Navigate for Staff and Faculty

Action Menu: Menu houses primary functions, such as Send Message, Add to Student List, Issue an Alert, Add a Report, and more. 

Alert: Faculty and staff can issue an alert for students who are experiencing academic difficulties. Advisors use the term “concern” when working with students. 

Appointment Campaign: Proactive outreach strategy with a specific goal in mind, such as “Register current students not yet registered for next term.” 

Availability: Times that individual faculty/staff set within Navigate to allow scheduling. This can be for Drop-Ins, Appointments, or Campaigns, and can include specific days, times, and locations (including in-person vs. online). 

Calendar Sync: We provide training on syncing calendars between O365/Outlook and Navigate because it is the official campus tool. However, users can sync other calendars. 

Campaign: A feature that allows staff to reach out to specific populations of students to encourage a specific interaction, such as Appointment Campaigns, which generate a link to allow students to schedule advising appointments online, or Progress Report Campaigns (see details below). 

Care Unit: A network of coordinated support providers, connected by technology and processes, to make it easier for students to navigate the system and receive holistic support. 

SCTCC Care Units include: 

• Academic Advising 
• Faculty/Department 
• Financial Aid 
• Student Services 
• Tutoring 

Case: Cases are tied to alert reasons. When specific alerts are issued, a case is created. SCTCC can control which alerts create a case,   and which faculty/staff are included in the case management. 

Case Outcomes: When a case is closed, we identify the justification for the closure, such as: 

• Contacted the student multiple times with no response 
• Discussed the alert with the student 
• Discussed the alert with the student; connected to resources 
• Grade of W, F, or NA was already recorded 

Category: Student information pulled directly from ISRS on individual students. Typically comes from ISRS Cohorts or Program IDs. Details on page 2. 

Classification: Student’s standing at SCTCC Categorized as: 

• Freshman: 0 – 29 earned credits 
• Sophomore: 30 – 59 earned credits 
• Junior: 60 – 89 earned credits 
• Senior: 90+ earned credits 
• Graduate Student 
• Adult Education 
• Continuing Education 
• Skills 
• Credit 
• Other: Unclassified “special” students, IEC students, & previous degree 

Conversations: All email and text communication initiated in the platform (and subsequent responses) will be viewable in Conversations within the “More” tab on a student’s profile. 

Dropped course: A course that a student drops from their schedule prior to the free add/drop deadline. Dropped course will not appear on their transcript, nor will they be charged tuition. 

EAB: Company that owns and operates the Navigate student success platform. 

Enrollment Goal: On a student’s overview page, the Enrollment Goal lists a student’s registration access codes for the next 1 – 2 terms. 

Codes for summer term begin with “1,” for fall begin with “3,” for spring begin with “5.” 

Kiosk: Hub for Tutoring Centers to track student attendance. Students swipe in with Tech IDs or type in Tech ID numbers at tutor locations. 

Location: Specific area or major for which someone would see students. 

Note: Information about a student that may not be specific to an appointment or interaction. Should not take the place of an Advising Summary Report. Can be made private to the staff creating it or kept open for other faculty/staff to see. 

Predicted Support Level: Undergraduate student’s likelihood of persisting to the next semester. This is based on outcomes of SCTCC students with similar attributes over a ten-year span. It includes program of study, academic performance, pre-college factors, etc. 

Low Predicted Support Level indicates the student is very likely to persist into the next term. 

High Predicted Support Level indicates the students has a high predicted likeliness of not persisting to the next term. 

Progress Report Campaign (PRC): Targeted Early Alert campaign sent to faculty to identify students at risk of failing course. Departments (Advising, MSS, Academic Appeals, etc.) use various methods of outreach/intervention to connect the student to resources (Tutoring, CAPS, Financial Aid, etc.). 

Registration (Access) Code: Listed on a student’s profile/overview page under “Enrollment Goal.” 

Reporting: There are several different reporting features in the platform and a user's role will determine their level of access. Chairs and academic administrators have reporting access similar to Power BI access. 

Role: A role is how Navigate determines which type of user is logged into the platform, which determines the information they can see, and the actions they can perform. At SCTCC, we use roles such as: 

• Advisor: Majority of staff users; broad access 
• Faculty Advisor: Faculty with assigned advisees in ISRS 
• Financial Aid Advisor: All staff/directors in Financial Aid; broad access 
• Instructor: Given to anyone teaching a class 
• Tutor: student tutors across various tutoring centers; very limited access to input information 

Student List: Static lists of students created and seen by an individual user. Lists are created by Student ID (Tech ID).

Success Markers: A course or group of courses key to student success within a major, selected by our institution and inputted into the platform. They include minimum grade and timeline of course completion. Success Markers are created to identify students at risk for not making progress towards graduation so that interventions can be done to remedy their situation. 

Success Team: In Navigate, this indicates a student’s assigned academic advisor. For NEF, it also includes their assigned career counselor, financial aid counselor, and international advisor (international students only). This may also include TRIO coach, athletics coach, and more. 

Tag: Short text labels applied to students, typically ad-hoc lists. This isn’t tracked in ISRS and can’t be automated into a category. Tags are manually added and maintained. 

Ex: Students in our Access STEM Cohorts, students included in our PRCs by term, etc. 

Withdrawn course: A course that a student drops after the end of the free add/drop period. This results in a grade of “W” on their transcript, and the student is also financially responsible. 

Category Descriptions 

Categories are set up to funnel information directly from ISRS into Navigate. Typically, these are listed as Cohorts or Program IDs in ISRS. 

New Entering Cohorts are identified by term, year, and category. 

(Semester) (Year) Cohort = First Year (INT) cohort for that term 

Example: Fall 2025 Cohort are the INT admits for fall 2025. 

(Semester) (Year) NET Cohort = Transfer (NET) cohort for that term 

Example: Spring 2023 NET Cohort are the NET 

admits for spring 2023. 

(Semester) (Year) NEG Cohort = New Entering Graduate (NEG) cohort for that term 

Example: Summer 2022 NEG Cohort are the NEG admits for summer 2022. 

Other Commonly Used Categories:

Student-Athletes – Identified by specific sport International Students 

PSEO – Students who are currently in high school attending SCTCC 

(Term) (year) Graduation Application (GRADAPP_year) shows as 

“Fall 2022 Graduation Application” 

Registration Holds – All Students (REGHOLD) 

• Separate registration holds also identify the hold (conduct, unpaid balance, etc.) 

TRIO – Students enrolled in SCTCC's TRIO Student Support Services program 

Commonly Used Tags: 

Access STEM cohort = students engaged with our Access STEM scholarship program 

ITS: Device Borrower = Student has borrowed a laptop or similar device from SCTCC IT Dept. 

ITS: Device Overdue = Student did not return their borrowed laptop or other device on time to SCTCC IT Dept. Student should be encouraged to contact them ASAP. 

You can access Navigate through a shortcut in D2L, through this website, or directly at: sctcc.campus.eab.com (add correct email here) 

Log in using your Star ID and password; no separate credentials are required. Do not add "@minnstate.edu" or anything after your Star ID.  

If you get an error message that your log-in credentials are not valid, that's indicating you have not yet been granted access to Navigate. To gain access, please click into the section for "New Users" for instructions. There is a brief D2L course to complete for new users. 

You have the option to set user preferences, which will persist each time that you log into Navigate. These include setting a default care unit, location, email signature, and more.  

To set your preferences, log into Navigate.  

• Locate your user profile icon in the top right corner; this will be the circle with your initials or your photo. Click into the icon.  

• Click the hyperlink for "User Settings."  

• A box will appear where you can set several preferences.  

Email Signature: This signature will be used in emails you send through Navigate when selected. You cannot include images, but you can include links. We recommend including your Personal Availability Link (PALS) for easy advisee appointment scheduling.  

Default Landing Page: Set the page you would like to see first each time you log in.  

Default Care unit & Location: When you are creating an ad hoc appointment summary (not part of an appointment campaign), this care unit and location will be pre-selected for you. You can choose to change, as needed.  

Once you have made your selections, click "Save." 

Many Navigate users have different roles within the platform - instructor, faculty advisor, academic advisor, chair, student, etc. Each role provides distinct access to information based on the legitimate educational interest of the work. 

To move between roles: 

• Log into Navigate with your Star ID and password.  

• At the top of the page, you'll see your "home" page or dashboard.  

• Click the small arrow to select an alternate role.  

• Your page will then refresh with the current information

Faculty advisors who also teach classes will need to toggle between Instructor Home" (instructor) and "Staff Home" (faculty advisor) to see their advisees.  

For Advisors:   

When you are assigned as the advisor of record for a student, you can search for them by name or by Tech ID within Navigate. At the top of the page, click into the "Quick Search" bar and start typing their Tech ID or Name. Click on the hyperlink for the correct student when their name displays.  

You will also see your list of advisees on your Staff dashboard page. If you do not see your advisees, you may need to toggle from the Instructor Home to the Staff Homepage. Click into the "Toggling between Roles" section for instructions.   

For Instructors:  

After logging into Navigate, you'll see your list of students enrolled in your term courses. They will display in the top listing titled "Students in my Courses." If you do not see your students, you may need to toggle from the "Staff Home" to your "Instructor Home." Click into the "Toggling between Roles" section for instructions.  

Instructors who are concerned about a student's attendance, performance, or financial situation can issue 'alerts' through Navigate. These can be issued throughout the semester. 

Instructions:  

• Log into Navigate 

• From your "Instructor Home" page, scroll down and find the student(s) you are concerned about.  

• Click the box to the left of the student's name to select them.  

• Under the "Actions" menu, select "Issue Alert."  

• A box will open asking you to select the reason for your concern. Choose the one that best describes the situation. Selecting more than one will not make the outreach any more timely or effective.  

• Next, choose your course from the student's class list.  

• In the "Additional Comments" box, please include:  

• Your general concern 

• What communication you have already had with the student / Attempted with the student  

• Your recommendations to resolve the situation (if known) 

• Recommend tutoring, develop time management skills, improve writing, etc.  

• Indicate if you are willing to accept late work or make-up work, and/or if the advisor should encourage the student to meet with you during office hours 

• Click the blue "Submit" button.  

Remember - concerns over student mental or physical health, Title IX-related incidents, immediate concerns about student or campus safety, or other protected student information should not be shared via Navigate. Those concerns should follow established reporting procedures.  

Cyclones CARE Team 

Title IX 

After instructors issue an alert (concern) about a student in their course, that alert opens a case within the Navigate platform. Cases are assigned to a specific point person to oversee the outreach to the student with the goal of connecting with the student, discussing your concern, and creating a plan to get the student back on track for success.  

These plans may involve conversations with advisors, referrals to other campus and community resources, or on-going coaching meetings.  

When the staff member determines the issue has been resolved, they will close the case in Navigate, which prompts an automated message back to you as the issuer. The advisor will indicate the official reason for closing the case and may also include additional details for your reference. If you'd like additional details, please feel free to connect with the staff member directly. 

Remember - concerns over student mental or physical health, Title IX-related incidents, immediate concerns about student or campus safety, or other protected student information should not be shared via Navigate. Those concerns should follow established reporting procedures.  

Cyclones CARE Team 

Title IX 

Instructors may be asked to submit progress reports on students in their courses during the semester. To participate, follow these instructions:  

• Click the personalized link in your invitation email and click "Fill out Progress Reports" 

• You will see the list of students separated by course and section 

• Indicate if the student is at risk for failing your course  

• In the Comments section, consider adding information that will be helpful to success advisors who are reaching out to the students. Examples:  

• Student should meet with me during office hours to get back on track and discuss late work. 

• Student has never attended or logged into course materials. 

• Student can pass by submitting late homework at 50% grade.  

When you are finished click the blue "Submit unmarked students as not At-Risk (I'm all done) button.  

Navigate staff are available during Progress Report Campaigns to provide training and assistance for instructors. You may connect with the SCTCC Navigate Team (add link to sctcc staff here) from your college or school or email us at: (add correct email here) with any questions or feedback.  

Follow the guidelines for "What to Include in an Appointment Summary" for details 

To sync your Outlook calendar to Navigate, you'll first want to ensure your Outlook calendar is updated. 

To prepare, ensure all events have an end-date and keep your Outlook current. Meetings that show as Tentative, Busy, or Away are blocked from student scheduling, so if you normally have office hours booked as Busy, you’ll need to change them to Free.   

• Log into Navigate  

• Click on the Calendar icon on the left-hand side navigation 

• Click on the “Settings and Sync” button on the right-hand side 

• Click “Setup Sync” 

• You’ll see ‘SCTCC prefers to use Office 365 Sync’; click the button that says “Use Office 365…” 

• Use your MinnState credentials to connect: StarID@minnstate.edu and password from your Star ID 

• You will be asked to verify using your Multifactor Authentication (MFA) 

• Click the approval screen 

• It can take up to 30 minutes for the sync to take effect. 

• You can always come back to Settings & Sync to verify the sync is updating.  

It will show the date/time stamp for the last time EAB/Navigate recognized that your Outlook calendar had a change, which may be minutes or hours earlier. If you see something more delayed than that, please reach out to our help team at navigate@sctcc.edu

When documenting your interaction in an Appointment Summary, it's important to remember that all reports are part of a student's official academic record and are subject to restrictions under FERPA and other privacy laws. Summaries should focus on academic information and facts, rather than feelings.  

If the student scheduled their appointment through a campaign, you will log their report as follows:  

• Go to your Staff Homepage  

• Click on the "Appointments" tab at the top  

• Scroll down to "Recent Appointments"  

• Select the student, then click the "Actions" menu  

• If the student didn't attend, select "Mark No-Show" 

• Optional: If you'd like to add any details, you may do so in the Appointment Summary box. This may include any pre-advising work you did or other notes.  

• If the student attended the appointment, select "Add Appointment Summary" and a new box will pop up.  

• Follow the guidelines for "What to Include in an Appointment Summary" for details.  

If the student did not book in advance, you will log their report as follows:  

• Open the individual student's profile page 

• On the right-side navigation, select "Report on Appointment" 

• The Appointment Report box will automatically open 

These reports provide an organized, convenient way for advisors and success team members to share information about individual students. Leaving detailed summaries is a great way to document previous advising conversations and can be used as a guide for future meetings. Students do not have access to view these reports, so you may use abbreviations or other higher education language in your documentation. 

Start with the fields on the left side navigation.  

• Choose the appropriate Care Unit, Location, Service, and Meeting Type.  

• Confirm the day and time of the appointment.  

 In the Appointment Summary box, please include:  

• Student's major: This is essential as many students change programs of study, and course recommendations are very dependent upon their current program.  

• Courses discussed for next term: List specific courses (i.e. MATH 1351, ENGL 1312, PHIL 1320, etc.) 

• Repercussions for not following advice: This may include feedback about being off track in major courses, or a year behind if the course is only offered annually, etc.  

• Referrals/Recommendations: 

  • Encouraged student to apply for SCTCC Scholarships  
  • Helped student submit transfer credits through Transfer Review 
  • Referred student to campus resources such as CAS, Career Center, Financial Services, Wellness Resources, etc.

Faculty and Staff Navigate users can message their students through Navigate. The benefit of initiating a message through the platform is that the conversation is then tracked through Navigate and is accessible to others who are responsible for supporting the student's success. When you send a message through Navigate, it will be visible to other employees in the student's "More" tab, under "Conversations."  

To send an email or text:  

• Open the student's profile page  

• On the right side navigation, click "Message Student" 

• Select whether you are sending an email or text 

• Compose message  

• Click the blue "Send Message" button.  

With Email messages, you may choose to include attachments, links to websites, or other content.  

Text messages are sent via a short code, which doesn't clearly identify you or SCTCC as the originator.  

Texts must include your name and affiliation with SCTCC, and should be a prompt to action, rather than a specific message. This is done to protect the student's privacy. Texts are capped at 160 characters. If a student does not have a functioning cell phone number, the text you send will be received as an email instead. Texts should be used sparingly for enrollment-related purposes.  

An example of an appropriate text sent via Navigate:  
Hi (name), this is John, your SCTCC advisor. I just sent you an email with a link to book your appointment to talk about spring classes. Hope to see you soon!  

In some cases, staff will be unable to get a hold of the student because they may have outdated contact information on file, or they may be avoiding the outreach. In these situations, staff will make multiple attempts to connect with the student and if they are unable, they will close the case and choose a case reason that indicates it was closed without contact.  

Navigate has two core success indicators - Success Markers and the Predicted Support Level.  

Success Markers are key milestones for a particular program of study, comprised of key courses, minimum grade thresholds, and recommended credit ranges for completion. Markers are identified by faculty within a department and allow faculty and staff to monitor successful completion of these important courses and intervene with students should they not be meeting the recommendations. Success Markers will display as Completed, Upcoming, or Missing and are visible on the "Success Progress" tab on a student's profile.  

Interested in implementing Success Markers in your undergraduate major? Contact (Director of Navigate at SCTCC).  

Predicted Support Level is a machine learning algorithm that uses SCTCC's historical data to predict a student's likelihood of persisting to the next term in their declared major. It considers academic ability, performance, and preparation from a variety of data points. You will see that undergraduate, degree-seeking students are assigned Low, Moderate, or High Predicted Support Level on a student's dashboard.