Adding a Student into Navigate360

 

Navigate360 pulls in students across a range of classifications (e.g. undergraduate, graduate, certificate, online, exchange, CELP, non-degree) who have been active with the University within the last two years. Active is defined as registered for classes (UNDG and Grad), or confirmed their admission / enrollment (UNDG), or graduated/stopped out within the last two years (UNDG and Grad). 

Students who have not been active in the last two years and/or were imported into our system upon launch in August 2023 may still have a file in Navigate360 but you may see a marking of “no role” next to their name.  

When would a staff user need to add a student to Navigate360 or create a prospective Student Account in Navigate360? 

• You would need to add a student when the student you are working with is not in Navigate360 or is in Navigate360 but has a “No Role” notation after their name in the Quick Search bar.  

Please confirm that your student is NOT in the system whether normally or with a “No Role” notation by searching for the Student in Navigate360 by BOTH name and techID (must be techID). 

There are three scenarios when this may come up: 

1. You are working with a true Prospective Student who does not have an account in Navigate360 because they are not yet admitted or have not yet confirmed their admission, and you want to be able to track your work with them, add notes to their file, and add an appointment and/or Report on an Appointment.  

2. You are working with a Stopped Out Minnesota State Mankato student who does have a file in ISRS but stopped out more than eight years ago, and, therefore, does not have a profile importing into Navigate360 at this time and you want to track your work with them (add notes to their file, or add an appointment and/or Report on an Appointment). 

3. You are working with a Stopped Out Minnesota State Mankato student who does have a file in ISRS,  stopped out at some point, and has a limited profile showing in Navigate360 with a ‘No Role’ notation after their name in the Quickbar Search. Important: If they are in the system with ‘no role’ it means the system DOES have their TechID but you won’t be able to see it and you will not be able to enter their TechID in their Prospective Student File. You also are not able to add notes or appointment summaries to ‘No Role’ profiles. 

Why should I add them? 

• So that when their standard student profile comes into Navigate360 (upon admission/via incoming NEF or TRF cohorts or upon registration for their next term), the two profiles can be merged, and you will retain the history of what was discussed before their standard file was available in Navigate360. 

• To help yourself and your colleagues understand who is working with which students, to provide better coordination of care. 

• To provide the prospective/stopped out student a better student experience in cases where the student is connecting with multiple people on campus. Adding a student in Navigate360 and adding notes or appointments/appointment summaries may prove to beneficial to others who are working with the student. 

How do I add a student to Navigate360? 

Staff who have the Create a New Student permission can add a new student profile from the Quick Links panel on Staff Home. (If you do not see this option but believe you would benefit from this capability, please email mavconnect@mnsu.edu.) 

 

1. 

   Click Create a New Student. The Create a New Student dialog appears. 

 

2. 

   Enter the student's: 

 

• First Name 

• Last Name 

• Date of Birth 

• Zip Code 

• Email 
  *You can put in the student’s personal email if desired. You can choose to put in their MSNU based email, but they may not have access to it. 

OPTIONAL: You can add the student’s TechID (as found in ISRS, if applicable – must be TECHID) as long as the student does NOT already have a profile with ‘No Role’ already in the system. If you try to enter their techID and the system says that ID already is in Navigate360, please do a search in the Quick Search bar to ensure they are not already in the system, and / or that they have a ‘no role’ indicator. If they have a ‘no role’ profile, add them as a prospective student but omit the techID. 

 

The following four fields MUST MATCH the student’s eventual formal profile for a Merge Tag to appear. For stop out students, please ensure to match the following to ISRS. If there is a name change, use the current name and ask the student to formally change their name with MNSU normal procedures. (See related articles notes below for more information.) 

1. First Name 

2. Last Name 

3. Date of Birth 

4. Zip Code 

 

3. For Classification: 

• IMPORTANT - Set the student's classification to Prospective in ALL CASES (for stopped out and true prospective students). 

• If their classification is not set to “Prospective” we won’t be able to merge this account with their standard account once it’s imported into Navigate360.  

 

This may feel odd if you are working with Stopped Out students for whom you know their classification to be Sophomore, Junior, etc., as indicated in ISRS. But any other classification setting beyond PROSPECTIVE will prevent future merging of files. You can add a note on the student’s file indicating their true classification if it’s helpful to you in your work with them. You may also want to add a note indicating whether they are a true Prospective or Stopped Out student.  

REMINDER: If the student has an ISRS account and you can access it, please make sure information you are entering into Navigate360 matches ISRS data (except for classification). 

 

Merging Files 

 

If a “Prospective” Student also has an enrolled Student Profile (and the First Name, Last Name, Date of Birth, and Zip Code at minimum are matches), ALL staff users, not just those with merge student permissions, will see a yellow banner at the top of the prospective and enrolled versions of the Student Profile. 

 

There is also a View Options button to see details. However, what you see differs based on whether you have the Merge Users permission. 

 

More Resources

Prospective Students Frequently Asked Questions. 

At this time, only Navigate360 administrators have Merge access so if you find profiles that may need to be merged, please email mavconnect@mnsu.edu with the student’s 

name, TechID or StarID if available, and any other information that could be helpful.