Assigning Academic Advisors to Students

This section discusses how to assign academic advisors to students.

When the message catalog message set number 14600, message numbers 877 & 878 message severity is set to Warning, the user is able to assign academic advisors or committees to a student whose academic program and plan is inactive for the defined student advisor effective date. To prevent the assigning of an academic advisor or committee to a student whose academic program and plan is inactive, for the defined effective date, the message severity should be set to Error. You can also change the message text and explanation. For example, add the word Error in front of the message text.

The academic program plan look up for the Student Advisor displays the maximum effective dated value corresponding to the defined effective date on the Student Advisor page. When you enter or select an inactive maximum effective dated program or plan value, you receive a warning message, but you can successfully save the transaction. The academic program status appears on the Student Advisor page — for example, LOA.

Access the Look Up Academic Program page from the Academic Program field on the Student Advisor page.

This example illustrates the fields and controls on the Look Up Academic program. You can find definitions for the fields and controls later on this page.

 Look Up Academic program

When the message catalog severity is set to Warning, the user is able to assign an advisor to a student in an inactive program. For example, in the search results of the Look Up Academic Program, the FAU program is listed as Leave of Absence for the January 15, 2001 effective date.

Access the Look Up Academic Plan page from the Academic Plan field on the Student Advisor page.

This example illustrates the fields and controls on the Look Up Academic Plan page. You can find definitions for the fields and controls later on this page.

 Look Up Academic Plan page

In the search results of the Look Up Academic Program or Academic Plan, the program status appears. The results also display the maximum effective dated value corresponding to the defined effective date on the Student Advisor page. If the max effective dated program or plan value or status has changed, historical academic advisement rows are not affected unless the user makes a change to the historical record. Users cannot assign and save program or plan values that are not the max effective dated value for the student advisor effective date. For example, if Mary St. James had an academic plan of ETHST-BA in January 1, 2001. Effective January 1, 2006, she had a change to the Honors plan. On the Student Advisor page, with an effective date of April 1, 2006, the user will receive an invalid value message upon entering ETHST-BA as the student's plan.

Page Name

Definition Name

Navigation

Usage

Student Advisor

STDNT_ADVISOR

Records and Enrollment > Student Background Information > Student Advisor > Student Advisor

Assign individual advisors or a committee of advisors to a student. The student must be active in an academic career and an academic program.

Setup

SSR_STAD_SETUP

Records and Enrollment > Student Background Information > Student Advisor Assignment > Setup

Define the parameters with which to select and match advisors and students.

Advisor

SSR_STAD_ADVISOR

Records and Enrollment > Student Background Information > Student Advisor Assignment > Advisor

View the list of advisors that you can assign to students based on the selection criteria you defined on the Setup page.

Student

SSR_STAD_STUDENT

Records and Enrollment > Student Background Information > Student Advisor Assignment > Student

View the list of students based on the selection parameters you defined on the Setup page. From here, you also assign advisors to students.

Access the Student Advisor page (Records and Enrollment > Student Background Information > Student Advisor > Student Advisor).

This example illustrates the fields and controls on the Student Advisor page. You can find definitions for the fields and controls later on this page.

 Student Advisor page

Use this page to assign individual advisors or a committee of advisors to a student. The student must be active in an academic career and an academic program.

Field or Control

Description

Academic Institution

Select the academic institution for which you want to assign the student an academic advisor.

Effective Date

Enter the date that the student's advisor or advisory committee becomes effective for the student.

Advisor Role

Select the role that the advisor serves for the student. Values for this field are delivered with your system as translate values. You can modify these values.

Advisor Number

The system, by default, sets the number of the advisor to 1, and it increases the number by one as you add new advisors or committees.

Academic Career

Select the student's academic career for which you want to assign the advisor. The system prompts you with options based on the student's career term record.

Academic Program

Select the student's program for which you want to assign the advisor. The system prompts you with options based on the student's program record.

Academic Plan

Select the student's plan for which you want to assign the advisor. The system prompts you with options based on the student's program record.

Academic Sub-Plan

Select the student's sub-plan for which you want to assign the advisor. The system prompts you with options based on the student's program record.

Academic Advisor

If an individual advises a student, select that individual advisor. The system prompts you with advisors that are within the student's academic career and academic program. If this field is unavailable for entry, you must first clear the Advised by Committee check box.

Advisor Percentage

This field is enabled only when the Advised by Committee check box is not selected.

This field allows a numeric value to one decimal place.

Committee

If a committee rather than an individual advises a student, select the committee. If this field is unavailable for entry, you must first select the Advised by Committee check box.

Advised by Committee

If a committee rather than an individual advises a student, select this check box. The Committee field becomes available for entry, and the Academic Advisor field becomes unavailable for entry.

Must Approve Enrollment

Select to indicate that the advisor must approve a student's enrollment into classes. This check box is for information purposes only. No coding is behind it.

Must Approve Graduation

Select to indicate that the advisor or committee must make a degree check before your institution can complete the student's graduation process. The Graduation Approved check box becomes available for entry. Both check boxes are for information purposes only. No coding is behind them.

Graduation Approved

Select to indicate that the advisor or committee has made a degree check and your institution can now complete the student's graduation process. This check box is available for entry only when you select the Must Approve Graduation check box.

Access the Student Advisor Assignment Setup page (Records and Enrollment > Student Background Information > Student Advisor Assignment > Setup).

This example illustrates the fields and controls on the Student Advisor Assignment Setup page. You can find definitions for the fields and controls later on this page.

 Student Advisor Assignment - Setup page

Use this page to define the parameters with which to select and match advisors and students.

To define a set of parameters, click Add New Value, then enter values for:

  • Academic Institution

  • Academic Career

  • Assignment Code. This value uniquely identifies this set of parameters.

Details

Field or Control

Description

Status

Select whether this set of parameters is active or inactive.

Mode

Select:

  • Assign to assign a new advisor.

  • Un-assign ALL to remove advisors from their role for the selected student population.

  • Re-assign ALL to delete and recreate all of the Student Advisor records to redistribute the students.

Select Advisors By

Identify the method by which the advisor population is selected.

Select:

  • File (All) to use a file that contains a list of advisors that you want to assign to a select group of students.

    Program, Plan, Sub-Plan are ignored by this selection method.

  • File (Matching) to use a file that contains a list of advisors who are selected if they match the Program, Plan, Sub-Plan you identified.

  • PS Query to use a PS Query record.

    When creating queries, use the bind record SSR_STAD_ADV.

  • PS Query (with Matching) to use a PS Query record that selects advisors if they match the Program, Plan, Sub-Plan you identified.

    When creating queries, use the bind record SSR_STAD_ADV.

  • Committee to choose a committee as an advisor.

  • Career/Program/Plan/Sub-Plan to select a program, plan, and sub-plan in the Selection Parameters region.

    The details in the Instructor/Advisor Table record are used to select advisors based on the values for career, program, plan, and sub-plan that are matched to the values here. The values here and on the Instructor/Advisor Table are matched exactly, NULL equals NULL. For example, if you don’t identify a plan here, all advisor records that don’t have plans are selected.

  • Career Only to select advisors if the career value here matches what’s in the Instructor/Advisor Table record.

    The Instructor/Advisor Table records are selected only if the program, plan and sub-plan are all null. Otherwise, they aren’t selected.

Committee

This field appears only when you select Committee in Select Advisors By.

You can assign only one committee.

Distribute Advisors By

Identify how advisors are assigned.

Select:

  • Multiple to match all advisors to all students.

  • Single to match an advisor to a student. Each student gets an advisor.

Select Student By

Identify the method by which the student population is selected.

Select:

  • File to use a file that contains a list of advisors that you want to assign to a select group of students.

    This file contains the Employee ID (EMPLID), Program, Plan (optional), and Sub-Plan (optional).

  • PS Query to use a PS Query record.

    When creating queries, use the bind record SSR_STAD_STU.

  • Career/Program/Plan/Sub-Plan to select a program, plan, sub-plan, admit term, dual career, and academic standing in the Additional Parameters region.

    The details in the student program/plan record are used to select students based on the values that are matched to the values here. The values here and on the student record are matched exactly. For example, if you don’t identify a plan here, all student records that don’t have plans are selected.

  • Career Only to select students based on the values that match to the student career, admit term, dual career, and academic standing in the Additional Parameters region

    When one of the values you define for admit term, dual career, and academic standing is NULL, it matches all values for the student record. For example, if admit term here is NULL, match all student admit terms. Program, plan, sub-plan are ignored.

  • Unassigned to enable the fields in Selection Parameters and Additional Parameters regions.

    The details in the student program/plan record are used to select students based on the values that are matched to the values here. When one of the values you define for admit term, dual career, and academic standing is NULL, it matches all values for the student record. For example, if admit term here is NULL, all student admit terms are matched.

    Students are selected only if a Student Advisor Record doesn’t exist for the student for their program, plan, and sub-plan, that is, the student doesn’t have an advisor.

Assign Student Advisors At

Note: This setting is separate from the parameters you use to identify the advisor and student populations. Those parameters don't need to match the level you set in this field.

Select the level at which advisors are assigned:

  • Program

  • Program and plan

  • Program, plan, and sub-plan

For example, you select a student or advisor population for the program 'ARTS' and you want to assign advisors to students at the sub-plan level. Advisors' records should have a program = ARTS and must have values in plan and sub-plan. The system matches advisors to students based on these values and student advisor records are created with the corresponding program, plan, and sub-plan values.

Selection Parameters

This region is enabled only when you select any one of these values in Select Students By to identify your student population:

  • Career/Program/Plan/Sub-Plan

  • Career Only

  • Unassigned

This is also enabled when you select Career/Program/Plan/Sub-Plan in Select Advisors By to identify your advisor population.

Additional Parameters

This region is enabled only when you select any one of these values in Select Students By to identify your student population:

  • Career/Program/Plan/Sub-Plan

  • Career Only

  • Unassigned

Student Advisor Details

The information you enter in this region populates the matching fields on the Student Advisor record when it is created.

Access the Advisor page (Records and Enrollment > Student Background Information > Student Advisor Assignment > Advisor).

This example illustrates the fields and controls on the Advisor page. You can find definitions for the fields and controls later on this page.

 Student Advisor Assignment - Advisor page

Here, you can view the list of advisors you can assign to students.

Field or Control

Description

Get Advisors

Note: This button is disabled if Select Advisor By is set to Committee.

Click to retrieve a list of advisors based on any one of these methods:

  • Defining the parameters by which advisors are selected on the Setup page.

  • Uploading a file with a list of advisors.

  • Using PS query to identify advisors.

Access the Student page (Records and Enrollment > Student Background Information > Student Advisor Assignment > Student).

This example illustrates the fields and controls on the Student. You can find definitions for the fields and controls later on this page.

 Student Advisor Assignment - Student page

Here, you can view the list of students that you selected based on the criteria you defined on the Setup page. This is the student population to whom you want to assign advisors, if they don’t have one. You also see students who have existing or newly assigned advisors.

Field or Control

Description

Get Students

Click to retrieve a list of students based on any one of these methods:

  • Defining the parameters by which students are selected on the Setup page.

  • Uploading a file with a list of students.

  • Using PS query to identify students.

Assign Advisors

Click to run the Assign Advisors process to match students and advisors.

If you select this mode on the Setup page:

  • Assign, you’re assigning a new advisor.

  • Un-assign ALL, you’re removing advisors from this role for the selected student population.

  • Re-assign ALL, you’re deleting and recreating all of the Student Advisor records to redistribute the students.

Take note of these selections:

  • If Select Advisors By = Career Only, advisors are matched to students regardless of students' programs, plans, and sub-plans. Otherwise, students are matched according to the advisors' programs, plans, and sub-plans.

  • If Distribute Advisor By = Multiple, all advisors are assigned to all students. Otherwise, advisors are matched to students alternately, one by one.

For example, you select a student or advisor population for the program 'ARTS' and you want to assign advisors to students at the sub-plan level. Advisors' records should have a program = ARTS and must have values in plan and sub-plan. The system matches advisors to students based on these values and student advisor records are created with the corresponding program, plan, and sub-plan values.