Compass manual for NMHs This document uses heading styles. Go to View>Navigation Pane>Headings to navigate quickly.

Thanks to Accessibility and Emily for much of the information here.

General There are no changes to enquiries. Compass does not work within the VDI.

Cleaning pasted text to remove formatting Inside the text box (case notes and enquiries) select all then do

Ctrl\ (or Cmd\ on Mac) to remove the formatting which can cause issues (such as text and links disappearing). This allows you to copy and paste from Word, rather than Note Pad.

Or use templates, e.g. team responses, which don’t have formatting issues.

Active studentsSetting a student as active makes it very easy to assign enquiries to a student ID or book a student in for an appointment. However, if you don’t remember to remove them from active afterwards, you could accidentally assign to them case notes, appointments and enquiries belonging to other students. Just ignore this option when it comes up.

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CasesThis is the area with the most changes.

Overviewing Case notes and files/artefactsAs before, you can’t see much until you Open in Case Management.

Once inside Case Management, you can access some short cuts on the right hand side. You can create a Quick note from there (see ‘Adding a case note – Quick Note method’ below), or see all the notes displayed together with Print case notes.

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Click and expand All case artefacts to see and open attached files.

If you click and expand Case notes you can’t read or edit notes from there. Instead you have to click Manage Case Notes.

Then you will see the screen like the one below.

You can change how many notes are viewable on this screen from 4 – 20. Clicking on a note will open it below, so scroll down. You can now edit the note, add more files (artefacts) etc. then Save changes.

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Add a case note – Quick Note methodIn Case Management, expand Case notes by clicking Case notes (or get there by clicking Quick note as shown above).

Then click +Add a new case note:

or

The Quick Note menu does not allow you to upload a file or use a standard response, but you can always edit it afterwards to do that.

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Add a case note – longer method (more options)Open in Case Management, as before, and click on Case notes>Manage Case Notes. Click Create new case note. This way, you can add files at the same time and use standard team responses.

Uploading a file or ‘Artefact’ Files are called artefacts.

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Click Edit case>All case artefacts.

You will now see the tab Upload artefacts. Upload one or more files by drag and drop or clicking + Add artefacts and searching. Then click Save changes.

CalendarAppointment Scheduler brings up your calendar. Click the yellow bar to ensure Compass calendar syncs with Outlook calendar. You will be asked to enter your credentials: user name and current password.

The little yellow triangle shows whether or not it is synched, i.e. appointments made in your Compass calendar will appear in your Outlook calendar (but not vice versa).

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Make an appointmentClick the day and time and add title (e.g. student’s name). Choose Category from drop-down box. Add room (click through to find) - leave blank if your room is not shown. Remember to click More options so you can add Diary Category (usually 1:1 support) and any necessary notes (be aware the student can see these).

Adding a student – Search for studentsDon’t use +Add active selected students. Use Search for students instead and search by name or ID. Click the tick on the right hand side of the student you want to add them to your calendar. If in doubt, use DW (Data Warehouse). You won’t see the green tick next to any students in your Recently Viewed list (under search icon) so you do have to search for them.

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Marking a student as presentClick the appointment on the calendar. As before, the default setting is not attended so remember to mark as attended if they come. If they don’t come, indicate that in the title, e.g. ‘Hannah - DNA’.

Thumbs up means that the appointment has been confirmed. Clicking the head means that the appointment has been attended. When you first click it, there does not seem to be a clear colour change. If you click More options, however, you can see the head turn green to confirm attended.

In the main calendar view, a little head has now appeared to show the session was attended.

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EnquiriesOne-step enquiry (create and close at the same time)This is the quickest, simplest method and you will use it the most often. If you need to send the enquiry to other email addresses (e.g. the student’s personal email), you will need to do a two-step enquiry.

In the student’s Profile tab, click New enquiry.

A) Select (or start typing) your Category, e.g. Specialist study skills (SpLD/ASD)

B) Add an email titleC) Write the message. Note: there is also a Sensitive Information

tab here for adding internal notes. If you use this, please be aware that students may make information requests, in which case they would get access to these notes.

D) Use Standard Responses/templates as appropriate.E) Expand the Show advanced options.

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F) Type is usually Student Enquiry.G) Source will be in person + campus, phone, email etc.H) Allocation – Allocate to self.I) Remember to click Close on logging or the enquiry will sit with

you and the clock will keep running and eventually will turn black.J) Upload files if you need to.K) Make sure Send copy to student is ticked (or they won’t receive

your message). L) If you want an email copy sent to you, also tick Send copy to staff

member.M) Remember to Log Now. At the top of your screen, you should see

This enquiry is closed – Enquiry Closed.

Logging a two-step enquiryYou will need to do this if you want to send the message to another email address (i.e. not the institutional default).

Following the screenshots above, write a short subject (B) e.g. ‘Screening follow up’ and short message (C) ‘Send student list of assessors and useful sites’. Fill in (F) and (G) then allocate it to yourself (H). Don’t close on logging (I).

Untick both boxes in (K) and (L) so no-one gets an email notification. Log now (M). Then Open in Enquiry Management to see the screen below.

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Your two main choices are: Close enquiry (if you are not expecting a reply) or Request Information from Student (if you are expecting a reply). Both of these will stop the clock.

Even if you close the enquiry, your student can reply to the email they receive from you/Compass – this reopens it.

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With the Action message tab selected, type in your full message, using a standard response if needed. Send action to send the enquiry and, in the example above, close it.

You shouldn’t need to use the Action settings tab but you might want to use File upload to drag and drop or upload a file to share with the student.

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If you upload a file, remember to tick the box in the Email options tab which says Email file attachments uploaded with the action. Make sure Email student is ticked, along with yourself if you want to receive a copy of the email. (You will be the owner unless you have allocated the enquiry to someone else, e.g. Accessibility. If you want that other owner to get a copy of the email, make sure that box is ticked. Otherwise, untick it.)

Where is says Adhoc Email to Staff/Teams, you can type in the student’s personal email address or any other email addresses this needs to go to. Then Send action.

Checking and replying to your enquiriesYour enquiries come through to your Outlook email account, where you can click on the link to open the enquiry. You can also check and answer enquiries by logging into Compass, as described below.

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Log into Compass and expand the Enquiries section. Click on My Summary and once it has loaded, make sure to Show Summary Grid.

Clicking on the number will bring up a list of enquiries. Anything in With Staff Member is waiting for you to answer it and those in the Amber, Red or Out of Contract columns need answering urgently!

Click on the name of a student in the left-hand menu (under Enquiry Filters) to read and answer their enquiry.

See How to reply to a Compass enquiry for more detailed step-by-step guidance with screenshots.

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