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Revision as of 17:38, 22 May 2023
Additional Features |
SAGE SAGE (Student Alert and Group Events) is an additional module available for the Trac System. SAGE allows your faculty members to submit referrals, progress reports, or evaluations for the students enrolled in their courses. Based on the choices made while creating the referral, an automated email could be sent out to the student's assigned advisor, a professor, or otherwise, that way you and your staff can be as proactive as possible in helping your students. You can think of SAGE like a three-step process.
Faculty View / Roster AnnotationsFaculty Members are typically the primary user-type submitting referrals, and as such, they have a streamlined view of the referral submission process. Within the faculty dashboard, you'll find their class rosters along with the referrals that have been designated as Roster Annotations (which we'll cover more later). This allows faculty to immediately access important referrals for each of their rosters.
As a faculty member, let's say we wanted to submit a referral for one of our classes. We can simply click on the referral we want to submit for any given roster, and we'll be given access to a batch-referral tool.
From this menu, we can click on individual students and fill out unique referrals for each without leaving this screen. Once we've filled out referrals for the specific students, we click save, and we're all set. The referral process has begun for each of these students that we filled out a referral for.
If the referral is configured as a roster annotation for [X] days (we'll cover this later), we can even open this batch-referral tool later (but within the day limit) and continue where we left off. The green check-marks indicate a referral that has already been opened. Clicking it again lets us pick up right where we left off.
We also have the ability to apply the same Reason/Recommendation to multiple students at once. Select Affect All Selected and Shown and check the checkboxes for each student we want to affect. Now when we make a recommendation or apply a reason to one student, it will also affect all other checked students. Students that have been affected by this approach will be designated by a ... icon as seen in the image below.
As a faculty member, we can also book an appointment for the student from this screen as well (assuming our permission group allows it). This can be accomplished by clicking on the calendar icon on the right-hand side for the relevant student.
Individual Student ReferralsReferrals can also be submitted individually from students' profiles. As non-faculty users don't have access to the class roster view, this will be their primary tool for submitting referrals, but faculty can of course use this method as well. New referrals can be created through the Actions button, past referrals can be viewed on the student time line.
After selecting the referral type that we want to submit, we're taken to the full referral submission screen. We'll cover more on configuring this side of SAGE later in this guide.
Student List Mass Referral ToolWe can also submit referrals from the student listing. This allows us to search for students enrolled in a specific course, pull up a list, or just search for a couple students manually and create referrals in bulk. This screen will operate in the same way as the faculty roster referral tool. Students are selected with the checkboxes on the right-side.
ProcessedAfter a referral is marked as processed, we will see the following screen summarizing basic information about this referral, and providing a location to write additional notes about how this situation was resolved. Once saved, the final "Processed" email will be sent out (which we'll learn more about later).
Admin View and SAGE ManagementFrom an admin's perspective, we can submit referrals, create new referral types, and run reports on our SAGE data. The majority of this section will be spent going over SAGE configuration. SAGE ConfigurationTo create new SAGE Referral Types, modify existing, or simply review your current configuration, go to Other > SAGE > Referral Types. This will bring you to the Referral Type Listing. To create a new Referral Type, you would click the hamburger icon (File:Hamburger.png), then select New Referral Type. But for our Example, we're going to take a look at an existing referral.
Reasons & RecommendationsReasons and Recommendations can be one of the most important aspects in creating these referrals, as these options can also dictate which emails get sent out to whom. Typically, these would be configured to allow your faculty to quickly describe where the student is struggling and what they recommend as a solution. However, since these are entirely customizable, you can ask any questions you can think of to help make the referral creation process as straightforward as possible. Click the Add Reasons / Recommendations box to add a new option. Setting a Reason/Recommendation as a "Label" will turn the field into a form of header for the following reasons, to help categorize your different options. These options can also be reorganized by dragging the hamburger icon (File:Hamburger.png) on the right-side up/down.
Custom QuestionsCustom questions allow you to add additional questions to your referrals, these questions can ask whatever you'd like and can be formatted as a Pulldown, Fill-in, or Essay field. To create your custom question, click Add New Question.
Potential Email RecipientsThese are the possible recipients of alert emails relating to this referral. For example, if this referral's automated emails can be sent to students, then you will need to add students to the list, as seen in the screenshot below. The name of this field is just for reference, it's only important that the correct email tags are used.
Referral to Testing CenterThis allows you to provide faculty the ability to book appointments for students that they're creating referrals for. Typically used for Testing Centers or Lab environments, where faculty would need to book appointments on behalf of students, or assign multiple students to the same Group Availability.
From the faculty perspective, there's a Schedule icon for each student in the roster referral listing, and/or the option to select multiple students and click "Book Testing Center Appointment" to schedule a group appointment for all selected students.
Automated EmailsThe Automated Emails tab allows you to create custom emails that can be sent to one or more of your Potential Email Recipients upon referral submission. Common examples might be an email that is sent to the student when a referral is created for them. Faculty or other staff might also receive different versions of the same email, or a completely different email if configured in that way. To create your first Email, click Create New Email, type in your subject line, then click Save. This will add the email to your Automated Emails listing. Click the Pencil Icon for the email you just created, and you should end up at a page like this.
One of the key elements of configuring your SAGE emails is Twig, which you can think of as a mini-programming language. Twig plays two key roles, providing tags for the information displayed, and adding logic to your email to determine what content is sent.
A full list of email tags can be found further into this guide, but to give a quick example, you could format an email as such:
This is where Twig gets slightly more complicated, but significantly more flexible. Let's say you want to add an extra sentence to your email, but only if a particular reason was selected. In that case, you could write your email like this: {% if "Poor Attendance" in Reasons %} That sentence will only be included in the email body if that Reason was selected. The extent of what Twig is capable of is outside the scope of this article, but there are many resources available online, and even a collection of common use-cases on our own Wiki. Email TagsMany of the standard email tags can be utilized in SAGE emails in the same way, but there are also a few SAGE-specific tags to take note of as well. A complete list of tags can be found in our Twig Guide.
The final two options, where ".CODE" is used, refer back to your Custom Question Code Reference. For example, if your Code Reference was "GradeQuestion1," the format of this tag would be {{Questions.GradeQuestion1}}, {{Answers.GradeQuestion1}}, etc. Group AccessIn order for staff members to view and/or edit referrals, they must be provided access in their permission group. This also gives you the ability to fine-tune what they can and can't do in relation to these referrals. Other > Other Options > Groups > [The Group you want to modify] > Admin / Modules
ReportsThere are two SAGE-specific reports available in TracCloud, each providing a different way to view your referral data. These reports can be found in the Navigation Bar, under Reports > SAGE. Other Feature TopicsCareer CenterQ2 TablesRetentionSAGE• Referrals by Student and Appointments/Visits SurveyTrac• Survey Response Rate Comparison • Unanswered Staff/Faculty Surveys Success PlansWork PlansWorkshopsSAGE Referral Snapshot
This report provides a snapshot of referrals submitted, including reason and recommendation totals and the number of students per reason/recommendation.
HTML Other Feature TopicsCareer CenterQ2 TablesRetentionSAGE• Referrals by Student and Appointments/Visits SurveyTrac• Survey Response Rate Comparison • Unanswered Staff/Faculty Surveys Success PlansWork PlansWorkshopsSAGE Referrals by ??
This report provides a list of referrals submitted in the date range specified. The data is grouped by Referral Type by default, showing the student's name, referral date, the staff member who submitted the referral, and the reasons/recommendations selected. A limited version of this report can also be provided to faculty (via the Faculty group) named "Faculty Referrals by ??"
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