SSC FAQs for Advisors

SSC

1. If I want to email a student from SSC and click on "Message Student," does it go to their Baylor email or does it stay in SSC?
2. When do I use "Add a Note on this Student" vs. "Report on Advising"?
3. Will students see notes?
4. Where can I find the advising history that was moved to SSC from UAS?
5. How do I find a student with a double or hyphenated name?
6. When is SSC updated?
7. What is the best browser for using SSC?
8. Why should students opt-in via BearWeb to the texting feature in SSC?
9. What is the difference in quick search and advanced search?
10. Where do I find the student's response to my email?
11. How do I document the advising session if it is all or partially conducted by email?
12. Should I copy and paste student emails in SSC?
13. Can I get a count of email messages I send in SSC?




SSC

1. If I want to email a student from SSC and click on "Message Student," does it go to their Baylor email or does it stay in SSC?
It goes to their Baylor email. A copy is also stored in their SSC profile under conversations and in your SSC Conversations--similar to the sent box in Outlook. If you want a copy in Outlook, you will need to include yourself on the message.

2. When do I use "Add a Note on this Student" vs. "Report on Advising"?
Notes are just "sticky notes" put on a student profile for others to see. A note contains a reminder or activity that occurred outside of an appointment. Anything tied to an appointment should be an advising report as that’s what feeds into statistics for volume of appointments across locations and services. The "report on advising" was called "advisor notes" in UAS which created the advising history or documentation. All professional advising areas are expected to prepare for and record advising contacts in SSC.

3. Will students see notes?
Visibility can be checked for the student to see the note under “Add a Note on this Student”. The default is for visibility to any staff viewing the student in SSC. The user can also check to restrict the note to only himself or herself. This entry is not advisor documentation, which should be entered under “Report on Advising”.

4. Where can I find the advising history that was moved to SSC from UAS?
See “Reports/Notes” under the student name. Due to formatting compatibility, the advising history moved over from UAS is stored in “Notes About Student”. Scroll down to “Advisor Reports” to find entries made on advising contacts since SSC Go Live.

5. How do I find a student with a double or hyphenated name?
If a student has a double name (hyphenated or two separate names), you might want to use the first name listed in searches. It may or may not be what the student uses as the primary name, but it makes it clear for advising assignments.

6. When is SSC updated?
Updates occur overnight; these might include course changes, transcripts, changes of major, advisor assignments, etc.

7. What is the best browser for using SSC?
EAB recommends using Firefox or Chrome for SSC.

8. Why should students opt-in via BearWeb to the texting feature in SSC?
Advisors can now use text as an option to interact with their students. Additionally, students can receive automatic reminders for appointments via text.

9. What is the difference in quick search and advanced search?
Quick search gives you all students by first or last name and only the last 4 digits of the ID. Advanced search allows you to find students using features of the student profile.

10. Where do I find the student's response to my email?
The student’s response to email generated from SSC comes back to Outlook. A continuing conversation will remain in Outlook.

11. How do I document the advising session if it is all or partially conducted by email?
Advising conversations are sometimes accomplished via email or a combination of various means of communication, e.g., Alternate, Study Abroad. The advisor should summarize the conversation in SSC/Report on Advising; the meeting type can be Email. Some of the email conversation may be more appropriate as a note – SSC/Add a Note on this Student. A Reason can be selected.

12. Should I copy and paste student emails in SSC?
It is important to avoid pasting entire email threads in SSC. Critical comments can be copied and pasted in the SSC summary. Advisors could create a folder in Outlook for these interactions. The folder can be archived and easily accessed as a retained record.

13. Can I get a count of email messages I send in SSC?
The counts of email messages initiated by advisors in SSC are retrievable in Advisor Reports/Summaries.

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