Studio Abroad Help
The following forms and documents will guide you through the process of using Studio Abroad.
Help topics include:
- Logging In
- Running Queries and Reports
- Replying to Information Requests
- Emailing Students
- Posting Learning Content
- Studio Abroad Faculty Training Manual
Each faculty should have received an email with their login instructions.
When using the software's search tools and reporting functionality, it is important to understand the distinction between the query and the report.
The query is the search criteria used to obtain a list of records that you wish to either
examine, process, or on which you desire to create a report. The initial steps of
the Student Admin -> Search/Advanced Search tools are used to generate this query.
For example, you can write a query to produce a list of all students going to France in Spr 09. This will produce a basic list with their names. The query is 'All applications with a location of France in the Spring 2009 application cycle'. The list of applications that are displayed are the results of the query. This list is frequently referred to as the search results. It is from this list of applications that
you can then produce your reports by using either the "Excel/Text export" or the "Create report" options.
A report is a series of output columns and/or groupings generated from your query results.
To use the example above (All France applications in Spring 2009), you can then generate a report from the query results to display specific things about these applications such as GPA, major, etc. If the next day, you wanted to know the gender of the students going to France in Spr 09, you would run the same query to create the student names and then create a new report displaying their gender.
When saving queries and reports, the results of the queries and reports are not saved. Saved queries and reports can be used over and over again and the results will always reflect the current data in your database. So in the example cited above, if someone was accepted overnight, that student would appear in both the previously created query and any of the reports when next they are run.
An important detail to remember about your queries is that you are running application searches - not applicant searches. The results you get are initially grouped by applicant name, but they represent applications that those applicants have generated. When constructing your queries, you should keep in mind that you are really looking to get a list of applications - not applicants.
How to Run, Save, and Share Queries and Reports
A query is the result you get when looking for a specific group of applications. You can run a query by going to the Search or Advanced Search options under Applicant Admin.
Your query can be as simple as 'who is studying abroad for the year 2009-2010' or
as advanced as 'who is a female, majoring in Nursing, with a GPA of 3.8 studying abroad
for the year 2009-2010.
Once you have your search results that meet your search criteria, you can save that search to your homepage so it will be easily assessable.
When you go to your Admin Home you will see that saved query in "My Queries and Reports" panel.
Every time you click on this query, StudioAbroad will re-run your search and show
you a list of current students that fit the criteria.
From your "My Queries & Reports" panel you can also export the query results as a text file and create reports, edit the query, delete it or export it to an excel spreadsheet.
Exporting the Query as Text or Excel
Click on the "Export as Text" or the "Export as Excel" icon. Click OK and your file will open.
You can create reports from your saved queries. Click on the "Create New Report" icon and specify the data that you would like to report. Click "Results."
By clicking on the "Edit" icon, you can make adjustments to your query without having to re-enter all the query specifications. Once you have made the appropriate adjustments, click "Next." If you save this search with the same name as before, the new query will replace the old query. If you rename the search, a new query will appear on you home page and the old query will still be there.
If there is a red X next to the query, you can click that to delete it. If there is a locked icon that means that the query is either shared or part of a query watch and therefore cannot be deleted.
Sharing a Query
It is possible for you to 'share' a query with any other user on your site. This will put a copy of your query on their admin home page, where they can always get the updated lists of applications that fit the criteria.
- Click "Share Queries" on the last line of the "Saved Queries" section.
- Select the query you wish to share and put a check mark beside all the people with whom you would like to share the query.
- Click "Share." (Remember that by sharing a query you are locking it on your site. You can edit a query that has been shared, but you cannot delete it.)
- Log into Studio Abroad
- Select "Applicant Admin > Info Requests
- You will be able to see the subject, who entered the request, the date, and who
has applied (if anyone).
- To reply, you select the subject line, which will bring you to the information request page. You can then select "Reply to Request."
- If this email is program specific, create a search by going to Applicant Admin > Search.
- Enter your Program Name and select "Search."
- A list of students will appear who have applied to this program.
- Select Options > Send Email.
- The email content will appear for you to enter the subject and body. Once all your
information is filled in, select "Send" and your message will be sent to all students.
'Learning Content' refers to a type of application requirement where administrators can deploy information to applicants. These are simply informational pages that the applicant can read and check off as having been read. All Learning Content information will remain accessible to applicants throughout their entire application and while abroad.
Learning Content could include such topics as:
- Tips for staying safe while traveling
- What to pack
- Working in the destination country
- History/cultural information about the destination country
- Using an ATM or opening a bank account in the destination country
- Pre-departure information
- Information about alcohol/drug abuse while abroad
- Information about culture shock and re-entry shock
Creating a New Learning Center
To create new Learning Content, follow these steps:
- Go to Process Admin > Learning Content and click the "New Content" button at the top
of the page. This opens the Learning Content: Add page.
- Enter a name for your learning content, select the type of applicant who should receive the content, and determine during which phase they should get it. You will also provide a delivery date if necessary, determine if it is a conditional submission, attach a video from the video library if desired, and select the terms and programs for which this Learning Content is applicable. You can also deploy the Learning Content based on applicant parameters if desired. (For instance, you may wish to deploy this Learning Content only to those applicants with allergies.)
- Enter the content in the WYSIWYG editor provided.
- Click "Add."