From within a student's profile, click the Notes tab for a full record of notes for this student or to make a new note. Notes will include anything you have recorded as a note and also any automated notes added by Stellic for specific actions, such as exceptions or appointments.

You can filter based on the type of note to include only notes included by you, by others, or by the auto generated notes created by adding exceptions.

You can notify a user that a note has been added by tagging the user within the note. To tag a user, simply type the @ symbol within the note, and then search for the person's name or username. Important note: You are only able to @ mention a user who already has permission to view this student's record.

There are multiple types of notes you can choose from. Each type has slightly different functionality, visibility, and notifications.

A note about visibility and notifications for students: If a note's visibility is set to student, the student is notified without needing to be tagged with an @ mention. If the note was initially made without being visible to the student and then later edited to update the visibility to include the student, the student will not receive a notification unless they are tagged with an @ mention.

Sharing a concern also comes with an additional functionality. All notes that are created as concerns are able to be marked as resolved. Concerns can only be resolved by the user that created them.

You can search for concerns by their status - there is a filter for "Active Concerns", meaning concerns that have not been resolved, or "Resolved Concerns". You can find this filter in the Student Search page under the "Notes" filter.

If you are a user who has been the recipient of a referral, you can use the comment feature to continue the conversation started by the person who made the referral. See more details below.

Stellic supports adding attachments in notes. To add an attachment, click on the "add attachment" option below the note-taking text box.

You can add one attachment per note. The attachment must be smaller than 5MB, and the specific file type extensions that are supported are PDF, JPG, DOC, DOCX, XLS, XLSX, and PNG.

You’ll also be able to select the view options for the note. You can keep the note private to yourself to use this as a personal reminder, or have it be accessible to other advisors, or a user group that has been set up by a program administrator. Some note options also give you the option to let the student view the note as well.

Click the "edit" option next to your saved note to change the visibility of the note after it’s been saved. Note that you’ll only be able to edit notes that you’ve created. You’ll also be able to delete notes that you’ve created by clicking the ‘x’ that appears when you hover over the note.

Users with "superadmin" privileges can create User Groups to use with notes. If you'd like to have a user group for note sharing, such as 'Program Staff' or 'Commencement Committee', please contact your campus Stellic administrator to create that group. Once a user group is created, you'll be able to select the group after choosing 'specific user group'.

You can tag a note with the name of another administrator to alert them of a note that is of significance to them. Important: the user you are tagging must have rights to view the note based on the visibility you have assigned to that particular note. If they are not part of the students advisors or the user group assigned, they will not be able to view the note. Admin users will not receive alerts on a note unless they are specifically mentioned in the note, using the '@username' to send the alert.

On the Student Search page, you can search for Notes on students under the "Notes" filter. You can search by note type, or by the date range that the note was last added. You are only able to search for notes on students that you have permission to see in Stellic.

Notes can have comments added to them in order to have more robust conversations about particular notes. You can also tag additional users in the comments so that they can be notified and added to the conversation. No user will receive a notification about a comment unless they have been tagged with an @ mention.

You are able to create Notes Templates for your own use in Stellic to standardize your note-taking processes. As an advisor or admin user, you can create Note Templates for their own personal use. (A superadmin user can create Note Templates for use by all admins at your institution.)

To use a template, select Start with Template from within the Notes tab on a student record.

From the pop-up window, you can either choose an existing template or create a new one.

Within a template, you can input a title, description, and then set text within the body of the note as well as default visibility settings or tags.