School’s ConexED’s Infrastructure Customization

(needs to be completed before onboarding faculty and staff)

  1. Create Departments shells and active student services Groups within ConexED to replicate how your school is structured (all customization of the appointment management system is at the Group level)

  1. Create and customize the Informed Consent, Intake Forms, End of Meeting Surveys, Staff Review Forms, Reason Codes, Locations, and Email Templates for each location within each student services Group (each student support services is different and needs to customize these section based on the student demographic and support type)

  1. Assign Admin Roles to each Department and Group as follows

    1. Level 1 – Cranium Cafe Admin:  access all appointment management reporting, archives, chat histories, data, and analytics for all departments, groups, users

    2. Level 2 – Department Director: access appointment management reporting archives, chat histories, data, and analytics for their specific department and groups and users within that department

    3. Level 3 – Group Manager: access appointment management reporting archives, chat histories, data, and analytics for their specific groups and users within that group

    4. Level 4 – Faculty/Staff: access appointment management reporting archives, chat histories, data, and analytics for their courses and their personal meetings

    5. Level 5 – Front Desk: access appointment management scheduling, cancel appointments, extend appointment, check-in/check-out, and student lookup.

    6. Level 6 – Student: access to the Student Support Directory, their personal archives and chat histories

  1. Connect the ConexED LTI into the Canvas courses (determine if instructors will want to use Cranium Cafe and Classrooms within their course for office hours and Classroom meetings along with allowing their students to connect with each other from the course for group projects and other class work — more information about this below in Integrations)

  1. Add Staff/Faculty and Front Desk agents to the student services Groups

  1. Begin the onboarding and training process of the Staff/Faculty and Front Desk

  1. Embed the Group Cafe Cards into the student services webpage

Appointment Management System: Customization and Uses

Used for all on-campus and video meetings. Customization for each student services Group is necessary since each Group acquires different information and services different student demographics; example TRIO is much different than Library Services and also Financial Aid thus each Group must customize the specific Group forms and information listed to best protect the school and student.

The following data is collected and can be accessed within the ConexED Group’s Report page:

  • Informed Consent
    • Legal form to protect the school from any FERPA and HIPAA liabilities
    • Notifies the student of what type of information will be gathered during the on-campus or video meeting appointment
  • Intake Forms
    • Helps the Group verify and validate the student is prepared for appointment
    • Important in depth information gathered prior to the specific student services appointment for the staff and faculty to review
  • End of Meeting Surveys
    • Information that the student would like to pass on to the school and the staff member that they met with
  • Staff Review Forms
    • Reports to all of the staff and admins within the Group about the specifics of the appointment
    • Can be “looked up” to view past appointment notes
    • Optional email to the student with the meeting review notes and any follow up steps the student should take
  • Reason Codes
    • Used for all Federal and State funding as well as Grants
    • Can be customized to a specific staff member and to specific hours
  • Custom Locations
    • Create locations that apply to your Group or your personal office location
  • Email Templates
    • Customize the email confirmation that is sent to students with specific information such as on-campus meeting office location or by telephone appointments can specify a number to call at the time of the appointment
  • Admin Access
    • Allow the appropriate person access to customize all forms, locations, and staff hours hours
  • Front Desk Application
    • Call-in and walk-up scheduling can be processed through the Front Desk application for all on campus and video meeting appointments
    • New student account can be created and current student look up
    • Check-in, extend appointment time, and/or cancel appointments application
  • Alert System
    • Automatic “No Show” alerts
    • Set an alert to a specific student account such as “Probation”
    • Alerts are saved and cataloged for future look up

 

 

Integrations: Webpage Embed verses Canvas LTI

Webpage Integration


 

Specifics:

  • Located within a Specific Student Services Webpage as an Embedded Widget

  • Connected to the ConexED Department and Group’s Infrastructure

  • Pulls forms from Group’s Informed Consent, Intake Forms, End of Meeting Surveys, Staff Review Forms, Reason Codes, Locations, and Email Templates

Integration Purpose:

  • Scheduling for all on-campus and in video meetings

  • Reason Code Reporting for State/Federal Funding and Grants

Canvas LTI


 

Specifics:

  • Located within a Canvas Course

  • Utilizes Canvas Role Types

  • Is Limited to Canvas Course Setup and has no Appointment Management System functions

Integration Purpose:

  • Instructor Office Hours

  • Online Classroom Meetings Using the Canvas Class Roster

  • Student-to-Student Meetings for Group Projects and Assignment Collaboration

  • Replicates students and instructors “sitting next to each other” in a course

Video Meeting Spaces: Cranium Cafe verses Classrooms


 

Specifics:

In-Office Meetings

Connected to the “Schedule Meeting” Button

Up to 7 Participants

Full Collaboration

Everyone Shares Webcams -

(7 Webcams Total)

Great For:

All Student Services Groups

Instructor Office Hours

Student-to-Student Meetings


 

Specifics:

Webinar / Workshop Meetings

Connected to the “Webinar Registration” Button

Up to 50 Participants

Full Collaboration

Only Moderators Share Webcams -

(5 Webcam Streams Total)

Great For:

Online Classroom

Workshops

Webinars

Asynchronous Meetings

 

Video tutorial on Cranium Cafe vs. Classrooms: https://youtu.be/Ub4sZofmwVQ

Tracy Gorham

Tracy Gorham

CEO & Founder at Cranium Cafe
Tracy Gorham is the founder of Cranium Cafe, a WebRTC EdTech company that democratizes student engagement regardless of ability or location and instantly connects students with their academic support team with one-click. Tracy is a serial entrepreneur, starting her first hi-tech photo simulations company at 24 years old. Tracy has extensive experience in building new technologies and teams that create and inspire innovation. She is an alumni of Westminster College and is inspired everyday by the students who use her software to achieve their academic goals.
Tracy Gorham

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About the author: Tracy Gorham
Tracy Gorham is the founder of Cranium Cafe, a WebRTC EdTech company that democratizes student engagement regardless of ability or location and instantly connects students with their academic support team with one-click. Tracy is a serial entrepreneur, starting her first hi-tech photo simulations company at 24 years old. Tracy has extensive experience in building new technologies and teams that create and inspire innovation. She is an alumni of Westminster College and is inspired everyday by the students who use her software to achieve their academic goals.