WEBADVISOR(Student(Educational(Planning(and(Degree...
Transcript of WEBADVISOR(Student(Educational(Planning(and(Degree...
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FACULTY INSTRUCTIONAL GUIDE WEBADVISOR Student Educational Planning and Degree Audit (e-‐Advising) What is e-‐Advising? e-‐Advising provides an integrated approach for registration through WebAdvisor. It allows advisors and advisees to work together to plan the student academic program. Accessing the e-‐Advising module When opening WebAdvisor, either directly or from inside Blackboard, you must log in using the LOG IN tab, upper right.
Once inside, click the FACULTY link or button.
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Click on STUDENT EDUCATIONAL PLANNING (e-‐ADVISING)
Advisees may be found by entering either a full name or the seven digit student ID number, then selecting ‘ADD OR CHANGE PLAN’ from the drop-‐down menu. Click SUBMIT.
The next screen will ask you to select the program for which you would like to plan. If the program listed is not the student’s correct program and/or catalog year, stop here and initiate the process for changing
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the student’s program/catalog year to the correct one by submitting a “Curriculum Change Form” to the Registrar’s Office (available on the Registrar’s Office website):
https://sites.google.com/a/su.edu/registrar/resources
If the program is correct, select the program you would like to plan for and click SUBMIT.
Create a Plan/Modify a Plan Screen Once you have selected the student and program, the system will bring you to either the ‘Create a Plan’ or the ‘Modify a Plan’ screen. If a student has no plan at all you will be directed to the ‘Create a Plan’ screen, otherwise you will be directed to the ‘Modify a Plan’ screen. On the ‘Create a Plan’ screen you will be presented with the option of adding courses to the student’s plan. From this screen you can either add courses directly to his/her plan or run a Degree Audit.
Reminder to advisors -‐ if a student has multiple active programs it is important to be certain any courses are being added/approved on the appropriate education plan. In Smart Registration, only one of the active program lines appears so the student needs to verify if this is the correct plan for which they are registering. If it’s not, the student goes to “Plan Courses”, then “Modify Worksheet” and enters “No” in the drop down box to select the correct program. Once the program has been verified and submitted, the approved courses under that plan will appear in Smart Registration. For additional assistance, students should refer to the “Smart Registration and Plan Courses” documentation under the “Help” link on the Student Menu Page.
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Plan Modification Screen Once you have selected the student and program, the system will bring you to the Plan Modification screen. This is the main screen from which most actions will take place. This screen is broken up into various sections described in detail below. The first section is informational, showing the student’s name, his/her program, his/her catalog, the last person to edit his/her plan, and the last change date.
The next section is known as the Educational Plan. This section contains courses that were either planned by you (the adviser), or planned by the student then approved by you. These courses cannot be removed by the student once they have been added to the Educational Plan. This section should be reserved for courses the student must take rather than courses that are a selection from numerous valid options. (*The screen shot below has no options filled in.)
Following the Educational Plan is the “Suggested Courses” section. This section contains courses that the student has added to his/her plan. These courses can be moved to a new term or approved. By taking action on these courses you are moving them to the student’s Educational Plan, after which he/she will
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not be able to alter them without your assistance. If you simply have an alternative choice you would like the student to consider, it is suggested that you use the Communication section (described later).
Following the “Suggested Courses” section is the “Quick Add” menu. This section works similarly to the “Search for Sections” portion of Registration, with the additional feature of attaching a specific term. Adding a course to a student’s plan using this method will add the course to the student’s Educational Plan. Needed fields include Term, Subject, and Course Number.
The next section is the “Notes” section. This section is intended to provide information for you, your advisee, and any other advisor that may be assisting this student. The three areas are Educational Goal, Private Comments, and Public Comments. Educational Goal relates to the student’s stated objective (ie. BS, Master’s, Continuing Ed, etc.). The Private Comments section is an area for advisors to make notes regarding the student that may be helpful in future advisement interactions. Keep in mind that “Private” means only visible to advisers, not only visible to you. Public notes are visible to everyone who can see this student’s record including the student and anyone with advisement access. Also shown are notes the student has made on their plan. These notes are not editable by you, but are visible.
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The final two editable sections deal with Communication. The first allows you to email the student with a message of your choice, either directing him/her to make a change, giving him/her the go ahead to register, or any other direction you deem appropriate. The second allows you to copy other advisors with either the same message or an altered version. (See screen shots, next page)
Degree Audit Disclaimer for DEGREE AUDIT: The Registrar's Office recently completed building the audits for catalog years 2009 to date. While some degree audits for catalog years 2005-‐2008 may be built, several are not, or are incomplete. Should you find any errors in the audits or suspect that a student’s program has been evaluated incorrectly, please notify the appropriate school/division dean/director’s office immediately and the responsible administrative staff will notify the Registrar’s Office of any issues. Using e-‐Advising requires knowledge of catalog requirements and sub-‐requirements. Please consult with your school/division dean’s/director’s office regarding the list of academic programs of your respective schools. The current and most recent academic catalogs are available on the Registrar’s Office website:
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https://sites.google.com/a/su.edu/registrar/resources The process of e-‐Advising involves 2 basic steps:
1. Degree Audit 2. Add or Change Plan and Approve Courses for Registration
If your designated roles include both FACULTY and ADVISOR, you may reach the e-‐Advising link from either menu. Once in either the FACULTY menu or the ADVISOR menu, click on STUDENT EDUCATIONAL PLANNING (e-‐Advising). (See screen shot, next page)
Enter a student name or student ID, and select the action required…in this case, DEGREE AUDIT, from the drop-‐down menu….and click SUBMIT.
You may then select either an ACTIVE PROGRAM, or select from the drop-‐down list as a “WHAT IF I CHANGED MY PROGRAM OF STUDY” option.
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NOTE: If the ACTIVE PROGRAM button is selected, but you wish to select the “WHAT IF...” option, you will need to use the browser’s back button to exit and return to this screen. You cannot ‘deselect’ the option. Concerning using the “WHAT IF...” option: If a program of study requires a specialization, the “WHAT IF...” option will not accurately reflect program requirements. Specializations are used most prevalently in the following programs: Division of Nursing, School of Education and Human Development, the Conservatory, and the Kinesiology program in the College of Arts & Sciences. For the option, “WHAT WORK DO YOU WANT TO INCLUDE?”, the default and only option is REGISTERED/PREREGISTERED. PLEASE NOTE: Should you find any errors in Degree Audit, or suspect that the program has been evaluated incorrectly, students should consult with their advisor and advisors should immediately consult with their school/division dean’s/director’s office regarding the accuracy of the Academic Evaluation. The responsible administrative staff member will notify the Registrar's Office of changes needed to Degree Audit programming. Note that the Academic Evaluation page contains the date the report was created, the name of the program, the catalog year, and the anticipated date of completion.
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About Degree Audit: • The Registrar’s Office has developed the Degree Audit system using Datatel Colleague, as well as the
Academic Catalog. Current and recent Academic Catalogs are published online at: http://www.su.edu/Academic-‐Catalogs.asp
• GPAs in WebAdvisor are not considered official because the system may reflect rounding of the 3rd
decimal point. Official SU GPAs are reported to the third decimal point and are not rounded up or down. Therefore, GPAs in WebAdvisor should only be used to get a close estimate of a student's GPA.
• If an undergraduate student has designated a minor, the minor will be attached as part of their
audit. If they wish to declare a minor or change their degree program of study in any way, a curriculum change form must be submitted (this form is also located on the Registrar Forms Menu-‐-‐see link below).
• If there is a program requirement issue in the audit that will affect all student audits for that
program of study, please notify your school/division dean’s/director’s office administrative staff member who will then follow up with the Registrar's Office.
• If there is an update needing to be made for a single student's record (for example, transfer credit or
substitutions), please submit a copy of the "Request for Degree Audit Adjustments" form available on the Registrar Forms Menu:
https://sites.google.com/a/su.edu/registrar/resources
• Any communications involving Degree Audit issues may be sent to [email protected]. Common Degree Audit Codes and Their Meaning The following list provides common code notations and their meaning that may be found on a student’s Degree Audit. These definitions also appear at the end of the degree audit in the “Notes” summary box. This list is not all inclusive. *IP – In Progress *PR – Pre-‐registered *TE – Transfer Equivalency Credits *NE – Non-‐course Equivalency Credits (AP, CLEP, Cambridge, etc.) *RE – Repeat *RP – Replacement Pending – course is being repeated *RA – Replacement Attempt – this course is a repeat attempt
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*G – Grade – course failed the minimum grade requirement *E – Extra – either this course is not needed to complete this requirement, or else applying it would
not have contributed anything toward the requirement’s completion (credits apply toward overall and institutional credits only)
*F – Forced – course was manually applied (override) *S – Status – items with this status may not be applied to the program (this typically appears by
courses from which a student has withdrawn and received a grade of “W”)