Appointment Summary
This article outlines what an Appointment Summary is, provides instructions on how to submit and edit Appointment Summaries, and suggests some best practices for completing Appointment Summaries.
The Appointment Summary is where staff/faculty document information about a particular appointment. The summary includes logistical information, such as date/time, location, meeting type, and attendees, as well as information on the care unit, service, and course associated with the appointment. This report should also contain information about the student's concerns, what aid was provided, action items, referrals, goals for future sessions, and other points relevant to student success that were discussed during the session. Appointment Summaries are part of a student's official academic record and are subject to FERPA.
Fields A-I on the left side of the window typically autopopulate with the information that was entered when the appointment was scheduled or when the student checked in/out of the appointment.
- A Care Unit is a network that provides a particular type of service. Care units can access and manage appointment schedules and documentation within their area. Examples include Advising, Tutoring, Faculty Office Hours, etc.
- Location refers to where the appointment occurred. Examples include the Academic Advising Center, Career Center, University Learning Center, etc.
- Service is the type of support associated with the appointment or the reason for the appointment. Examples include Major Advising, Course-based Tutoring, Resume/Cover Letter Review, etc.
- (OPTIONAL) A specific Course can be associated with an appointment.
- Meeting Type refers to the modality of the appointment (i.e in-person or virtual).
- Date of visit is the date when the appointment occurred.
- Meeting Start Time and Meeting End Time for scheduled appointments default to the start and end times entered when the appointment was created. For drop-in appointments, the start time defaults to when the appointment summary report is opened and the end time defaults to the time that the report is submitted.
- The Attendees list indicates who was present at an appointment. Unchecking the box denotes a no-show.
- (OPTIONAL) Checkin and Checkout is used for appointments for which the student checked in through the Appointments Center or Kiosk. If the student forgets to check out, the end time defaults to the time that the report is submitted. If these fields are added in manually, the times will not appear in the appointments report, appointment summary report, and check-ins report.
- (OPTIONAL) Suggested Followup date and time can be entered to recommend when a follow-up appointment should take place. Entering a suggestion does not create an appointment.
- The Appointment Summary is where staff/faculty should provide a synopsis of what took place during the meeting.
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Attachments can be added if relevant to the appointment. The maximum file size allowed is 10MB.
▪️ Accepted file types: .pdf, .doc, .docx, .txt, .xls, .xlsx, .csv, .jpeg, .jpg, .png, .gif, .ppt, .pptx, .vfb, .msg, .odt, .rtf, .svg
▪️ The platform cannot accept files with the following special characters in the file name: < & $ + , / : ; = ? @ < > [ ] { } | \ ^ ~ % # ` >
If an appointment has been scheduled or if a student checked-in to a drop-in visit through TitanNet, make sure to add the Appointment Summary from that appointment to ensure that the records correspond properly and are not double-counted. Only create an ad-hoc Appointment Summary for impromptu sessions that were not booked through TitanNet.
By using the Appointments tab, you can add an Appointment Summary during or after an appointment. If an appointment is ongoing, it will be in your Upcoming Appointments block. Appointments that have concluded are in the Recent Appointments block. View instructions on adding an Appointment Summary for a scheduled appointment.
The Appointment Summary opens when you start a drop-in appointment from your Appointments Queue. You can fill out the report while the session is ongoing. View instructions on starting a drop-in visit and completing the Appointment Summary.
If you accidentally close the Appointment Summary window after starting the appointment, you can re-open the report from the In-Progress Visits block in your Appointments Queue. View instructions on adding an Appointment Summary to an in-progress visit.
If you were not able to complete the Appointment Summary during the session, you can still add a report after the fact. Find the appointment in your Recent Appointments block on the Appointments tab and add the report from there. View instructions on adding an Appointment Summary to a recent appointment.
For impromptu visits, you can add an ad-hoc Appointment Summary on the Student Profile. View instructions on adding an ad-hoc appointment summary.
1. Open the Appointment Summary that you want to modify.
2. Click Edit Report.
3. Make the necessary changes, then click Save This Report to save your edits.
It is not possible to view a log of Appointment Summary edits—you will only be able to view the latest version of a report. If you delete what was previously written in the Appointment Summary, you will not be able to access that information again.
- Add your edits into the Appointment Summary.
- Click Save This Report.
You can view recent Appointment Summaries that you submitted in your Appointments tab on the Staff Home page. To view Appointment Summaries that are older than 30 days, open the History tab on Student Profile of the student whose Appointment Summary you want to view.
1. To view Appointment Summaries submitted within the past 30 days, go to your Recent Appointments block. Click Report Details next to the Appointment Summary that you want to view.
- Click the Appointments tab on your Staff Home page.
- In the Recent Appointments block, locate the Appointment Summary that you want to access. Then, click Report Details to view the Appointment Summary.
2. To view all the Appointment Summaries that you submitted for the term, click the Recent Reports You Created tab. Then, click Details next to the Appointment Summary that you want to view.
- Click the Appointments tab on your Staff Home page.
- Click the Recent Reports You Created tab.
- Locate the Appointment Summary that you want to access. Then, click Details to view the Appointment Summary.
You will only be able to view Appointment Summaries submitted by members of your care unit.
To view all Appointment Summaries for a particular student, navigate to the History tab on the Student Profile. Use the View As menu to sort for Appointment Summaries.
- Click the History tab on the Student Profile.
- Select Appointment Summaries for [Student Name] from the View As drop-down menu.
- Click View Report to open an Appointment Summary.
Appointment Summaries should sum up what was discussed during a particular appointment as it relates to the student's academic performance and goals. Provide information that would be helpful for faculty/staff to know for future conversations and planning.
Include:
- What was discussed during that particular appointment
- Advice, recommendations, and referrals made (e.g. "advised submitting a request for excess units for next semester", "recommended that student take organic chemistry as an elective since they plan on taking the MCAT", "referred student to Registration and Records")
- Follow ups and action items (e.g. "student has been attending Supplemental Instruction sessions as recommended previously", "student will ask professor about taking an incomplete for the class and will schedule a follow-up advising appointment to discuss impact on next semester's schedule")
- Coded language when sensitive material is discussed (e.g. "referred student to campus support service", "an unforeseen circumstance impacted the student's schedule")
- Facts and evidence-based statements
Do not include:
- General information about the student that was obtained outside of an appointment
- Details about personal and sensitive information (e.g. "referred student to CAPS because they're struggling with bipolar disorder", "student dropped all their classes due to grief over a death in the family")
- Speculation, judgment, or specific issues with instructors (e.g. "student might not do well this semester because they seem preoccupied with work", "student is not a good fit for engineering because they're struggling in physics class", "student thinks history instructor is too biased")
Need More Help?
Contact the Helpdesk at [email protected] or 657-278-7777 for additional assistance.
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