Campus Life lets you add selected fees to students, manage room and board assignments and charges, and track violations and consequences (say, parking tickets or student code violations). In this guide, you'll learn how to set up the basic items your Campus Life staff will be using.
Who can set up Campus Life?
Campus Life > Settings is divided among seven different sections. Here's who can access each section:
- Campus Life users do not have access to any of the settings pages.
- Financial Admin users can set up Fees, Campuses, Buildings, and Resources.
- Academic Admin and Registrar users can set up Fields, Violations, Consequences, Campuses, Buildings, and Resources.
Step 1: Set up fees
Here, you'll select the fees that Campus Life users can apply to student accounts, as well as those you wish to link to Violations and Consequences. Keep in mind that Campus Life fees are term-agnostic, and if there are any fees that must be connected to an academic term, you likely shouldn't add them here.
- Select a fee from the drop-down. These are the fees you set up in Financial > Settings > Fees.
- When you've selected the fee, click Add to list it.
- Click Save Settings when you're finished.
- Remove a fee from this list by clicking (again, you'll need to follow this step by clicking Save Settings).
Now that you've listed these fees:
- Campus Life users can now apply these fees to student accounts. They can do so both on Profile > Campus Life and by using the Add Fee workflow on the Campus Life > Students report (they still need to be invoiced by a Student Billing user on Profile > Financial > Dashboard).
- You can connect these fees to violations and consequences (see below).
Something to keep in mind: when you create a room/meal plan, it creates a corresponding fee in Billing > Settings > Fees. This may seem counterintuitive, but we recommend against adding these corresponding fees to Campus Life. Here's why:
- Campus Life fees are term-agnostic, and typically, room and meal plan fees are typically connected to a specific term.
- Campus Life users can add room and meal plans themselves; this ensures that the fees generated by those plans get linked to a specific academic term.
Step two: set up custom fields
Custom fields let you track Campus Life-related information about people. When creating custom fields, do your best to not duplicate any existing information fields (custom or otherwise)!
- Click Add Field.
- Select the Input:
- Integer or Decimal:Integer creates a number-entry field. Decimal creates a number-entry field that accepts decimals. These inputs reject text and punctuation.
- Text: Creates a 255-character text field that accepts letters, numbers, and punctuation.
- Select: Creates a list of options to choose from a drop-down menu. Type the options in the Value field and click Add to list them.
- Date, Date/Time: Creates fields that accept month, day, year, and time entries.
- Checkbox: Creates a list of options. Checkbox lists let you select one or more options from a list. Type the options in the Value field and click Add to list them.
- Radio: Creates a list of options. Radio lists let you select only one option from a list. Type the options in the Value field and click Add to list them.
- File: Creates a file upload area.
- Text Area: Creates a large text field that accepts letters, numbers, and punctuation.
- Enter the field's name and description.
- Click Save to create the field.
Now that you've created this field, you'll be able to add it on Profile > Campus Life > Info. These fields are also available in the Campus Life > Students report filter.
To change or delete a field, click its name and make your changes in the dialog.
- You cannot change the field's input type! You can change any of the other details.
- If you delete a field, doing so will also delete any information you've collected using that field.
Step three: set up violations
Violations are things like parking tickets, dorm cleaning fees, and other non-academic infractions. You can link them to consequences and include a fee to automatically apply when you add the violation to a person.
- Click Add a violation.
- Give the violation a name.
- If you wish, enter a description as well. This description can be edited at the time you apply the violation.
- If you wish, select a fee. This fee will automatically apply to the student when you add the violation to their record.
- Check to email a notification to the student when you add the violation to their account. The email will include all of the violation's details, including the description. You can un-check this at the time you apply the violation.
- Click Save.
Now that you've created this violation, you can add it to students on Profile > Campus Life. As you do so, those students will list on the Violations report. Violations can also be used to trigger consequences, which you'll set up next.
Step four: set up consequences
Consequences are follow-up actions that are triggered by a certain combination of Violations. They could be things like Meet with the Dean, Send a warning letter, or Conduct Code fine. You can also include a fee to automatically apply when a person triggers the consequence. Consequences are initially set to pending; you can then apply them or waive them.
- Click Add a consequence.
- If you wish, enter a description as well. This description can be edited at the time you apply the consequence.
- If you wish, select a fee. This fee will automatically apply to the student when you add the consequence to their record.
- Check to email a notification to the student when you add the consequence to their account. The email will include all of the consequence's details, including the description. You can un-check this at the time the consequence is set to applied.
- By default, consequences begin in the pending status. Check if you'd like to set the default status to applied immediately after this consequence is recorded against a student.
- If you manually-add this consequence, you can still change the status.
- If the consequence is triggered, the status will go straight to applied.
- Click Save.
Now that you've created this consequence, you can add it to students on Profile > Campus Life. You'll also see them on the Conseqences report. If you've set up violations, you can also use violations to trigger the consequence. Here's how to set up consequence triggers:
Consequence Triggers define how many of a certain violation in a given time period will trigger this consequence. If you add multiple triggers, the consequence will be added to the person if they transgress any one of them. In the above example, if a student gets in three food fights while at your school OR engages in three automobile-based pranks (whether spreading shaving cream on the academic dean's door handle or doing donuts on the campus lawn in a roommate's rented limousine) in a given month, he'll be subjected to the Smarmy Moralistic Lecture consequence.
- Click the consequence name to go to its page.
- Next to Violations, click add.
- Select one of the violations you set up from the drop-down.
- Select the unit type for the timeframe—choose from All Time, Academic Year, Academic Term, or Month.
- Enter the number of times the violation must be attached to a person within the timeframe to trigger the consequence.
- In the above example, if a student gets six student code violations in an academic term, he'll trigger the consequence.
- When you're done, click Save.
- Repeat these steps as often as you need to.
Step six: set up resources
Resources are physical items you wish to keep track of for scheduling purposes. They may be portable (projectors or vehicles, for example) or they might be tied down to a room in a building (workstations in your computer lab).
First, set up Resource Types. It's a long and arduous process, not unlike climbing one of the more moderate of the Rocky Mountains or spending a month on the Appalachian Trail, but with a diminished sense of exhilaration when the task is finally concluded:
- Click add next to Resource Types.
- Give the resource type a name. It should be bland and generic— computer, as opposed to, say, Commodore Amiga 2000 68030 Desktop Computer SCSI2SD RGB2HDMI.
- Click Save.
Now that you've set up some resource types, you can start adding resources to buildings and rooms, as well as create global resources—those that are available for use anywhere at your school:
- Click add next to Global Resources.
- Give the resource a name. Get as specific as you feel you ought.
- Select the type from the drop-down.
- Click Save.
Global Resources are available for scheduling in Calendar (but not in Google Calendar at this time).
In addition to the above tasks, you'll also want to make sure you...
- Set up room and meal plans.
- Add campuses and buildings.
- This was mentioned in step one— set up the fees you want to use in Campus Life.
After all these pieces are in place, you'll be able to get the most out of Campus Life. The vast majority of your Campus Life activity will take place...
- On the Profile > Campus Life view.
- Among the various Campus Life reports: Students, Rooms, Violations, and Consequences.