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:

1. Select students by checking the box next to their name
2. 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:

1. Select "Issue an Alert"
2. This creates an Ad Hoc alert
3. 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.

 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.

 

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 “appointments will be 25 min long”, so the student would know the appointment would be from 12-12:25, for example, and then you would have a 5 minute break.

The expiration time is 11:59 PM of the specified date/12:00 AM the next day in the institution’s time zone. This means that if the expiration date specified in Ospreys Navigate is 8/24/2025 then Appointment campaign expires on 8/25/2025 at 12:00 AM.

When a student cancels a campaign appointment in advance, the Ospreys Navigate platform moves this student from the Appointments Made tab to the Appointments Not Yet Made tab. The platform also removes the canceled appointment from the advisor’s calendar so it's available to another campaign student.

Appointment Campaign links are individual to each student, so you cannot forward them.

No! A student will receive the Appointment Campaign request in their email. The link within the email will send the student to a scheduling screen very similar to the workflow described in this article - except the student will not need to login to the platform to schedule the appointment. If the student happens to login to Ospreys Navigate, they will be prompted to schedule an appointment in response to the request. But keep in mind that logging into Ospreys Navigate is not required to schedule an appointment in response to a campaign.

Mark that student as no-show as you would with any other type of appointment, by unclicking the This person attended checkbox in the Appointment Summary report. These students display as “no-shows” on the Appointment Campaign dashboard. Once marked as no-show, the student can use the original appointment campaign link to schedule again within the campaign.

If the STUDENT cancels for themselves, then the link should be active again. If the appointment is canceled for the staff member in the appointment, then the link does not go back to active. This is a known issue, so make sure to encourage students to cancel their own appointments if they are unable to attend.

You should be able to associate that student’s appointment to your campaign using the Eligible Appointments tab on the Appointment Campaign page.

The Eligible Appointments tab lets you associate appointments that should be counted toward the Campaign, but were scheduled without using the Campaign link. To do this, navigate to the specific Appointment Campaign, and open the Eligible Appointments tab. Select the appointment you want to associate with the Campaign. Choose Associate Appointments from the Actions menu. The appointment is then associated with the campaign.

Note that appointments are only eligible if they have the exact same Location and Service as the Appointment Campaign. The student must also be on the campaign list.

In order to be considered an Eligible Appointment and appear on the Eligible Appointments tab, the student must be part of the campaign and their appointment must be for the same reason and location the campaign was created with, and with a staff members associated with the campaign.

Students will still receive the invitation. The platform doesn’t know to pull them out unless the advisor manually does so. It’s a good practice for advisors/preceptors to manually remove them if they already have a booked appointment for the purpose of the campaign with specific students. If the advisor/preceptor doesn’t send a clean list, they risk muddying their response rates and will have a harder time tracking the effectiveness of that particular campaign. However, an appointment will not show under the eligible appointments tab (even if the student has scheduled for the same advisor, service, and location) unless the student is also already in the campaign.

If an appointment has been scheduled through the Ospreys Navigate platform, it is important to file the Summary Report from this specific appointment in order to link them together. When you are creating a summary report for a drop-in appointment (i.e., a student appointment that was not scheduled in advance), you will need to create an ad-hoc summary report by following the instructions in this article. Creating an ad-hoc summary report will create a corresponding appointment on your calendar.

No! When you create an ad-hoc summary report, the platform creates a corresponding appointment on your calendar in the past. If you create ad-hoc summary reports for already scheduled appointments, you are essentially scheduling this appointment twice. Double-counting appointments will significantly skew the reporting data in the platform and make it more difficult to review your past appointments. If your appointment was scheduled in advance, you should only be adding Summary Reports to that appointment, rather than creating an ad-hoc report.

Yes! Any information you enter into the platform pertaining to a student becomes a part of their official student record and may be subpoenaed by that student, as outlined in the Family Educational Rights and Privacy Act (FERPA). Please consult with your Application Administrator for institution-specific guidelines about what information to include (and not include) in summary reports and notes.

No, the Suggested Follow-up field is informational only and will take no action on your calendar. Use it simply for suggested notes to yourself about when you would like to follow up with the student. You can easily view your suggested follow up dates by navigating to the “Students” tab on your staff homepage, scrolling down, and clicking on the “Recent Reports You Created” tab. This section includes all recent summary reports you filed, with a “Yes” indicated for suggested follow up – hover over the Yes to view the date. Please see the screenshot below.

Yes! Students have access to view their Appointment Summaries. 

No, it will be visible to those with permissions to view the summary report, including those within your Care Unit, and including students.