Ospreys Navigate Tools & Resources
Ospreys Navigate Overview
Tutorials and Quick Reference
General Tutorials
- FERPA
- Landing Pages Information and Navigation
- Alerts and Cases
- Mid-Semester Feedback
- Communicating with Students via Ospreys Navigate
Appointment Tutorials
- Availability
- Appointment Campaigns
- Calendar Sync and Availability must be set up first
- Common Appointment Campaign Questions
- Schedule Meetings with Students
- Recording Student Interactions (Meetings)
Faculty Information
Landing Pages Information
You can access using your goPortal credentials.
While you may have multiple roles in the system, when you log in as a Preceptor, you'll land on a page labeled "Staff Home" (this is Navigate's term for the Precepting home page).
Viewing and Managing Students:
- Under "Assigned Students," you'll find a list of your students
- Use the filters to customize your view
- Make sure to select the current semester in the "Default Term" dropdown
Taking Actions:
- Select students by checking the box next to their name
- Use the "Actions" dropdown menu at the top to perform various functions
Important Navigation Elements:
- Home button (house icon): Returns you to the landing page
- Campaigns button (megaphone icon): Accesses the campaigns feature
Semester Overview:
When you land on the Professor Home page, you'll see your current semester at a glance. Always verify you're viewing the correct semester in the "Default Term" setting.
Course Information:
- Displays all courses you're teaching in the selected semester
Students in My Courses:
- You'll find a complete list of your enrolled students
- Students are listed alphabetically by last name
- Only active enrollments are shown
Reporting Student Concerns:
If you need to report a concern about a student outside of the Mid-Semester Feedback campaign period:
- Select "Issue an Alert"
- This creates an Ad Hoc alert
- The system will automatically connect the student with appropriate resources and support
Faculty members with Preceptor or Professor roles can search for any student using the search menu located at the top of the screen. You can search using either:
- Student's first and last name
- Z number
Upon accessing a student's profile, you'll see a comprehensive overview that includes:
- Their current academic standing
- Any active cases or alerts
- A record of their campus meetings and appointments
- Their support team members, including:
- Assigned preceptor
- Current semester professors
- Additional academic advisors
Located beneath the student's photo, you'll find the quick action menu where you can take various actions related to that student.
Further down the page, you'll find the student's success team. This team typically consists of:
- The student's assigned preceptor
- Current semester professors
- Additional support staff working with the student
The History tab displays:
- To Do items assigned to the student by faculty or staff
- All Alerts and Cases, with their detailed information
The Appointments tab, found under More, shows all of the student's appointments - both upcoming and past. For appointments where notes were taken, you can select the Details button next to that specific appointment to review the session notes.
Alerts and Cases
Alerts
Alerts serve as an early warning system to identify students who might need additional support or attention. When faculty or staff notice potential concerns during their interactions with students, they can issue alerts to flag these situations.
Students can be flagged for various reasons, such as risk of losing financial aid, need for academic support through tutoring, or expressing intentions to withdraw from the institution. It's important to understand that raising an alert doesn't automatically trigger formal action - it simply helps identify students who might need attention.
How to Issue an Alert in Ospreys Navigate
Cases
A Case is an electronic case file where staff across departments (e.g., financial aid, bursar, tutoring, counseling) can coordinate and collaborate on the follow up with the student. Cases create a formalized next step for action or intervention on the issued Alert, should that be needed.
However, in cases where more structured support is needed, certain alerts will initiate a case management process. These cases are then directed to specific departments or staff members who will follow up with appropriate interventions and support services.
How to View and Comment on a CaseMid-Semester Feedback
Mid-semester feedback is your opportunity to report on students' progress in their classes. Ospreys Navigate uses Progress Reports to collect Mid-Semester Feedback.
How to Submit a Progress Report through the Ospreys Navigate Professor PageCommunicating with Students
Ospreys Navigate provides both email and text messaging 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.
You can include the following information in an email. Note that you can also apply a Content Template to your email.
- Subject
- The subject line for your email message.
- Message
- The body of your email message. There is no character limit for the message, but any hyperlinks must include the full URL (e.g. http://www.google.com, not just google.com). You may add images, merge tags, and rich text formatting to the message.
- Add Attachment
- Upload or drag and drop attachments to the email message.
- Send Additional E-Mail Notifications To
- Allows you to include additional students or staff you also want the email sent to.
- There are four merge fields available when sending emails. They are in the Merge Tags
field.
- {$recipient_name}
- Inserts the first name and last name of the recipient
- {$recipient_first_name}
- Inserts the recipient's first name
- {$recipient_last_name}
- Inserts the recipient's last name
- {$personal_availability_link}
- Inserts the sender's Personal Availability Link (PAL)
- {$recipient_name}
Text
Texts only allow you to include a message. They are restricted to 300 characters from the standard GSM-7 character set. You can also use Content Templates for texts.
Important: Sending an email or text message to more than one student blind copies all students. In other words, the student does not know that the message was sent to more than one student. For both email and text, it looks like the message was only sent to them.
Availability
To enable student appointment scheduling in Ospreys Navigate, you must set up your availability. This allows students to book appointments and view your drop-in hours (office hours).
In order for your Availability to work successfully, you must have both calendar sync and availability set up, as well as have the ability to create appointment campaigns (all faculty, preceptors and select staff have this permission).
Set Up Email Sync for Ospreys NavigateHow to Set Up Your Availability for Meetings
How to Schedule a Zoom Meeting for your Ospreys Navigate Availability
Common Availability Questions
No. If you want students to schedule with you or ANY faculty/staff member through
Ospreys Navigate, you must have availability configured.
Calendar Sync lets Ospreys Navigate know when you are unavailable due to calendar
conflicts. It does not indicate when, where, and for what services you are available.
These are all important components of appointment scheduling.
Not if you have set up Ospreys Navigate's Calendar Sync to work with your external calendar, such as Google or Outlook. If your sync is set up, calendar conflicts added to the external calendar prevent students from scheduling during these times even if it is during an active availability.
If you haven't synced your professional calendar with Ospreys Navigate properly or recently, calendar conflicts might not be up to date in Ospreys Navigate.
Besides blocking off the break time on your Outlook calendar, you could put in your Additional Details for your Availability that 鈥渁ppointments will be 25 min long鈥, so the student would know the appointment would be from 12-12:25, for example, and then you would have a 5 minute break.
Schedule Meetings with Students
Scheduling appointments through Ospreys Navigate offers several benefits:
- Allows you to document meeting details and discussion topics
- Tracks meeting frequency
- Provides visibility into the student's support network across campus
- Shows which other campus services the student is utilizing
The system helps create a comprehensive picture of each student's academic support and engagement.
How to Schedule an Appointment on Ospreys Navigate