Advisor Assignments
Adding and Changing Advisors
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Prior to any action with Advisors听
Navigation: Campus Community > Student Services Center听
Before you add an advisor for an existing student, they must have an active career and program, and the associated plan must be listed on the Student Services Center 鈥 academics tab.听 听 If a recent program/plan change does not appear in 91原创SIS, you must wait until the change occurs.听 Any questions, contact the Registrar鈥檚 Office.
Navigation:听Records and Enrollment > Student Background Information > Student Advisor
1. Navigate to the Search Page and enter student鈥檚 91原创 ID or name and click the Search button.
2. The Student Details box on the page stores the Institution, which should always be UOD01, and the Effective Date of the last change made for the student.听 听The Student Academic Details box on the page, is the assigned advisors as of the effective date appear in one or more rows below the date row.听 If you open the record and the student already has advisors listed with a previous effective date, please navigate to the Update Advisors section of this page.
*Please note that only one change can be made per effective date.
3. Advisor Role 鈥 The default role=Advisor (ADVR) means 鈥淎cademic Advisor鈥. Other departments also add advisors with different roles.听Do not modify/delete any Advisor rows using other advisor roles.
4. Academic Career, Program and Plan 鈥 use Lookup icons to fill-in these values for your college and major (plan). The system only gives values for which the student is currently active. If your plan is NOT a choice, you cannot proceed. Wait until the change of major occurs.
5. Academic Advisor 鈥 enter Empl ID (91原创 ID) or use lookup to select the advisor For best results, enter information in: Last Name, First Name.
NOTE:听If the advisor you need is not listed, they may not be set up as and advisor in the 91原创SIS system.听 Please send and email to registrar-systems@udel.edu to confirm that they are set up properly as an adivsor.
After entering an advisor, the screen looks like:
6.听The Subplan field and the checkboxes in the Advisor screen are not commonly used.
7. Click the Save Button.
1. Go to:听Records and Enrollment > Student Background Information > Student Advisor听and enter student鈥檚 91原创 ID or name and click the Search button.
2. Click the top plus icon听in the Student Details box to create a new record with a new Effective Date. Changes can only be made in the new effective-dated row. All data prior to that date is stored as history.
- 听 听 Make sure Academic Institution=UOD01. If it lists UOD02, change it to UOD01 and hit Enter.
- 听 听 Click on View All听in the Student Academic Details box to see all the current advisor rows for the student.
- 听 听 When you click the plus to add a new effective dated record, 91原创SIS will copy up any previous advisors associated with student career/programs which are currently active. If an advisor is associated with an inactive student program, 91原创SIS copies up a row with the Career and a blank program and plan next to the plan field. If the program is active but the plan is NOT active, 91原创SIS copies up the plan and lists it as 鈥淧lan not Active鈥.
3. If you are replacing an advisor for a Program/Plan (major) that is already listed, overtype the emplid of the current advisor with the new advisor鈥檚 emplid or using the lookup to select the advisor. Hit enter and the new advisor鈥檚 name will automatically fill in next to the emplid.
If you are deleting an advisor (the student has dropped the major) click on the lower minus icon button on the appropriate Advisor row you need to delete.
- A student may have several advisors; only delete the one no longer active for this new date.
- NOTE: You cannot delete the advisor row if it is the only one listed after you click the top blue plus icon to add today鈥檚 effective date. The new department should promptly add the advisor for the student鈥檚 new plan.听
If you are adding a new advisor for the student鈥檚 Program/Plan , click on the lower plus icon button听in the Student Academic Details box to add a new Advisor record (row) for this effective date. Change the Academic Career, Program and Plan to the associated career/program/plan using the lookup icons. List the advisor for this plan (major) by entering the Empl ID, or using the lookup to select the advisor.
4. If there are any blank rows after you complete your updates, delete them using the minus button.
5. Click the Save button. No other changes can be made to this student鈥檚 record for this effective date once it is saved.听
If you get this error, you haven鈥檛 clicked the top-blue plus sign to add a new effective-dated row.
If you get the error below, there is a blank Advisor row associated with the student.听 听Click the 鈥淰iew All鈥 in the Student Academic Details box on the second blue bar to view all the Advisor rows.听 As shown above, click the 鈥渕inus鈥 button to delete any blank row.听 Then you will be able to Save the record.
Include History 鈥 By default, 91原创SIS only shows you the most recent effective-dated record. To view previous advisor assignments, click the Include History button. The topmost blue bar will list the number of historical rows (see below).
To see historical rows, click听View All听to see all effective-dated rows or use the arrow to page through.
Students view their advisors in their 91原创 Student Homepage, in the Degrees & Advisement tile at the Advisors menu item. This link lists any advisor assigned to their current active career/program.
If they have no advisors assigned at all, or none assigned for their current active career/program, it will display 鈥淵ou have not been assigned to an Advisor or to any Advising Committees.鈥
Administrative Users will view a student鈥檚 advisor(s) at Campus Community > Student Services Center, in the Advisor blue box in the right column.
When an advisor is assigned their first advisee in 91原创SIS, overnight the access is automatically updated to grant access in 91原创SIS to the Faculty & Advisors Homepage > Advisor Center tile.
When the last advisor is removed from an advisor in 91原创SIS, overnight his/her access to听 the Faculty & Advisors Homepage > Advisor Center tile is automatically removed.
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The Advisor Assignment Maintenace WorkCenter is a tool to easily discover which students need advisor assignment updates for the academic plans you manage. Updates are made inside the WorkCenter, one by-one, using the lists provided. Staff should check their WorkCenter at least weekly to update advisor assignments.听 听
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Navigation:听 91原创EL WorkCenters > Advisor Assignment Maintenance - The WorkCenter uses information you provided to the Registrar鈥檚 Office during Advisor Assignment training 鈥 ie. the Major/Minor plan codes you assign - to create the list of students that听 need plan/advisor updates. If no plans or an incomplete list of plans appear on the "Plans You Assign" tab, contact the Registrar鈥檚 Office.听
Plan Inactive
These students no longer have the plan code listed on their Student Advisor record.They have either totally switched out of your major/minor OR they have switched into another plan in your department.听 听This tab appears first, for often, correcting the assignment here for current students will automatically correct/remove them from the 鈥淎dvisor Missing鈥 list听
To correct:
- Click on a Student Name in the list.听 The Student Advisor screen for that student will appear on the right-hand side of the page.听 If no names appear, you have no corrections to make.
- Click the top most blue plus sign to set a new effective date.听This will cause 91原创SIS to check the current status of the student鈥檚 Academic Program and Plan.听You should, at a minimum, see 鈥淧lan not active鈥 for the plan you manage, matching the list item on the left.
- Click the 鈥淰iew All鈥 link on the Advisors blue bar to view ALL advisors for the student.
- For 鈥淧lan Not Active鈥, click the magnifier and then 'Look Up'听to see active plans. If the student has switched to a related major/minor and will retain the same advisor, you can click the听new plan code and then Save. If the new plan code requires a different advisor, enter the new plan code and Advisor ID and hit Save.
- You can delete your plan鈥檚 advisor if the student has switched out of your department as long as there are multiple advisors for the most recent effective date.听 Remember to delete any blank rows before saving the record.听
- If you do not manage advisors for the new plan the student has entered, OR if you see 鈥淧rogram Not Active鈥 after clicking the top-blue plus sign, the NEW department should assign an advisor for the new major, and then you can delete the previous advisor..听 If this does not happen in a timely manner, see Updating Advisors-step 3 above.听
- To refresh the list of students after saving changes, click the blue arrow circle to the right of the tab title.
Advisor Missing (All Colleges except Arts & Sciences UGRD Majors)
This tab applies to all colleges except Arts & Sciences-UGRD students-Majors only. If you assign advisors for a MINOR in all colleges (UGRD and GRAD) or any Major except for AS-UGRD students, then this tab is for you!听
These students do not have a valid advisor for a plan code you manage.听 If no names appear, you have no advisors to add!听 If MANY appear, you probably will want to add these in batch mode.听
To add an advisor:
- Click on a Student Name in the list.听 The Student Advisor screen for that student will appear on the right-hand side of the page.
- If today鈥檚 date appears on the right-hand screen (the first advisor assignment for the student), continue to the step below. Otherwise, click the topmost blue plus sign to set a new effective date. If many students need advisors, you may want to add these in batch mode if you have the security.
- Use the magnifier glass or enter the Career, Academic Program, Plan and Advisor ID and hit SAVE.
AS Maj-Advr Missing
This tab is ONLY used by Arts & Sciences Advisor Assigners for UGRD Majors only.听 It includes the filters specified in the CAS advising model.听 听If students appear here, then they may have an 鈥淎cademic Advisor鈥 (ADVR) for the AS UGRD major listed.听 Note that all Minors lacking advisors, regardless of college, appear on the 鈥淎dvisor Missing鈥 tab.听
Batch Asgmt
This tab provides quick links to the Advisor-related COGNOS reports, A8-A11, that are used to create the batch assignment files.听 A link is also provided for the 91原创SIS page to run the 91原创 Student Advisor Load process if you have security to run the batch load.听
Plans You Assign听
This tab lists the academic plan codes you manage.听 This 鈥渟etup鈥 information determines the students presented to you on the preceding tabs.听 If changes are needed to this setup or you have questions about the Advisor Assignment WorkCenter, please contact the Registrar's Office.
To return to 91原创SIS full navigation after accessing your WorkCenter, click the HOME icon in the top right corner of your screen.
Advisor-related Cognos reports are available here.
Key Reports are:
- Report 鈥淎5鈥 lists students active in the term in the prompted plan with ALL their advisors.
- Report 鈥淎5-Plan鈥 lists all students in a prompted plan with the Advisor for that plan only. If no advisor is assigned, the column is blank.
- Reports 鈥淎8鈥, 鈥淎9鈥 and 鈥淎11鈥 are used in conjunction with the 91原创 Student Advisor Batch Load process (additional training required).听 The reports, however, can be run independent of the process to check advisor assignments.听听
- 鈥淎8鈥 lists all students with NO advisor for the prompted plan 鈥 a quick way to check if any students need advisor assignment 鈥 similar to the Advisor Missing tab in the Advisor Assignment WorkCenter听
- 鈥淎9鈥 lists all advisees of a prompted advisor.听 听
- 鈥淎11鈥 lists the current advisors of a prompted plan.听