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Activation Checklist

Before officially activating a Waves Network for your high school or university, please complete the following activation checklist. This will help you work ahead so as soon as your network is activated, you can begin utilizing the app right away. 

 

Quick Tip: Create a folder on your computer called "Waves Importing Files" where you can save the files found below.

Step 1 | Identify Your Network Admin(s)

Discuss with your administration the main person who will serve as the Primary and Secondary Network Admin for your Waves Network.

Primary Admin | Responsibilities Include:

  • Updating school information and Responder segmentation

  • On-boarding students and Responders

  • On-boarding local and crisis support resources

  • Analyzing data metrics

  • Sending out mass alerts to students and/or Responders

 

Secondary Admin | Responsibilities Include:

  • Reviewing reported messages and intervening when/where necessary.

  • Managing the referral request waiting list and communicating with Level 2 and Level 3 Responders that students are being referred to.

  • Analyzing data metrics

Click here to download the Network Admin Sheet.

Recommended Network Admin(s):

  • High School Setting: Primary: Director of Student Services, Secondary: Head Psychologist

  • College/University Setting: Primary: Dean of Students, Secondary: Director of Counseling Center

Step 2 | Customize Your Responder Segmentation

Once you've selected your Network Admin(s), you will customize your Responder Segmentation levels. Click here to download the "Responder Segmentation Template". On this template, you will list out the positions you want under each level of response. Responder Segmentation allows you to create a three-tier process for organizing those within your office of student services and where they fall when it comes to providing guidance and support to your students.


Understanding Level 1 Responders: Level 1 Responders are the people within your school that every student is assigned to and has access to during the school year. These are typically your Guidance Counselors if you are a high school or your Faculty Advisers if you are a college/university. You can customize their titles however you want.

 

Please keep in mind that you can only have ONE type of Level 1 Responder.


Understanding Level 2 Responders: Level 2 Responders are those above the people at Level 1 and is someone that Level 1 Responders can refer their students to if necessary. For example, this may be your school's Social Worker or Lead Counselor. You may add as many Level 2 Responders as you'd like and can customize their titles however you want. Get creative!


Understanding Level 3 Responders: Level 3 Responders are those above the people at Level 1 and Level 2 and is someone that Level 2 Responders can refer their students to if necessary. For example, this may be your school's Psychologist or Therapist. You may add as many Level 3 Responders as you'd like and can customize their titles however you want.

Below is an example for a high school setting:

Level 1 Responder: Guidance Counselor

Level 2 Responder(s): Social Worker

Level 3 Responder(s): Psychologist

Below is an example for a college or university setting:

Level 1 Responder: Faculty Adviser

Level 2 Responder(s): Social Worker, Counselor

Level 3 Responder(s): Psychologist

Step 3 | Complete Your List of Responders

  1. Click here to download the "Responder Spreadsheet".

  2. Provide the requested information on each Responder. You can copy and paste this information from other sources, just make sure you paste it with no special formatting and that it is pasted as "plain text" - very important.

  3. Make sure the positions of each Responder align with the correct Responder level and properly reflect what you've indicated under your Responder Segmentation Template - very important.

  4. For the Responder Level column, just type either 1, 2, or 3 - very important.

  5. Double check to make sure there are no duplicates or grammatical/numerical errors.

  6. Save the file as a .xls file.

Step 4 | Complete Your List of Student

  1. Click here to download the "Student Spreadsheet for Freshmen".

  2. Click here to download the "Student Spreadsheet for Sophomores".

  3. Click here to download the "Student Spreadsheet for Juniors".

  4. Click here to download the "Student Spreadsheet for Seniors".

  5. Provide the requested information on each student. You can copy and paste this information from other sources, just make sure you paste it with no special formatting and that it is pasted as "plain text" - very important. 

  6. If you are a high school, the email associated with each student may be their parent/guardian email.

  7. Make sure each student is assigned to the correct Level 1 Responder using their employee ID - very important. 

  8. Double check to make sure there are no duplicates or grammatical/numerical errors.

  9. Save the file as a .xls file.

Step 5 | Complete Your List of Local Resources

  1. Click here to download the "Local Resources Spreadsheet".

  2. Provide the requested information on each local resource. You can copy and paste this information from other sources, just make sure you paste it with no special formatting and that it is pasted as "plain text" - very important.

  3. For all websites, copy and paste the exact domain from your web browser, including "https://" at the beginning of each website link - very important.

  4. Do not include any hyphens (-) between number digits - very important.

  5. Double check to make sure there are no duplicates or grammatical/numerical errors.

  6. Save the file as a .xls file.

Step 6 | Complete Your List of Crisis Support Resources

  1. Click here to download the "Crisis Resources Spreadsheet".

  2. Provide the requested information on each crisis resource. You can copy and paste this information from other sources, just make sure you paste it with no special formatting and that it is pasted as "plain text" - very important.

  3. For all websites, copy and paste the exact domain from your web browser, including "https://" at the beginning of each website link - very important.

  4. Do not include any hyphens (-) between number digits - very important.

  5. Make sure when indicated if the resource is a Hotline or Textline, you capitalize the first letter (it is case sensitive) - very important.

  6. Double check to make sure there are no duplicates or grammatical/numerical errors.

  7. Save the file as a .xls file.

Recommended Crisis Support Resources: Crisis Text-Line, National Suicide Prevention Hotline, School Security Office, Local Police Department.

Step 9 | Activate Your Waves Network

  1. Once everything on the activation checklist has been completed, notify your Account Representative and they will activate your school's Waves Network.

  2. Your selected Network Admin will then receive a welcome email with the login credentials for your Waves Network.

  3. The Network Admin may then proceed with the on-boarding and importing process using your completed spreadsheets.

Step 8 | Schedule a User Setup Day

  1. A school administrator must schedule an “user setup day” where a teacher/professor will walk all students through the account setup process for the app using the instructions found at the following link: https://www.abovethewaves.co/post/account-setup-for-students

  2.  The same process will be followed for all Responders in your Waves Network. The account setup instructions for responders can be found at the following link: https://www.abovethewaves.co/post/account-setup-for-responders

  3.  ​For the designated Network Admins, the account setup instructions can be found here: https://www.abovethewaves.co/post/network-setup-for-admins

  4.  These links will be emailed to a school administrator once an account setup day is scheduled. This process should take no more than 15 minutes.

  5.  Additionally, all users will have access to the Waves Help Center through the app which provides helpful information on all key features found within the app both a mobile and web-based device.

Get Your School Community Informed (Optional)

  1. Using the templates below, send out a mass email to all parents and/or students, as well as responders to inform them about the Waves App coming to your school.

  2. This helps create awareness about the app and will encourage them to keep an eye out for the automated welcome email they will receive when all students and responders are imported.

  3. Feel free to copy/paste the email template found below.

For Parents | High School

Dear Parents,

We are excited to share with you that we are bringing a new communication app to our school that aims to equip high schools to address social-emotional wellness more effectively. The Waves App is a mobile and online tool that creates a streamline communication channel between students and our school's support services which include our guidance counselors, social workers, and psychologists, ensuring that every student has access to the help they need when they need it. The app will also serve as a central help place for students to have direct access to local and crisis support resources.

Please pay attention to your email for an automated welcome email from "The Waves​ Team" which will contain all account setup information for your child.

Thank You,

[Signature]

For Parents | College/University

Dear Parents,

We are excited to share with you that we are bringing a new communication app to our school that aims to equip colleges to address social-emotional wellness more effectively. The Waves App is a mobile and online tool that creates a streamline communication channel between students and our school's support services which include our advisers, counselors, social workers, and psychologists, ensuring that every student has access to the help they need when they need it. The app will also serve as a central help place for students to have direct access to local and crisis support resources.

Please pay attention to your email for an automated welcome email from "The Waves​ Team" which will contain all account setup information for your child.

Thank You,

[Signature]

For Students| High School

Dear Students,

We are excited to share with you that we are bringing a new communication app to our school that aims to equip high schools to address social-emotional wellness more effectively. The Waves App is a mobile and online tool that creates a streamline communication channel between students and our school's support services which include your guidance counselors, social workers, and psychologists, ensuring that every student has access to the help they need when they need it. The app will also serve as a central help place for students to have direct access to local and crisis support resources.

Please pay attention to your email for an automated welcome email from "The Waves​ Team" which will contain all account setup information for your profile.

Thank You,

[Signature]

For Parents | College/University

Dear Parents,

We are excited to share with you that we are bringing a new communication app to our school that aims to equip colleges to address social-emotional wellness more effectively. The Waves App is a mobile and online tool that creates a streamline communication channel between students and our school's support services which include your advisers, counselors, social workers, and psychologists, ensuring that every student has access to the help they need when they need it. The app will also serve as a central help place for students to have direct access to local and crisis support resources.

Please pay attention to your email for an automated welcome email from "The Waves​ Team" which will contain all account setup information for your profile.

Thank You,

[Signature]

For Responders| High School

Dear Staff,

We are excited to share with you that we are bringing a new communication app to our school that aims to equip high schools to address social-emotional wellness more effectively. The Waves App is a mobile and online tool that creates a streamline communication channel between students and our school's support services which include guidance counselors, social workers, and psychologists, ensuring that every student has access to the help they need when they need it. The app will also serve as a central help place for students to have direct access to local and crisis support resources.

Please pay attention to your email for an automated welcome email from "The Waves​ Team" which will contain all account setup information for your profile.

Thank You,

[Signature]

 

For Responders | College/University

Dear Staff,

We are excited to share with you that we are bringing a new communication app to our school that aims to equip colleges to address social-emotional wellness more effectively. The Waves App is a mobile and online tool that creates a streamline communication channel between students and our school's support services which include your advisers, counselors, social workers, and psychologists, ensuring that every student has access to the help they need when they need it. The app will also serve as a central help place for students to have direct access to local and crisis support resources.

Please pay attention to your email for an automated welcome email from "The Waves​ Team" which will contain all account setup information for your profile.

Thank You,

[Signature]