LifeShops Outreach Tools & Services
Collecting and Utilizing Titanium to Manage Your Outreach Data
Titanium Schedule® is a registered trademark of Titanium Software, Inc. Screen shots from Titanium Schedule® software program are used with permission of Titanium Software.
Note: Because Titanium is, quite likely, the data base/scheduling system most widely used by Counseling Centers, it is used here to provide illustrations for capturing the administrative data on outreach activity. While the visual design and layout may not apply to centers that do not use Titanium, the following is offered to assist in conceptualizing how your center might collect and utilize the information related to counseling center outreach investments.
There are different reasons for including outreach activities in the Titanium system (or some other system that may be used in your counseling center). The levels of specificity offered in this document may exceed what your center decides to use, but they are offered here to illustrate the different ways outreach can be both defined and managed in your center, toward reaching your center’s goals. There are different functions to collecting and reviewing outreach-related data through Titanium. The primary function is to enable the center to document and report the impact of the counseling center’s various outreach activities on the campus community. However, there are peripheral functions of this data, as well. Directors and other members of the administrative leadership can utilize this data toward resource management, illustrating the amount of time going into particular efforts and allowing for equitable resource allocation with respect to all the different functions of your counseling center.
Each center will need to assess the priority of capturing more vs. less detailed data about your investment in Outreach. This document refers to a rather detailed investment in a comprehensive, multi-level Outreach unit, consistent with the LifeShops model of college counseling center outreach. It is important to acknowledge that, due to a number of factors, not all centers can or should operate with this level of investment in Outreach service delivery, including this level of data collection to assess the role of outreach in your center. Before proceeding with assigning staff resources to capture your outreach investment via Titanium, an important first step is assessing what data you wish to capture: this involves recognizing and naming particular counseling center activities that are regarded as “Outreach.” (See the Goals and Objectives sections of the LifeShops Outreach Manual).
Entering Outreach in Titanium
In Titanium, there are 3 levels of data entry that can be used to track actual outreach activity: CODES, CATEGORIES, and TYPES (sub-categories). The CODE level window is identified as an "Other Appointment" and contains 3 tabs: Appointment Info, Scheduling, and Additional Information, each of which open to new windows with more data entry fields. Your Titanium system administrator will be responsible for configuring the specific terminology you identify will be used to fill all the fields in this system.
At the CODE level, data entry includes the date, time, duration, location, and staff member participating in the scheduled activity, along with a designation of ATTENDED or CANCELLED. At this level, a broad term denoting outreach is suggested, such as Outreach Activity. The CODE level also functions as a Placeholder in your Titanium schedule, entered as the “new appointment” that is visible on your calendar as an outreach activity. The graphic below shows an example of this, in the Appointment Information window for each Outreach Activity. In this example, only one staff member is engaged in this outreach, and this entry is on his Titanium schedule. If other staff members are participating (and included in this entry), the number of them would be indicated in parentheses next to the name in the Scheduling tab, and clicking on that tab will display the other staff members (assuming they are already loaded onto your Titanium database). NOTE: This will not occur if the other staff enter the outreach activity, separately, on their schedule. To help maintain the accuracy of both, the number of outreach activities and the number of staff hours devoted to outreach, it is suggested that all staff members involved in any given activity be entered under one entry (the staff member coordinating or leading this particular outreach).
In the graphic, above, the data fields that are completed (Attendance, Date, Time, Code, and Length) are pre-loaded in Titanium; in other words, the data is selected by drop-down menus or schedule-generated text, rather than typed in by the user. The empty fields (Location, Description, and Comment) accept text entry, and the user can type in whatever information is most useful (i.e., efficient, descriptive for your purposes, etc.). The following example has text entered into these fields, highlighting how to use Titanium to provide description reminders for the outreach activity. It also shows how to note the Outreach Goals that are being addressed by this activity.
In addition to the scheduling elements and practical information related to documenting the outreach activity on staff member’s schedules, Titanium also has functions that allow you to further delineate the outreach activity your center is engaged in. Shifting from the Appointment Information window, click the Additional Information tab, below, to open that window.