Create a Note
Click the notes tab for a full record of notes for this student, or to make a new note. Notes will include anything you have recorded as a note and also any changes that have been made to the student audit via exceptions. The example below is not a note that was manually created, but a requirement waiver exception made on the student audit. You can filter based on the type of note to include only notes included by you, by others, or by the auto generated notes created by adding exceptions.
You can notify a user that a note has been added by tagging the user within the note - to tag a user, simply type the @ symbol within the note, and then search for the person's name or username.
There are multiple types of notes you can choose from - each has slightly different functionality, visibility, and notifications.
Make a Note
- Use: General note taking
- Default visibility: All staff with access, optional option to include the student
- Notifications: No notifications are generated by default unless someone is tagged, or the visibility is specifically set to them.
Log a Meeting
- Use: Meeting minutes - same functionality as notes with additional date/location information.
- Default visibility: All staff with access, optional option to include the student
- Notifications: No notifications are generated unless someone is tagged, or the visibility is specifically set to them.
Give Kudos
- Use: Congratulatory news!
- Default visibility: All staff with access, plus the student - no option to change visibility here.
- Notifications: The student will receive a notification, no other users are notified.
Share a Concern
- Use: Alert other users to an issue with the student, or log for yourself a more critical note.
- Default visibility: All staff with access. No option for student to view.
- Notifications: All advisors of the student receive a notification. This is specific to users that are listed in the student profile as their advisor - it is possible that not all staff with access to view the student will receive a notification. If you opt to do a different visibility than the standard "all staff with access", those users will be the ones to receive a notification instead of the student's advisor(s).
Sharing a concern also comes with an additional functionality - all notes that are created as concerns are able to be marked as resolved. Concerns can only be resolved by the user that created them.
You can search for concerns by their status - there is a filter for "Active Concerns", meaning concerns that have not been resolved, or "Resolved Concerns". You can find this filter in the Student Search page under the "Activity" filter.
Add a Referral
- Use: You are referring the student to another person/office/resources, and you want the referred party to be aware of this.
- Default visibility: All staff with access
- Notifications: All users tagged in the referral receive a notification. You can choose to tag a user group - these groups must be set up by a Stellic superadmin within your institution. Please contact your campus Stellic superadmin for assistance with group creation or adding users to groups.
A Referral is the only note type that features the ability to tag groups of users.
Adding attachments to notes
Stellic supports adding attachments in notes. To add an attachment, click on "Make Note", select your note type, and then click on the "add attachment" option below the text box (see image below).
You can add one attachment per note. The attachment must be smaller than 5MB, and the specific file type extensions that are supported are PDF, JPG, DOC, DOCX, XLS, XLSX, and PNG.
Attachments are never visible to students.
Note visibility
You’ll also be able to select the view options for the note. You can keep the note private to yourself to use this as a personal reminder, or have it be accessible to other advisors, or a user group that has been set up by a program administrator. Some note options also give you the option to let the student view the note as well.
Click the "edit" option next to your saved note to change the visibility of the note after it’s been saved. Note that you’ll only be able to edit notes that you’ve created. You’ll also be able to delete notes that you’ve created by clicking the ‘x’ that appears when you hover over the note.
Users with "super admin" privileges can create User Groups to use with notes. If you'd like to have a user group for note sharing, such as 'Program Staff' or 'Commencement Committee', please contact your campus Stellic administrator to create that group. Once a user group is created, you'll be able to select the group after choosing 'specific user group'.
You can tag a note with the name of another administrator to alert them of a note that is of significance to them. Important: the user you are tagging must have rights to view the note based on the visibility you have assigned to that particular note. If they are not part of the students advisors or the user group assigned, they will not be able to view the note. Admin users will not receive alerts on a note unless they are specifically mentioned in the note, using the '@username' to send the alert.
Searching for Notes
In the Student Search page, you can search for Notes on students under the "Activity" filter. You can search by note type, or by the date range that the note was last added. You are only able to search for notes on students that you have permission to see in Stellic.
Making comments on Notes
Notes can have comments added to them in order to have more robust conversations about particular notes. You can also tag additional users in the comments so that they can be notified and added to the conversation.