Student Advising

Student Advising.pdf (2 Mb)

Advising Part 1 Video
Advising Part 2 Video 
Advising Part 3 Video 
 

The attached pdf file contains information on all of the following subjects. The videos are broken into 3 parts as follows:

• Video 1

  • Student Advising menu descriptions
  • Quering for students by ID, Name, and Advisee list
  • Emailing Advisees individually or as a group
  • Exporting the Advisee list to Excel
• Video 2
  • Viewing:
    • Academic records
    • Student biographical information (including holds; other addresses; employment, exam, education and housing records)
    • Degree audits
    • Student schedules
    • GPA projection
    • Grade reports
• Video 3
  • Registration entry
  • Course authorization

Activities:

1. If you haven't printed the entire manual, print out the above attachment.

2. Query for an Advisee by ID, by Name, and by Advisee list.

3. Send a test email to your Advisees.

4. Save your Advisee list to an Excel file.

5. Run an academic record on one of your Advisees.

6. Look at a student's biographical information including: Holds, Other Addresses, Employment, Exams, Education, and On-campus Housing.

7. Run and review a Degree Audit.

8. Look at a student schedule.

9. Try the GPA Projection option.

10. Run a Grade Report and look at it in print preview.

11. Registration may or may not be open when you are working on this assignment, but carefully review the Registration Clearance, Registration Entry, and Error Message information in the manual.

12. Again, since Registration may or may not be open, carefully review the Course Authorization section of the manual.

Special Notes:

• Always double check to make sure the Options are set correctly.
• For OPTIONS courses, catalogs change to the next year for classes that start July 1 or after.
• To see your Advisees, students must be assigned to you in the Jenzabar CX (CARS) system, and you must have appropriate permissions.
  • If an Advisee should be assigned to you but is not, contact the Registrar's Office.
  • If you do not have appropriate permissions to do what you need to do, contact the Academic Dean's office.
• Quering by name:
  • Using the * wildcard will help a lot. Some students don't go by their given names, and many have hyphenated last names.
  • If you find a duplicate record on a student, notify the IT Department at askit@fontbonne.edu. Provide both ID numbers.
• Select from Advisee List checkboxes:
  • "New students" are Admission prospects who have not yet registered.
  • "Not yet registered" students are previous advisees.
• Be aware of the NOTE with regard to student emails. Refer students who have not set up their accounts to the appropriate resources.
  • Reminder -- Each student must activate his or her Fontbonne University email. If you get an error message when you send a student an email, he or she probably has not gone through the activation process. You can point them to the Information Technology homepage for directions on how to activate their account and how to use it.
• Student Biographical Information:
  • Make sure the Options are set correctly. Students can have undergrad and graduate records.
• Holds:
  • VIP -- If you see a hold on an Advisee, contact him or her immediately. If the hold is not resolved, he or she may not be able to register for courses. The Advisee should contact the office that issued the hold.
• Degree Audits:
  • The system can't always do everything. If there are problems with a degree audit, contact the Registrar's Office for assistance.
• Grade Reports:
  • Students have the ability to print grade reports. If holds exist, they will not have access to their grades. They should contact the office that issued the hold.
• Registration:
  • Make sure Options are set for the UPCOMING semester and year and for the appropriate program.

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