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Your First Time

If this is your first time using Navigate for availability or a campaign, we recommend the following steps:

  • Sync your Navigate account to Google Calendar (Details in this Guide)
  • Create a new Zoom meeting for registration and/or grad check appointment (Details in this Guide and below)
  • Add your Campaign Availability
  • Create and send Campaign



Add Availability for Registration Advising Meetings

  1. Log into EAB Navigate with your Geneseo credentials
  2. Click on the My Availability tab on the home page
  3. Click on the triangle to the right of Actions and select Add Time
    1. Select the days and times when you are available to meet with students
    2. Select A Range of Dates for the advising appointments
    3. Type of availability: Campaign
    4. Care Unit: Advising
    5. Location: Virtual Meeting  all Fall 2020 advising appointments should be virtual
    6. Services: Registration Advising
    7. URL: we recommend that you set up a separate Zoom meeting for Registration appointments. Include the meeting link here.
    8. Special Instructions: Not required. Shared with the student upon making the appointment.
    9. Click Save
  4. Note that your new availability will appear in pink as the dates have not begun



Create Appointment Campaign

  1. Click on Appointment Campaigns in the Quick Links box (right column)
  2. Click on Appointment Campaign in Actions box (right column)
  3. Define your new Invitation Campaign
    1. Campaign Name: yourname Spring 2021 Registration Campaign
    2. Care Unit: Advising
    3. Location: Virtual Meeting  all Fall 2020 advising appointments should be virtual
    4. Service: Registration Advising
    5. Begin Date / End Date: Use your discretion for these dates. Give students a few weeks prior to the start of your availability (above) to allow them time to sign up.
    6. Appointment Limit: This number represents the number of appointments a student may schedule with you.
    7. Appointment Length: Use your discretion. Tip: add 5 minutes to your planned time to give you a few minutes between each student!
    8. Slots per Time: 1 This is the number of appointments per time slot – using 1 ensures private meetings with each student.
    9. Allow scheduling over courses: Recommended to not allow
    10. Click Continue
  4. Add Students to Campaign
    1. Select Add my Assigned Students to add all of your advisees. or 
    2. Use the Advanced Search. 
      1. Scroll down to Assigned To row.
      2. Click menu and select students that have an Advisor role to you. (Select your name from list) 
      3. Click Search
      4. Review list of students that appear in search results. Some faculty may have students assigned to them other than advisees. Select ALL or some. 
      5. Click Continue
    3. Review selected students and click Continue
  5. Add Organizers to Campaign
    1. Your name will appear with the availability you set in the first section. If your name does not appear, please contact Celia Easton or Laurie Fox for assistance.
    2. Select your name, click Continue
  6. Personalize your Message
    1. Please do not use the default!!
    2. Avoid changing the auto-generated links or field designations (e.g. student's name)
    3. Sign your name
    4. Scroll down and preview the email
    5. Click Continue
  7. Review Campaign
    1. Click Send






Setting up Virtual Registration Hours in Zoom

This self help guide from CIT provides information about office hours – the same directions can be used for your registration hours.


This self help document offers tips for holding virtual office hours with Zoom across multiple courses.

Note

While it is possible to schedule office hours inside a Canvas course, that Zoom meeting is good for that ONLY that one course. Students in other courses won't be able to access you during that time.  

In order to set up office hours for all your courses simultaneously, we recommend that you schedule these directly in Zoom. The instructions below provide guidance for this.

Setting up a Zoom Meeting Outside of Canvas

  1. Go to Geneseo.zoom.us and click Sign-in near the bottom of the page.
  2. Enter your Geneseo Username and Password.
  3. Click the red Schedule a New Meeting button near the top left. Screenshot highlighting Schedule a Meeting in Zoom
  4. List Office Hours or another clear, descriptive title in the box next to Topic. (You may also want to include a description, but it is not necessary.)
  5. Choose when to start office hours and the duration of the office hours on a given day. (it is not possible to create split hours during the same day in the same meeting).
  6. Check the box next to Recurring Meeting.
  7. Select Daily from the Recurrence dropdown menu.
  8. Choose the option No Fixed TimeScreenshot of Zoom admin page featuring Recurrence dropdown with Daily selected
  9. It will take away the date and time options and look like this: 
  10. Choose other settings as you desire, but be sure to check the box next to Enable waiting room. (This is crucial to keep students from crashing other students' conversations.) It’s recommended you check the box next to Only authenticated users can join. That way only Geneseo students can access your meeting.
  11. Click the red Save button at the bottom.
  12. Copy the Join URL for use in your syllabus, Canvas information pages, and Canvas Announcements as needed.

Holding Zoom Office Hours

  1. Go to Geneseo.zoom.us and click Sign-in near the bottom of the page.
  2. Click the Start button to the far right of the office hours you are about to hold.
  3. Choose which students to admit into the meeting from the waiting room by clicking the blue Admit button to the right of the student’s name on the top right. (While in the waiting room, students will see the message “Please wait, the meeting host will let you in soon.”)
  4. To remove a student before admitting another student, click the blue More button to the right of the student’s name and select Remove or Put in waiting room.
  5. When you are finished with your End Meeting at the bottom right of your tool bar. You will then have an option to end the meeting for everyone, or just for yourself.

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More Help

For questions, contact the CIT HelpDesk by calling (585) 245-5588, or visiting our online service desk.



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