Body
Introduction
Allows staff to reach out to specific student populations and encourage them to schedule appointments. Appointment Campaigns are best deployed by staff members seeking to encourage students to meet with them for advising or other services. Appointment Campaigns can be edited and reused each semester during advising week(s). **See attachment for description of other campaign types.
Environment
Operating System or Application that the instructions apply to.
Instructions
Step 1- Create a New Appointment Campaign:
Step 2 – Define Campaign:
On the first page, define your campaign by entering a title, the care unit you are assigned to, a maximum number of attendees per meeting, and appointment length, how you and students should be reminded, and the scheduling window/duration of the campaign.
When naming your campaign, please include identifying info such as department/unit, semester, reason, staff member, etc.
Examples:
- AES Freshmen Advising – FA26
- STS FA26 Advising
- ME Fall Advising ‘26 - Knudson
- FA26 Incoming Students Success Advising
Step 3 – Select & Verify Recipients:
Expand any of the drop-down menus to set parameters and search for groups of students with a variety of data points in common. You can search for students who are assigned to you by expanding the “Assigned to” tab, finding your role under “Student has relationship” (Professional Advisor 1, Professional Advisor 2, etc.), and finding your name in the staff list.
If you needed to, you could further limit the results based on when students started at Mines, transfer status, past/current/future term enrollment, major/specialization, term/cumulative GPA, class standing, specific courses students are enrolled in, etc.
Just click search and you will see a pool of students meeting the criteria you set!
You can either select all students or a selection from the list generated. Make sure check boxes next to the names of your students are blue or they will not populate in! You will then be asked to verify the list of students and will have the option to remove any who should not be included in the campaign.
Step 4 – Select Staff:
Any staff with availability during the timeframe will show up as an option for student to schedule with the campaign link. Please find yourself. If you are team teaching or collaborating on a campaign, please select all faculty/staff members who students can meet with.
Step 5 – Configure Goals:
Make sure “Appointment Scheduled” is checked here. As long as a student schedules an appointment through the link, they will complete the campaign. Their data will also show up on your ___ (more on this in Step 8). Different campaign types may use other goals to gather data, which is why there is the option to add additional goals.
Step 6 – Configure Outreach:
Set up your outreach and follow-up messages.
Navigate has a sample message, which you are more than welcome to use, or you can create your own. Do not edit the coding for the student's name or schedule link! You can preview the message in the format it will be sent in or change the format (email or SMS).
You can create “Nudges” to remind students after the initial message to make an appointment. Follow-up messages will only be sent to students who have not scheduled all appointments in the campaign. You can create nudges weekly or as often as you would like before the end of the scheduling window.
Step 7 – Verify and Start:
Review your campaign details (you will see a more in-depth overview) and make any final edits. You can now start your campaign! Or save it and return later.
Step 8 – Check Data:
Once your campaign is active, you will be able to review data by navigating to the Campaigns and Events tab (see Step 1) and selecting “Appointment Campaigns”. You should now see a list of campaigns you have created. Click on the name of the campaign you want to review to see data from your overall campaign success.
One the right side of the screen, you can find “Edit Campaign Details” under the “Options” tab. Any changes you make will only impact recipients/nudges scheduled for future dates.
You will also be able to see how successful each outreach attempt has been under the “Nudge Metrics”. Data can be exported from these lists as excel sheets.
Reusing Campaigns:
In the future, you can reuse your old campaigns by clicking copy. You will then click resume on the copy of your campaign. Make sure you rename the new campaign and update the student list and dates!
Appointment Campaign from Student View in Navigate:
