the ntu dashboard...dashboard v4.0 – october 2018 page | 8 nottingham trent university there are...

STUDENT DASHBOARD V4.0 – OCTOBER 2018

STAFF USER GUIDE

THE NTU STUDENT DASHBOARD

NTU Student Dashboard Staff User Guide

Dashboard v4.0 – October 2018 Page | 1 Nottingham Trent University

TABLE OF CONTENTS

Introduction .............................................................................................. 2

Accessing the Dashboard

Access to the Dashboard ............................................................................. 2

Logging into the Dashboard ......................................................................... 2

Searching for a Student

Landing screen .......................................................................................... 2

My Students screen .................................................................................... 3

Searching for Students ............................................................................ 4

Filters .................................................................................................... 5

Opening a student record ............................................................................ 5

Student Pages

Engagement Screen ................................................................................... 6

Profile screen............................................................................................. 9

Notes screen ............................................................................................. 9

Creating a new note .............................................................................. 11

IMPORTANT INFORMATION ABOUT CREATING A NEW NOTE ....................... 13

Referrals .............................................................................................. 13

Alerts................................................................................................... 13

Exemptions .......................................................................................... 14

Overview of Notes ................................................................................. 15

Attendance screen ................................................................................... 15

Resources secreen ................................................................................... 16

Assessments screen ................................................................................. 17

Additional Information

Announcements ....................................................................................... 17

Additional Help & Logging Out ................................................................... 18



Introduction This is intended to be a technical guide to Version 4 of the NTU Student Dashboard.

Access to the Dashboard Access to the Dashboard is provided on request by contacting IS service desk at [email protected]

Access is provided on different levels:

• Department • School • College • University

The different levels of access determines which students you can see.

To gain access you will need to provide your full name, user name and authorisation from your Head of Department on which level of access and which particular Department, School or College you need access to.

Logging into the Dashboard You can access the Dashboard by logging into NOW and clicking the link in the top banner

Landing screen When first logging into the Dashboard you will be taken to the Dashboard overview page. This page provides you with a summary of all of the students you have access to, based on your access level.

This page has different cards displaying

• Engagement doughnut - this is a percentage overview of yesterday’s engagement rating. Details about engagement and how this is calculated is available in the Engagement section of this guide.

• Engagement ratings - a count and percentage breakdown of yesterday’s engagement.

• Notes - more information in the Notes section of this guide. • Alerts - more information in the Alerts section of this guide.

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You can click on any of the sections within each of these cards to directly link you to the detail. For example if you click on the Very Low segment of the doughnut then this will link to a full list of students that have Very Low engagement.

When clicking on the button “My Tutees” this Dashboard overview will refresh and show you this overview information limited to your tutees.

My Students screen

Navigation to different pages is the top ribbon. By clicking on My Students you will be provided with a list of all students you have access to.



By default the list is sorted alphabetically by surname. This can be changed by clicking on the Sorting section

The My Students page displays the following key information fields:

• Name • Student ID • Course Year • Level • Study Mode • Enrolment status • Yesterday’s

Engagement rating • Notes Total • Alerts Total

If you click on the ellipses at the end of each student row you can either Create a Note or Create an Exemption

Searching for Students You can search for a student using their Forename, Surname, or Student ID in the top left-hand box.

The search functionality requires a minimum of three characters to be entered in the search box and the list of results will be updated as more characters are entered. The results displayed in the list depends on not only the information entered within the search box but also the filters selected. By default no filters are applied to this page, however once a filter(s) is applied, the results will be updated accordingly.



Filters

Opening a student record Once you have located the student you wish to view, click anywhere in their information row to be taken to their record.

Throughout the student record there will be a static top banner with information about the student, including their photograph, name, course, yesterday’s engagement rating and attendance for the last 28 days.

When you first click on the student record you will be sent to the Engagement page but navigation between the pages will be on the top banner, with the page you are viewing underlined in red.

The filtering feature works in the same way as an online shopping basket with highlighted selections activating the filter.

You can have multiple filters activated at one time.

Clicking on ‘All Courses’ will open up another box and provide a list of courses.

Filters will be saved unless you removed.

‘X CLEAR ALL’ will remove all filters in one go.



Engagement Screen

The Engagement screen presents a summary of the engagement data. The default view is for four weeks but can be changed to display any time frame you wish to view, including the student’s engagement data for their whole time at University. This is done by changing the data range in the top left hand side of the graph.

Engagement is based on a student’s use of seven electronic measures:

• Attendance • Library loans • Log-in to NOW • Accessing NOW Learning Rooms • Card swipes to NTU buildings • E-Resources • Dropbox submissions



Use of these resources is calculated each night through the Dashboard algorithm and produces one of five engagement ratings:

• High (H) • Good (G) • Partial (P) • Low (L) • Very Low (V)

The more a student engages with the resources the higher their engagement rating.

The daily engagement rating is displayed on the calendar and you can scroll back to view historic engagement.

Engagement is also plotted on the ‘Daily’ graph.

The blue line represents the student’s engagement.

The dotted red line represents the course average engagement. This can be added or removed by ticking the ‘Cohort Average’ box.



There are additional elements that can be added or excluded from the graph by ticking the appropriate box:

• Alerts

• Notes

• Course Change • Exemptions to alerts- this will be represented with a blue section on the

graph • Top 25%- this is only available to staff. This shows a green dotted line on

the graph for the average engagement of the top 25% students in the cohort average.

The graph is an interactive display and the date range can be changed to review the most appropriate time period.

Changing the date range will also change the Engagement Breakdown bar chart.

This chart provides the percentage of days a student has been in each engagement rating for the period selected.

If you hover over each section you will be provided with a count and percentage breakdown for each rating.

There is a ‘Cumulative’ graph option instead of the Daily graph. This can be selected by clicking the Cumulative button.



This adds the engagement scores together and so the graph will always rise. It provides a good overview of engagement over the year.

Profile screen

The profile page provides a summary of information from the student record in Banner and is not created separately.

The page is designed to be card based and reflective of the information held. Where we do not have information then the card will not appear on this page. An example is the student’s entry qualifications. There is a card for BTEC qualifications but this will not be displayed if the student does not have a BTEC.

Details of a student’s personal tutor or academic mentor will appear on this page. This information is taken from Facility and provided by the Timetabling team.

There is a link within this page to inform of changes should any of the student details displayed be incorrect.

Notes screen

The Notes page is a historic record of all the information created within the Dashboard:

• Notes- including actions and referrals • Alerts • Exemptions



Notes will be categorised as:

• New- a note where no additional comments or referrals have been made. • In Progress- A referral or additional comments has been made. • Delayed- A note where the due date has expired. • Completed- A note that has been completed by the author.

By clicking on a Note this will expand the record to provide a more detailed view.

There is now the ability for both staff and students to add comments to a note.

Where a comment has been made by a student an email will be sent to both the author and the tutor, if these are different people.

Where a comment is made is made by a member of staff an email will be sent to both the tutor and the student.



Creating a new note A new note can be created in a couple of places:

1. By clicking ‘Create Note’ in the Notes page in the student record

2. By clicking on the ellipsis on the student line in My Students

Notes can only be created for one student at a time through both methods.



Note Category- This will always remain Not Applicable

Description- The content of the communication can be entered here. Wherever possible the content of the notes should be agreed with the student.

Type of communication- this is a drop down box for how you communicated with the student

Date: This will default to today but you can change the date to reflect when you communicated

Action: Actions you would like the student to take can be completed here

Meeting length: This is not mandatory but helps with analysis if completed

Target Date: If you wish to track progress of this note you can set a target date. We would advise also setting a reminder as the target date only changes the status of the Note but does not send an email.

Reminder: You can set a reminder to send you an email about the note

Referral: Please see the referrals section for more information

Close on Create: Unless you wish to track the notes please tick this box and the Note will then be classed as “Completed”

Create: The note will be created



IMPORTANT INFORMATION ABOUT CREATING A NEW NOTE Given the nature of the notes, it is extremely important that nothing of a personal nature is included within the text, for example concerns about mental health or reasons for a suspension from studies. Please use more neutral phrases such as “ongoing issues” or “personal issues”. It would be good practice to agree with the student that you are going to write in the notes as part of your discussion.

Referrals Referrals can be made through the Dashboard either by a URL link to a booking site or by email for:

• Student Support Services- email • Employability- email • Library- URL link • Social Sciences- URL link • Confetti- email

You will be able to view in the students note record where a referral was sent to but not the content of the submission.

Alerts Alerts are generated for students who are fully, conditionally or temporarily enrolled and do not use any of the Resources (see page 6) for 14 days during term time. This means that if a student has told you that they have withdrawn from their course, but have not completed the withdrawal process, you will still receive an alert about them.

Alerts are sent as emails to their personal tutor or academic mentor.

Referral: The dropdown box provides the options

Referral Summary: This box will appear when making an email referral. The information entered here will populate the email but will not be stored in the Dashboard. Therefore more detailed and specific notes can be added here.

Consent: To make a referral you will need the consent of the student and tick the box confirming this.



A record of the alerts are available in the student’s Notes page.

Exemptions In most cases we do not expect staff to use the exemptions function.

You can stop a student receiving an alert by entering an exemption.

Exemptions can be created in a couple of places:

1. By clicking ‘Create Exemption’ in the Notes page on the student record

2. By clicking on the ellipsis on the student line in My Students

Both of these options will open up an exemption form to complete with future dates.

Once you have saved this Exemption the student will not receive any alerts for the date range selected.

Reason for Exemption- this is a prepopulated dropdown list

Date Range- You can only enter a date range in the future



Overview of Notes You can also view an overview of all Notes, Alerts and Exemptions for the students you have access to by clicking on the Notes section on the top blue banner.

Attendance screen

The Attendance page is a summary of the attendance completed through the QR and manual register process. Attendance is displayed on the Dashboard when a student’s attendance is registered on the same day as the event, this does not however need to be part of a “completed” register.

The top table provides a summary for the data range selected. The total number of sessions, those attended, and the % attendance.

This list can be filtered by:

• Date Range • My Tutees • Type of note



The detail is then provided under this table with the date of each session the student was expected to attend.

Resources secreen

This is an overview of the seven different resources that contribute to the calculation of the engagement rating. The date range can be changed to display the full year, however the default is for one week.

The time series graphs show the number of system interactions over the chosen date range, this can be changed by selecting ‘from’ and ‘to’ in the above graph.

Attendance- This will show the number of sessions attended as a count

Dropbox- Shows when a student has submitted an assignment through the NOW Dropbox

E-Resources- This is a count of the log-ins to Shibboleth (the authentication service) used to provide access to the majority of online library materials (for example e-book or e-journal).

Library Loans- This is a count of loans from the library

Card Swipes- This is a count of any swipe to access NTU buildings

NOW Log Ins- This is counted every time a student authenticates access to NOW. This is limited to one log in per hour

NOW Learning Rooms- Each Learning Room a student accesses in NOW is counted here.



As a staff member the Cohort average will be displayed on the bottom of each graph.

Assessments screen

Here you will have access to the assessment records when a student has submitted an assessment through NOW Dropbox.

These will be sorted by the Last Updated Date.

By clicking on the heading you will open more detail including:

• Submission date • Tutor feedback

Announcements When there is a message to users of the Dashboard this will be displayed in the top ribbon.

If you click on the icon the details of the message will be displayed.



Additional Help & Logging Out By clicking on the person icon in the top ribbon a dropdown box will appear.

You can access additional help here

There is the ability to change to a Dark Theme

This is also where you can Log Out of Dashboard

Queries about the Dashboard

If you encounter problems, have queries or would like to make suggestions about how to develop the NTU Student Dashboard, please email ITS Service Desk.



the ntu dashboard...dashboard v4.0 – october 2018 page | 8 nottingham trent university there are...

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