TracCloud: Success Plans

TracCloud Modules • SAGE • SurveyTrac • Success Plans • Whiteboard • Q2 Tables • TextAlerts Success Plan Contents Creating a Success Plan Setup: Steps Setup: Dashboard Display Setup: Emails Setup: Options Managing Student Plans Group Permissions Staff & Faculty Dashboard Reports

Success Plans The Success Plan module allows you to track students' progress in their Success Plans. Each Success Plan contains Steps for students to complete. Each Step represents a type of task, such as visiting a center, responding to a survey, uploading a document, and more. Creating a Success Plan To create a success plan, go to Other > Success Plans > Hamburger menu (File:Hamburger.png) > New Success Plan. Once you save your Success Plan with a name, the following options will be available. File:2770415.png Plan Name This is the name of the Success Plan that you will be assigning to students. This is also visible to students on the dashboard when viewing progress Date Mode This option determines how the Due in Days options of your steps is calculated. Relative to Plan Start is the most common option, meaning the student would have 5 days to complete the first step in the screenshot above, starting when they were first assigned the plan. Relative to Term Start is based on the semester start date instead. If your term started on Jan 1st, and the student was assigned the Success Plan on the 3rd, they still need to complete the first Step by Jan 5th. Fixed allows you to specify a deadline for each Step. Steps Click on the New Step button to create your first Step. Based on which Step Type you choose, the rest of the options on this page can differ. File:7332126.png Days from Plan Start or Date This allows you to specify when this Step needs to be completed. You will specify the number of days if one of the relative Date Modes is used, or specify a date if the fixed Date Mode is chosen. Step Type This determines the criteria that must be met for this task. Each Step Type has its own set of options for setting the completion criteria. Most of these options are self-explanatory, so we will just go over the Types here. Visit - Based on the student's visit. You can choose which Center, Reason, Consultant, and Section/Course List must be selected for the visit to count towards Plan completion. If these fields are left blank, they are not considered when the Step is completed. Survey - This is based on the student responding to a specified survey. Click here for more information on SurveyTrac. Document - The student will need to upload a document of the specified type to an appointment for this to be marked as completed. Click here for more information on Documents. Task - Based on the student's completion of a task. Click here for more information on Tasks. Checkout - Based on student's resource usage. A Step of this type is completed when the student checks out a resource matching the name and category entered here. Click here for more information on Resources. Notification - This is based on the student's acknowledgement of a notification. Click here for more information on Notification Types. Prompt - This appears as a highlighted question on the student's dashboard. You can choose the question and the confirm button title, as well as allow the student to enter notes. Prompt / Confirmation Directed To (EDITING NOTE: RE-CONFIRM WHAT THIS DOES) File:3799967.png Override Confirmation for this Step By default, your steps will follow the Plan's Staff Confirmation preference. This option allows you to override that for a specific step, requiring or not requiring that a staff member must confirm the completion of this step. (DOUBLE-CHECK THIS) Is an Optional Step If checked, the completion of this Step does not contribute to overall completion of the Plan. Do not send completion/reminder emails This option prevents this Step from prompting emails to be sent. Show prompt to complete on dashboard This will show a reminder to the student in the form of an announcement on the dashboard. The text here can also be customized if you want to provide more specific instructions. Dashboard Display Students can be shown information about their success plans on their dashboard. The information and formatting contained here can be customized to better suit your requirements. The screenshot below is the student dashboard with the default display configuration. File:8328440.png This is customized from the Dashboard Display tab of your Success Plan Type. This is the default value, which can be loaded by clicking the clipboard icon in the top-left corner of this menu. Both Twig and HTML can be used to personalize this. Header displays once at the top of this form, and is expected to contain instructions or details on their Success Plan. Line Display repeats for each Step the student has been assigned, using Twig to determine if the formatting needs to change for each entry. Footer Display is the final block of text in this menu. If these fields are left blank, the Success Plan widget will not be shown on the student dashboard at all. Emails aaaaaaaaaaaaaaaaaaa Options The final tab in your Success Plan Type is Options. This contains various options to fine-tune the functionality of this Success Plan. File:7837218.png Allow Notes Per Steps If checked, staff members will have the ability to enter notes on each Step in student profiles. Steps are Confirmed If checked, a staff member will need to confirm the completion of a Step before it's counted towards Plan completion. Completion of Steps may be overridden This allows a staff member to specify a completion date for a Step even if the criteria hasn't been met by TracCloud's own process. For example, if a student handed in a physical document rather than uploading it to an appointment, this can be used to mark that Step as completed anyway. (EDITING NOTE: Double check this example) Steps may be Completed Out of Order If this option is unchecked, Steps must be completed in order to count towards Plan completion. If checked, students can complete Steps in any order. Plan / Step Reminder Options Multiple reminder emails can be sent as the due date of a Step/Plan approaches. Use these options to determine when those reminders are sent relative to the due date of each Step/Plan. Assigning and Managing Success Plans for Students Plans can be assigned to individual students from the Success Plans tab of their profile. Click on Assign Plan to Student and choose the Plan type that you want to use. This page also lists the current and past Plans for this student, including assigned and due date, completion status, term, and more. Clicking the pencil icon on the left provides quick access to that Plan's options. After creating a new Plan for the student (or opening an existing one), you will find the following options. This includes basic details about the student, their plan details such as due date and progress, the assigned consultant, faculty, and term, and the individual steps. The options available within each Step can differ based on your Plan options. Override Completion allows you to specify if and when a Step was completed, bypassing TracCloud's automated tracking. Completion Confirmed is used to confirm that this Step has been concluded, allowing it to count towards Plan completion percentage. Notes can be used for any purpose to record additional information regarding each Step. Group Permissions In order to give a staff member the ability to manage Success Plan types, they must be given access to the Success Plan Table. Go to Other > Other Options > Groups > [The group you want to modify] > Admin / Modules > Table Access > Add "Success Plans" > Save. You can use the colored icon to determine what level of access is provided, as with other tables. Staff and Faculty Dashboard This is being implemented later. Reports This is being implemented later. For information on purchasing the Success Plans Module, reach out to sales@go-redrock.com For Success Plans functionality questions, reach out to helpdesk@go-redrock.com