students, email signature, or on your syllabus. Students are taken to a scheduling workflow that has the staff/faculty’s availabilities set up in Navigate.

(Note: PAL only works for regular Appointments, not for Drop-in’s and Campaigns)

Step 5: Select Availability type(s) that apply. You may select more than one type. For example, an availability can be for all types - Appointments, Drop-ins, and Campaigns.

Step 6: Select one or more Meeting Type(s) that applies to this particular availability setup. Options are Virtual(Zoom/Video Conference), In Person, and Phone.

Step 7: Select the Care Unit that applies to you.

Step 8: Select applicable Location that applies to you.

Step 9: Select services you can provide students during this availability. You must choose at least one service but can pick more.

Steps 10-15 Continued on next page…

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Appendix A: Setting Up Your Availability

Step 10: In the URL / Phone Number field, add your Zoom meeting link for your appointments.

Step 11: Use the Special Instructions box to include additional details for students.

(Note: Add your building and room number in Special Instructions if you are adding availability for in-person appointments). You may also want to include a link to the Campus Map.

Step 12: If you want to hold group appointments or workshops, you can specify the number under Max Number of Students per Appointment. Otherwise, you can leave it at ‘1’ for one-on-one appointments.

Step 13: Click the Save button.

Step 14: Repeat this process until all your availabilities have been defined.

You can have as much availability as needed.
Creating multiple availabilities will enable you to set aside specific blocks for specific services or meeting types (i.e., remote vs in-person)

Step 15: At the bottom of the page of “My Availability” tab, locate your unique ‘Personal Availability Link.’ You can:

share Personal Availability Link (PAL) with students so they can schedule an appointment with you via Navigate.
Add Personal Availability Link to your syllabus.

(Note: Personal Availability Link is not your Zoom meeting link).

Editing Availability:

Copy Time - to copy a time, select the time you would like to copy and then click the Copy Time button. The availabilities will be copied, and a dialog will open allowing you to make edits or to save your newly created availability. �

Delete Time- to delete your time, simply select the time and click the Delete Time button.

Group Appointments - You can create availability for group appointments by indicating how many students are able to schedule into the same appointment (indicate specific number under “Max Number of Students per Appointment”)�

Inactive availabilities are highlighted in red in the Times Available grid.

For more detailed guidance, check out the video tutorials!

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Appendix A:

For Faculty: Setting Up Availability for Course Office Hours
For Tutors: Setting Up Availability for Course Tutoring

Availability

As a new user, the first thing you need to do is set up availability so that students can sign up for your course office hours.

Add Time -

Step 1: On “My Availability” tab on your Staff Home, click the Add Time button in the Actions Menu

In order to make sure students can schedule with you per your availability in Navigate, mark your calendar blocks as "free" of scheduled working blocks/reminders in your HCC Google calendar that is synced with Navigate

Step 2: Select the days & start and end time in the From and To fields.

Step 3: Set the length of the availability with the How Long Is this Availability Active? field. Options are current term, a range of dates, and ‘forever.’

(Note: PAL only works for regular Appointments, not for Drop-in’s and Campaigns)

Step 5: Select Availability type(s) that apply. You may select more than one type. For example, an availability can be for all types - Appointments, Drop-ins, and Campaigns.

Step 6: Select one or more Meeting Type(s) that applies to this particular availability setup.

Step 7: Select the Care Unit that applies to you.

Step 8: Select applicable Location that applies to you.

Step 9:

Services: select service(s) you can provide students during this availability.
Courses: select course(s) for the specific day(s) and time(s) indicated in Step 2. (Note: Type in course number to add your course - i.e., ‘FRS-100’).

Steps 10-15 Continued on next page…

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Appendix A:

For Faculty: Setting Up Availability for Course Office Hours
For Tutors: Setting Up Availability for Course Tutoring

Step 10: In the URL / Phone Number field, add your Zoom meeting link for your appointments.

Step 11: Use the Special Instructions box to include additional details for students.

(Note: Add your building and room number in Special Instructions if you are adding availability for in-person appointments). You may also want to include a link to the Campus Map.

Step 13: Click the Save button.

Step 14: Repeat this process until all of your availabilities have been defined.

You can have as much availability as needed.
Creating multiple availabilities will enable you to set aside specific blocks for specific services or meeting types (i.e., remote vs in-person)

Step 15: At the bottom of the page of “My Availability” tab, locate your unique ‘Personal Availability Link.’ You can:

share Personal Availability Link with students so they can schedule an appointment with you via Navigate.
Add Personal Availability Link to your syllabus.

(Note: Personal Availability Link is not your Zoom meeting link).

Editing Availability:

Copy Time - to copy a time, select the time you would like to copy and then click the Copy Time button. The availabilities will be copied and a dialog will open allowing you to make edits or to save your newly created availability. �

Delete Time- to delete your time, simply select the time and click the Delete Time button.

Group Appointments - You are able to create availability for group appointments by indicating how many students are able to schedule into the same appointment (indicate specific number under “Max Number of Students per Appointment”)�

Inactive availabilities are highlighted in red in the Times Available grid.

For more detailed guidance, check out the video tutorials!

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Appendix B: Sync Your HCC Google Calendar

Integrating Your Calendar

The availability you set up within Navigate determines students’ ability to schedule appointments with you. You have the added option to integrate your calendar with the Navigate platform to pull in Free/Busy times from your HCC Google calendar and push appointments scheduled in Navigate to your HCC Google calendar.

Step 1: Click on the Calendar Icon on the left side toolbar.

Step 2: Click “Settings and Sync” in the upper right-hand corner.

Step 3: Click “Setup Sync…”

Step 4: Click “Google Calendar”

PLEASE ONLY SYNC YOUR CALENDAR IN THE PRODUCTION SITE

Steps 5-7 Continued on next page…

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Appendix B: Sync Your Google Calendar

Step 5: Click on your HCC account

Step 6: Click “Allow” to confirm your request to sync calendar

Step 7: Select your HCC account in the first field only (“Select Calendar for Two-Way Sync”) and Save

Step 8: Ensure that blocks you set aside for your Navigate availability do not have calendar events or mark your calendar events as “Free” on your HCC Google calendar. For step-by-step instructions, click on this guide.

Please log into Gmail to view your calendar and compare it against the calendar within Navigate. You can reach out to navigate@hcc.edu for any technical questions.

The Two-Way Sync will enable that any agenda item created from the platform will sync back to your Google Calendar. All existing events and events that are created from Google Calendar will be shown as ‘Busy.’

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Appendix C: Add Advising Summary for Appt Scheduled via Navigate

Documenting an Appointment Scheduled Through Navigate

An Appointment Summary can be created during or after meeting with students. You can add an Appointment Summary to an appointment scheduled via Navigate in advance, mark a student as a no-show, or edit existing Appointment Summaries.

For Scheduled Appointments in Navigate:

For more detailed guidance, check out the Help Center!

Step 1: On your Staff Home, click on “Appointments tab”

Step 2: Find the appointment(s) you want to add an Appointment Summary for either under “Upcoming Appointments” section at the top or “Recent Appointments” section toward the bottom of the page. Next, select the square(s) in white next to the specific appointment(s), click on “Actions” and then “Add Appointment Summary.”

Note: It is important to always create an Appointment Summary from the scheduled appointment itself (if appts were scheduled in Navigate by staff, faculty, or students) using the steps above, rather than ad-hoc, to ensure the Appointment Summary is tied to that specific appointment.

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Appendix C: Add Advising Summary for Appt Scheduled via Navigate

Documenting a No-Show

For more detailed guidance, check out the Help Center!

For No-Show Appointments: The primary way to mark a student as a no-show for a scheduled appointment is from your “Appointments” tab on Staff Home. Scroll down to your “Recent Appointments.”

From this section, you can click on a student and select Mark No-Show from the Actions drop down.
Marking a student as a no-show still adds an Appointment Summary to the appointment.
The only difference is that on the left-hand side of the Appointment Summary, the box next to the student’s name called Attended will not be checked.

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Appendix C: Canceling an Appointment Scheduled through Navigate

Canceling an Appointment

For more detailed guidance, check out the Help Center!

Deleting an appointment, scheduled by you or a student through Navigate, from your HCC Google calendar will not cancel your appointment. You must go into Navigate and then cancel the appointment after which it will be removed from your HCC Google calendar.

Step 1: Under Staff Home, click the Appointments tab. Go to the top section, Upcoming Appointments.

Step 2: In the row with the appointment you want to cancel or modify, click “Details” in blue text on the right-hand side.

Step 3: In the “Manage Appointment” pop-up, you can choose yourself as the Organizer needing to Cancel the appointment, or the Student as needing to Cancel.

Step 4: Select the reason for the cancellation. As needed, type in a more descriptive reason in the open textbox.

Step 5: Once completed, Mark as Cancelled.

A confirmation email will be sent to you and the student indicating that the appointment is canceled.

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Appendix C: Add Ad Hoc Appointment Summary Reports

Documenting an Interaction/Appointment Scheduled Outside of Navigate

For drop-ins or appointments scheduled outside of Navigate, you can also create an ad hoc Appointment Summary from the right-hand side on a student’s profile page. Navigate to that specific student’s profile and click Report on Appointment from the Actions menu on the right. This will create an Appointment Summary and add that appointment to your calendar in the past.

Reminder: When creating an ad-hoc Appointment Summary Report to track appointments scheduled outside of Navigate or drop-ins, Navigate will create the relevant appointment on your calendar for the date and time you selected in the past. Creating that appointment helps our system keep track of all appointments/interactions happening with students, regardless of whether they were scheduled outside of Navigate or drop-ins. If you sync your HCC Google calendar to Navigate, this appointment created in the past will also sync to that calendar.

Important Note: Any information you enter into Navigate pertaining to 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).

9.27.21 - Language in and Guidelines on Appointment Summaries with Linda Scott & Sheryl Civjan

For more detailed guidance, check out the Help Center!

Step 1: Enter student name/ID number/email in the Quick Search bar to look up a student profile

Step 2: On the right-hand side of the student profile, click on “Report on Appointment.”

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Appendix D: Mass Email and Text a Group of Students

Communicating with Students

Navigate provides both email and text messaging (this is permissioned based) for faculty and staff to communicate with students, either individually or en masse. Communicating with students through the platform creates records of those communication which can be accessible by other staff or faculty on your campus. In addition, it allows for a quick and easy way to communicate with more than one student at once.

How do I send the emails or texts?

You can send emails or texts to one or more students from your staff homepage, the student profile, or the advanced search. Most “Actions” menus throughout the platform allow for sending emails or texts. See below for screenshots of each of these locations.

Send a message from the Staff home or Professor home page (fig. 1)
Send a message from the Student profile (fig. 2)
Send a message from the Advanced Search (fig. 3)

Important Note: If you do not see the option to Email or Text students, then your role does not have the proper permission for this action, or your institution decided not to allow texting. Please contact your Application Administrator with questions.

For more detailed guidance, check out the Help Center!

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Additional Resources: What features are available in Navigate?

Guides	Faculty
Review student profile before appointment Day-to-Day guide Staff and Professor Homes Viewing a Student Profile	Tabs: Student Overview, Categories, Success Progress, History, Class Info, and Path tabs
Capture details about faculty advising and/or office hours interactions Creating an Appointment Summary Communication Guidelines	Add advising summary report after each appointment (Faculty Care Unit) Appointments scheduled outside of Navigate: Student Profile -> Report on Appointment
Contact students through Navigate Communication Guidelines Communication Request Form Texting Guidelines Guide to Sending Messages - Email and text FAQ’s on Student Emailing and Texting Creating a Student List	Email and text students (see communication policy examples) Create Student Lists to contact specific student cohorts identified via Advanced Search
Schedule appointments Finding your Personal Meeting Room Zoom URL Marking yourself “free” in your Google Calendar	Set up availability for Appointments Schedule appointments with students as needed
Issue alerts How to Issue an Alert Phase 1 Alert guide	Connect students with offices based on student needs (not all resources are alerts in Navigate yet)

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Need Help? Access EAB’s Help Center

Visit the Navigate Help Center for articles and how-to instructions on all Navigate Features and Workflows.

Accessing the Help Center -

Step 1: Log in to Navigate

Step 2: Click on the question mark icon in the top right hand corner.

Step 3: Click Help Center & Support Links from the drop down menu

Step 4: Select Help Center to be taken to articles and step by step instructions for Navigate features and workflows

Additional Questions? Check out the HCC Navigate Google Site and Office Hours. Email navigate@hcc.edu for support!

For more detailed guidance, check out the Help Center!

Tip:�Links to feature-specific articles in the Help Center are found at the bottom of each page of this document (look for this icon)

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