Getting Started for First Time Advisors and Tutors

Owned by Spartan Connect, created
Last updated: Oct 28, 2022
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Proper Roles

Before you can begin using Spartan Connect for appointments, reporting, or other student interactions, you must first have access as a staff user. If you are unsure of your current access, and you don’t match the two situations below, please reach out to SpartanConnect@sjsu.edu for assistance.

If you are an Advisor and have received the automated email (from advisor-admin@sjsu.edu) letting you know you’ve been granted the Advisor Package then you’re all set. The email would have the subject [Advisor Package] Advisor Access Has Been Granted.

If you have requested, or had requested on your behalf, a specific Spartan Connect role for your position through the CMS Security PeopleSoft System Access Request form, you or your manager will likely have a response through DocuSign that indicates if and what role was granted.

Location Setup

If you plan to use Spartan Connect to hold appointments for student interactions, an appropriate location with appropriate services must be ready.

If your department or office is already using Spartan Connect and has a location configured already, there’s probably nothing else you need to do, just follow the rest of the instructions for setting up availability and handling appointments.

If your department or office is brand new to Spartan Connect and you’re the first person to hold appointments, a new location must be created and configured. Please reach out to SpartanConnect@sjsu.edu for assistance with this.

If your department is already in Spartan Connect but there are changes that need to be made, please work with your department chair, admin, or director to fill out the Spartan Connect Location Changes form.

If you are unsure or would like to double check, please reach out to SpartanConnect@sjsu.edu for assistance.

Calendar Synchronization

If you plan to use Spartan Connect for scheduled appointments, it is strongly recommended that you set up calendar sync with your SJSU Google Calendar. Use the very detailed Calendar Sync guide to do so.

Appointment Availability

If you plan to use Spartan Connect for scheduled or drop-in student interactions, appointment or drop-in availability should be configured. Please note that you will need to have a proper location set up before adding availability. Refer to the above section on Location Setup for guidance.

If you’re ready to add availability, use the Managing Appointment and Drop-in Availability guide to do so.

Automated Student Assignments

Students can be automatically assigned to staff using a wide variety of criteria (e.g. major, classification, last name initials, etc.) and relationship types (e.g. Major Advisor, Peer Educator, Minor Advisor, Coach, etc.). This enables departments to nudge or require that students schedule appointments only with their assigned staff. If certain staff are assigned certain cohorts of students in your department, please reach out to SpartanConnect@sjsu.edu to define assignment criteria and location settings.

Managing Appointments

Once you begin getting appointments scheduled by students, use the Completing Scheduled Appointments guide to make sure you’re properly saving appointment summary reports.

You can also Manually Schedule Appointments if needed.

Running Appointment Campaigns

Most staff can create or participate in appointment campaigns, used for directed outreach to a specific, known, cohort of students to request that they make an appointment with one or more staff for a specific reason.

Extra Credit

Familiarize yourself with some of the other features like PALs and Meeting Types as well as the No-Show Policy for appointments. Use the quick reference section on this documentation site overview for your appropriate user type for more resources.

Reach Out

If you’re stuck somewhere or want to double check something, reach out to SpartanConnect@sjsu.edu for assistance.