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All information contained in Navigate South is part of the students' education records and therefore are come under FERPA.

Who are the Designated Records Officials within the University?
The University has designated the Office of the Registrar as the records official for all student academic records and transcripts. The Associate Deans over the Colleges are the records officials responsible for student records in their colleges. In addition, the University has designated the following officials as the records officials for their respective areas:

• Vice President of Student Services for all other records pertaining to students, excluding the College of Medicine
• The Director of Career Development for student records maintained in that office
• The Associate Dean for Academic Affairs for the College of Medicine
• The Veterans Affairs Specialist for student records maintained in that office

Who on campus may access student records?
At USA, only faculty, administrators, and staff who individually or collectively have a legitimate educational interest in the student records and are acting within the limitations of their need to know may access student educational records without prior consent of the student. This would include personnel in academic offices as well as student support offices (Admissions, Student Accounting, Financial Aid, Registrar, etc.). This is true even if the student has been granted non-disclosure.

How do I know if a student has signed a Request for Non-disclosure?
When using Banner to access information on a student who has been granted non-disclosure, an alert box will display the message, "Warning: Information about this person is confidential." The user must click "OK" to view the record. The word "Confidential" will appear in the top left-hand corner of every subsequent screen on Banner for that student. Faculty or advisors using PAWS will see the message, "Confidential" on class rosters and degree audits for that student.

The only proper response to inquiries from third parties for any information about such a student must be "Federal Law prevents me from answering this question."

How does FERPA apply to faculty and staff?
Faculty and staff are required by law to handle students' education records in a legally specified manner. The following list should help clarify what is expected.

Do not post grades by name, Jag Number, or any portion of social security number. The University discourages public posting of grades, even if identity codes are used. The University does not permit the emailing of grades. The Office of the Registrar will post final grades on PAWS at the end of the term and students use a secure website to retrieve that information.

• Do lock desks, file cabinets and rooms that contain student records before leaving them unattended.
• Do guard student records on your computer.
• Do not put transcripts, degree audits, grades, etc. in the trashcan. Shred any paper containing personally identifiable information.
• Do not leave graded papers with student names or Jag Numbers on a table for students to collect. You must not allow students access to other students' grades or personal information.
• Do keep your personal professional notes regarding students separate from education records. These "sole possession" notes must be kept private, not accessible by any other person except for a designated substitute.
• Do procure a written release from a student if you are accessing an education record to write a recommendation. If you will make reference to grade point average, or a particular grade in a course, etc., you must have a written release.
• Do not discuss student daily attendance, academic progress, or grades with a student's parent or guardian. Refer all such inquiries to the proper records official.
• Do refer all other third party requests for information from education records to the proper records official.

When in doubt, err on the side of caution and do not release the requested information. Contact the Office of the Registrar if you require clarification of any portion of FERPA regulations.

Whom should I contact with questions or concerns?
Direct general questions to the Office of the Registrar.

How to Log into Navigate South

1. On South鈥檚 homepage you will see a navigation bar at the top of the screen. Select 鈥楲ogins鈥� and 鈥楽tudents鈥�.

2. From the Student Login page, you will select 鈥楴avigate South鈥�. 

3. You will login using your jag number and your jag net password.

Setting up Appointment Availability in Navigate South

1.      Log into Navigate South.

2.      From home screen, select My Availability tab. 

3.      Click on 鈥渆dit appointment constraints鈥� 鈥� this area allows you to set how many hours in advance students can schedule an appointment. Default appointment lengths are set universally at 30 minutes. If you prefer a different setting, you will change this item. Do not un-check the 鈥渞equire available times for students鈥� or your students could schedule any time they wish. Click on update button to save. You can then hide the constraints from view. ONLY NEED TO DO THIS ONCE. 

4.      Under times available area, click 鈥淎ctions鈥� then 鈥淎dd Time.鈥�

5.      This brings up a pop up item to set availability.  Make your selections. Select the days, use the slider for the times, and select Drop-ins, Appointments or Campaigns, duration (all semester, date range, forever [we don鈥檛 recommend forever], location, and services. Then select save.  

 

 

6.      Once you have saved an availability you can return to this page to update it as needed.  In addition you can copy an availability and make changes for different days of the week or times in the semester as needed. 

 

1.      Drop-ins used for open office hours 鈥� students cannot actually schedule an appointment (mainly used for walk-in tutoring hours) 

2.      Appointments 鈥� used for when you are available to see students without using an appointment campaign. 

3.      Campaign 鈥� used for when you want to invite specific students (major, class, GPA range, etc.) to appointments you have set aside specifically for this appointment campaign. 

Setting up Appointment Campaigns in Navigate South

1.       Appointment availability must be set first. See separate instructions.  

2.      Select appointment campaigns from the options on the right side of your screen. 

3.      Select appointment campaign from 鈥淚 want to create a new鈥︹�� area on right 

 

4.      Name it something that makes sense and is individual to you so that you may find it again. Include your name if others in your department also use campaigns.  

5.      Select advising from campaign type drop-down. 

6.      Do not change 鈥渟lots per time鈥� 鈥� is set at 1, unless you are doing a campaign for group advising sessions.  

7.      Select reason, these are the student services that are available.  You must have availability for this same student service in your appointment availability.  

8.     Select date range for the campaign. This can be edited at a later time 鈥� for example when adding additional availability and/or adding more students.  

9.      Set appointment length 鈥� typically 30 minutes. 

10.  Set appointment limit. Any number >1 means individual students can use the same email/link to schedule more appointments. We recommend keeping this at 1.  

11.   Select your location and click continue. 

12.  Search for students - search criteria or select only your students.  Search criteria can use any combination or available criteria.  Note: if you teach courses do not select the 鈥淚nvite All My Assigned Students鈥� option.  This will include all student who are assigned to your courses this semester in addition to your advisees.  In the Advanced Search function you can search for students that are assigned to you as their advisor.

13.  On the list of students the box next to NAME will select all on the list or individual students can be selected and click continue. 

14.  Next screen allows you to review the list of students and de-select any you wish to remove from the campaign. Click continue. 

15.   Add yourself as the advisors to the campaign.  Make sure the button is checked on the top right of the staff list. 

16.  The next screen allows you to Compose you email message that will be sent to students. Compose a subject line for your message

17.   Compose your message. Instructions or notes 鈥� example 鈥渨hen arriving for appointment, come directly to my office鈥� or 鈥渨hen arriving for appointment, check in at department office鈥� etc.  Instructions for making an appointment will be automatically included in the campaign email you do not need to add them in this section.

18.  Review your message, preview what the email looks like to students, and preview what students see when they click the link. Click continue. 

19.  Check all details in final review screen. Click send to launch the campaign. 

During/after campaign 

路         Can be used to see who has yet to schedule an appointment.  

路         Can re-send campaign.  

路         Can edit the campaign (add more students, extend campaign). 

路         Can see campaign stats at a glance 

 

 

 

 If there is a centralized office that students are directed to check-in before they come to your office, students can be checked in using Navigate South, and you will be notified of that check-in through Navigate South. 

 

If students report directly to your office for appointment then follow these directions below.

 

How to Create a Watch List in Navigate South

 

Create a CSV file with student ID鈥檚 listed in the first, left-most, column with a header in the first cell.  

Go to the Lists & Searches on the right side of the screen in Navigate South.

In the watch list area go to actions, which will drop down a menu with Upload Watch List as the third option.

Select New Watch list, and name this list (e.g. registrationspring2017). Find your CSV file and upload it.

Select the column from your list which contain the student ID#

Then click save.  If there is a large number of students on the list it may take several minutes for all students to appear on the watch list.

 

 

Updating a Watch List in Navigate South

To add additional students to a current watch list from follow the same steps for creating a watch list using a CSV file.  Any students that are duplicated in the csv file will remain from the prior creation and not have two entries in your watch list.  

It is also possible to add individual students to a watch list. 

Go to the Lists & Searches on the right side of the screen in Navigate South.

Click on the blue name of the watch list to which you wish to add a student. 

Click the Add Student button on the right side of the action bar at the top of the list. 

This will give you a pop up search window in which you can enter a student鈥檚 name or Jag Number

Then click on the student鈥檚 name and the Add Student button

 

To remove a student from a watch list.

Go to the Lists & Searches on the right side of the screen in Navigate South.

Click on the blue name of the watch list to which you wish to remove students. 

This will pull up a list of all students currently on this watch list.  

Click on the small square next to the student鈥檚 name and it will be marked with a check mark. 

You will need to individually check each student you intend to remove from the watch list.  

If you have more than 100 students on the list, there will be multiple pages for the watch list noted at the bottom of the list. 

You will need to edit this list one page at a time.  It is best to begin with the last page of the list.

Once you have marked students to be removed, click the down arrow next to Action at the top of the page.

Near the bottom of the drop down menu, click on Remove from Watch List

You will be asked to confirm the removal in a pop up window

Once Yes is clicked the marked students will be removed.

Sending Email to students on a Watch List

 

Go to the Lists & Searches on the right side of the screen in Navigate South. 

Click on the blue name of the watch list to which you wish to send an email. 

If you wish to send an email to all students on the list click the box next to ALL

You can also select individual students from the watch list by clicking the box next to their name.

Once the students are selected, click Actions.

In the drop down menu that appears select Send Message. 

The will give you a pop up window to create you email message. 

The message entered will be sent as an individual email to all students checked previously.  Please do not include personal information relevant to an individual student.

Once the message is created click Send Message and Navigate South will create the individual emails and send them to all students on the list or those students selected on the list.  These emails will be logged into the Navigate South system and can be viewed in the students profile under the More tab in Conversations.

Using this approach, the email sender includes the address of the person using Navigate South and creating the email from the watch list. When a student replies to the email it will go that person鈥檚 JagMail. 

How to Record Class Attendance in Navigate South

1.       Log into Navigate South

2.       From your home page, select the triangle next to Advisor Home switch to the Professor Home.

3.       On the right side of screen select, Record My Class Attendance, option in Quick Links.

4.       Select the course, for which you want to record attendance.  The system will default to today鈥檚 date for recording attendance, but can be switched to any date in the Choose a Date selection below Choose a Course. 

5.       Once the course is selected you will see a list of all student enrolled under the following headings. The listing will be in alphabetical order.

6.       On the list you will need to select the circle for those students who were absent or tardy.  And those who were excused from the absence.

 7.       Once all absent and/or tardy are marked scroll to the bottom of the course roll and select Mark Remaining Present. Those not marked previously as absent or tardy will be marked as present

8.       At the bottom the course role you will see a list of students who dropped the course. Once Mark Remaining Present is selected these students will also have a present designation on this screen.  However, once attendance is saved, the system will not record them as present for any course date beyond their dropped date. 

9.       At the bottom of the course roll you will see a count for attendance entered.  This give you a quick opportunity to verify numbers before saving. 

10.   To save the information entered click on the Save Attendance button below the course roll.

11.   Once this is saved you will see Attendance saved pop up in the top right hand corner of the screen. 

12.   At this point the attendance is completely recorded and saved for that date.