Virtual Assistant Variables

Modified on Thu, 31 Oct at 11:53 AM

This section of the user guide is focused on virtual assistant variables. To help you navigate the article we have broken it down into the following sections:

What are variables?
Who has access to variables?
How do I complete/edit variables?
Office contact variables
Variables per office

What are variables?

Variables are common terms and URLs used in question responses so the knowledge base is customized to speak your language out of the box.

Completing your variables is an important first step in customizing your knowledge base.

By completing your variables, terms and URLs will flow directly to your general library knowledge base and customize the responses where variables are used. These variables can also be used in any response that needs to be customized.

Variables can be identified by an exclamation point as the first character of the text.

To complete your variables, under Virtual Assistant, select Variables. This is where you can view and edit your virtual assistant variables at any time.

Required variables, as indicated by a red asterisk, are used in general library content and will appear as blanks if not completed.

Optional variables, do not exist in general library content and were created as value-adds to help with custom content.

There are 4 types of variables:

Text
URL
Link
Sentence

Text variables are used most commonly to name things, such as a title, webpage name, or terminology. We also use this for the name of your student portal or the title of advisors on your campus.
URL variables are used for common places you want to direct students on your webpage (student portal or college catalog).

The benefit of using variables instead of the actual links within each question is if the URL changes, instead of updating each question individually, you will only have to change the variable associated with the URL.

URL's must be entered with the "https://" to work.
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Example: An example of one of these variables is the Student Portal URL. The Student Portal URL is used in 96 general library questions. Instead of updating the URL in 96 questions, you only have to update it once on the Variables page to update it in all 96 questions.
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Link variables do not have to be updated. The associated variables will update them.

Example: An example of a link variable is the Student Portal Link. Once the Student Portal Name and Student Portal URL variables are updated, the Student Portal Link variable will automatically update.

Sentence variables insert an entire sentence into a response. Some of the sentence variables will also incorporate another variable within the sentence.

Example: An example of these sentence variables is the Tuition Refund Schedule URL. 

You can edit the sentence variable and the URL variable (found below the sentence variable) to make the variable work. 

If a sentence variable is left blank, the entire sentence will simply not appear in the applicable response.

Note: The virtual assistant's school name, virtual assistant name, avatar, and colors cannot be changed in the Variables section. 

To request adjustment to these areas, please submit a support ticket with the details of your request.

Who has access to variables?

The Variables page is available to individuals with the following permissions:

For more information on user permissions, review the User Roles & Permissions article.

How do I complete/edit variables?

Select Virtual Assistant>Variables

2. On the Variables page, there are 4 tabs: General, Student Services, Financial Aid, and Custom. The custom tab will only appear if a custom variable has been created.

On each tab, there are categories or libraries that have variables that need to be completed for each section.

3. Select the arrow icon for the category or library you want to edit.

4. Select the edit icon to edit the variable.

5. Enter the value requested for the variable (i.e., text, URL, or select the value)

6. Select Save after adding the variable.

Be sure to review and update every variable that applies to your office on campus. This will ensure responses to your questions are complete and accurate.

Note:
Variables can only be added one at a time. After selecting save, wait for the variable to populate before adding another variable.
Any variables that are labeled as “Links” (ex. Admissions Application Portal Link, Student Portal Link, etc.) do not need to be manually populated. These variables will appear once the URL and Name variables have been added.

For information on how to use these variables in a response, review the Creating a Knowledge Base Response article.

Office contact variables

A handful of "office contact" variables (variables that contain office names and contact information) are customized using information from your set-up forms and are used in the general library. These variables are visible to you in the applicable responses, but are NOT included on the Variables page and are therefore only editable by Ocelot in our back-end system.

To request an adjustment to the 'office contact' variables, please submit a support ticket with the details of your request.

The following chart outlines all office-specific variables:

OFFICE*	PREFIX	VARIABLE	DEFINITION
Academic Advising	ACADV	!ACADV-office	Office Name
		!ACADVoffice-hours	Office Hours
		!ACADVcontact-number	Office Phone Number
		!ACADVcontact-location	Office Address
		!ACADVcontact-link	Office Email**
Admissions	ADM	!ADM-office	Office Name
		!ADMoffice-hours	Office Hours
		!ADMcontact-number	Office Phone Number
		!ADMcontact-location	Office Address
		!ADMcontact-link	Office Email**
Alumni	ALUMNI	!Alumni-office	Office Name
		!Alumnioffice-hours	Office Hours
		!Alumnicontact-number	Office Phone Number
		!Alumnicontact-location	Office Address
		!Alumnicontact-link	Office Email**
Athletics	ATHLETE	!Athlete-office	Office Name
		!Athleteoffice-hours	Office Hours
		!Athletecontact-number	Office Phone Number
		!Athletecontact-location	Office Address
		!Athletecontact-link	Office Email**
Basic Needs	BASIC	!Basic-office	Office Name
		!Basicoffice-hours	Office Hours
		!Basiccontact-number	Office Phone Number
		!Basiccontact-location	Office Address
		!Basiccontact-link	Office Email**
Billing / Student Accounts / Bursar	BILL	!BILL-office	Office Name
		!BILLoffice-hours	Office Hours
		!BILLcontact-number	Office Phone Number
		!BILLcontact-location	Office Address
		!BILLcontact-link	Office Email**
Bookstore	BOOK	!BOOK-office	Office Name
		!BOOKoffice-hours	Office Hours
		!BOOKcontact-number	Office Phone Number
		!BOOKcontact-location	Office Address
		!BOOKcontact-link	Office Email**
CalWORKs	CalWORKs	!CalWORKs-office	Office Name
		!CalWORKsoffice-hours	Office Hours
		!CalWORKscontact-number	Office Phone Number
		!CalWORKscontact-location	Office Address
		!CalWORKscontact-link	Office Email**
Career Services	CAREER	!CAREER-office	Office Name
		!CAREERoffice-hours	Office Hours
		!CAREERcontact-number	Office Phone Number
		!CAREERcontact-location	Office Address
		!CAREERcontact-link	Office Email**
Counseling Services	COUNS	!COUNS-office	Office Name
		!COUNSoffice-hours	Office Hours
		!COUNScontact-number	Office Phone Number
		!COUNScontact-location	Office Address
		!COUNScontact-link	Office Email**
Disability Services	DIS	!DIS-office	Office Name
		!DISoffice-hours	Office Hours
		!DIScontact-number	Office Phone Number
		!DIScontact-location	Office Address
		!DIScontact-link	Office Email**
Diversity	DIV	!DIV-office	Office Name
		!DIVoffice-hours	Office Hours
		!DIVcontact-number	Office Phone Number
		!DIVcontact-location	Office Address
		!DIVcontact-link	Office Email**
EOPS/CARE	EOPS	!EOPS-office	Office Name
		!EOPSoffice-hours	Office Hours
		!EOPScontact-number	Office Phone Number
		!EOPScontact-location	Office Address
		!EOPScontact-link	Office Email**
Financial Aid	FA	!FA-office	Office Name
		!FAoffice-hours	Office Hours
		!FAcontact-number	Office Phone Number
		!FAcontact-location	Office Address
		!FAcontact-link	Office Email**
Foster Youth	FOSTER	!FOSTER-office	Office Name
		!FOSTERoffice-hours	Office Hours
		!FOSTERcontact-number	Office Phone Number
		!FOSTERcontact-location	Office Address
		!FOSTERcontact-link	Office Email**
Health Services	HEALTH	!HEALTH-office	Office Name
		!HEALTHoffice-hours	Office Hours
		!HEALTHcontact-number	Office Phone Number
		!HEALTHcontact-location	Office Address
		!HEALTHcontact-link	Office Email**
Housing	HOUS	!HOUS-office	Office Name
		!HOUSoffice-hours	Office Hours
		!HOUScontact-number	Office Phone Number
		!HOUScontact-location	Office Address
		!HOUScontact-link	Office Email**
Human Resources	HR	!HR-office	Office Name
		!HRoffice-hours	Office Hours
		!HRcontact-number	Office Phone Number
		!HRcontact-location	Office Address
		!HRcontact-link	Office Email**
Information Technology	IT	!IT-office	Office Name
		!IToffice-hours	Office Hours
		!ITcontact-number	Office Phone Number
		!ITcontact-location	Office Address
		!ITcontact-link	Office Email**
International Programs	OIP	!OIP-office	Office Name
		!OIPoffice-hours	Office Hours
		!OIPcontact-number	Office Phone Number
		!OIPcontact-location	Office Address
		!OIPcontact-link	Office Email**
Libraries	LIB	!LIB-office	Office Name
		!LIBoffice-hours	Office Hours
		!LIBcontact-number	Office Phone Number
		!LIBcontact-location	Office Address
		!LIBcontact-link	Office Email**
Mailing Services	MAIL	!MAIL-office	Office Name
		!MAILoffice-hours	Office Hours
		!MAILcontact-number	Office Phone Number
		!MAILcontact-location	Office Address
		!MAILcontact-link	Office Email**
Orientation	ORI	!ORI-office	Office Name
		!ORIoffice-hours	Office Hours
		!ORIcontact-number	Office Phone Number
		!ORIcontact-location	Office Address
		!ORIcontact-link	Office Email**
Outreach	OUTREACH	!OUTREACH-office	Office Name
		!OUTREACHoffice-hours	Office Hours
		!OUTREACHcontact-number	Office Phone Number
		!OUTREACHcontact-location	Office Address
		!OUTREACHcontact-link	Office Email**
Parking & Transportation	PARK	!PARK-office	Office Name
		!PARKoffice-hours	Office Hours
		!PARKcontact-number	Office Phone Number
		!PARKcontact-location	Office Address
		!PARKcontact-link	Office Email**
Recreational Center	REC	!REC-office	Office Name
		!RECoffice-hours	Office Hours
		!RECcontact-number	Office Phone Number
		!RECcontact-location	Office Address
		!RECcontact-link	Office Email**
Registration / Registrar / Records	REG	!REG-office	Office Name
		!REGoffice-hours	Office Hours
		!REGcontact-number	Office Phone Number
		!REGcontact-location	Office Address
		!REGcontact-link	Office Email**
Student Employment	StuEmploy	!StuEmploy-office	Office Name
		!StuEmployoffice-hours	Office Hours
		!StuEmploycontact-number	Office Phone Number
		!StuEmploycontact-location	Office Address
		!StuEmploycontact-link	Office Email**
Student Life	SLLA	!SLLA-office	Office Name
		!SLLAoffice-hours	Office Hours
		!SLLAcontact-number	Office Phone Number
		!SLLAcontact-location	Office Address
		!SLLAcontact-link	Office Email**
Study Abroad	SA	!SA-office	Office Name
		!SAoffice-hours	Office Hours
		!SAcontact-number	Office Phone Number
		!SAcontact-location	Office Address
		!SAcontact-link	Office Email**
Testing Services	TEST	!TEST-office	Office Name
		!TESToffice-hours	Office Hours
		!TESTcontact-number	Office Phone Number
		!TESTcontact-location	Office Address
		!TESTcontact-link	Office Email**
Title IX	TitleIX	!TitleIX-office	Office Name
		!TitleIXoffice-hours	Office Hours
		!TitleIXcontact-number	Office Phone Number
		!TitleIXcontact-location	Office Address
		!TitleIXcontact-link	Office Email**
TRIO SSS	SSS	!SSS-office	Office Name
		!SSSoffice-hours	Office Hours
		!SSScontact-number	Office Phone Number
		!SSScontact-location	Office Address
		!SSScontact-link	Office Email**
TRIO Upward Bound	UPBOUND	!UPBOUND-office	Office Name
		!UPBOUNDoffice-hours	Office Hours
		!UPBOUNDcontact-number	Office Phone Number
		!UPBOUNDcontact-location	Office Address
		!UPBOUNDcontact-link	Office Email**
Transfer	TRA	!TRA-office	Office Name
		!TRAoffice-hours	Office Hours
		!TRAcontact-number	Office Phone Number
		!TRAcontact-location	Office Address
		!TRAcontact-link	Office Email**
Tutoring	TUTOR	!TUTOR-office	Office Name
		!TUTORoffice-hours	Office Hours
		!TUTORcontact-number	Office Phone Number
		!TUTORcontact-location	Office Address
		!TUTORcontact-link	Office Email**
Veterans	VET	!VET-office	Office Name
		!VEToffice-hours	Office Hours
		!VETcontact-number	Office Phone Number
		!VETcontact-location	Office Address
		!VETcontact-link	Office Email**
Workforce Development	WORKFORCEDEV	!WORKFORCEDEV-office	Office Name
		!WORKFORCEDEVoffice-hours	Office Hours
		!WORKFORCEDEVcontact-number	Office Phone Number
		!WORKFORCEDEVcontact-location	Office Address
		!WORKFORCEDEVcontact-link	Office Email**

Variables per office

Below is a breakdown of all the variables that can be included within our libraries. If you have questions about a variable as you set up your virtual assistant, please refer to the below list.

Variable Name	Code	Description
Academic Advising
Academic Advising Forms URL	!acadv-form-link	What is the URL where your forms are located?
Academic Advising Homepage URL	!acadv-homepage-link	What is the URL of the main web page that contains academic advising information?
Academic Advisor Terminology	!acadv-advisor	What terminology do you use for your academic advisors (academic advisor, academic counselor, counselor, success coach, etc.)
Learning Management System Name	!lms-name	If your students access or manage your services through a student portal like a Learning Management System (LMS), what is the name of that system?
Learning Management System URL	!lms-link	If your students access or manage your services through a student portal like an LMS, what is the URL where they access that system?
Admissions
Admissions Application Portal Link	!adm-appl-portal	This will automatically populate once Admissions Application Portal Name and Admissions Application Portal URL are completed.
Admissions Application Portal Name	!adm-appl-portal-title	What is the name of the portal where your admissions application is located (if you have one)?
Admissions Application Portal URL	!adm-appl-portal-url	What is the main URL where your admissions application is located?
Admissions Counselor Terminology	!adm-counselor	How does your school refer to an Admissions Counselor (ex: Recruitment Counselor, Admissions Counselor, Admissions Advisor)?
Admissions Deadlines URL	!adm-deadline-link	What is the URL where your Admissions deadlines are listed?
Admissions Forms URL	!adm-form-link	What is the URL where your Admissions forms are located?
Admissions Homepage URL	!adm-homepage-link	Office Homepage URL
Graduate Admissions Application Name	!adm-grad-application	Name of admissions application for graduate students, if specified.
Graduate Admissions Application URL	!adm-grad-application-link	What is the URL where the GRADUATE admissions application is located?
Graduate Admissions URL	!adm-grad-link	What is the URL of the main GRADUATE admissions web page?
Housing (Admissions) URL	!adm-housing-link	What is the URL of the housing website?
International Admissions Sentence	!adm-international-students-text	This variable will automatically populate when the International Admissions URL is filled.
International Admissions URL	!adm-international-students-link	If you have a separate web page that has Admissions information for international students, what is that URL?
Orientation URL	!orientation-link	What is the URL of the Orientation website?
Undergrad Admissions Application Name	!adm-ugrad-application	Name of admissions application for undergraduate students, if specified.
Undergrad Admissions Application Sentence	!adm-application-text	This variable with automatically populate when the Undergrad Admissions Application name and URL variables are filled.
Undergrad Admissions Application URL	!adm-ugrad-application-link	What is the URL where the undergraduate admissions application is located?
Undergrad Admissions URL	!adm-ugrad-link	What is the URL of the main undergraduate admissions web page?
Alumni
Alumni Benefits URL	!alumni-benefits-link	What is the URL for alumni benefit information?
Alumni Career Services Benefits URL	!alumni-career-link	What is the URL for alumni career service benefit information?
Alumni Donations URL	!alumni-donation-link	What is the URL for alumni donations?
Alumni Events URL	!alumni-events-link	What is the URL for alumni events?
Alumni Homepage	!alumni-homepage-link	What is the URL for the main Alumni website?
Alumni Volunteering URL	!alumni-volunteering-url	What is the URL for information about alumni volunteering?
Athletics
Athletic Donation URL	!athletic-donation-link	What is the URL where donations are solicited/collected?
Athletic Facilities URL	!athletic-facilities-link	What is the URL where information about athletic facilities is located?
Athletic Fan URL	!athletic-fan-link	What is the URL where fan information is located (i.e. fan clubs)?
Athletic Multimedia URL	!athletic-multimedia-link	What is the URL where multimedia information is located (i.e. television broadcasts)?
Athletic Recruiting URL	!athletic-recruiting-link	What is the URL where recruiting information is located?
Athletic Schedule URL	!athletic-schedule-link	What is the URL where game schedules are located?
Athletic Store URL	!athletic-store-link	What is the URL where store information is located (i.e. where team apparel can be purchased)?
Athletic Tickets URL	!athletic-ticket-link	What is the URL that contains information about how/where tickets can be purchased?
Athletics Homepage URL	!athlete-homepage-link	What is the homepage for the athletics department?
Athletic Training/Sports Medicine
Athletic Training/Sports Medicine Homepage URL	!sportsmedicine-homepage-link	What is the URL that contains information about Athletic Training and/or Sports Medicine?
Basic Needs
Food Pantry URL	!pantry-homepage-link	What is the URL for the food pantry?
Clothing Closet URL	!closet-homepage-link	What is the URL for the clothing closet?
Basic Needs homepage URL	!basic-homepage-link	What is the URL for basic needs resources/office?
Basic Needs Housing Resources URL	!basichousing-homepage-link	What is the URL for housing resources provided through Basic Needs?
Basic Needs Transportation Resources URL	!basictransport-homepage-link	What is the URL for transportation resources provided through Basic Needs?
Basic Needs Medical and Mental Health Resources URL	!basicmed-homepage-link	What is the URL for medical and mental health resources provided through Basic Needs?
Basic Needs Child Care Assistance Resources URL	!basicchild-homepage-link	What is the URL for Child Care assistance resources provided through Basic Needs?
Basic Needs Coordinator Title * only for those with CA Basic Needs program	!basic-coordinator	Does your Basic Needs coordinator have a specific name?
Billing/Bursars/Student Accounts
Billing Advisor Terminology	!bill-advisor	Do your Billing Advisors have a specific name?
Billing Homepage URL	!bill-homepage-link	What is the homepage URL for Billing/Bursars/Student Accounts?
Billing Portal Link	!bill-portal	This variable will automatically generate when the Billing Portal Name and URL are populated.
Billing Portal Name	!bill-portal-title	What is the name of the portal where students log in to view their bill?
Billing Portal URL	!bill-portal-url	What is the URL of the portal where student log in to view their bill?
Direct Deposit Terminology	!direct-deposit-text	This variable will automatically generate once the Direct Deposit URL is populated.
Direct Deposit URL	!direct-deposit-link	What is the URL of the web page that describes direct deposit (terms, how to sign up, etc.)?
Payment Plan URL	!payment-plan-link	What is the URL of the web page that describes your payment plan?
Third Party Refund Vendor Name	!third-party-refund-vendor	If you use a third party vendor to process refunds, what is the name of that vendor (i.e. BankMobile)?
Third Party Refund Vendor URL	!third-party-refund-vendor-link	If you use a third party vendor to process refunds, what is the URL of the web page that describes that vendor's services?
Tuition & Fees Sentence	!tuition-and-fees-text	This variable will automatically generate once the Tuition & Fees URL is populated.
Tuition & Fees URL	!tuition-and-fees-link	What is the URL of the web page that describes your tuition and fees?
Bookstore
Bookstore Homepage Link	!book-homepage-link	What is the homepage URL for the Bookstore?
CalWORKS, Foster Youth, EOPS/CARE
CalWORKS Advisor	!calworks-advisor	What are CalWORKS advisors called at your institution?
CalWORKS Forms Link	!calworks-forms-link	If you have a website that hosts CalWORKs forms, please provide that URL here.
CalWORKS Office Homepage	!calworks-homepage-link	If you do not have a dedicated web page for CalWORKs, enter the URL of the page that contains CalWORKs information.
EOPS Forms Link	!eops-forms-link	If you have a website that hosts EOPS/CARE forms, please provide that URL here.
EOPS Office Advisor	!eops-advisor	What are EOPS/CARE advisors called at your institution?
EOPS Office Homepage	!eops-homepage-link	If you do not have a dedicated web page for EOPS/CARE, enter the URL of the page that contains EOPS/CARE information.
Foster Youth Forms Link	!foster-forms-link	If you have a website that hosts Foster Youth forms, please provide that URL here.
Foster Youth Office Advisor	!foster-advisor	What are Foster Youth advisors called at your institution?
Foster Youth Office Homepage	!foster-homepage-link	If you do not have a dedicated web page for Foster Youth, enter the URL of the page that contains Foster Youth information.
Career Services
Career Services Advisor	!career-advisor	What are Career Services advisors called at your institution?
Career Services Website URL	!career-homepage-link	What is the homepage URL for Career Services?
Internships Information URL	!career-internship-link	What is the URL of the webpage that hosts your internships information and/or postings?
Student Jobs Information URL	!career-jobinfo-link	What is the URL of the webpage that hosts your student jobs information and/or postings?
Counseling Services
Counseling Services Advisor	!couns-advisor	What are Counseling Services advisors called at your institution?
Counseling Services After Hours URL	!couns-afterhours-link	If you have a webpage on your site that hosts information about your extended or after hours availability, please provide that URL here.
Counseling Services Scheduling URL	!couns-appointments-link	If you have a webpage on your site that hosts information about appointment scheduling, including an online scheduling tool, please provide that URL here.
Counseling Services Website URL	!couns-homepage-link	What is the homepage URL for Counseling Services?
Disability/Accessibility Services
Disability Services Advisor	!dis-advisor	What are Disability Services advisors called at your institution?
Disability Services Scheduling	!dis-appointments-link	If you have a webpage on your site that hosts information about appointment scheduling, including an online scheduling tool, please provide that URL here.
Disability Services Website	!dis-homepage-link	If you do not have a main web page for Accessibility/Disability Services, enter the URL for the page that contains Accessibility/Disability Services information.
Financial Aid: General
Financial Aid Advisor Terminology	!fa-advisor	What are Financial Aid advisors called at your institution?
Financial Aid Homepage URL	!fa-homepage-link	What is the homepage URL for Financial Aid?
Max Time Frame Measurement Terminology	!max-timeframe	This variable provides a dropdown
Quantitative SAP Measurement Terminology	!pace-rate	This variable provides a dropdown.
SAP Academic Plan Terminology	!academic-plan	This variable provides a dropdown.
SAP Appeal Form Terminology	!sap-appeal-form	This variable provides a dropdown.
SAP Policy URL	!sap-policy-link	What is the URL where your Satisfactory Academic Progress (SAP) Policy is located?
SAP Probation Terminology	!fa-probation	This variable provides a dropdown.
SAP Suspension Terminology	!fa-suspension	This variable provides a dropdown.
SAP Warning Terminology	!fa-warning	This variable provides a dropdown.
Financial Aid: Sentences with Links
Cost of Attendance Sentence	!coa-text	This variable will automatically generate once the URL variable is populated.
Cost of Attendance URL	!coa-link	Where can information about Cost of Attendance be found?
FERPA Sentence	!ferpa-text	This variable will automatically generate once the URL variable is populated.
FERPA URL	!ferpa-link	If you have a webpage on your site that hosts FERPA information, please provide that URL here.
Financial Aid FAQs URL	!fa-faq-page-link	If you have a webpage on your site that addresses Financial Aid FAQ, please provide that URL here.
Financial Aid Forms Sentence	!fa-form-text	This variable will automatically generate once the URL variable is populated.
Financial Aid Forms URL	!fa-form-link	If you have a webpage on your site that hosts forms for Financial Aid, please provide that URL here.
Financial Literacy Sentence	!fin-lit-text	This variable will automatically generate once the URL variable is populated.
Financial Literacy URL	!fin-lit-link	If you have a webpage for Financial Wellness on your website or you can link to the Financial Wellness area of the Video Portal here.
GetSAP URL	!getsap-link	If you have the GetSAP product, please provide the URL here.
Graduate Student Aid URL	!fa-grad-students-link	If you have a webpage specifically for Graduate Students, please provide that URL here
Grants URL	!grants-link	Where can information be found about Grants?
How to Apply for Financial Aid Sentence	!fa-how-to-apply-text	This variable will automatically generate once the URL variable is populated.
How to Apply for Financial Aid URL	!fa-how-to-apply-link	If you have a webpage specifically that details the steps for How to Apply for Financial Aid, please provide that URL here.
Important FA Dates Sentence	!fa-important-dates-text	This variable will automatically generate once the URL variable is populated.
Important FA Dates URL	!fa-important-dates-link	Where can information be found about Important Financial Aid dates?
Loans URL	!loans-link	Where can information be found about Loans?
Net Price Calculator URL	!net-price-link	If you have a webpage on your site with a Net Price Calculator, please provide that URL here.
Outside Scholarships URL	!outside-scholarships-link	If you have a webpage on your site that has information about Outside Scholarships, please provide that URL here.
Private Loans Sentence	!private-loans-text	This variable will automatically generate once the URL variable is populated.
Private Loans URL	!private-loans-link	Where can information be found about Private Loans?
Scholarships Sentence	!scholarships-text	This variable will automatically generate once the URL variable is populated.
Scholarships URL	!scholarships-link	Where can information be found about Scholarships?
Special Circumstances Sentence	!special-circumstances-text	This variable will automatically generate once the URL variable is populated.
Special Circumstances URL	!special-circumstances-link	Where can information be found about Special Circumstances?
Types of Aid URL	!types-of-aid-link	Where can a list of Types of Financial Aid be found?
Verification Sentence	!fa-verification-text	This variable will automatically generate once the URL variable is populated.
Verification URL	!fa-verification-link	Where can information about Verification be found?
Work-Study Sentence	!work-study-text	This variable will automatically generate once the URL variable is populated.
Work-Study URL	!work-study-link	Where can information about Work-Study be found?
General
Academic Calendar Terminology	!academic-calendar	How does your institution refer to their Academic Calendar?
Academic Dismissal Terminology	!academic-dismissal	What is Academic Dismissal called?
Chatbot Name	!me	This variable will automatically populate based on information provided in the General setup form.
Course Measurement Terminology	!credits	This variable provides a dropdown.
Enrollment Period Terminology	!term	This variable provides a dropdown.
Non-Traditional Student Terminology	!nontrad-students	How does your institution refer to Non-Traditional Students?
School Name	!school	This variable will automatically populate based on information provided in the General setup form.
Student Portal Link	!student-portal	This variable will automatically generate once the name and URL are populated.
Student Portal Name	!student-portal-title	How do you refer to the student portal that your students log in for student information like email, announcements, course registration, etc.?
Student Portal URL	!student-portal-url	Please provide the web address for your student portal.
General: College Catalog
College Catalog Link	!college-catalog	This variable will automatically generate when College Catalog Name and College Catalog Name are populated.
College Catalog Name	!college-catalog-name	What is the name of the College Catalog?
College Catalog URL	!college-catalog-url	What is the College Catalog URL?
Graduate College Catalog Name	!grad-college-catalog-name	What is the name of the GRADUATE College Catalog?
Graduate College Catalog URL	!grad-college-catalog-url	What is the GRADUATE College Catalog URL?
Undergrad College Catalog Name	!ugrad-college-catalog-name	What is the name of the UNDERGRADUATE College Catalog?
Undergrad College Catalog URL	!ugrad-college-catalog-url	What is the UNDERGRADUATE College Catalog URL?
General: Sentences with Links
Academic Calendar Sentence	!academic-calendar-text	This variable will automatically generate when the URL variable is populated.
Academic Calendar URL	!academic-calendar-link	What is the URL for the Academic Calendar?
COVID-19 Sentence	!covid19-text	This variable will automatically generate when the URL variable is populated.
COVID-19 URL	!covid19-link	This variable will automatically generate when the URL variable is populated.
Student Debt Relief Sentence	!debtrelief-text	This variable adds additional guidance to the end of each student debt question/response since regulations are changing frequently.
Student Employment Sentence	!student-employment-text	This variable will automatically generate when the URL variable is populated.
Student Employment URL	!student-employment-link	What is the URL for Student Employment information?
Tuition Refund Schedule Sentence	!tuition-refund-text	This variable will automatically generate when the URL variable is populated.
Tuition Refund Schedule URL	!tuition-refund-link	What URL contains information about the Tuition Refund Schedule?
Veterans Sentence	!fa-veterans-text	This variable will automatically generate when the URL variable is populated.
Veterans URL	!fa-veterans-link	What URL contains information for Veterans?
Health Services
Health After Hours URL	!health-afterhours-link	If you have a webpage on your site that hosts information about your extended or after hours availability, please provide that URL here.
Health Center Pharmacy URL	!health-pharmacy-link	If you have a webpage on your site that hosts information about your campus pharmacy services, please provide that URL here.
Health Center Website URL	!health-homepage-link	What is the homepage URL for the Health Center?
Health Forms URL	!health-forms-link	If you have a webpage on your site that hosts forms relevant to Health Services, please provide that URL here.
Health Insurance URL	!health-insurance-link	If you have a webpage on your site that hosts information about Student Health Insurance, please provide that URL here.
Housing (& Dining) Services
Dining Homepage URL	!dine-homepage-link	What is the homepage URL for Dining Services?
Housing Deadlines URL	!hous-deadlines-link	If you have a webpage on your site that hosts deadlines for Housing, please provide that URL here.
Housing Forms URL	!hous-form-link	If you have a webpage on your site that hosts Housing forms, please provide that URL here.
Housing Homepage URL	!hous-homepage-link	What is the homepage URL for Housing?
Meal Plan URL	!hous-meal-plan-link	If you have a webpage on your site that hosts information about meal plans, please provide that URL here.
Off-Campus Housing URL	!hous-offcampus-link	If you have a webpage on your site with information about off-campus housing, please provide that URL here.
Human Resources
Benefits Contact Phone Number	!hr-benefits-contact-number	What is the best contact information for students who have questions about benefits that the chatbot cannot answer?
Benefits Counselor Terminology	!hr-benefits-counselor	How does your institution refer to a Benefits Counselor?
Benefits Homepage URL	!hr-benefits-link	What is the main homepage with information about benefits?
Benefits Portal Link	!hr-benefits-portal	This variable will automatically generate once the name and URL variables are populated.
Benefits Portal Name	!hr-benefits-portal-title	What is the name of your benefits portal?
Benefits Portal URL	!hr-benefits-portal-url	What is the URL of your benefits portal?
Employment Homepage URL	!hr-employment-link	What is the URL of your employment homepage?
Human Resources Homepage	!hr-homepage-link	What is the homepage URL for Human Resources?
Jobs Portal Link	!hr-jobs-portal	This variable will automatically generate once the name and URL variables are populated.
Jobs Portal Name	!hr-jobs-portal-title	What is the name of your portal where job applicants apply for open positions?
Jobs Portal URL	!hr-jobs-portal-url	What is the URL of your portal where job applicants apply for open positions?
New Employee Homepage URL	!hr-newemployee-link	What is the URL of your new employee homepage?
Payroll Portal Link	!hr-payroll-portal	This variable will automatically generate once the name and URL variables are populated.
Payroll Portal Name	!hr-payroll-portal-title	What is name of your portal where staff view payroll information?
Payroll Portal URL	!hr-payroll-portal-url	What is the URL of your portal where staff view payroll information?
Position Management Portal Link	!hr-position-portal	This variable will automatically generate once the name and URL variables are populated.
Position Management Portal Name	!hr-position-portal-title	If you have a position management portal (where staff manage open positions) that is separate from your jobs portal (where job applicants apply for open positions), what is the name of that portal?
Position Management Portal URL	!hr-position-portal-url	If you have a position management portal, what is the URL of that portal?
Staff Handbook URL	!hr-staff-handbook-link	What is the URL where your staff handbook is located?
Information Technology (IT) / Help Desk
IT Homepage	!it-homepage-link	What is the homepage URL for the IT Department/IT Help Desk?
IT Ticketing System Link	!it-ticket-link	What is the URL of the web page where students can access your IT ticketing system?
IT Ticketing System Name	!it-ticket-name	What is the name of your IT ticketing system?
International Programs
International Programs Advisor Terminology	!oip-advisor	What is the advisor called who works with International Programs?
International Programs Homepage	!oip-homepage-link	What is the URL of the main web page that contains information for students about International Programs?
International Programs Orientation Link	!oip-orientation-link	If you have a new student orientation specifically for international students, please enter the URL for your web page that contains information about that orientation.
Study Abroad Advisor Terminology	!sa-advisor	What is the advisor called who works with Study Abroad programs?
Study Abroad After Hours Link	!sa-afterhours-link	If you offer "after hours" support, what is the URL of the web page that contains applicable information?
Study Abroad Forms Link	!sa-forms-link	If you have forms related study abroad, what is the URL of the web page where students can access those forms?
Study Abroad Homepage	!sa-homepage-link	What is the URL of the main web page that contains information on your Study Abroad program?
Study Abroad Portal Name	!sa-portal-title	If you have portal where students can access their personal study abroad information, what is the name of that portal?
Study Abroad Portal URL	!sa-portal-link	If you have portal where students can access their personal study abroad information, what is the URL of the web page where that portal is located?
Study Abroad Program Link	!sa-program	This variable will automatically generate once the name and URL variables are populated.
Libraries
Libraries Homepage URL	!lib-homepage-link	What is the homepage URL for the Library?
Mailing Services
Mailing Homepage URL	!mail-homepage-link	What is the homepage URL for Mailing Services?
Orientation
Name of Orientation Day	!ori-name	How do you refer to your Orientation on your website (e.g. Orientation, New Student Welcome)?
Orientation Advisor Terminology	!ori-advisor	Is there a specific name for the advisors who work with Orientation?
Orientation Dates URL	!ori-dates-link	If you have a webpage on your site that hosts information about Orientation Dates, please provide that URL here.
Orientation Forms URL	!ori-forms-link	If you have a webpage on your site that hosts Orientation forms, please provide that URL here.
Orientation Homepage URL	!ori-homepage-link	If you have a webpage on your site that hosts information about Orientation registration and/or an Orientation registration form, please provide that URL here.
Orientation Link	!ori-portal	This variable will automatically generate once the name and URL variables are populated.
Orientation Portal Name	!ori-portal-title	What do you call the Orientation Portal?
Orientation Portal URL	!ori-portal-url	What is the URL for the Orientation Portal?
Orientation Registration URL	!ori-registration-link	Do you have a portal where students can register for or manage information for Orientation?
Orientation What To Bring URL	!ori-bring-link	If you have a webpage on your site that hosts information about what to bring to Orientation, please provide that URL here.
Outreach
Outreach Homepage Link	!outreach-homepage-link	What is the homepage URL for Outreach?
Parking and Transportation
Parking Forms Link	!park-forms-link	If you have a webpage that hosts Parking forms (e.g. Parking citation appeal form), please list that URL here.
Parking Homepage	!park-homepage-link	What is the URL of the main web site that contains information on Parking and Transportation?
Parking Portal Link	!park-portal	This variable will automatically generate once the name and URL variables are populated.
Parking Portal Name	!park-portal-title	What is the name of the student portal that manages parking information?
Parking Portal URL	!park-portal-url	What is the URL of the web page where students access the portal to manage their parking information?
Recreational Center
Recreational Center Homepage URL	!rec-homepage-link	What is the homepage URL for the Recreational Center?
Recreational Center Membership Policy	!rec-policy-link	If you have a webpage on your site that hosts the membership policy for your recreation center, please provide that URL here.
Recreational Center Membership Webpage	!rec-membership-link	If you have a webpage on your site that hosts information about membership types and benefits, please provide that URL here.
Recreational Center Pricing	!rec-pricing-link	If you have a webpage on your site that hosts pricing/costs of the recreation center membership and/or amenities, please provide that URL here.
Recreational Center Scheduling	!rec-scheduling-link	If you have a webpage on your site that hosts scheduling information when the various facilities or amenities are available for member use, please provide that URL here.
Registrar
Transcript Terminology	!transcript	How does your institution refer to transcripts?
Transcripts Sentence	!transcript-text	This variable will automatically generate once the Transcripts Terminology and Transcripts URL variables are populated.
Transcripts URL	!transcript-link	What is the URL where students can request a transcript?
Degree Audit Terminology	!degree-audit	How does your institution refer to a degree audit?
Degree Audit URL	!degree-audit-link	What is the URL where students request a degree audit?
Registrar Forms Sentence	!reg-form-text	This variable will automatically generate once the name and URL variables are populated.
Registrar Forms URL	!reg-form-link	What is the URL where students access forms related to your office?
Registrar Homepage	!reg-homepage-link	What is the homepage URL for the Registrar?
Registration Advisor Terminology	!reg-advisor	Is there a specific name for an advisor who works with registration?
Registration Period Terminology	!registration-period	How does your institution refer to the registration period?
Registration Sentence	!registration-text	This variable will automatically generate once the Registration Period and Registration URL variables are populated.
Registration URL	!registration-link	What is the URL where students find information about registering for classes?
Student Employment
Student Employ Homepage	!stuemploy-homepage-link	What is the homepage URL for Student Employment?
Student Life
SLLA Government Homepage	!sllagov-homepage-link	If you have student government, what is the URL of your web page that contains information that students need to know about student government?
SLLA Greek Homepage	!sllagreek-homepage-link	If you have programs related to Greek Life, what is the URL of your web page that contains information that students need to know about Greek Life?
SLLA Homepage	!slla-homepage-link	What is the homepage URL for Student Life?
SLLA Library Homepage	!sllalib-homepage-link	What is the homepage URL for the Library?
SLLA Rec Center Homepage	!sllarec-homepage-link	If you have a Rec Center, what is the homepage URL for the Rec Center?
Testing Services
Testing Services Homepage URL	!test-homepage-link	What is the homepage URL for Testing Services?
Title IX
Grievance Procedure Link	!titleix-grievpolicy-link	What is the URL of the webpage where your grievance procedure/policy is located (if applicable)?
Grievance Procedure Title	!titleix-grievpolicy-title	What is the name of your institution’s Grievance Procedure?
Sexual Misconduct Policy Link	!titleix-smpolicy-link	What is the URL of the web page where your sexual misconduct policy is located (if applicable)?
Sexual Misconduct Policy Title	!titleix-smpolicy-title	What is the name of your institution’s Sexual Misconduct Policy?
Student Code of Conduct Link	!titleix-coc-link	What is the URL of the web page where your student code of conduct is located (if applicable)?
Student Code of Conduct Title	!titleix-coc-title	What is the name of your institution’s Student Code of Conduct?
Title IX Homepage	!titleix-homepage-link	What is the URL of the web page that contains information about Title IX?
Title IX Officer	!titleix-officer	What is a Title IX Officer called at your institution?
TRIO
TRIO Homepage URL	!trio-homepage-link	What is the homepage URL for TRIO?
TRIO SSS Homepage URL	!trio-homepage-sss-link	Where can TRIO SSS information be found?
TRIO Upward Bound Homepage URL	!trio-homepage-upbound-link	Where can TRIO Upward Bound information be found?
Tutoring
Tutoring Homepage URL	!tutor-homepage-link	What is the homepage URL for Tutoring?
Workforce Development
Workforce Development Homepage Link	!workforcedev-homepage-link	What is the homepage URL for Workforce Development?

Once you've completed this implementation step, complete the Question Templates.

Virtual Assistant Variables

What are variables?

Text variables are used most commonly to name things, such as a title, webpage name, or terminology. We also use this for the name of your student portal or the title of advisors on your campus.

Link variables do not have to be updated. The associated variables will update them. Example: An example of a link variable is the Student Portal Link. Once the Student Portal Name and Student Portal URL variables are updated, the Student Portal Link variable will automatically update.

Who has access to variables?

How do I complete/edit variables?

Office contact variables

Academic Advising

Admissions

Alumni

Athletics

Basic Needs

Billing / Student Accounts / Bursar

Bookstore

CalWORKs

Career Services

Counseling Services

Disability Services

Diversity

EOPS/CARE

Financial Aid

Foster Youth

Health Services

Housing

Human Resources

Information Technology

International Programs

Libraries

Mailing Services

Orientation

Outreach

Parking & Transportation

Recreational Center

Registration / Registrar / Records

Student Employment

Student Life

Study Abroad

Testing Services

Title IX

TRIO SSS

TRIO Upward Bound

Transfer

Tutoring

Veterans

Workforce Development

Variables per office

Academic Advising

Admissions

Alumni

Athletics

Athletic Training/Sports Medicine

Basic Needs

Food Pantry URL

Billing/Bursars/Student Accounts

Bookstore

CalWORKS, Foster Youth, EOPS/CARE

Career Services

Counseling Services

Disability/Accessibility Services

Financial Aid: General

Financial Aid: Sentences with Links

General

General: College Catalog

General: Sentences with Links