Referrals

Purpose: Referrals are used to create a set of action to help/assist a Student with difficulties. In order for this section to be available your Center Admins must have created a Referral Form previously, such form determines the information we need to gather to better assist the student(s).

Once the form is created, it can be accessed by Instructors or Staff online using the menu: Class Attendance > Referrals .
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Or using the HomePage widget “Referral”(if it is configured to be visible for the instructor role):


To issue the early warning to the Centers so one or more staff 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.

1. On the Referral Dashboard click on + New Referral, additionally you have the same button on the HomePage Widget “Referral”.

• Referral Type:- This is a mandatory field, select the Referral form you are going to be using, from those created by the system admin.<note important>There needs to be at least one Referral form in order to create a Referral </note>
• Instructor: -This is a mandatory field, search for the Instructor by typing the Instructor's name or by selecting the Instructor in the drop-down box.
• Class: -This is a mandatory field, search for the Class by typing the Class name or by selecting the Class in the drop-down box.
• Student(s): -This is a mandatory field, search for the Student(s) by typing the Student's name or by selecting the Student in the drop-down box.
• Staff:- Search for the Staff who is going to do some Follow up actions with the students to assist him/her by typing their name, or directly selecting from the Staff list.
• Follow up on: 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.
• Comments- Fill in the Comments with the reasoning the student is being referred to the Center.
• Recipients:- 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.
• Next set whether or not the student receives updates on the Referral by selecting the box next to Notify Student

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. 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.

From the Referral Dashboard, instructors will be able to view the Referrals with their status:

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.

From the Referral List Page at Class Attendance > Referrals

• 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.

• 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.

• 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.

• 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.

From the Referral Widget at the HomePage (If enabled for the specific role)

On the widget you can see all open Referrals, on the top left corner of the widget you have access to create a new referral or go to the Referral list page, on each independent referral you have action buttons to, open/close, and/or see details of the referral.

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