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SAGE

SAGE (Student Alert and Group Events) is an additional module available for the Trac System. SAGE allows your faculty members to submit referrals, progress reports, or evaluations for the students enrolled in their courses. Based on the choices made while creating the referral, an automated email could be sent out to the student's assigned advisor, a professor, or otherwise, that way you and your staff can be as proactive as possible in helping your students.

You can think of SAGE like a three-step process.

1. Creation, a referral is submitted, emails are sent out.
These emails could be sent to advisors, professors, or the student themselves, notifying us of something the student may be struggling with.
2. Follow-up, more information is given, new emails are sent out.
The follow-up email lets relevant users know how this referral is going, what has been done, and what we are doing to help this student.


Faculty View / Roster Annotations

Your faculty members will be the primary users for submitting referrals, and as such, they have a streamlined view of the referral submission process. After logging in, on the left side of their main menu, they'll see their class rosters along with the referrals that have been designated as Roster Annotations (which we'll cover more later). This allows faculty to immediately access important referrals for each of their rosters.


As a faculty member, let's say we wanted to submit a referral for one of our classes. We can simply click on the referral we want to submit for any given roster, and we'll be given access to a mass-referral tool.


From this menu, we can click on individual students and fill out unique referrals for each without leaving this screen. Once we've filled out referrals for the specific students, we click submit, and we're all set. The referral process has begun for each of these students that we filled out a referral for.


If the referral is configured as a roster annotation for [X] days (we'll cover this later), we can even open this mass-referral tool up later (but within the day limit) and continue where we left off. The up arrows indicate a referral that has already been opened. Clicking it again lets us pick up right where we left off.


Individual Student Referrals

Referrals can also be submitted individually from students' profiles. As non-faculty users don't have access to the class roster view, this will be their primary tool for submitting referrals.

Trac Navigation > Search Glass > Students > [Student] > SAGE tab


From the SAGE tab within student entry, we can click "New", select our referral and subject of choice, and begin the referral creation process as usual.


Student List Mass Referral Tool

Alternatively, we can also submit referrals from the student listing. This allows us to search for students enrolled in a specific course, pull up a list, or just search for a couple students manually and create referrals in bulk. This screen will operate in the same way as the faculty's roster referral tool.


Processed

After a referral is marked as processed, we will see the following screen summarizing basic information about this referral, and providing a location to write additional notes about how this situation was resolved. Once saved, the final "Processed" email will be sent out (which we'll learn more about later).


Sage Management

From an admin's perspective, we can submit referrals, create new referral types, and run reports on our SAGE data. The bulk of this section will be spent going over SAGE configuration.

The SAGE Management menu is where we go to create new or modify existing referrals, we're given many options to fine-tune exactly how this referral functions and what emails are sent out. When this menu is opened, we can see all of our existing referrals, including the name, reasons, and whether or not it's active. To create a new referral, click on the "New..." button.

Trac Navigation > Trac-Man > SAGE Management


For this example, I'm going to look at an existing referral. To view/edit a referral, simply click the highlighted name from the list.


  • Active
If this is checked, the referral will be active and available to submit.


  • Type
The Type will be the title/name of your referral, and is how this referral will be referenced by users and within reports.


  • is Roster Annotation, for [___] days.
If this referral is a roster annotation, it will appear as an option on your faculty home screens in their class roster lists. This allows them to easily create referrals for students in their classes.
The number of days selected here is the time-frame provided to the faculty member where they can edit an existing referral. After this window has passed, the faculty member will create a new referral rather than editing an existing one.


  • Roster Subject
If you assign the referral to a subject, it will only appear for that subject's roster. If this field is left blank, the referral will be available for all subjects in faculty rosters.


  • Linked List
If this referral is assigned to a student list, faculty and other users will only be able to create this referral for users on that list. See our List Management Wiki for more information.


  • Emails In Test Mode, Send To: [___]
When setting up your SAGE referral Type, you may want to test emails that you have created. By checking this option and entering an email address, you can safely test your referral without actually sending emails to the designated recipients. Rather, the email specified in Send To: will receive a copy of all your emails. When you are ready to put your SAGE Referral Type into production, simply uncheck this box to allow SAGE to send to the correct recipients.


  • Notes Instructions
Written instructions that appear above the first notes box. You can also choose to hide this, or make it a required field.



  • Hide notes from entry
  • Require notes to be entered
The notes box, as seen in the screenshot above. This field can be hidden or set to required with these options.


  • Prevent faculty from viewing Reasons
  • Prevent faculty from viewing Recommendations
  • Prevent faculty from viewing processed notes
  • Prevent faculty from assigning consultant
These settings allow you to fine-tune what your faculty are able to view or modify in regards to this referral type.


  • Additional notes
  • Hide additional notes from entry
  • Require additional notes to be entered
This preference adds/hides an additional field for notes after the reasons/recommendations, which can optionally be set to required.


  • Processed button title
This button marks the referral as completed. The title of this button can be changed to fit your preferred terminology. "Processed", "Completed", "Finished", etc.


  • Hide followup info from entry
  • Hide student contacted from entry
  • Hide consultant linked on entry
  • Hide processed info from entry
Hide various fields from the referral creation window.


  • Hide override and resend options
The Override & re-send option allows users to re-send the alert emails as if the referral was just submitted, followed-up on, or processed. This setting hides this as an option in the referral creation menu.


  • Use field [___] to autolink the referral to consultant
This setting requires that the consultant's email address be stored in one of the student's custom fields. There's a drop-down menu for this setting that allows you to select which field this data is stored in. If a field is selected, when the referral is submitted, it will automatically link it to the consultant with that email address.


Reasons & Recommendations

Reasons and Recommendations can be one of the most important aspects in creating these referrals, as these options can also dictate which emails get sent out to whom. Typically, these would be configured to allow your faculty to quickly describe where the student is struggling and what they recommend as a solution. However, since these are entirely customizable, you can ask any questions you can think of to help make the referral creation process as straightforward as possible.

Place each reason/recommendation on it's own line in this field. No additional formatting is required, however, these fields do support some HTML tags, so you can customize these further if needed. As a commonly used example, the tag "{<BR>Category}" could be used to separate reason and recommendations into groups to keep everything organized, as seen in the screenshots below. Place the "<BR>" either side of the category name to control if the spacing appears before or after the category name.

Once you've finished testing and actually begin using your referral, your reasons/recommendations can no longer be modified. You can add new ones, but removing, reorganizing, or modifying existing reasons/recommendations will cause SAGE reports to no longer display the correct information, and can even cause email conditions to stop working. If you need to update reasons/recommendations on a referral, we recommend that you create a new referral type and retire the previous one.



Custom Questions

Custom questions allow you to add additional questions to your referrals, these questions can ask whatever you'd like and can be formatted as a write-in box or drop-down menu.

To begin creating the custom question, we simply need to click the "add new" button in our SAGE Management menu. This will open an options box allowing us to customize our question.


  • Question
Type your question in this box


  • Code
The Code will serve as an internal tag, so you can reference this question and its answer in SAGE emails or in reports. The Code can be any designation, such as “Question1”, “q1”, "FavoriteColor", etc.


  • Type
This field, along with some advanced prefs, can be used to change the question to a drop-down format.


Advanced Prefs
We need to create a new advanced pref containing the options for our drop-down menu. As we're creating a new advanced pref, we'll need to give it a name. Any name will work, as long as it's not conflicting with anything else. We recommend starting with the word "SAGE", so it's easier to sort through later. Next, we'll add our available options in the data box, each on its own line.
Trac Navigation > Trac-Man > Utilities and Prefs > Advanced Prefs > Create New



Within Sage, we need to tell it to use these options. Add the phrase "PULLDOWN:" in the type box, followed by the name of the preference, as seen in the following screenshot.


Once everything is in place, the question will appear in the referral creation screen, just above additional notes.


Type - Blank
If this field is left blank, it will simply appear as a write-in box within the referral.

  • Format
This field allows you to change the size of the Custom Question text box using the phrase "size=#", as seen in the screenshots below. If this field is left blank, it will default to 30.


Email Recipients

These are the possible recipients of alert emails relating to this referral. For example, if this referral's automated emails can be sent to students, then you will need to add students to the list, as seen in the below screenshot. The name of this field doesn't matter, as long as the correct email tags are used.


Email tags will need to be used to add possible recipients, but you can also just type in a normal email address for a specific user. Here's a list of email tags available:


Student:

#email# or #studentemail# - Student's email address
#TxtMsgAddress# - Student's text message address (if TextAlerts is enabled)


Faculty:

#FacEmail# - Faculty's email address, an email will only be sent to the faculty member if they created the referral themselves (unless #prompt# or a specific email address is used).


Advisor/Other

#Field1# to #Field9# - This will use the email address located in one of the student's custom fields. Typically used for assigned advisors.


Consultant

#tutoremail# or #advisoremail# - If a consultant is assigned to this referral, either of these tags can be used to send alerts to their email address.


Other:

#prompt# - This will allow users to manually write-in an email address on the referral form itself. This could be used to include the last tutor the student worked with, or another faculty member that otherwise wouldn't be included.


Automated Emails

The Automated Emails tab allows you to create custom emails that can be sent to one or more of your Potential Email Recipients upon referral submission. Common examples might be an email that is sent to the student when a referral is created for them. Faculty or other Trac Users might also receive different versions of the same email, or a completely different email if configured that way.

Let's walk through creating a new automated email.

From the "Automated Emails" tab, click on "Create new email...". You may need to scroll down to see it. It will prompt you to choose a name, then once you click "Ok", the email will appear in the Automated Emails list.


We already have a few options available for this email.


  • Email From:
If this is left blank, SAGE will automatically use the default Trac System email address. However, if your mail server allows you to send mail from alternate addresses, you can specify the email address you want to use by clicking the "Email From:" button and typing in the pop-up prompt.



  • Email to:
Who should this email be sent to? The available options here are based on the Potential Email Recipients list that we mentioned earlier. You can also add more than one possible recipient here.


  • Triggers
Decide when this specific email should be sent out. We can send this email out upon creation, on follow-up, or when it's been processed/completed.



  • Email Contents
The email contents will contain the actual message that gets sent out to users. As you can see in the following screenshot, we already have a sample email in place. We have a couple icons available as well, the  icon allows us to begin editing this email block, the 
icon will delete the block, and the 
icon lets us add another block.



To begin editing the email contents, we simply need to click the 

 icon or click anywhere in the email box to enter the text editor. From this menu, we can write out our email contents for this block. An email block is a possible portion of this email that can be sent out if certain conditions are met.


Conditions

Email conditions are one of the most customizable parts of SAGE.


With email conditions, we can control exactly which email blocks are included in the email that gets sent to your recipients, based on choices made during the referral creation process. We have our list of available conditions below, we can have as many conditions as we want. We can also choose whether that email block is included when Every condition is met, or Any One condition is met.

When typing out the name of a Reason or Recommendation, always surround it with the @ symbol. If this isn't used, the condition can sometimes fail to take effect. "@reason@", "@recommendation@", etc, as seen in the screenshot above.

Reason Is / Is not [Reason Name]
Recommendation Is / Is not [Recommendation Name]
Field [Any student field] Is / Is not [Field Contents]
On list [Any list] is True / is False
Question [Any question] Is / Is not [Answer Name]


Adding another email block

By adding another email block, we can setup a new set of email contents with new send conditions. For example, if you're using grade as your reasons, you can have one block send if the grade selected is A/B, and a different block send if the grade is C/D. To add another block, simply click on the 

, and repeat the above steps to configure it to your needs.



Email Tags

Many of the standard email tags are used in the same way here, but there are a few SAGE-specific tags as well.

SAGE Specific

Referral Subject Field --------------- #refSubject#

Referral Type/Name ----------------- #refType#

Referral Creation Date -------------- #refDate#

Referral Creation Time ------------- #refTime#

Referral Notes ------------------------- #refNotes#

Referral Additional Notes --------- #refAddlInfo#

Followup Date Field ----------------- #refFollowUpDate#

Followup By Date Field ------------ #refFollowUpBy#

Referral processed/completed? ------ #refProcessed#

Date Referral processed ------------ #refProcessedDate#

Who processed the referral? -------- #refProcessedBy#

Processed referral notes ------------ #refProcessedNotes#


Referral Reasons --------------------- #Reasons#

Referral Reasons -------------- #sagereasons:formatted#

Referral Reasons-------------- #sagereasons:plain#

Referral Recommendations -------------- #Recommended#

Referral Recommendations -------- #sagerecommended:formatted#

Referral Recommendations ------- #sagerecommended:plain#


Custom Question Answer --------- #refQuest:[Your Question Code]#


Group Access

If a user needs access to a referral type, you will need to give their permission group access to that specific referral. Once you have the permission group open, scroll down to "Access to Referrals:", add the referral you want them to have access to, and save. This setting is only available to SysAdmins.

Trac Navigation > Search Glass > Center Profiles > [Your Profile] > Group Access > [Permission Group]


On the Admin / Modules tab, we have a few more options available.


  • Allow Access to SAGE Management functions
If enabled, these users will have access to the SAGE menu (Trac Nav. > Trac-Man > SAGE Management), allowing them to view and edit referral configurations.
  • Allow User to View SAGE Referrals
If enabled, the "SAGE" tab will appear in student profiles and users will be able to view referrals made for students.
  • Restrict SAGE referrals to own
If enabled, users in this group will only be able to view referrals they personally created.
  • Allow User to Create/Edit SAGE Referrals
If enabled, users will be able to create new or edit existing referrals for students.


All of these settings also rely on the Access to Referrals setting above, users will only be able to view/edit/submit referrals found in their group's Center Access tab, including their access to referrals listed in SAGE Management.



Reports

There are three SAGE-specific reports, each providing a different way to look at your SAGE data.


SAGE Referral Snapshot

The SAGE Referral Snapshot report provides a quick overview of your reasons and recommendations for each of your referrals, including how many times that reason/recommendation was checked.


Generating the Report

To generate the SAGE Snapshot Report, click on Reports from the Trac System main menu. On the Reports Chooser, select SAGE from the pull down list of available categories. After selecting SAGE, choose SAGE Referral Snapshot. Enter a date range for the time period that you would like to review in the report, then click on the Generate Report button.



SAGE Referral List

The SAGE Referral List report provides a list of students and their referrals, including the reasons and recommendations selected, and any additional information requested in the Report Chooser window. The results can also be filtered by instructor, reason, recommendation, referral type, and processed status.


Generating the Report

To generate the SAGE Referral List, click on Reports from the Trac System main menu. On the Reports Chooser, select SAGE from the pull down list of available categories. After selecting SAGE, choose SAGE Referral List. Enter a date range for the time period that you would like to review in the report, then click on the Generate Report button.




SAGE Referrals/Students by ??

The Referrals/Students by?? report provides the most comprehensive look at your SAGE data of the three available reports. In a format similar to our Visits/Students by ?? report, this report allows you to choose how the data is grouped and what information is included. Additional information such as student fields and various referral fields can be shown in the results as well.


Generating the Report

To generate the Referrals/Students by ?? report, click on Reports from the Trac System main menu. On the Reports Chooser, select SAGE from the pull down list of available categories. After selecting SAGE, choose Referrals/Students by ??. Enter a date range for the time period that you would like to review in the report, then click on the Generate Report button.




More Questions?

  


  We hope that you found this newsletter helpful. As always, if you have any questions on this or any other features, please feel free to let us know by clicking the Start a conversation button at the top of the screen or to book your training, visit go-redrock.com or Trac.Cloud

  


  Thank you for your continued support!

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  1. Iliana Visser

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