How To: Create An Ad Hoc Appointment Summary

This guide will walk you through the process of creating an ad hoc appointment summary for a student. Follow these steps to accurately document appointment details for walk-in students, attach any necessary files, and find where the summary is filed in Navigate.

Student Success
9 steps
2 minutes

Eab

Navigate to <https://pittstate.campus.eab.com/home#?tab-state=students_tab_hash> Check the box next to the walk-in students name.

Screenshot of selecting a student from the assigned students table.

From the **Actions** dropdown, select **Create Ad hoc Appointment Summary**.

Screenshot of selecting Create Ad hoc Appointment Summary from the Actions dropdown menu.

Appointment Report Details

An **Appointment Report** dialogue box will open. Under the **Appointment Details** section on the left side, ensure you have the following details reported: - **Care Unit:** A Care Unit may default here, but can be updated to match the type of appointment you had with the student (*see the **Selecting Care Unit and Location** section at the end of the guide if unsure what Care Unit to select*). - **Location:** Select the location based on the Care Unit chosen. - **Service:** Select at least one service for this appointment. You may choose more than one if applicable. - **Course:** If this was a course related appointment that the student is currently enrolled in, select that course here. - **Meeting Type:** Select how you met with the student. - **Meeting End Time:** Select the time that the meeting ended.

Screenshot of Appointment Report dialogue box.

Summary Details

The next section is the **Summary Details**. The information displayed here may differ depending on which **Care Unit** is selected in the previous step. If any of this applies to the appointment, please complete this section.

Appointment Summary

Directly below the **Summary Details** is the **Appointment Summary**. This is where you will summarize the details from the appointment (e.g., what was discussed, follow-up reminders, etc.). Any information entered here should be student-facing. The student will have access to see their appointment summaries in their Navigate app. **IMPORTANT!! Any information entered to Navigate becomes part of the official student record and can be subpoenaed as outlined in the Family Education Rights and Privacy Act (FERPA).**

Attachments

Below the **Appointment Summary**, you can add **attachments**. Ensure that these are not protected files (i.e., they are not stored in OneDrive, Teams, SharePoint, etc. that will require the student or others to have access to your file to view).

Screenshot of selecting a file in the Appointment Report dialogue box.

Submit Report

Click **Save this Report** to file the summary. ***Note: This will create a past appointment for you and the student on your calendar.***

Screenshot of selecting Save this Report in the Appointment Report dialogue box.

Find Previous Appointment Summaries

From **Staff Home**, click on **Appointments**.

Screenshot of selecting the Appointments tab from Staff Home.

Scroll down to the **Recent Appointments** section. Here you will find your recent appointments. Any summaries you have submitted will be highlighted green.

Screenshot of Recent Appointments section and green highlighted completed report details.

Selecting Care Unit and Location

Use the following guidelines when selecting the **Care Unit** and **Location**. - **Advising Appointment:** - **Student Success Advisors:** Select *Academic Advising* Care Unit and *Axe Library First Floor* Location. - **Faculty Advisors:** Select *Academic Advising* Care Unit and *My Advisor's Office* Location. - **Mentor Appointment:** - **Faculty Mentors:** Select *Faculty Mentoring* Care Unit and *My Faculty Mentor's Office* Location. - **Course Assistance/Tutoring Appointment:** - **Student Success:** Select *Academic Success Assistance* Care Unit and *Axe Library First Floor* Location. - **Instructors/Professors:** Select *Academic Success Assistance* Care Unit and *My Instructor's Office* Location.