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NextSteps - Orientation No-Show process

NextSteps - Orientation No-Show process

After each orientation session, NSFP will use the orientation roster to update NextSteps and NS SQL with no show notes.

  1. Finalize the orientation attendance roster as soon as possible after the session.

  2. From the dbo.session layout in SQL, adjust session capacities for remaining orientation sessions to accommodate no-shows. You need to make sure there is space for no show students to be able to select a future orientation date. If you do not want students selecting a specific date for a particular college, don’t increase that college’s capacity. The college capacity must be maxed out, meaning the count and capacity must be the same.

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  1. From the dbo.session layout in SQL, set the date to allow students to access NextSteps to select a new orientation session. In the example below, the ‘NoShowException’ field shows 12/14/2025. That means, a student who did not attend the orientation session on 12/9/2025 will have until 12/14/2025 to select a new orientation date.

NOTE: Each session must be set individually so that students can still select an active session. Please ensure the No Show Exception dates do not extend beyond the final advising session.

If a No Show Exception date is set after the final advising session date or if there is no activate session, the student’s change window would extend beyond the last available advising session, meaning they would technically be able to make changes when no sessions remain to switch into.

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  1. As sessions are complete AND final rosters are sent to departments:

    1. Inactivate orientation session once it has passed so students cannot select that date.

    2. Once the final orientation roster is pulled and provided to departments for the next session, Inactive that session so students cannot select that session.

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  1. Now that capacities have been set, ‘no show exception’ date has been updated, and past sessions as well as sessions with final rosters sent have been inactivated, it’s time to update the no show notes in FileMaker.

  2. Open both NS Form layout and SQL dbo.Applicant and place them side by side, if possible.

  3. Copy all no show student IDs from the session you’re working on.

  4. Place your cursor in the SJSU ID field of NS form > ctrl F (to perform a find) > Go to the Scripts menu > Select ‘Search Current Field for List…’

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  1. A popup box will appear. Click the blue button ‘Reset’ to delete any IDs in the box from your previous find. Paste all your no show IDs in the box > Click the magnifying glass (DO NOT click enter - it won’t work).

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  1. You may notice there are old terms in your found set. If that’s the case, place your cursor in the Term field > ctrl F (to perform a find) > type the current term > Go to Requests Menu > Constrain Found Set. This works in both NS and SQL.

    1. The shortcut to constrain a found set to a value is to scroll to a record with the current term > right click > select Constrain Found Set

  2. Before adding the No Show note to your found set, you will need to Omit students who have since said ‘No to ITE.' This process will omit any student who recently said No to Intent to Enroll. You DO NOT need to add an Orientation No Show note to students records who have already told us they will not attend SJSU.

    1. Click CTRL F

    2. Place cursor in the UpdateAction box > select “Changed Intent to No”

    3. Click Omit (located in the dark grey bar near the top of the page)

    4. Go to Requests Menu > Constrain Found Set

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  1. Your found set may now be less than the original number of students in your initial find because FileMaker has removed the students who said No to Intent to Enroll - as we do not want to add additional notes to these students.

  2. Place cursor in the SJSU ID field in NS Form layout, Click CTRL 2. The Find from List box will pop up and all the IDs in your found set in NS will populate in the box and will be highlighted in blue.

  3. Click CTRL C to copy all the IDs in the box.

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  1. Now that you have your no show students in NS, you want to process no shows by selecting ‘No Show’ from the Update Action field on the NS Form layout in NS FileMaker.

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  1. A box will pop up asking if you want to batch update all your No Shows. Click ‘Set All.’

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  1. Go to SQL, place your cursor in the SJSU ID box and click CTRL V to paste all the IDs you just copied into SQL. Both NextSteps and SQL should have the exact same found set.

  2. You can immediately see the no show note is automatically added and the Closing Exception (NextSteps closing date) has updated in both NS and SQL. Example: Orientation no show, 000000000, 6/25/2025

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  1. In order to double check your work, copy the note you entered and search for only that note in NS form and/or SQL. The numbers should match the number on your no show list.