Module 1: Introduction

By this point, you have successfully navigated the application process and landed the job. Congratulations!

This will be a brief introduction to the job, essentially a tutorial designed to make the learning process easier and quicker for you, and to save time for your supervisor.

For this job, you will need to set up your QLess, Zoom, NVCC email (not vccs), and Teams accounts.

• QLess will help you control the flow of students. We will discuss the specifics of this later, but for now, this is the essential understanding.
• Zoom is the platform where you will receive and speak with students, and distribute them into breakout rooms where they will wait to connect with an academic advisor. We will delve into this further later on.
• NVCC email will be used to keep you up-to-date on any HR training or other background checks that are necessary to maintain your employment. It will also be the means by which you will log into your Teams account and access your QLess credentials. More details on this will follow.
• Teams (your MyNVCC account) will be essential for communicating effectively and collaborating with your coworkers and advisors while at work.

Module 2: Setting up your QLess

To set up your QLess account, you primarily need your MyNVCC account, which should be provided by your supervisor (gruffinlowry@nvcc.edu).

Once you receive your MyNVCC email (either through your personal email or the email you are using to contact your supervisor), be sure to contact IT support (703-426-4141). They will provide you with the password for your new NVCC email. Please note that this is different from your VCCS email.

Once you have your MyNVCC account and your newly created password, make sure to log into the account using webmail on the Northern Virginia Community College (NOVA) website.

To access your webmail, visit the Northern Virginia Community College Faculty/Staff page .

On the page, tap the Faculty/Staff Webmail option to proceed. The image below shows where to click:

After you have access to your NVCC account, you can use it to log into your Teams account, where you can communicate with your coworkers and supervisors. Through Teams or by directly emailing your supervisor, you can request the QLess link to use your MyNVCC credentials and finally set up your QLess account.

In order to request the QLess link, ask your supervisor at (gruffinlowry@nvcc.edu) or message Germain in your Teams account.

Module 3: Setting Up Your Zoom

Start by downloading the Zoom application on your computer from the official Zoom website (Download Zoom).

Once installed, open the app and click on the SSO (Single Sign-On) option instead of using your email or password directly. This is the required method for VCCS accounts. The image below shows exactly where to click:

Next, enter vccs as the domain name and hit enter to proceed. You can refer to the following image to confirm you are on the right track:

Once logged in, your Zoom setup is complete!

Before finishing this module, make sure you've verified the following:

• Your QLess account is fully set up and functional.
• You have received the Zoom meeting link from your supervisor.
• You have confirmed whether you are the host or co-host in the Zoom meeting. This status determines the permissions you'll need to carry out your duties.

The image below illustrates the expected appearance of your completed QLess interface. Refer to it to confirm your setup. Additionally, verify that "Advising" is displayed below your name in the top right corner; the default setting is often "Accommodations".

Once you're logged into Zoom, ensure that your name is displayed with either Host or Co-host next to it. This is crucial for having the permissions required for your role. See the image below for an example:

Video Resources

Below is a list of helpful tutorial videos to guide you through additional tasks and responsibilities. Each video will come with a short explanation so you can decide what to watch based on your needs.

• Video 1: Step 1 - Initial Setup

  This video demonstrates the initial steps required to set up your account and tools.

  Takeaways:

• Video 2: Covering Different Scenarios and What to Do

  This video covers various scenarios and the steps to handle them effectively.

  Takeaways: The points below are takeaways from the video and are just summaries of what was covered in Video 2.

  Note: Please watch the entire video, even if it mentions that certain parts are optional. The information throughout is crucial for your understanding.

  Difference between cohost and host:

  • Host has ultimate permissions and can grant them to co-hosts.
  • As host, never end the meeting for all participants.
  • Co-hosts can close all breakout rooms just like the host.
  • If leaving as host, assign a new host; co-hosts can simply leave.

  Structure of breakout room (waiting room and advising room):

  • Ten initial waiting rooms are the first point of entry for students.
  • Separate advising rooms are where advisors are stationed.
  • After initial contact, students are moved to a waiting room.
  • Advisors then pull students from the waiting rooms into their private rooms.

  Zoom link and phone number what students see after they get summoned:

  • Students receive both a phone number and a Zoom link to join the virtual lobby.
  • This offers flexibility for students with different connection options.
  • For students with microphone issues, use Zoom chat (double-tap name shortcut).
  • Alternatively, the standard chat window can also be used for communication.

  What to do when the student's name is not listed in the Qless:

  • Click the three horizontal lines, then Ctrl+F to search for the name.
  • If found, the phone number will appear; copy it.
  • Go back to the three lines, select "Add Student," and paste the number.
  • Verify the name, add the student ID, choose the platform, and click "Add."

  Dealing with a person needing financial aid:

  • Provide the student with the correct phone number for the financial aid department.
  • In the Qless summoned list, click the "Arrived" button next to their name.
  • After clicking "Arrived," a square icon appears in the top right.
  • Click this icon to finalize the interaction and mark the student as assisted.

  Moving students to waiting room:

  • Hover over the student's name to see the ellipsis (...) icon.
  • Clicking this provides options to move back to a general waiting room.
  • It also allows transferring the student to a specific advisor's room.
  • These actions can also be managed through the breakout room interface.

  Prioritized summoning:

  • Always give precedence to students seeking help with financial aid.
  • Also prioritize students who are here for career planning assistance.
  • Addressing these requests quickly saves valuable waiting time for them.
  • Efficient handling streamlines the overall student support process.

  Requesting for a specific advisor:

  • Rename the student in the participant list using " - Advisor's Name."
  • Check if the requested advisor is present in advisor rooms or Teams.
  • If the advisor is available, proceed to transfer the student to their room.
  • If not available, inform the student about their return time and offer alternatives.

• Video 3: Priority Summoning

  This short video covers how to do priority summoning.

  Takeaways: Prioritize summoning people in need of financial aid and IT support.

Host Opening Procedures

This section outlines the procedure for setting up the appropriate settings when you are the first person to join the Zoom meeting. This typically occurs during the early shift when you log in and prepare the meeting before others arrive.

Step 1: Select "Options" at the bottom left of the Breakout Rooms box (it is only available to the first person of the day BEFORE rooms are open).

Step 2: Default Settings that need to be changed:

• Uncheck the 4^th box: "Automatically move all selected participants in breakout rooms to main meeting"
• Check the 3^rd box: "Automatically move all assigned participants into breakout rooms"
• Change the countdown time from "60 seconds" to "10 seconds" in the drop-down menu

Step 3: The final step is to click "Open All Rooms" on the bottom right of the box.

Conclusion

You've officially completed the entire training tutorial. Great work making it through each module, step by step. You're now equipped with all the essentials to get started smoothly, and confidently handle your responsibilities on the job.

Before you go, a quick word from the creator of this guide:

I kept this website simple — maybe even a little unattractive — not just because I'm slash lazy 😅, but also to leave the door open for you. There's an opportunity here. Take this site, improve it, personalize it, and if you're into design or development, maybe even add it to your resume. That's exactly how it opened big doors for me, and I genuinely hope it can do the same for you.

The job is easy — but you can always make things much easier.

Good luck out there. You've got this.