How to use Residents Care

Non-Academic Accommodations Management

Overview of Non-Academic Accommodations:

Non-academic accommodations in the "Residents Care" module encompass Housing, Dining Accommodations, Service/ESA Animals, and the Safety Escort Program. These accommodations are crucial for ensuring students' well-being and accessibility needs are met.

Activating Student Non-Academic Accommodations:

Access Requirements:

• Activation of accommodations can only be done by users with 'Accommodations Access.'

Steps to Activate Accommodations:

1. Navigate to a student's profile page.

2. Go to the 'Resident Care' tab.

3. Under 'Current Non-academic Accommodations,' select "Activate Accommodations."

4. In the dialog that appears, select and add all approved accommodations.

5. After entering all necessary information, click "Active" to activate the accommodations.

Editing Approved Accommodations:

Accessing Edit Option:

• Click "Edit Accommodations" in the 'Current Non-academic Accommodations' section.

Editing Process:

1. A dialog will pop up, allowing you to edit the selected accommodations.

2. Make the necessary changes and save them.

Deactivating/Reactivating Accommodations:

Access Requirements:

• This function requires department admin access.

Deactivating Accommodations:

• Navigate to 'Current Non-academic Accommodations.'

• Click the "Deactivate" button to deactivate a student's accommodations. This can be due to reasons like the student moving out of campus housing.

• You can also deactivate a student's accommodations from within the Residents Care Manager by selecting the student entry and clicking the "Deactivate" button.

• Note: Deactivating accommodations does not erase the student's approved accommodations information.

Reactivating Accommodations:

• Follow the same steps as deactivation on the student's profile page, but select the "Reactivate" button to reactivate the student's accommodations.

Adjusting Non-Academic Accommodations Options:

1. Access Requirements:

   • This function is only accessible to users with Accommodations Access.

2. Navigating to Accommodations Options:

   • Go to 'Residents Care' under 'Students' in the Florida Tech Hub main menu.

   • In the Resident Care Manager, select the 'Settings' tab.

   • Navigate to 'Accommodations Options.'

3. Managing Accommodation Options:

   • Within this section, all Non-academic Accommodation options will be listed.

   • Removing an Option:

     • Click "Remove" next to the option you wish to delete. This will not affect students who currently have this accommodation. However, if you later edit a student's Non-Academic Accommodations, the system will automatically remove any options that have been deleted from the list.

   • Adding a New Option:

     • To add a new accommodation option, click the "Add an Option" button located at the top right of the form.

     • Fill out the dialog form with the necessary details for the new accommodation.

4. Note on Editing Options:

   • Direct editing of an existing option is not possible. To modify an option, you will need to first remove the existing option and then add a new one with the desired changes.

Important Note: It's essential to handle accommodation information sensitively and securely, ensuring student privacy and compliance with institutional policies.

Service/ESA Animal Information Management

Overview:

The Service/ESA Animal(s) information section is vital to the "Residents Care" module. This module is designed to manage details of service and emotional support animals (ESA) for students.

Accessing Service/ESA Animal Information:

• Viewing Information:

  • This information is accessible through the student's profile under the 'Resident Care' tab, then the 'Service/ESA Animal(s) info' section.

  • Alternatively, access it via the student profile 'Residents Care' section, then the 'Service/ESA Animal' tab. Expand the student entry by clicking the arrow down button at the end of each row, then select the 'Service/ESA Animal(s) Info' panel.

Adding a New Animal:

• Access Requirements:

  • Department Admin Access is needed to add an animal.

• Adding Process:

  • Navigate to the 'Service/ESA Animal(s) info' section under the student profile or within the Residents Care Manager.

  • Click "Add" to open the "Add Animal" dialog.

  • Fill in all required details about the animal, including tag, type, breed, name, moving-in/out dates, and notes.

  • Multiple animals can be added to a single student's profile.

Editing Animal Information:

• Access Requirements:

  • Department Admin Access is necessary for editing animal information.

• Editing Process:

  • In the 'Service/ESA Animal(s) info' section, click "Edit Info And Note" at the end of each animal entry to edit.

  • Options to deactivate, reactivate, or mark the animal as missing are also available here.

Managing Animal Photos:

• Adding/Updating a Photo:

  • Click "Add/Update Photo" at the end of each animal entry.

  • Select and upload a photo from your computer.

• Viewing an Uploaded Photo:

  • To view a photo that has been uploaded, click "View Photo" at the end of the animal entry.

Note: It's crucial to handle all information related to service/ESA animals with care and respect for privacy. Ensure that all data is kept up-to-date and accurate.

Under 18 (Minors) Management

Overview:

Minors Management within the "Residents Care" module is designed to effectively manage accommodations for students who are under the age of 18. This feature is sensitive to age-related changes and interacts with Banner's reporting system to ensure accuracy in status updates.

Activating Accommodations for Minors:

• Access Requirements:

  • Only users with Department Admin access can activate accommodations for minors.

• Activation Process:

• Navigate to the desired student's profile page.

• Go to the 'Resident Care' tab.

• In the 'Under 18' section, select "Active" for students who are currently under 18.

• The activation option is only available for students who are verified as minors. The system will automatically hide the activation button for students who are not minors.

System Automation:

• The system will automatically deactivate the minor status when a student turns 18, based on the age data provided by Banner's reports. This ensures that the minor status is always current and accurate.

File Upload Triggering Activation:

Automatic Activation:

• When a permitted user uploads a file categorized as "Under 18," the system will automatically initiate the activation process for students under 18.

• This feature is particularly useful for ensuring that minor students receive the necessary accommodations promptly and without manual intervention.

Mobility Impairment

Activating Mobility Impairment Accommodations:

There are two methods to activate Mobility Impairment accommodations for a student:

1. Activation within the Student Profile:

• • Access Requirements: Department Admin access is required.

  • Process:

• Navigate to the student’s profile page.

• Select the 'Resident Care' tab.

• In the 'Mobility Impairment' section, choose "Active."

2. Activation with an Approved Engage Form:

• • Access Requirements: Florida Engage Admin Access is needed.

    • Process:

      • Ensure the form is approved in Anthology Engage (refer to the Anthology Engage Help Document for guidance).

      • The Florida Tech Hub system will automatically import the approved form the next day, including the form questions and student responses.

Note: Activating the Mobility Impairment category will automatically activate the Fire Drill Notice for the student.

Managing Engage Forms for Import:

1. Access Requirements:

• The user needs both Department Admin and Florida Engage Admin Access.

2. Getting the Engage Form ID:

• Visit the Organization page in Florida Tech Engage, where the form is located, and click "Manage Organization."

• Under 'Organization Tools,' select 'Manage Forms.'

• Click the form title to access its configuration.

• In the browser's address URL, locate and copy the 36-character ID code found between "formsconfig/" and "/properties."

3. Changing the Engage Form ID in Florida Tech Hub:

• Navigate to 'Residents Care' under 'Students' in the Florida Tech Hub main menu.

• In the Resident Care Manager, select the 'Settings' tab.

• Go to 'Change Engage Mobility Impairment Form ID' section, click "Change," and paste the copied ID.

Managing the Auto-Import Function:

1. Access Requirements:

• • Department Admin access is required.

2. Enabling/Disabling Auto-Import:

• Go to 'Residents Care' under 'Students' in the Florida Tech Hub main menu.

• In the Resident Care Manager, select the 'Settings' tab.

• Navigate to 'Enable/Disable Autoload Approved Mobility Impairment Submissions.'

• Use the switch to control whether the system should auto-import approved forms from Engage.

Important Note: Regular monitoring and updating of mobility impairment accommodations are vital to ensure they remain relevant and effective. Always adhere to privacy and compliance regulations when managing sensitive student information.

For assistance or more detailed instructions, refer to the Anthology Engage Help Document or contact hub@fit.edu.

Fire Drill Notice

Activating Fire Drill Notice for Students:

There are two methods to activate Fire Drill Notices for a student:

1. Manual Activation within the Student Profile:

• • Access Requirements: Department Admin access is required.

  • Activation Process:

    • Navigate to the student’s profile page.

    • Go to the 'Resident Care' tab.

    • In the 'Fire Drill Notice' section, select "Active" to manually activate the notice.

2. Automatic Activation with Selective Non-academic Accommodations and Mobility Impairment:

• The system is configured to automatically activate the Fire Drill Notice when certain Non-academic Accommodations or Mobility Impairment accommodations are activated for a student.

• This automation ensures that students who require special attention during fire drills are promptly identified and accommodated.

Managing Non-academic Accommodations for Fire Drill Notices:

1. Access Requirements:

• Only users with Accommodations Access can manage this function.

2. Adjusting Accommodations Settings:

• Navigate to 'Residents Care' under 'Students' in the Florida Tech Hub main menu.

• In the Resident Care Manager, select the 'Settings' tab and then go to 'Accommodations Options.'

• Here, you will see all Non-academic Accommodation options listed.

• In the Fire Drill column, accommodations that are marked as true will automatically trigger the activation of Fire Drill Notices when selected and activated for a student.

3. Editing Accommodation Options:

• • For details on how to edit these accommodation options, please refer to the 'Non-Academic Accommodations Management' section of this document.

Important Note: When managing Fire Drill Notices, it is important to regularly review and update the settings to ensure that all students who require assistance are adequately accounted for in emergency situations. Adhere to all safety protocols and privacy regulations in managing this sensitive information.

'Others' Category

Overview:

The 'Others' category in the "Residents Care" module is a versatile feature designed to accommodate students who do not fall into the predefined categories of accommodations and services. This category ensures that all students, regardless of their specific needs, can be supported effectively.

Manual Activation within the Student Profile:

• Access Requirements:

  • Activation within this category requires Department Admin access.

• Activation Process:

  • To activate this category for a student, follow these steps:

    1. Navigate to the student’s profile page.

    2. Access the 'Resident Care' tab.

    3. In the 'Other' section, select "Active" to manually activate the category for the student.

Usage of 'Others' Category:

• The 'Others' category can be used for various purposes, such as tracking unique accommodations, special circumstances, or any specific requirements that a student might have that are not addressed by the standard categories.

• It is important to use this category judiciously and ensure that all information entered is relevant and necessary for the student’s welfare and support.

Add Student(s) through the Residents Care Manager

The "Add/Update Student Individually" function allows authorized users to add new students under 'Under 18', 'Mobility Impairment', 'Fire Drill Notice', and 'Other' categories to the Residents Care system or update the information of existing students individually. This function is useful for managing the details of underage students who require specific housing accommodations and resident care. To use this function, follow the steps below:

Step 1: Accessing the Residents Care Function

• Log in to the system using your credentials.

• Navigate to the "Students" drop-down menu, found in the main navigation bar.

Step 2: Navigating to Residents Care

• From the "Students" drop-down menu, select "Residents Care" to access the Residents Care section of the system.

Step 3: Accessing the Settings Tab

• Once you are on the Residents Care page, locate and click on the "Settings" tab.

Step 4: Finding the Student

• In the "Settings" tab, you will find a search field or an area to enter the student's ID number.

• Enter the student's ID number in the provided search field.

• Click the "Find" button to proceed with the student search.

Step 5: Setting category, Resident Hall, and Room Number

• After locating the student, the system will display their existing information or prompt you to provide additional details.

• Set the category for the student.

• Choose the appropriate Residence Hall from the available options or enter the name of the Residence Hall where the student will reside.

• Enter the room number assigned to the student within the selected Residence Hall.

Step 6: Uploading Supporting Documents (PDF files)

• If necessary, upload any supporting documents related to the student's resident care. These documents may include medical forms, parental consent documents, or other relevant paperwork.

• Locate and click on the "Upload" or "Browse" button to select the PDF file from your computer.

• Confirm the file selection and the system will upload the document as part of the student's resident care records.

Step 7: Adding/Updating the Student

• Review all the information entered for accuracy and completeness.

• Once you are satisfied with the details, click on the "Add/Update Student" button to save the information and add the student to the Residents Care system or update their existing records.

Important Notes:

• Ensure that you have the necessary permissions or user roles to access the "Add/Update Student Individually" function and manage student details.

• Take care when entering or updating student information to avoid errors that could affect their resident care.

• For any further assistance or questions regarding the "Add/Update Student Individually" function, please reach out to the support team or the designated system administrators.

Batch Upload Students

Overview

The "Batch Upload Students" function enables authorized users to add or update student information, including dormitory details, in the Residents Care system using a CSV (Comma Separated Values) file. This method is efficient for handling multiple student records simultaneously.

Process for Batch Upload

• Accessing the Residents Care Function:

  • Log in to the system with your credentials.

  • Navigate to the "Students" drop-down menu in the main navigation bar.

• Navigating to Residents Care:

  • Select "Residents Care" from the "Students" menu to access this section of the system.

• Accessing the Settings Tab:

  • On the Residents Care page, click on the "Settings" tab.

• Preparing the CSV File:

  • Scroll down to "Upload CSV File."

  • Click "Download Sample CSV File" to obtain the template.

  • The CSV file should include columns for "900# ID" (required), "Building" (optional), and "Room" (optional).

• Inserting Data into CSV File:

  • Open the CSV file in a spreadsheet editor.

  • Enter data for each student, ensuring the mandatory "900# ID" is included.

  • Optionally, add "Building" and "Room" information for dorm assignments.

• Choosing the Category:

  • Back in the "Upload CSV File" section, select a category from the drop-down menu.

  • To add/update dorm information only, choose 'None' as the category.

• Importing the CSV File:

  • Click "Import" and select your prepared CSV file.

  • The system will process the file and update records accordingly.

Clearing All Dorm Information

• Accessing Clear Function:

  • Go to the "Settings" tab under the Residents Care section.

  • Locate the "Clear All Dorm Info" section.

• Executing the Clear Action:

  • Click "Clear" to remove all dormitory information from student records.

  • Use this function with caution, as it will delete dorm details for all students in the system.

Important Notes

• Ensure accuracy in the CSV file to avoid data errors.

• The import process may take some time for large files; patience is required.

• Once StarRez is integrated, manual updates for dormitory information will be reduced.

PDFs Support

The "Upload PDFs" function allows authorized users to upload PDF files relevant to a student's resident care directly to their profile. These files may include medical forms, consent documents, housing agreements, or any other necessary paperwork. To upload PDFs to a student's profile, follow the steps below:

Step 1: Accessing the Student's Profile

• Log in to the system using your credentials.

• There are two ways to access the student's profile page:

  • Option 1: Use the "Profile Search"

    • Navigate to the "Profile Search" function, usually found in the main navigation menu or on the homepage.

    • Enter the student's name, ID number, or other identifying information in the search field.

    • Click "Search" to find and select the student's profile from the search results.

  • Option 2: Use the "Residents Care" Page

    • Access the "Residents Care" page from the main navigation menu or by clicking on "Residents Care" from the "Students" drop-down menu.

    • Locate the student's name from the list of students displayed on the page.

    • Click on the student's name to access their profile.

Step 2: Navigating to "Residents Care" tab (If Necessary)

• Once you are on the student's profile page, you may need to navigate to the "Residents Care" drop-down menu if you are not already there.

• Look for a right-arrow or similar navigation element at the top of the page. Click on it to display the "Residents Care" drop-down menu.

Step 3: Clicking the "Add File(s)" Button

• In the "Residents Care" drop-down menu, locate and click on the "Add File(s)" button. This button is typically located in a visible area of the page, allowing easy access for uploading files.

Step 4: Selecting PDF Files to Upload

• After clicking the "Add File(s)" button, a file explorer window will open on your computer.

• Browse to the location of the PDF files you want to upload.

• Select one or multiple PDF files by clicking on them while holding down the "Ctrl" key (Windows) or "Command" key (Mac) to make multiple selections.

• Click the "Okay" or "Open" button (the button text may vary depending on the operating system) to initiate the upload process.

Step 5: Confirmation and Downloadable PDFs

• The system will process the PDF file upload, and you should receive a confirmation message indicating that the upload was successful.

• Once the upload is complete, the PDF files will be available for download from the student's profile page.

• Depending on the system's design, the uploaded PDF files may be displayed as links or listed under a "Files" section in the student's profile.

Important Notes:

• Ensure that you have the necessary permissions or user roles to access the "Upload PDFs" function and manage student profiles.

• Only authorized personnel should upload PDF files to ensure the security and accuracy of the information.

• For any further assistance or questions regarding the "Upload PDFs" function, please reach out to the support team or the designated system administrators.

Add User Access

Overview

The "Add User Access" function in the "Residents Care" system is designed to grant system access to university staff and faculty members across various departments in compliance with the User Access Level and Policy of the "Florida Tech Hub."

Requesting Access for University Staff/Faculty

Staff or faculty members from departments like Student Life, Security, and the Health Center can request access through the following methods:

• Email Request:

  • Send an email to hub@fit.edu detailing your request for system access.

  • Include your name, job title, department, and a brief explanation of why access is required.

  • Your request will be reviewed according to the access levels and policies, emphasizing FERPA compliance.

• Use of Help and Feedback Button:

  • On the user interface, locate the "Help and Feedback" button.

  • Use the contact form to submit your access request with the necessary details.

Adding Resident Assistants (Coming Soon):

• Resident assistants will be added through a specific process currently being developed.

• Once StarRez is fully integrated, the need for manual editing and updating in the Resident's Care system will be significantly reduced, allowing for automated data synchronization.

User Access Levels and Compliance

• Access levels range from Basic/Student (Level 1) to System Admin (Level 6) and Developer (Level 10), with each level having specific privileges and responsibilities.

• Special access, such as Student Search Access and Full Student Profiles Access, is granted based on user levels and confirmation by the registrar's office.

• Access to department-specific functionalities, like Resident Care, is granted by users with Level 6 and above, ensuring FERPA compliance.

Access Granting and Review Process

• Level 4 and 5 access grants are confirmed by the registrar's office, focusing on FERPA compliance.

• Regular access reviews are conducted every Summer semester to maintain appropriate access levels and adherence to FERPA regulations.

Authentication Requirements

• All users must employ a Duo 2-step authentication login for secure access to the "Florida Tech Hub" application.

Edit Dormitory Information

Overview:

The "Residents Care" module currently requires manual updates for students' dormitory information. 

Manual Update Process:

• Accessing Dormitory Information:

  • Navigate to the student’s profile within the "Residents Care" module.

  • Go to the relevant section where dormitory information is listed.

• Updating Information:

  • Manually input or update the student's dormitory assignment information as needed.

  • Ensure that all details, such as dormitory name, room number, and any relevant notes, are accurate and up-to-date.

Edit Residence Halls

The "Edit Residence Halls" function allows authorized users to manage and update the list of Residence Halls in the Residents Care system. This feature provides flexibility in accommodating changes to the campus housing and ensures accurate and up-to-date information for residents and staff. To access this function, follow the steps below:

Step 1: Accessing the Residents Care Website

• Open your web browser and navigate to the website: https://hub.fit.edu/resident_care.

Step 2: Accessing the Settings Tab

• Once you are on the Residents Care website, look for the navigation bar at the top of the page.

• Locate and click on the "Settings" tab.

Step 3: Managing Residence Halls

• After clicking on the "Settings" tab, you will be directed to the settings page.

• Look for the section titled "Residence Halls" or a similar heading indicating the management of housing facilities.

In this section, you can perform the following actions:

a. Add a New Residence Hall:

• To add a new Residence Hall, find the "Add Residence Halls" button within the "Residence Halls" section.

• Click on the button to initiate adding a new Residence Hall.

• A dialog box may appear, prompting you to provide details about the new Residence Hall.

• Fill in the necessary details and confirm the addition of the new Residence Hall.

b. Remove a Residence Hall:

• To remove an existing Residence Hall, locate the respective Residence Hall entry within the "Residence Halls" section.

• Typically, there will be a "Delete" option associated with each Residence Hall entry.

• Click on the "Remove" or "Delete" option for the Residence Hall you wish to remove.

• A confirmation prompt may appear to ensure that you want to proceed with the removal. Confirm the action to remove the Residence Hall from the system.

Important Notes:

• Ensure that you have the necessary permissions or user roles to access the "Edit Residence Halls" function. If you encounter any restrictions or access issues, contact your system administrator or the appropriate authority.

• Exercise caution when removing a Residence Hall, as this action may have implications for current residents and system operations.