Student Documentation

From enrollment to graduation, a student encounters numerous staff and faculty members across multiple departments. The process of meeting requirements and reaching milestones can be challenging, and not only for the student who is navigating the school system while engaged in their studies, but also for the student’s support network. Student service departments may be siloed and can have fragmented records of the student’s experience. ConexED is built to unify fragmented systems and create clear pathways from one department to the next. Student documentation is a key component of this unification.

Documenting student meetings, telephone calls, chats, and other communications is an integral part of high quality and unified student support services. Consider the following benefits:

  1. Data Collection: Complete documentation provides a fuller picture of collected data.
  2. Continuity of Support: Documentation helps staff prepare for and process student needs more efficiently.
  3. Student Engagement: Documentation supports staff with the information and data they need keep students on track and engaged.
  4. Communication: Documentation provides communication channels for student support staff and faculty.

Types of Documentation

Meeting reports provide statistical data for documenting the numbers of student encounters, the dates and times that students are helped and by whom and in what location and for what reason, and much of that data is collected automatically when appointments are made and conducted in the virtual office. But ConexED provides more pathways to support than scheduled virtual office meetings, and even this meeting data does not include information that only faculty and staff can through their direct work with their students.

Four types of documentation that faculty and staff can contribute to the big picture include the following:

  1. Check-In and Check-Out Times

Meeting data allows you to store and analyze important information about your services and your students to help make informed decisions regarding business processes. Documenting a meeting’s actual check-in and check-out times is fundamental to collecting accurate meeting data.

  1. Intake Forms and Staff Review Forms

Intake Forms collect and document information specific to a student service and provide a space for students to say in their words their purpose for scheduling or checking into the queue. The Staff Review Form gives staff a way to follow-up with paperwork or next steps or send the Staff Review Form to another staff member. Both of these forms which are accessible right in a student’s Appointment Details provide a communication channel and promote continuity of support for students.

  1. Reason Codes

  1. Notes

Reporting is a , the staff who serve the students, and of intake forms, staff review forms, surveys, reason codes, and notes are all ways to document the student experience.

Consider the following ways a student might connect with student services and the ways to best document the student’s experience.

Virtual Office Meetings

Drop In



In-Office Walk-In Meeting

You’ll find that there are different types of document