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Appalachian Student Advising Program - ASAP
Central Desk Functions
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Login Go to https
://www.webapp.appstate.edu/advisingschedule/CentralDesk/HandleLogin.asp (be sure to bookmark this page)
Username – VMS username
Password – VMS password
Click “Submit” to enter the system
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Check In Advisees Allows you to indicate
when a student has arrived for a scheduled appointment with his/her advisor.
This notification will be sent to the advisor.
Select student(s) that have arrived for their advising appointment
Click “Check-in selected Advisees”
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Check Out Advisees If student needs to
be checked out, select the student by clicking inside the checkbox in front of their name.
Scroll to the bottom of the screen and click “Check-out Selected Advisees” button
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Report Generator Select report (see
next slide) Select advisors to
include in report Select beginning
and ending dates (be sure to use mm/dd/yyyy format)
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What are the valid reports? Purpose Summary – cumulative sum
of each purpose as designated by the advising group
No Show Summary – tally of students who miss scheduled appointment
Daily Schedule – daily schedule for each individual advisor (defaults to next day)
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For Students This allows the central desk to perform functions on the behalf of students
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Schedule the Student Select student, then
select desired day for appointment
Click on the day, to select a time for the appointment
After time is selected, click “Schedule Appointment”
An e-mail notification will be sent to the student after successful scheduling
Click a Day
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Reschedule the Student Select student, then
select desired day for appointment
Click on the day, to select a time for the appointment
After time is selected, click “Reschedule Appointment”
An e-mail notification will be sent to the student after successful rescheduling
Click a Day
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Cancel Appointment for Student
Confirm correct information
Click “Cancel Appointment”
After cancellation, time slot is open for scheduling
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For Advisors Allows Central
Desk to perform duties on the behalf of advisors
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What is Advisor Mirroring? The ability to log
in as any advisor in your area
What can I do in advisor mirroring? Schedule Reschedule Cancel Switch
appointments between advisors
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How do I Mirror Advisor? Select the
appropriate advisor from the “Login As” dropdown list.
Further actions will be enacted on the behalf of the advisor selected
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Advisor Calendar
• What is the Calendar?– Graphical representation of
selected advisor’s scheduled events.
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Event Types• What types of events can I schedule?
– Advising:• Opens a timeslot for students to make an appointment
– Lunch• Indicates lunch hours
– Meeting• Indicates when you will be involved in a meeting
– Holiday• University Sponsored Holidays
– Vacation• Planned Vacation Days
– Out• Generic label for when you will not be in the office.
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Legend• Empty Slot
– Nothing has been scheduled on that day/time.
• Open Timeslot– Timeslot is open for students to
schedule an appointment.
• Scheduled Appointment– A student has scheduled an appointment for the timeslot.
• Other Event– An event other than “Advising” (see previous slide)
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Calendar (Week at a Glance)
Allows advisor to see weekly schedule of scheduled appointments and available timeslots.
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Calendar (Month View)
• Scrolling Between Months– << or >>
• rewind/advance by 1 month.
– <<< or >>>• rewind/advance by 1 year.
• Change to Week View– Click the “W” at the
beginning of each week.
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Calendar (Week View)• Scrolling Between Weeks
– << or >>• rewind/advance by 1 week.
– <<< or >>>• rewind/advance by 1 month.
• Change to Day View– Click on the desired day of the
week.
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Calendar (Day View)
• Scrolling Between Days– << or >>
• rewind/advance by 1 day.
– <<< or >>>• rewind/advance by 1 week.
• Use the and to move up/down within the day.
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Reschedule Appointments• Allows advisor to
reschedule one appointment to another already open (yellow) timeslot.
• Step 1:– Select the appointment you
wish to reschedule by checking the box under the “Reschedule?” category.
– Click “Continue”
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Reschedule Appointments (cont’d)
• Step 2:– Select the open timeslot by
checking the circle in the “Switch to?” category.
– Enter a reason as to why you are rescheduling the appointment.
• Will be sent to the student via email.
– Click “Reschedule Appointment”
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Cancel Appointments• Allows the advisor to cancel one or
many scheduled appointments with students.
• Filtering Options:– Can easily select which
appointments are displayed.• Directions:
– Select the Appointments you wish to cancel by checking the box under the “Cancel” category.
– Enter a reason in the TEXTAREA, which will be sent to the student in an email notification.
– Click “Cancel Selected Appointments”
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Switch Appointments Between Advisors
Filtering options-allows user to search for appointments by day, week or month
Select which appointment to switch
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Switch Appointments (con’t) Select the new
advisor and time slot
Give reason for the switch
The student will be sent an email notification
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Student Notes
• What are student notes?– These are the notes that will appear
in the email sent to the advisee to remind them of the appointment.
• What is the default note?– The default note will be sent to the
student in a reminder email, if you have not specifically created a note for that student.
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Student Notes (Edit Default Note)
• Allows advisor to set the default note.
• Directions:– Enter the appropriate text of
the message in the TEXTAREA.
– Click “Save Default Note”
• Note: This can also be done in the “Set Preferences” option from the main menu.
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Student Notes (Create New Notes)
• Step 1:– Select the students to receive
the note by checking the box under the “Set Note?” category.
– Click “Continue to Enter Note”
• Step 2:– Enter the content of the note
in the TEXTAREA– Select how you want the
default note appended– Click “Save Note”
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Student Notes (Update Existing Notes)
• Step 1:– Select the student whose note
you wish to update.– Click “Update Note” to
continue to Step 2.– Click “Delete Note” to
remove the student note.• Step 2:
– Change the content of the note in the TEXTAREA
– Click “Update Note”
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Log Out
Be sure to log out at the end of your session!