Location Setup

Last Modified: Dec 10, 2023

Overview

To properly use Spartan Connect for appointment and most reporting functions, an appropriate location must be set up and configured with services offered and other location-specific settings.

Locations represent a physical or virtual place where students schedule appointments or use Kiosks when visiting.

This guide covers the required configurations and some optional configurations.

General Location Setup

Location Name

What is the name that should appear to students when searching for appointments or advisors when managing appointments?

College of Humanities and the Arts Student Success Center

Location Description

In a few sentences, describe the location, what it offers, and maybe include link to a relevant webpage. Students will see this description when they’re scheduling appointments. It helps them know they’re scheduling with the right location.

The College of Humanities and the Arts Student Success Center serves Undergraduate students within the College of Humanities and the Arts. Physical Location: Clark Hall 244

Care Unit and Service Configurations

Care Units

Care Units are the overarching classification of services within Spartan Connect. They’re set up to properly distinguish the general categorization of student interactions within the system for scheduling, reporting, and data management. The most common Care Units include:

• Academic Advising for all academic advising related appointments, including: major and minor, general education, probation, DQ, etc.

• Career Counselling Specifically used by the Career Center for their counsellors

• Housing Residents Specifically used by Housing for their RA and RLC meetings

• Military & Veteran Resources Specifically used by the VRC for military/veterans

• SJSU Workshops & Events For units that need to offer distinct, recurring workshops or events

• Tutoring & Mentoring For units that offer tutoring or mentoring services

Service Setup

Services can be set up in three different modes:

Record Visit

Students only check-in once and their single check-in is recorded as a visit.

Track Time

Students check-in and check-out to track their start and end time as a duration. Service can also be configured to count towards required study hall hours.

Appointments, Drop-Ins and Requests with Staff

Services can be set up to schedule, drop-in, or be requested by students or only for use by staff. Most services are set up in this mode.

Appointments, Drop-Ins and Requests with Staff

For services in this mode many additional configurations are available. Multiple services can be grouped and have the same settings applied, or services can be split into different groups with different settings.

The following questions must be answered:

1. What service(s) does this location offer?

   1. If a similar service name already exists, using it would be preferred.

2. Default Appointment Length?

   1. What is the default duration of scheduled appointments (15, 20, 30, 45, 60, 90 minutes)?

3. Are Drop-ins Allowed?

   1. Will staff be offering drop-in availability?

4. How can this service be scheduled?

   1. What cohort of students can schedule for the service(s)?

5. Are students required to schedule with a specific staff?

   1. Students can be required to schedule only with their assigned staff.

6. What are the student scheduling limitations?

   1. How far in advance must a student schedule?

   2. How far into the future can a student schedule?

   3. What is the cancellation grace period?

   4. Maximum number of appointments per day, per service?

   5. Maximum number of appointments at any time (in the future), per service?

How do Student Scheduling Limitations Work?

Refer to the Appointment Scheduling Limits guide for a detailed explanation for these settings.

Making Changes

If a location needs to be updated, please consult with your department chair, admin, or director on those changes and reach out to SpartanConnect@sjsu.edu