Staff Home Role

Learn how to log into your Nanook Navigator profile, switch roles, view assigned students, search for students, and change your profile semester data.

Here is the getting started training video.

How to navigate the student profile video.

Review the getting started guide here.

Review the user settings guide here. 

Review the staff dashboard video. 

How to access the help center and help center articles

Students are able to view drop-in availability and place themselves into a virtual waitlist connected to a staff member, instructor, tutor or all staff in a location. This is only accessible if the location has drop-in availability and has requested to turn on these features. Instructions on setting up your drop-in availability and syncing your calendar. There are also instructions on how to set up your personal zoom meeting link, waiting room settings, and how to add your personal video conferencing link to student appointments in Nanook Navigator.

The Staff Dashboard is a feature designed to give you an at-a-glance, actionable information about students who are assigned to you and an overview of ongoing or recent activity. Users can create custom tiles from V3 Reports to be more productive and strategic when managing your unique student caseload.

• Staff Dashboard handout
• New V3 Reports Library
• New V3 Reports handout

Progress reports are created when instructors mark a student “At-Risk” during a progress report campaign. These reports include course details, number of absences (optional), current grade (optional), comments from instructor to advisors, instructor name, and alert reasons.

You can pull a report of the student flagged as at-risk through the report's features. You can pull this data by advisor assignment, major/s, college, watch lists, or etc.

Here is the intervention reports training video: https://media.uaf.edu/media/t/1_1hcpng81

• New V3 Reports Library
• New V3 Reports handout

Referrals in Nanook Navigator are a system of notifications that provide information to students through email, send a notification (case) to an office or person, and support staff provide outreach. Referrals are technically called an alert in the Nanook Navigator system.

Advisors are encouraged to submit referrals to support offices to create a pipeline of support for the student. This also creates collaboration and shared information across student success units. 

Advisors and staff should always let the student know they are submitting a referral prior to submitting. Unless it is an ORCA referral. 

• Important Advisor Information
• Referrals Website
• Nanook Navigator Alerts and Case Intervention Key- Referrals

Important details to provide in the referral comment:

• Why should the student meet with the office/support staff?
• Items the student may need to provide to the office/support staff.
• Questions the student has at this time.
• Scenario details: credits, what-ifs, housing, failing courses or planning on withdrawing, student athlete compliance concerns, SAP or SAP planning, financial changes, major life changes, etc.
• Concerns the advisor may have and how the situation may impact the student’s progress or success. *No HIPAA or confidential information. 

Here is the video on how to issue an alert: updated video coming soon!

Alerts are created when instructors mark a student “At-Risk” during a progress report campaign or an academic alert was issued. These reports include cumulative GPA, alert reason, course related to the alert, alert is connected to a progress report or not, and the comment from the issuer.

You can pull a report of the students with alerts in the report's features. You can pull this data by advisor assignment, major/s, college, assigned advisor for management, watch lists, or etc.

Advisor intervention and data reports key.

Here is the intervention reports training video: https://media.uaf.edu/media/t/1_1hcpng81. 

• New V3 Reports Library
• New V3 Reports handout

Here is the video on how to schedule download your alerts regularly: https://player.vimeo.com/video/647893011?h=1b8648cb9a.

Appointment campaigns allow staff and instructors to reach out to specific populations of students to encourage them to schedule appointments. This functionality is commonly used when you have identified a population of students in need of additional support, and you are sending them a request to schedule an appointment with you.

*Note: Students will receive a personalized scheduling link through the campaign and do not need to log in to schedule their appointment.

How to send a reminder and add new students to a live campaign.

How to update your current active or unsent campaign.

How to report on an appointment (appointment summary) for campaign appointments.

Here is the appointment campaigns training video: https://media.uaf.edu/media/t/1_pgmgplhi

Staff, Instructors, and Tutors can schedule appointments with students. When appointments are scheduled in Nanook Navigator this will create more efficient processes for the appointment summary report and appointment management.

*Students will be able to request appointments in Nanook Navigator in the near future.

Here is the appointment training video: https://media.uaf.edu/media/t/1_21v1h8lt.

Student Name, ID, Categories, Tags, Classification, Major, Cumulative GPA, Assigned Advisors, phone number, gender, ethnicity, address, Term Credit hours, Term GPA, Total Credit Hours Earned, student opted out of SMS, and opt in SMS.

Here is the student data reports video: https://media.uaf.edu/media/t/1_i6tmc0gs.

• New V3 Reports Library
• New V3 Reports handout

Student enrollment report provides student courses by semester, mid-term grades and final grades along with other associated course information.

Advisor intervention and data reports key.

View student grades through the enrollment report, student profile or progress reports report.

Here is the student data reports video: https://media.uaf.edu/media/t/1_i6tmc0gs.

• New V3 Reports Library
• New V3 Reports handout

Run an advanced search to get a quick list of student names and students IDs. Staff and faculty advisors can utilize this list for creating watch lists, communicating to students, scheduling appointments, and use in combination with several other Nanook Navigator features.

NOTE: Transfer students will show up as "enrolled" for the term that their transfer courses are evaluated in. You may have transfer students who are not matriculating until a future term that may populate on your current term results. You can use the V3 Enrollment Report to ensure the student is enrolled in UA courses for that term. 

Here is the advanced search training video: https://media.uaf.edu/media/t/1_nb2f79q3

combination with several other Nanook Navigator features.

Locations that have set up an appointment feedback survey or pre-appointment questions can access the appointment feedback metrics in the V3 reports. 

• Click on the reporting icon on the left side panel
• Click on Standard Reports
• Search for  feedback, click on  "Appointment Feedback Responses" or "Pre-Appointment Metrics"
• Input the location, contains all, and select your location
• Run Report

Example Appointment Feedback Metrics Report Link

Example Pre-Appointment Metrics Report Link

Instructions on setting up your appointment availability, campaign appointment availability and syncing your calendar. There are also instructions on how to set up your personal zoom meeting link, waiting room settings and how to add your personal video conferencing link to student appointments in Nanook Navigator.

To edit an appointment you will need to access that appointment through the Nanook Navigator calendar or appointment queues.

*Availability set in NN does not change your Gmail/Outlook calendar availability. Details from your professional calendar do not feed into Nanook Navigator it will only be indicated that you are busy and block that time out.

UA provided Zoom cheat sheet.

How to avoid Zoom-bombing

Here is the availability & calendar sync training video: https://media.uaf.edu/media/t/1_al5bgui5

Students are able to view drop-in availability and place themselves into a virtual waitlist connected to a staff member, instructor, tutor or all staff in a location. This is only accessible if the location has drop-in availability and has requested to turn on these features.

Who are my advisees?

This hand-out provides instructions on how to pull a list of your advisees. The report can also provide the assigned advisors for any current student, allowing you to search by major, school, watch list, and etc.

Assigned advisors are Individual Advisors or Unit/Department Code Advisors assigned to students in the Multiple Advisors SGAADVR screen in Banner. Advisor assignment data pulled into Nanook Navigator includes both the primary and secondary assigned advisors for the listed semesters (each student) in Banner.

For advisor access in Banner, DegreeWorks and Onbase please have your department approver complete the access request form at https://www.uaf.edu/reg/faculty/faculty-forms.php. Click on the Access, Data & Records tab, then select Account Access Request to UAF Student Data (Banner, Onbase). For Dept/Role your department approver should select "A UAF Advisor (Any Dept).” Your departmental approver is likely the person who signs your timesheet. You *MUST* have current FERPA training before access will be granted.

New V3 Reports Library

New V3 Reports handout

Student lists are static lists of students that can only be updated by the user that created them. They are useful for tracking information about a group of students or campaigns. A watch list allows a user to upload a list of their own active students or they can create a watch list from advanced searches or individual student profiles. A user can perform advanced searches and report pulls on their watch list of students (i.e. pulling final grades of those specific students each semester).

Here is the student list video: https://media.uaf.edu/media/t/1_10fvoezd

Additional Resource: Uploading a List into Nanook Navigator

A case is an electronic “case file” where staff and instructors across departments (e.g., financial aid, bursar, tutoring, and advising) can coordinate and collaborate on the follow up with students. Cases create a more formalized next step for action or intervention on an issued alert. See the Manage Your Cases button below for case management practices and instructions.

If the assigned advisor or support staff member will be off contract or out of the office, they or their supervisor are required to notify the Nanook Navigator Team at uaf-nanooknavigator@alaska.edu of which person will be out, dates for out of office, and which person(s) need to be assigned to those case during those dates. 

Recommended checklist for case management: 

• Review case(s) in Nanook Navigator
• Sort cases by student name
• Update ownership of your cases
  • Cases are to be claimed within 3 business days of receiving the case assignment.
  • Review the alert interventions list
• Reach out to the student and schedule an appointment (if needed)- actions button
  • Cases are to be managed and closed within 2 weeks of receiving the case assignment.
• Complete a report on appointment or note in Nanook Navigator 
  • Reports on appointment: use radio question, “Did the advisor utilize grade information from progress report(s) or mid-term grades in their discussion with the student?”
  • Reports on appointment: Use the “Progress Report Concern or Alert Intervention Support” service.
  • Create a note through the student’s profile: use the “at-risk engagement report or alert intervention support” reason.  Recommendation: do not turn on transparency for students.
• Close case in Nanook Navigator
• If you receive no response from a student and you are concerned then you may report this concern to the Office of Rights, Compliance and Accountability team and close the case in Nanook Navigator.

Template communications for outreach.

Here is the case management training video: https://media.uaf.edu/media/t/1_rt0gyt6c

Full Case Management Guide

Cases Report provided all cases details, but is not available to all users. If you would like a copy of your advisees cases please provide the timeline, and the advisor's name to the Nanook Navigator Administrator at uaf-nanooknavigator@alaska.edu.

The Report on an Appointment allows staff and faculty to create an electric student file through appointment summaries. Appointment Summaries provide staff and faculty with the ability to record interactions with students pertaining to a specific appointment or communication.

Here is the appointment summary training video: https://media.uaf.edu/media/t/1_op82cxnl

Here is how you can create to-dos for yourself or the student. 

This report provides appointment summaries in bulk based on specific dates and search criteria.

Here is the appointment reports training video: https://media.uaf.edu/media/t/1_emexg4ld

• New V3 Reports Library
• New V3 Reports handout

Send text messages to students through Nanook Navigator.

• Please review the Nanook Navigator Text Message Policy before texting.
• Here is the communications video: https://media.uaf.edu/media/t/1_17zw1rqe.
• Outreach templates for texting, emails and calls.
• Here is the handout on how to create a messaging campaign. 
• Here is how to use the Email & Text Message Content Templates.
• New V3 Reports Library
• New V3 Reports handout

Send e-mails to students, advisors or instructors in Nanook Navigator.

• Email Templates and Best Practices worksheet.
• Here is the communications video: https://media.uaf.edu/media/t/1_17zw1rqe.
• Outreach templates for texting, emails and calls.
• Here is how to use the Email & Text Message Content Templates.
• Rich Text Editor handout. 
• Email merge tags and Email signature   (log into help center to access)
• Here is the handout on how to create a messaging campaign. 
• New V3 Reports Library
• New V3 Reports handout

This key provides a list of the Nanook Navigator categories which can be used in reports and advanced searching. The key also provides a list of student holds or status codes you may see when viewing a student profile.

Add notes to a student's profile.

*Starts at 3:38

Locations that have set up an appointment feedback survey can access the appointment feedback metrics in the V3 reports. 

• Click on the reporting icon on the left side panel
• Click on Standard Reports
• Search for  feedback, click on  "Appointment Feedback Metrics" or "Pre-Appointment Responses"
• Input the location, contains all, and select your location
• Optional: Add filter,  Appointment Date, date range, select your date range
• Run Report

Example Appointment Feedback Responses Report Link

Example Pre-Appointment Responses Link