Guide to Writing Appointment Summary Reports

Overview

Appointment Summary Reports allow you to document information pertaining to a specific student appointment whether the appointment was scheduled, a drop-in, or the student was a no show. Appointment Summary Reports in LoboConnect are similar to the Advising “Note” feature in PeopleSoft. Appointment Summary Reports that are submitted on LoboConnect are added to the PeopleSoft Advising “Notes” through a daily interface. Access to student summary reports may be limited to your specific care unit or based on your user role permissions.

Structure of an Advising Summary Report:

(*) indicates that this field must be completed to submit the report

Care Unit*: Indicates the Care Unit Associated with the appointment. This field will be locked if the appointment is scheduled in advance.
Location*: The location where the appointment occurred.
Service*: Indicates the student service associated with the appointment. A service can be described as the reason the student came in. Multiple services can be selected, but only services associated with the selected Location will display as options in your summary report.
Course (optional): You can associate the appointment with one specific course. The student’s currently enrolled course for the term will display when selecting this dropdown, but you may search for any course regardless of the student’s enrollment.
Date of visit*: The date the appointment occurred.
Meeting Start/Meeting End*: For appointments scheduled in advanced, the Meeting Start and End times will default to the scheduled start and end times for the appointment. For drop-in appointments, the Meeting Start time will default to the time the summary report is created and End Time will default to the time the summary report is saved. You can edit the field as needed. If you are filling the appointment report out at a later time than when the appointment occurred it is recommended you manually edit the meeting end time.
Check-in/Checkout*: These fields will default to the times when the student checked in only if the student is checked in via the Kiosk or Appointment Center. In case where the student checked in but did not check out, the Checkout time will default to the time the summary report is saved. If you are filling the appointment report out at a later time than when the appointment occurred it is recommended you manually edit the check in time and checkout time.
Attendees: The boxes will either be checked or not to indicate attendance for each appointment attendee. To mark a student as a no-show uncheck the box next to the student’s name.
Summary details: These questions are used to track larger trends in advising. Each care unit has a different set of questions. For the Advising Care Unit, the Summary Detail questions were designed based on tracking progress toward Graduation Initiative 2025 goals.
Appointment Summary*: Use this field to summarize your interaction with the student.
Attachments (optional): This allows you to attach a file to the summary report, such as a plan or tutoring schedule. The system will not allow attachments with certain special characters in the title.
Suggested Follow-up (optional): These fields are used for informational purposes only. No appointment will be created as a result of filling this section out.

Creating Appointment Summary Reports

For Scheduled Appointments:

Note: It is important to always create Appointment Summary Reports in your Reporting or upcoming appointment area from the scheduled appointment itself, rather than creating a duplicative appointment from the student’s profile.

To add an Appointment Summary for a past scheduled appointment, access your appointments section from your staff home page. On your Staff Home, under the “Students” buttons, scroll down and find your Recent Appointments. From this section, you can click on the student and select “Add Appointment Summary” from the Actions drop down. You can also access this section from the “Upcoming Appointments” button of the Staff Home.

Both of the above options will open up an Appointment Report window. If you wish to minimize the report and return to complete it later you can select the minimize button at the top right corner of the report.

You will then be able to access your minimized dialog box from the left hand bar on your screen.

For Drop-In Appointments:

The process for creating an Appointment Summary Report is also referred to as creating an ad hoc report. One of the easiest ways to create an ad hoc appointment summary is through the student’s profile page. Navigate to the specific student’s profile using the quick search, found in the search box in the upper right hand corner with the magnifying glass. Click on the magnifying glass and enter the students name or ID to search.

Next, on the student’s profile click “Report on Appointment” from the Actions menu on the right side of the page. This will create an Appointment Summary and add that appointment to your calendar in the past.

For No-Show Appointments:

The primary way to mark a student as a no-show for a scheduled appointment is from Staff Home. On the Students area, scroll down and find your Recent Appointments. From this section, you can click on a student and select Mark No-Show from the Actions drop down. You can also access this section from the Upcoming Appointments tab of your homepage. Marking a student as a no-show still adds a Summary Report to the appointment. The only difference is that the box next to the student’s name called Attended will not be checked.

FERPA Guidelines

Any information you enter into the platform pertaining to a student becomes a part of their official student record and may be subpoenaed by that student, as outlined in the Family Educational Rights and Privacy Act (FERPA). Visit Sonoma State FERPA information for more details.