TracCloud: SAGE
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Additional Features
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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 students 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 EmailsEmail 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. Profile Preferences
Prefs
Formatting Text in TracCloud with Twig and HTML
Many text fields throughout TracCloud support Twig and HTML, giving you greater control in determining what data is displayed to your users based on the context of appointments, visits, and more, as well as formatting that data to be as clear as possible. Twig will be the primary focus of this article. Twig is a template engine that serves two primary purposes in TracCloud:
Twig (and HTML) are supported in profile emails, welcome messages, email templates, appointment display, and more. Most of the examples listed in this article are for appointment emails or SAGE referrals, but the same concepts apply in all other supported fields. It's also worth keeping in mind that Twig exists outside of TracCloud, and there are many resources online for how you can utilize it that will also work here. This guide likely covers everything you will need, but it doesn't cover everything Twig is capable of. HTML will also be used throughout this article, but without much explanation as it's more ubiquitous than Twig. There are many excellent resources online explaining how to use this markup language, such as W3Schools. HTML is used to adjust font sizes and colors, embed images and videos, and more. What are Twig tags? Twig tags can be used to pull data from various TracCloud fields to be included in emails and upcoming appointments. Many of the Twig examples in this chapter will be using these tags, whether they’re used as part of a Twig command or just offhandedly included in an unrelated part of the email. A list of tags can be found at the bottom of this chapter (and within the TracCloud menu), but for a basic primer on how these tags can be used in isolation, here’s an example of a confirmation email. Hello, {{Student.First_Name}}
<br/><br/>
Your {{Appointment.OnlineText}} appointment with {{Consultant.FirstLast}} at
{{Appointment.StartTime}} for {{Course.SubjectCourse}} has been scheduled. If you have any
questions prior to your appointment, feel free to reach out to {{Consultant.Email}}
<br/><br/>
Your appointment can be joined here: {{Appointment.OnlineLink}}
<br/><b/r>
Regards, {{Center.Name}}
When this email is sent, all the tags we included are replaced with the relevant information for this appointment.
if / if X then do Y if statements will likely be the most commonly used Twig command for most use-cases. This allows you to write out statements such as “if the student selected reason “Exam Help,” then include this piece of text.” Or in the example below, if the appointment is online, include text to specify this.
Hello {{Student.First_Name}},
<br/><br/>
{% if Appointment.Online == "1" %}
This is an online appointment.
{% endif %}
<br/><br/>
Please be ready for the appointment at the time you selected.
If the if statement is true, all text up to the endif line will be printed in the email. Since the appointment this student booked is online, the “This is an online appointment” text was included. Otherwise, it would jump straight to “Please be ready for the appointment…”
{% if Course.Subject starts with "Chem" %}
this text is only included if our subject starts with “Chem”. This is case-sensitive.
{% endif %}
{% if Course.SubjectCourse ends with "101" %}
This text is only included if our subject ends with “101”
{% endif %}
{% if Appointment.Online != "1" %}
This text is only included if the appointment is not online
{% endif %}
{% if Course.Subject == "Math" or Course.Subject == "Chem" %}
This text is only included if the subject is Math or Chem
{% endif %}
{% if Course.Subject == "Math" and Center.Name == "Math Center" %}
This text is only included if the subject is Math and the center is Math Center
{% endif %}
{% if Course.Subject == "Math" and (Center.Name == "SI" or Center.Name == "Workshop") %}
This text is only included if the subject is Math and the center is SI or Workshop
{% endif %}
{% if (CalcMissedAppointments(Student.Sequence, Center.ProfileID) > 0) %}
You have {{CalcMissedAppointments(Student.Sequence, Center.ProfileID)}} missed
appointments since {{CalcMissedDate(Center.ProfileID)}}.
{% endif %}
Other Examples "If student is on a Watch List." Watch List sequence can be retrieved by hovering your mouse over the Watch List name in your System Preferences. {% if Student.WatchLists.wl_14 == "true" %}
This student is on the Athletes list!
{% endif %}
Modify who receives an email based on a custom field, specific to Send Visit Notes to Coach, Advisor or Student. To Address of Recipient of the Notes (Coach, Advisor, Student) - Only include emails selected from a multi-checkbox custom field, only include semi-colon if needed. {% set var2 = 0 %}
{% if "Student" in Visit.CustomData.cf_104 %}
{% if var2 >= 1 %};{% endif %}
{{Student.Email}}
{% set var2 = 1 %}
{% endif %}
{% if "Faculty" in Visit.CustomData.cf_104 %}
{% if var2 >= 1 %};{% endif %}
{{Faculty.Email}}
{% set var2 = 1 %}
{% endif %}
{% if "Consultant" in Visit.CustomData.cf_104 %}
{% if var2 >= 1 %};{% endif %}
{{Staff.Email}}
{% set var2 = 1 %}
{% endif %}
{% if "SysAdmin Dave Smith" in Visit.CustomData.cf_104 %}
{% if var2 >= 1 %};{% endif %}
example@school.edu
{% set var2 = 1 %}
{% endif %}
`Who` Label of the Button for Sending the Notes - Modify the phrasing of this button based on the options selected. {% set var = 0 %}
{% for key,value in Visit.CustomData.cf_104 %}
{% if value != "#NULL#" %}
{% if var >= 1 %},
{% endif %}
{{ value|trim(' ') }}
{% set var = 1 %}
{% endif %}
{% endfor %}
'if' statement based on availability type - One-on-one, group, etc. {% if Appointment.AvailRecID != "0" %}
{% if AvailBlock.MaxStudents > "1" %}
This is a multi-person appointment with {{AvailBlock.MaxStudents}} slots, make sure you do X
{% else %}
This is a one-on-one appointment, make sure you do Y
{% endif %}
{% else %}
This is an ad-hoc appointment, make sure you do Z
{% endif %}
else / if X then do Y, otherwise do Z An else statement allows us to include a block of text or an additional instruction if an if statement ends up not being true. For example, if our appointment above turns out to be an in-person appointment, maybe we want to include a different string of text. Hello {{Student.First_Name}},
<br/><br/>
{% if Appointment.Online == "1" %}
This is an online appointment.
{% else %}
This is an in-person appointment.
{% endif %}
<br/><br/>
Please be ready for the appointment at the time you selected.
Since the appointment wasn’t online, we get the “This is an in-person…” text in our confirmation email instead.
elseif / if W then do X, otherwise if Y then do Z An elseif statement allows us to ask additional if questions, assuming the answer to the prior question was No. Hello {{Student.First_Name}},
<br/><br/>
{% if Course.Subject == "Math" %}
This appointment is for Math
{% elseif Course.Subject == "Chem" %}
This appointment is for Chem
{% endif %}
<br/><br/>
Please be ready for the appointment at the time you selected.
Since our appointment was for Chemistry, we receive the following email. If the appointment was for neither Chemistry nor Math, we wouldn’t see a middle block of text at all.
if (arrays) / if X in Y When you want to use an if statement for arrays, such as the Reasons and Recommendations for SAGE referrals, the formatting is a little bit different. In this context, you would want to know if the Reasons array contains the reason you’re looking for. This would be formatted as such: Hello {{Student.First_Name}},
<br/>
{% if "Poor Grades" in Reasons %}
This referral is being submitted due to the reason “Poor Grades”
{% endif %}
{% if "Meet with Advisor" in Recommendations %}
The recommendation “Meet with Advisor” was selected for this referral.
{% endif %}
Since “Poor Grades” was the reason our faculty member selected when submitting this referral, we receive the following email.
{% if "Poor Grades" not in Reasons %}
This referral was *not* created with the reason “Poor Grades”
{% endif %}
for (arrays) / for each X in Y, do Z The for command allows us to list out the contents from a specific sequence. This would frequently be used for listing out Reasons or Recommendations in SAGE referral emails. This referral is being submitted because of these reasons:
<br/>
{% for key,value in Reasons %}
{{ value }} <br/>
{% endfor %}
<br/><br/>
And these recommendations:
<br/>
{% for key,value in Recommendations %}
{{ value }} <br/>
{% endfor %}
{% for item in ReferralType.Reasons %}
{{ item.value|e }}
{% endfor %}
SAGE Questions & Actions Custom questions within SAGE have one more moving part to take into consideration. When creating a custom question, there’s a field named “Code Reference.” This is the code used when referring to this question in emails and reports.
Hi, this referral has been submitted:
<br/><br/>
{% if Answers.VisitQuestion != '' %}
You answered {{Answers.VisitQuestion}} to the question {{Questions.VisitQuestion}}
{% endif %}
<br/><br/>
{% for key,value in Answers %}
The answer to question {{ attribute(Questions, key) }} is {{ value }}
<br/>
{% endfor %}
First, we’re looking for a specific question and answer. To pull this information, we’re using the tags “Answers.[Code Reference]” and “Questions.[Code Reference]”, with the code reference portion being replaced with whatever we entered in the SAGE custom question. If this question was answered, we’re going to include our answer and the question itself in the email.
ActionsActions can be used as commands in addition to Twig. At this time, the only Action that has been implemented is #ACTION:DO NOT SEND#, which prevents the email from being sent. This is primary used in SAGE emails, but can also be used in profile emails if needed. For example, this could be useful in situations where not all of your SAGE referrals need to result in an email being sent. You could have a dedicated recommendation for “No recommendations at this time”, and we could use that to determine whether or not an email gets sent. {% if "No recommendations at this time" not in Recommendations %}
This referral is being submitted because of these reasons:
<br/>
{% for key,value in Reasons %}
{{ value }} <br/>
{% endfor %}
<br/><br/>
And these recommendations:
<br/>
{% for key,value in Recommendations %}
{{ value }} <br/>
{% endfor %}
{% else %}
#ACTION:DO NOT SEND#
{% endif %}
With this email configuration in place, if our faculty member submits a referral with the recommendation “No recommendations at this time,” no email would be sent. An email will only be sent if that recommendation wasn’t selected, which would then follow the rest of the example above, listing out reasons and recommendations. Special Twig Functions/Tags (General)
Special Twig Functions/Tags (Success Plans)
Special Twig Functions/Tags (Work Plans)
Special Twig Functions/Tags (SAGE)
Tag ListThe 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.
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