Alerting Teachers of Visiting Students

Amanda Weaver
Amanda Weaver
Third Anniversary Name Dropper Facilitator 1 Participant
in Blackbaud Enrollment Management System™

Hi all! Has anyone come up with a way to alert teachers when there are visiting students? As it currently stands, when we have students in the building shadowing, I have to send an email out to all faculty/staff the night before with the following information on EACH student visiting (one email per day, but there can be upwards of 10 students visiting on a given day!):

  • Name
  • Current School
  • Name of student host
  • Interests

I'm REALLY hoping there is a way to automate this.

Comments

  • Julie Winkeler
    Julie Winkeler
    Third Anniversary Kudos 1 Name Dropper Facilitator 1

    @Amanda Weaver
    I would love to know if there is an easier way also. I do the same thing as you, it can be very time consuming. Thanks, Julie

  • Lisa Miles
    Lisa Miles
    Fourth Anniversary Name Dropper Participant Facilitator 1

    @Amanda Weaver

    We created an Official Note type called “Shadow Student” with some merge fields to include the visiting student's name, etc. Then send to the teachers of the student he's with for the day. Admissions still has to send each one so it doesn't completely solve your problem. Our admissions folks say it has helped their process a bit though.

  • Amanda Weaver
    Amanda Weaver
    Third Anniversary Name Dropper Facilitator 1 Participant

    @Lisa Miles would you be willing to share your official note template? We are still struggling with this one.

  • Lisa Dimant
    Lisa Dimant
    Fifth Anniversary Facilitator 1 July 2025 Monthly Challenge Loyalty Badge

    I wonder if you can tag the teacher on their visit in EM?

    Once you are in the screen with the Visit, on the left hand side you can select Visit agenda & Participants, click on 'add an activity' and you can select the teacher there. If you enter the details in the description, I believe that it sends an email to the teacher or ambassador that you tag on it, including a reminder 24 hours before the shadow day. I haven't used this module to notify the teachers, I have only used it in the past with our student ambassadors and I loved it!

  • Amanda Weaver
    Amanda Weaver
    Third Anniversary Name Dropper Facilitator 1 Participant

    @Lisa Dimant yes, we use that feature to notify our student hosts. Each visiting student attends 6-7 classes and we can have upwards of 10 visitors per day. Tagging each of the host student's teachers under each visitor would be just as time consuming. (I think?) They would also have to go into each visiting student's profile to view their current school, interests, etc. and I don't want to burden teachers with that extra work. I was hoping for one quick snapshot of each of the visiting students in one email to all faculty/staff. This way, we also aren't cutting out any non-teaching staff that may want to chat with the student throughout the day (coaches, entrepreneurship advisors, etc.)

  • Lisa Dimant
    Lisa Dimant
    Fifth Anniversary Facilitator 1 July 2025 Monthly Challenge Loyalty Badge

    We use a google calendar invite as well (an extra step) however we tag our security team, nurse, admin team, all of the teachers they are shadowing in and the student ambassadors.

    We include the current school that our shadow kid attends, their current grade, their schedule (including room assignments) and who they are having lunch with.

  • Amanda Weaver
    Amanda Weaver
    Third Anniversary Name Dropper Facilitator 1 Participant

    @Lisa Dimant We are currently sending a mass email the night before and having to copy/paste that information each time for each visiting student. Hoping to automate the process.

  • Geoffrey Goodfellow
    Geoffrey Goodfellow
    Tenth Anniversary Kudos 5 Name Dropper Participant

    We do the same as @Lisa Dimant where we build the visit day agenda with the correct people, and the system sends out reminders automatically.

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