USU is migrating to a single instance of Achieve (formerly known as Appointment Manager) in an effort to enhance the student experience and better support future improvements. The office of Teaching and Learning Technologies, in collaboration with IT and the vendor of Achieve, is overseeing this migration. Our goal is to make this transition as smooth as possible.
The information below explains how you'll schedule and manage appointments during the migration time period (May 12 - June 13) along with other details.
If you have any questions about the migration, please contact Sean Peterson.
Migration Date
Tuesday
June 13, 2023
Current Instance vs. New Instance
USU has been running 13 instances (copies) of Achieve for the past several years. Upgrades to Achieve now make it possible for us to be on a single instance.
As part of the migration, a new account will be created for you in the new instance of Achieve. During the migration period, you'll be working in two instances of Achieve: for simplicity's sake, we'll call these your current instance and the new instance. The new instance will look nearly (if not exactly) identical to your current instance. Bookmark the new instance URL so that you can easily access it going forward.
Current Instance
New Instance
Creating and Managing Appointment Slots
When creating and managing appointment slots, note the following:
Appointment Slots
Before June 13
You'll create and manage these as normal in your currrent instance.
Program Codes
If you create appointment slots using program codes in Outlook, you'll use the same program codes that you've been using to this point.
Appointment Slots
For June 13 and Beyond
You'll create and manage these in the new instance.
Program Codes
If you create appointment slots using program codes in Outlook, you'll use new program codes for the new instance. Do not use the old program codes.
Documenting Appointments (Sign-In Queue)
Before June 13
Continue to document appointments using the Sign-In Queue in your current instance.
June 13 and Beyond
Document appointments using the Sign-In Queue in the new instance.
Advisor/Staff Profiles
During the migration period, you'll have two Achieve profiles: one in your current instance and one in the new instance. A notice (shown in the image below) will be added to your current profile directing students to visit your new profile if they want to book appointments with you for June 13th and beyond.
Appointment Booking URLs
Teaching and Learning Technologies will work with the Huntsman School, IT and University Marketing & Communication to update appointment booking URLS on Degree Finder, Find My Advisor, and other USU websites.
If you use appointment booking URLs in your email signature or other non-website locations (e.g., QR codes), please update the URLs on June 13th.
| User | New URL |
|---|---|
| Amanda Adison | https://studentappts.usu.edu/ramonline/BookAppt?AG=544 |
| Jacob Sagers | https://studentappts.usu.edu/ramonline/BookAppt?AG=545 |
| Rebecca Ivans | https://studentappts.usu.edu/ramonline/BookAppt?AG=546 |
Historical Appointment Data
Certain appointment data will be migrated from the current instance to the new instance on the morning of June 13th. This includes:
- Advising notes associated with a student
- When notes were created
- Who created a note
If you'd like to retain additional appointment data not listed above (e.g., answers to appointment questionnaires, check-in data, session durations, etc.), export the data from the current instance. Some reports that may be of value include:
- Reports > Reservation Details (this includes student’s answers to the appointment questionnaire)
- Analytics > Reservation Analytics By Reporting Line (includes student reservation data but does not include student answers to the appointment questionnaire)
- Analytics > Check-In Analytics By Reporting Line (this includes advising notes, when you started and ended a session with a student, the session duration, and how you met with the student)