EAB Navigate FAQ – The City University of New York (2024)

Who will use Navigate?

Students, faculty, staff, and administrators at the 14 participating colleges are able to use Navigate.

Will CUNY Start students be a part of the student population in Navigate?

Since CUNY Start students are not in the CUNYfirst database they will not be a part of the CUNY Navigate student population.

Will graduate students be added to the site?

Graduate students at all participating colleges have been added to Navigate.

How will students and staff log in?

Students will primarily use Navigate through an app on their phones but will also be able to log in on a computer. Everyone granted access will log in to Navigate Student and Navigate Staff using their CUNYfirst (single sign-on) credentials.

Where should users go if they have issues logging in?

Users should contact their campus Navigate application administrator who will resolve or escalate the issue.

Does logging in to EAB Navigate also log you in to CUNYfirst, Blackboard, or any other SSO platforms?

Logging in to Navigate does not log you in to other CUNY systems.

The information will be available on the CUNY Central Navigate website.

Campus EAB administrators will also be able to share information and seek guidance on CUNY’s listserv titled “EABSSC.”

What email address is used to send/receive emails from/to Navigate?

Navigate uses the Preferred Email address captured in CUNYfirst for students. CUNY employees will use their official CUNY email address.

Will texting be used across the University?

All students are automatically opted in to text messaging. Texts will be sent to the preferred phone number being sent from CUNYfirst.

Will students have the option to opt out of receiving texts? When/how?

EAB is extracting a Y/N “Receive Text Message” indicator from CUNYFirst. Students for whom this value is ‘N’ will not receive text messages. If students opt out of text messages, any messages sent using the text messaging will default to their Preferred Email address.

What happens if the preferred phone number is not a cell phone number?

If students do not have a working cell phone number in CUNYfirst, texts will be sent from Navigate to their Preferred Email address.

Will students have access to view notes taken by their advisor?

Students will not have access to view summary reports or notes recorded by their advisor. Colleges should develop and disseminate guidelines for advisor notes to give advisors a clear understanding of what should or should not be included in their notes and reports.

Will advising notes about transfer students flow from/to the college they are transferring to/from?

No. User-input data will remain in the college-specific site into which it was originally entered.

Can staff/faculty see the ePermit courses a student is enrolled in?

During the term, courses taken via ePermit do not have a description. Once the course has a grade, the ePermit description and location will appear in the summary view for the student.

For faculty views, will class rosters include ePermit students?

Yes, ePermit students will appear on faculty rosters in Navigate.

Can staff/faculty see if a student has read an email?

No. Navigate does not have a read receipt tracking feature.

Which data fields will be sent to EAB?

Essential data related to students, academic programs (courses, majors), and staff users.

Will data from Blackboard or other systems be integrated into Navigate?

EAB currently integrates only with CUNYfirst.

How will data be populated into Navigate sites?

Student data, student/advisor relationships and roles/permissions will be extracted from CUNYfirst and loaded into college specific Navigate sites on a nightly basis.

What time will the extract be pulled?

The extract will begin nightly around 7 pm. It is expected to arrive at EAB by midnight and load overnight.

Where will student data be located if the student takes classes at more than one college?

The course enrollment data for each college (ePermit courses, program of study, etc.) will be available in the site for that campus. User-entered data (notes, appointment summaries) will reside in the college site into which it was input and will not be shared across sites.

Will Navigate display the major GPA?

No, it will not be displayed. Since major GPA is not uniformly calculated across the CUNY campuses, this cannot be displayed in Navigate. It will still be available through DegreeWorks.

Will lifetime earned credits and cumulative GPA include transfer credits in Navigate?

Yes, transfer credits are included. GPA is calculated in CUNYfirst and uploaded into Navigate on a daily basis.

Will Navigate have midterm grades?

CUNYfirst does not have midterm grades. Therefore, CUNY Navigate will not have midterm grades, either.

What is a student category?

A category is a group of students that colleges may wish to track or communicate with; students may belong to several different categories. In addition to the list of CUNY-wide EAB student categories, every college created its own set of categories as part of its implementation process based on what it deemed most useful for its Navigate site.

What is the process for requesting additional categories?

New Navigate category requests can be submitted once they have been approved by the college’s leadership. The steps for making a new category request are:

• Obtain approval by academic leadership (following local governance processes)
• Work with college help desk to open a CRM
• Fill out the Category Request form
• The college help desk will submit the EAB Category Request form with a CRM to OUR. OUR will work with CIS/EAB to add the new category. Estimated time for category requests to be processed is 30 to 45 business days.

Can categories be removed from certain users/roles?

Colleges can choose to remove categories, but removal of a category removes it for all users/roles, not just certain ones.

What is the process for requesting or changing data in Navigate?

Navigate change requests should be submitted to your college help desk with the Change Request form which will then be submitted to OUR. Some types of change requests might include changes in logic, in the name or description of a category, or removal of a category. For example, you may wish to change how student information appears in the Navigate site, whether as a category or a particular data field. The help desk will submit the form through the CRM to the Office of the University Registrar (OUR).

Change requests will be submitted to OUR by the college help desk. The steps are:

• Work with college help desk to open a CRM
• Fill out the Change Request form. Please be sure to fully explain the problem and logic for the change in the detail field in the form.
• The college help desk will submit the Change Request form through the CRM to OUR. OUR will work with CIS/EAB to make the change. Estimated time for change requests to be processed is 30 to 35 business days.

What is the process for correcting issues with student, staff or faculty data in Navigate?

Data issues should be reported to the college help desk to determine whether they can be resolved locally or need to be submitted to OUR. An example of a data issue could be a student you know is a member of SEEK but Navigate does not show they are included in SEEK, or any discrepancy between what you know to be true in reality and/or CUNYFIRST and what you see in Navigate.

Issues that can’t be resolved at the college will be reported to CUNY OUR by the college help desk. The steps are:

• Work with college help desk to open a CRM
• Fill out the Data Issue Reporting form (link below)
• The college help desk will resolve locally or submit the Data Issue Reporting form with a CRM to OUR. OUR will work with CIS/EAB to resolve the issue. Estimated time for issue resolution is 14 to 20 business days.

How are Roles and Permissions determined and assigned in Navigate?

Roles and permissions, which vary amongst campus users of the Navigate system, are determined by the college’s EAB leadership team and are automated in the Navigate system.

What is the process for requesting a new role or adding users?

Navigate users, including students, faculty, and administrators, are all assigned roles in Navigate; some users may have multiple roles. To issue a new role or add a user, please complete an EAB User Access Request form. The most up-to-date version of this form can be found on the CUNYfirst (PeopleSoft) Security web page under Forms: Campus Solutions.

New campus-level roles can be assigned by the college help desk or ASL (Application Security liaison). No Central Office approval is required but a form must still be submitted.

Note: every college has an ASL and standard procedures for submitting items to the ASL. If you don’t know how to do so please consult your Navigate administrator.

Most roles can be issued locally without Central Office approval. See the user role chart with descriptions attached to the EAB User Access Request form. The most up-to-date version of this form can be found on the CUNYfirst (PeopleSoft) Security web page under Forms: Campus Solutions.

The process for requesting access to Navigate or the addition of a new role is:

• All new Navigate users must receive FERPA training at their colleges prior to receiving an account and login information.
• The help desk must submit a completed EAB User Access Request form along with a CRM for all new users for purposes of auditing and tracking. The most up-to-date version of this form can be found on the CUNYfirst (PeopleSoft) Security web page under Forms: Campus Solutions.
• For high-level role requests, the form and CRM must be submitted to OUR.

College accounts are typically created within 1-2 business days. Requestors will receive an email once the request has been processed by the campus ASL. Navigate uses CUNY login credentials. (FirstName.LastNameNN@login.cuny.edu)

Once a CUNYFirst account is set up, user role data will be transmitted to Navigate for automated provisioning. Estimated time for resolution is 1 – 2 business days.

How will the roles/permissions work when a student becomes faculty?

Users can have multiple roles in Navigate. Users will be assigned all the roles for which s/he is qualified at the point of a given extract.

What constitutes an active student in Navigate? How does CUNY define the student population to be included in Navigate?

The active indicator will include any student with admitted, pre-matriculated, or matriculated status on the admissions side OR any student that doesn’t have a completed program status i.e. has not graduated.

Which students are considered inactive? How does the university-wide standard around three semesters of enrollment play in here?

Students will become inactive in the Navigate system when they graduate from their program, once they are no longer admitted status, or if the student is no longer included in the CUNY extracts. A student falls out of the extract when the term end date of his/her max term is more than 365 days behind today’s date.

Will there be any financial information in the data extract?

CIS will allow financial information to display as a ‘tag.’ Distinct from Categories, which are refreshed nightly from SIS, tags are batch uploaded into Navigate manually by the local campus admins. Like categories, tags display on a student’s overview page and are searchable in Advanced Search.

Can TAP eligibility from the FACTS system be extracted?

Financial aid data category requests will be reviewed and approved by the CUNY Central office for feasibility.

Can someone see how many times a student viewed a Hold? Can alerts be sent through the app instead of email?

There is currently no way to view how many times a student has viewed a hold. Holds can be configured in the site to send a once-daily push notification through the app.

Can holds be seen from other colleges?

No. Holds from transfer colleges cannot be viewed.