SSP 1.
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Term
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Definition
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1.X Tool Descriptions
The SSP-Platform combines the uPortal framework with the SSP portlets and tools that are described below.
Term | Definition | ||
| SSP Portlet | |||
| Caseload Assignment is the tool used to add students to SSP, assign coaches and add additional coaching information. For each student, the coach may enter attributes such as reasons for service, referral sources and special service groups. Each of the attributes are used to track and report student progress within SSP. As services are provided to students, a program status is assigned to identify how the student's participation as active, inactive, non-participating, no show and transitioned. | ||
| The Profile Tool displays academic information about the student normally stored in the student information system (SIS). The demographic information maintained in the SIS is vital to coaching a student. The information includes basic demographics and attributes added in Caseload Assignment. | ||
| Student Intake Tool is the Intake Form used to collect information from students as services are provided. Information may include additional demographics, education background and goals as well as challenges to achieving the goals. | ||
| Action Plan Tool is similar in function to a "To Do List" used by all | counselors coaches to assign Action Items to students, typically originating from the Counseling Reference Guide. The | Action Items assigned tasks, goals and strengths form the Action Plan. |
Active (program status) | Refers to a student who is actively participating in a SSP program | ||
Administrator | The SSP administrator is assigned the administrator role and is responsible for configuring the application with values and options to support SSP | ||
Caseload | Caseload is the list and number of students assigned to a coach for counseling services | ||
Caseload Assignment | Caseload Assignment is the tool used to add students to SSP, assign coaches and add additional coaching information | ||
Challenges tab (Student Intake) | Inventory of potential barriers to academic success as identified by the student | ||
Class Roster (Early Alert) | List of each student in a particular class. Faculty can create an Early Alert by selecting the student in the Roster and creating a new Early Alert entry | ||
Comments (Journal) | Free form information included in a Journal entry | ||
Confidentiality Agreement | Disclosure agreement that can be provided to students engage in service to outline the expectations and responsibilities of each party. | ||
Confidentiality Level | Confidentiality Levels are used to define levels of control within a RoleThe plan can be printed and provided to students in PDF format. | ||
| The Journal tool allows authorized user to save journal entries, also known as comments or notes, about interaction with a student. Journal entries can be created as free-form text or with pre-defined details that correspond to steps assigned to journal tracks. | ||
| As Early Alerts are submitted by faculty, the coaches view and interact with students to resolve the issue. Responses to the alerts are saved with the outcomes and referrals to support offices and resources. Configurable email messages are sent to student, coaches and faculty at appropriate times during the submission, response and closure of alerts. | ||
| Counseling Reference Guide is used to assist in the completion of the Action Plans, and is typically considered a counseling knowledge base of predefined issues and possible solutions for student challenges. | ||
Counselor Notifications | Counselor Notifications are visual or email notifications of specific changes to student records | ||
Demographics tab (Student Intake) | Biographical information about the student | ||
Details (Journal) | Common outcomes of steps associated to tracks | ||
Early AlertIn this version, the Counseling Reference Guide items are only used in the Student Intake to identify the primary challenges. | |||
| Early Alert Portlet | |||
| Early Alert is the process and tool for faculty to notify | counselorscoaches about a potential issue with a student. | Process includes feedback from counselors to faculty.|
Early Alert Closed | Early Alert Closed refers to an Early Alert notice on a student that has been completely addressed by a counselor | ||
Early Alert Completed | Early Alert Completed refers to a student who has resolved all his/her Early Alert notices. The student type is EAL | ||
Early Alert Responded | Early Alert Responded refers to an Early Alert notice on a student that has received intervention services | ||
EduGoal tab (Student Intake) | Inventory of education/career goal along with intended major and occupation | ||
EduLevel tab (Student Intake) | Inventory of education levels previously completed | ||
EduPlan tab (Student Intake) | Checklist for creating a plan | ||
Funding tab (Student Intake) | Inventory of funding sources | ||
Goals (Action Plan) | Specific accomplishments identified for the student | ||
Inactive (program status) | Refers to a student who was once active in ILP or CAP, but has not participated in either program for 180 days; note that a counselor can force a non-participating status. | ||
Journal | The Journal tool allows authorized user to save journal entries or notes about interaction with a student | ||
No Show (program status) | Refers to a student who was not present for his/her first appointment, and is still a no show after repeated attempts by the counselor to contact him/her. These students are identified as having received no services. | ||
Non-Participating (program status) | Refers to a student who was once active in ILP or CAP, but has not participated in either program for 180 days; note that a counselor can force a non-participating status. | ||
Outcomes (Early Alert) | Responses for Coaches to provide feedback to a faculty member based on an action taken for the Early Alert notification | ||
Outreaches (Early Alert) | Types of contacts that Coaches attempt to reach a student in response to an Early Alert notification | ||
Personal tab (Student Intake) | Collection of primary identification and contact information | ||
Portlet | Group of tools within the SSP Platform. For example: SSP, Early Alert and Reports | ||
Profile | The Profile Tool displays academic information about the student normally copied from the student information system | ||
Program Status | Program Status indicates the status of a student's current participation in SSP. Program Statuses should be changed when the student's participation changes. Students can only be assigned on student type but could be receiving services from multiple departments. | ||
Reasons (Early Alert) | Explanations for the Early Alert purpose. It provides information to the Coaches and explains the purpose for the Early Alert notification. Only one Referral Reason can be defined per Early Alert by priority. This tool also has the ability to associate specific referral reasons with how those EAL should be routed if no Coaches is assigned | ||
| Faculty members submit the Early Alerts through the portlet and identify the issue and suggestions for the coach. Faculty members are notified via email as the alerts are closed. | |||
| Reports Portlet | |||
| Standard reports are available to explore students receiving services via SSP. The reports include information about student attributes and information within the various tools about individual and groups of students. | |||
| uPortal User Security Portlet | |||
Manage Users | The Manage Users portlet allows an administrator or manager to assign SSP | role roles and confidentiality levels to users | |
Security Role | Roles exist to provide security by user function (portlets, tools and pages). | ||
Source (Journal) | Indicates the source of the Journal information | ||
Special Service Group | Each implementing institution creates entries to identify groups, clubs, profiles, etc. of students. Groups are assigned to students in Caseload Management and used for reporting purposes. | ||
SSP Platform | The SSP application bundled with the uPortal framework | ||
Step (Journal) | Pre-determined points of contact associated with a track | ||
Strengths (Action Plan) | Self identified abilities documented in the Action Plan | ||
Student Intake Tool | Student Intake Tool is the Intake Form that is completed by CAP and ILP students. | ||
Student Success Plan Database | Student Success Plan Database is often referred to as the ILP Database, and contains electronic counseling records for students. | ||
Suggestions (Early Alert) | Faculty suggestions in the EAL tool. The Faculty Suggestion generally recommends a next step for the Coaches and student | ||
Tasks (Action Plan) | To-do items for students to complete based on the coaching session or challenges identified | ||
Tool | Group of functions used to provide service to students. For example: Student Intake, Journal and Action Plan | ||
Track (Journal) | Categories of Journal entries | ||
Transitioned (program status) | Student completed the active SSP programcreated in the SSP-Platform. Depending on the authentication and authorization integration method, the level of control in the tool will vary from usernames, password, role and confidentiality levels. | ||