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Referrals

Purpose: Referrals are used to refer/send a Student to a Center for additional assistance with one or more Staff members.

In order for this section to be available your Center Admins must have created a Referral Form.

How to Access: Class Attendance > Referrals

In Accudemia administrators can create Referral Templates with specific questions, those templates can later be used to create a referral case with a student due to multiple reasons, it can be for repeated absences, low grades, and more.


Creating New Referral Template

Start by logging into your Accudemia website (https://myschool.accudemia.net replacing “myschool” with your domain). Now navigate to Administration > Advanced > Referral Templates from the main menu.

The System Administrator can create a New Referral Template that will be used by college faculty to issue alerts/warnings. This is a web-based form that can be accessed online by Instructors or Staff.

To access the full guide of how to create a new Referral Template you can click on the following link: Referral Templates.

Faculty using Referral Form

Once the form is created, it can be accessed by Instructors or Staff online to issue the early warning to the Centers so they can follow-up and help the student. The Instructor or Staff member will fill-out the form and click the “Save Changes” button to send it. Then these two actions are performed:

  1. An email messages the Follow-up person and copies all staff included in the setup of the Referral Template with the warning information you designed in the form.
  2. The Referral will be added to the Referral Dashboard to be monitored, tracked, and followed upon by the Center staff.
If you want to get more information about how Instructors can login to Accudemia and complete referrals please visit these sections:


Creating New Referral

  1. On the Referral Dashboard click on + New Referral.
  2. Select the Referral Type from the Referral forms the system admin has created.
  3. Search for the Professor by typing the Professor's name or by selecting the Professor in the drop-down box.
  4. Search for the Class by typing the Class name or by selecting the Class in the drop-down box.
  5. Search for the Student by typing the Student's name or by selecting the Student in the drop-down box.
  6. Search for the Staff next to Follow up by by typing their name and select the Staff whom you'd like to “Follow-up” with the Student.
  7. Search up a Day next to Follow up on by selecting a day from the pop-up calendar or manually typing the date in which you'd like to “Follow-up” with the Student. (This is important as it's used as a reminder of when this referral should be reviewed/updated for the “Follow-up By” person.
  8. Fill in the Comments with the reasoning the student is being referred to the Center.
  9. The next item is the option to type and select other users or Recipients who you would also like notified with any updates on this Referral. Note: This may be preset by the Center Admins.
  10. Next set whether or not the student receives updates on the Referral by selecting the box next to Notify Student
  11. Complete the Referral Questionnaire portion being sure the Required Answers are completed which have been setup by your Center Admins as information that they need to know in order to assist the Student.
  12. Finally, scroll up through the form checking for any omissions, and fill them in. Once you've made it back to the top of this page click the Save Changes button on this form to complete this process.
The Follow-up by can be left blank as the Center Admins can assign it to someone once they receive this Referral.


View the Status of a Referral

To view your existing Referrals simply click the Referrals option under SI Class Attendance. From here you'll see a Referral Dashboard with the status of the Referrals you've submitted:

Notice the Color Reference chart at the bottom to know the referral status:

  •  New  - This means the Referral has not been assigned to anyone as a follow-up and has just came in to the Referral system.
  •  Follow-up  - This means the Referral is assigned to someone and has a due date.
  •  Requires Attention  - This means the Referral is assigned to someone and is past its due date.
  •  Closed  - This means the Referral has been worked and completed.


Edit / Follow-up / Close / Re-open Referral

  • Edit: Use this option to edit the original Referral by clicking the  Edit  button . Once the update has been saved the updated Referral information will be saved under the Referral History.
Tip: You can only edit a  New  ,  Follow-up  ,  Requires Attention  referral.
  • Follow-up: Use this option to add a comment to the Referral or update the due date. Start by clicking the Title (Student's Name) in the list. It should show on the right-side of the screen for you to write your follow-up information. At this point you can assign the referral to someone else and/or change the follow-up date. Finally, save the updated referral. Once the update has been saved the comment will be saved under Referral History.
Tip: You can only follow-up on a  New  ,  Follow-up  ,  Requires Attention  referral.
  • Close: You can find the close button either by hovering over students Referral and clicking “close” icon (shown below) or by checking the check-box next to their name and clicking the Close button that appears at the top of the Referrals list. The second way is typically used when selecting multiple student referrals.
Tip: You can only close a  New  ,  Follow-up  ,  Requires Attention  referral.


  • Re-Open: When a students referral is  Closed  you can reopen it for any reason by clicking on the Re-Open button. You can do this by either hovering over students record in the list and clicking “Re-Open” icon (shown below) or by checking the check-box next to their name and the Re-open button that appears at the top of the Referrals list. The second way is typically used when selecting multiple student referrals.



Watch a short video as an example on how to create referrals

How Users create reports based on Referrals information


Referrals Summary - Report

Location:
Go to Reports–>Class Attendance–> Classroom Schedule.

Purpose

This report shows a Summary for all referrals created in a certain time range.

Filters

-Date Range:- Use this option to filter using a time range.

-Instructors: Use this option to filter by a specific instructor who created the referrals, leave unchecked to use all instructors.

-Students: Use this option to filter by a specific student who has received a referral, leave unchecked to use all students.

-Classes: Use this mandatory option to filter by a Term, StartTime, and EndTime.

-Subject Areas: Use this option to filter by a specific Subject Area, leave unchecked to use all subject areas.

-Referral Template: Use this mandatory option to filter by a specific template that has been already created by an admin.

Output Options

-Format: Use this option to select from several formats such as PDF, XLS, CSV.




Preview:


Referrals Details- Report

Location:
Go to Reports–>Class Attendance–> Classroom Schedule.

Purpose

This report shows the classroom schedule. This report allows filtering by classes or Term/Semester. Displays, also, added and canceled classes.

Filters

-Date Range:- Use this option to filter using a time range.

-Instructors: Use this option to filter by a specific instructor who created the referrals, leave unchecked to use all instructors.

-Students: Use this option to filter by a specific student who has received a referral, leave unchecked to use all students.

-Classes: Use this mandatory option to filter by a Term, StartTime, and EndTime.

-Subject Areas: Use this option to filter by a specific Subject Area, leave unchecked to use all subject areas.

-Referral Template: Use this mandatory option to filter by a specific template that has been already created by an admin.

Output Options

-Format: Use this option to select from several formats such as PDF, XLS, CSV.




Preview:


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