Recording Drop-In Meetings

Last Modified: Jan 24, 2023

1 Overview
2 Finding the Student
3 Creating the Appointment Summary
4 Final Notes

Overview

Any student interactions or meetings that are not scheduled are considered to be drop-in appointments. Drop-in may also be referred to as walk-in or ad-hoc. These drop-ins can and should still be recorded as an appointment so that staff can provide context for the meeting on the usual appointment summary.

These instructions should not be used for completing existing appointments. Doing so will create duplicate appointment entries and cause issues with data reporting and analytics.

This guide shows the method of searching for the student in Advanced Search and using the Actions menu to add the summary. Alternatively, staff that have access can add summaries from the student profile directly.

Finding the Student

Begin at the Advanced Search page.

In the Keywords field, enter the full student ID number. Searching by first/last name or email is possible, but not recommended.

Search for the student by clicking the blue Search button at the bottom left of the criteria list.

When the results are displayed, select the checkbox to the left of the appropriate row and click into the Actions dropdown menu.

From the Actions menu, choose the Create Ad hoc Appointment Summary option.

Doing this will open a blank Appointment Summary overlay.

Creating the Appointment Summary

Begin by filling out the left column of appointment details. Note that some of those fields may be defaulted to the value set in your user preferences.

Specify all of the necessary field values and continue to complete the appointment summary just as if this were a regularly scheduled appointment.

Once complete, save the report to the student’s record, as normal, with the blue Save this Report button in the bottom right corner.

Final Notes

As with regularly scheduled appointments, saving the appointment summary will permanently record the interaction into the student’s record. Ensure all information is correct before saving.

Note that when the drop-in summary report is saved, an appointment will be retroactively created for the staff and student. This is normal and appropriate so that the system accurately reflects time spent with students. The appointments will be marked as drop-in, rather than scheduled, which helps in the future when analyzing service delivery and interactions at locations.