Setup Checklist

Before officially activating a Waves Network, please complete the following setup checklist. This will help you work ahead so as soon as your network is activated, you can begin utilizing the platform right away. Before you move forward with completing the checklist, begin by downloading the files found below and saving them in a new folder on your computer called "Waves Sheets".

 Once the files have been downloaded, follow along the step by step tutorial video as you go through the setup checklist.

 

Recommendation: It may be helpful to involve staff members from you IT department to help with organizing and completing the on-boarding sheets for your students, staff, and resources. 

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Step 1: Identify Your Network Admin(s)


Discuss with your administration who will serve as the main point person(s) for your Waves Network. You are limited to (2) Network Admins per Waves Network.
Network Admin(s) Features Include:

  • Updating network information.
  • On-boarding users and responders.
  • On-boarding local and crisis support resources.
  • Reviewing reported messages and referral requests.
  • Send/schedule mass alerts to users and responders.
  • Analyzing data metrics.
Open and complete the "Network Admin Sheet". Tip: If you would like to have an on-boarded responder serve a network admin, have your school issue a secondary email that can be used for accessing your Waves Dashboard.




Step 3: Complete Level 1 Responder Sheet


We encourage your level 1 responders to be your school counselors. However, if you plan to grant your students access to all student services staff, list all of them on this sheet. Just make sure that the staff members and their positions listed on this sheet align with the positions listed under "level 1" on the Responder Segmentation sheet in step #2.

  • Open the "Level 1 Responder Sheet".
  • 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.
  • 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.
  • The Responder ID for each responder can either be an employee ID or you can make one up for each responder.
  • Because these are your level 1 responders, type "1" under the level column for each responder.
  • Double check to make sure there are no duplicates or grammatical/numerical errors.
  • Save the file as a .xls file.




Step 4: Complete the Level 2 and 3 Responder Sheet


Level 2 responders are those within your school that level 1 responders can refer their assigned students to if necessary - such as a school social worker or psychologist. You may add as many level 2 responders as you'd like and can customize their titles. Level 3 are those within your school that level 2 responders can refer their assigned students to if necessary. You may add as many level 3 responders as you'd like and can customize their titles.

  • Open the "Level 2 and 3 Responder Sheet"
  • 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.
  • 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.
  • The Responder ID for each responder can either be an employee ID or you can make one up for each responder.
  • Because these are your level 2 and 3 responders, type "2" or "3" under the level column for each responder.
  • Double check to make sure there are no duplicates or grammatical/numerical errors.
  • Save the file as a .xls file.
Reminder: If you are granting your students access to all student services staff, please disregard step #4 and proceed to step #5.




Step 5: Complete Your Students Sheet


  • Open the "Student Sheet".
  • We recommend you have a "Student Sheet" for each grade level or for each school counselor. This is just a simple way you can keep things organized. To do this, just open the "Student Sheet", click "Save As", name the file something specific, and click save. Repeat this process for each group or category of students.
  • Provide the requested information on each user. 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.
  • Make sure each user is assigned to the correct level 1 responder using the responder's employee ID - this should be their school counselor.
  • Double check to make sure there are no duplicates or grammatical/numerical errors.
  • Save the file as a .xls file.
Reminder: If you would like to grant students access to all level 1 responders, type "All-Access" where you would put the assigned responder's employee ID. Please keep in mind that by doing this, you will remove the need for the built-in referral feature.




Step 6: Complete Your "Local Resources Sheet"


  • Open the "Local Resources Sheet".
  • 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.
  • For all websites, copy and paste the exact domain from your web browser, including "https://" at the beginning of each website link - very important.
  • Do not include any hyphens (-) between number digits for phone numbers - very important.
  • Make sure there are no cells left empty for each resource.
  • Double check to make sure there are no duplicates or grammatical/numerical errors.
  • Save the file as a .xls file.
Note: If you are unsure of the insurance type accepted by a resource, just type "Visit their website for more information."




Step 7: Complete Your "Crisis Support Resources Sheet"


  • Open the "Crisis Resources Spreadsheet".
  • 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.
  • For all websites, copy and paste the exact domain from your web browser, including "https://" at the beginning of each website link - very important.
  • Do not include any hyphens (-) between number digits - very important.
  • Make sure when indicated if the resource is a Hotline or Textline, you capitalize the first letter (it is case sensitive) - very important.
  • Make sure there are no cells left empty for each resource.
  • Double check to make sure there are no duplicates or grammatical/numerical errors.
  • Save the file as a .xls file.
Recommended Resources: Crisis Text-Line, National Suicide Prevention Hotline, Security Office, Local Police Department.




Step 9: Send Out a Mass Email to Build Awareness


Send out a mass email using the provided "Mass Email Template" to all parents, students, student services staff, and teachers/faculty to inform them about "Waves" coming to your school. This will help create awareness about the platform and will encourage them to keep an eye out for the automated welcome email they will receive once they are on-boarded.

In the "Mass Email Template", we provide you with an email script that you can send to all:
  • Parents/Guardians
  • Students
  • Student Services Staff
  • Teachers and Faculty
For assistance in the on-boarding process, we also include an email script that can be sent to teachers/faculty that encourages them to remind their students about setting up their Waves profile. This is just another helpful way you can get your students on-boarded to the platform in the most efficient way possible.




Step 10: Complete Your Network Setup Session


Once everything on the activation checklist has been completed, schedule a quick setup session via Zoom with your account representative by clicking here. During this time together on Zoom, we will activate your school's network and help you organize your Waves Dashboard which is the central hub where you will onboard students, staff, resources, and also track activity of your school. Please come to this Zoom call with the following sheets that you should have completed in the setup checklist:

  • Network Admin Sheet
  • Responder Segmentation Sheet
  • Level 1 Responder Sheet
  • Level 2 and 3 Responder Sheet (If Any)
  • Students Sheet(s)
  • Local Resources Sheet
  • Crisis Support Resources Sheet
To ensure that you have a smooth onboarding experience, double check with whoever organized these sheets and make sure there are no grammatical or numerical errors, and that each sheet is formatted correctly as stated in the setup checklist.




Step 2: Complete Responder Segmentation


  • Open the "Responder Segmentation Sheet"
  • List the position name(s) of those who will be level 1 responders.
  • List the position name(s) of those who will be level 2 responders, if any.
  • List the position name(s) of those who will be level 3 responders, if any.
Reminder: If you plan to grant your students have access to all student services staff, list all the positions of your student services staff in the level 1 column. Please keep in mind that by doing this, you will disable the built-in referral feature since students will have access to all staff without a need for a formal referral request and all staff will have complete access to the entire student body.




Step 8: Submit Your Waves Sheets for Review (New!)


When each of your on-boarding sheets are completed, notify your account representative. You will then be able to upload your on-boarding sheets for students, responders, local resources, and crisis support resources to a secured Google Folder. We will then review each of your sheets to correct any possible numerical, grammatical, or formatting errors. Once completed, we will upload the revised sheets to the Google Folder, and you will then be able to download the revised sheets to the "Waves Folder" on your computer. These updated sheets will be used in your setup session.




Step 11: Send Out an Additional Reminder Email


Once you complete your Network Setup Session, we encourage you to send out an additional reminder email to parents, students, and staff. You can do this using the "Reminder Email Template".





Frequently Asked Questions

Can we grant students access to all student services staff?

Yes. You can grant your students access to all student services staff. Please keep in mind that by doing this, you will disable the built-in referral feature since students will have access to all staff without a need for a formal referral request, and all staff will have complete access to the entire student body.

What are the safety and security measures you have in place?To ensure HIPPA and FERPA compliance, all data passing through the platform, whether it is through our web-based interface or our mobile application, is encrypted. This means that all user data is converted into complex code to ensure that its contents cannot be understood, intercepted, or collected.​

How do we ensure all students join the app?

When students are on-boarded, they will receive an automated welcome email with account setup instructions. To make everyone aware about joining the app, we provide you with ready-to-use email templates that you can send to all parents/guardians, students, and staff about Waves coming to your school.

Additionally, we also encourage you to request the assistance from your teachers to remind the students in each of their classes to join the app as well.

Lastly, you are able to see which students have not yet activated their profile from the Waves Dashboard. If they are "inactive", you can send them an additional email invite.

Who do we contact if there are any issues?

If you experience any issues, you can access the Waves Help Center through the app. If you are still having trouble, you can contact our support team through the Help Center as well.

Are there best practices for tailoring Waves to my school?

Yes. We have (2) models that we offer to schools when it comes to tailoring Waves to their organizational structure: 

  • The Streamline Model

  • The Anchor Model

 

Click here to find a PDF visual of these models.

Can I be a responder as well as a network admin?

Yes. If you would like to have an on-boarded responder serve a network admin, have your school issue a secondary email that can be used for accessing your Waves Dashboard.

What happens when students and staff are on-boarded?

Every student and staff member on-boarded to your Waves Network will receive an automated welcome email from "The Waves Team". In this email, they will receive an access code and an authorization code assigned to their student/employee ID.

 

In this email, they will also find a link to download the mobile app as well as a link to our online Help Center where students and staff can find a tutorial video that helps them navigate the app.

How do we update our Waves Network each school year?

At the end of the school year, you will be able to export your student and staff sheet. Once exported, they will each be assigned a WavesID. Once you update the sheet and re-upload it, all students and staff will be updated in your network without having to re-download the app. However, new students or staff added to the sheet will receive an automated welcome email from Waves.

How frequently will the app be updated with new features?

We plan to begin releasing exciting new features for both students and staff every 3-6 months. Please know that there will be no additional charges once these updates take place.

Can the platform be used in an elementary school setting?

Yes. Our technology was initially built for a 6-12 setting. However, we are able to make the platform functional for an elementary school setting. The only difference is that the students would be replaced with a student's parent/guardian.

Do you have an online version?

Yes. Though we don't advertise it, we do have an online version of the app that is available to students and staff if requested.

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