BusinessProcessGuide–AdvisorTrackingTool

Purpose

ThisdocumentwascreatedtowalkthroughthevarioustasksintheAdvisorTrackingToolavailableinPeopleSoft.TheAdvisorTrackingToolprovidesawayforadvisorstoviewa student’s progress towards meeting the degree requirements of their current major. Critical requirements are indicated in terms 1-4; necessary requirements are indicated in terms 5-8. Advisors can see the requirements, how the student is meeting them (or not meeting them) and the corresponding tracking status. Critical and necessary requirements are also documented in each plan’s major map. Students with catalog years of 2007-2008 through 2012-2013 are tracked through terms 1-4. Beginning August 15, 2013 , students with a catalog year of 2013-2014 and higher will be tracked through terms 1-8.

Contents

Accessing the Advisor Tracking Tool

Prerequisites

Searching for students

Status tab

Using“IncludeHistory”function

MarkingaMilestoneCompleted

SetOnTrackbyOverrideStatus

ChangeStudent’sTrackTerm

CourseDetailstab

History tab

Tools tab

Reevaluate tab

Errorswhenreevaluating

Accessing the Advisor Tracking Tool

The AdvisorTrackingTool is partof thePeopleSoftstudent systemaccessed via
Navigation: ASUCustomizations>ASU StudentRecords>ASU AdvisingAdvisorTrackingTool.
Tip: You canaddthis page toyourPeopleSoft favorites usingthe“AddtoFavorites”link inthe upper right.

Prerequisites

Youwillneedtobegrantedaccessto PeopleSoftandbegivenaUserIDandPassword.Contactyouradvisingdirectorifyoudonothavethisinformation.Youwillalsoneedtocompletethefollowing:

1.AttendedtheBlackboardcoursesbelowandpassthetestincludedinthecourses. Use these links to self-enroll.

  • FERPArefresher
  • Advising101:ViewStudentData
  • Advising201:UsingASUAdvisingandSettingServiceIndicators

2.YouwillneedaccesstothePeopleSoftroleslistedbelow.SomeorallofthesemayneedtoberequestedinadditiontheinitialPeopleSoftsetup.Thesecanberequestedvia

  • SRStandardStudentPages
  • SRCatalogScheduleView
  • ASUEnrollmentAdvisingUpdate

Searching forstudents

The initialsearch screencanbe usedtofindaparticular studentsor groupofstudents thatyouwouldlike toreview.
Tip:The comparatoroption(defaultis“begins with”) canbechanged tofurthercontrolthe resultsfromyour search.

ID –Empl IDofa particularstudent(s).
Student Career Nbr–Eachactivemajorofa student will have acareer number.

EnrolledTerm–(*required) This defaultstothecurrent term.The term works in conjunctionwiththe fieldbelowhowever, ifthe fieldbelowis left blank, this is theterminwhicha student has been term-activated.

AcademicLoad –

  • ¾ Time =9-11hours
Full-time= 12or more hours
Half-time=6-8hours
Less½ =lessthan6 hours
Part-time= includesallbut“Not enrolled”and “Full-time”
Campus–campus ofthestudent(s), not their plan(s)
LastName–Last nameofstudent(s)
FirstName–First nameofstudent(s)

AcademicPlan –Student(s) majorthat iscurrently beingtracked

Track Status–Currenttrack statusofstudent(s). Astudent withconcurrentmajorsmayhavevaryingtrackstatuses. Reviewed–FlagsetontheStatus tabbyanadvisor for the trackingstatus/progressof each majorfora student.
eAdvisor® Student Group –used tolimit bya specific CT studentgroup(If youarenot filteringfor a subsetof students ina particular CTgroup, leavethis field blank.)
Student Group –Can be any student group you are interested in.

AcademicStanding Action–Use the magnifying lens icon to show the list of currently available values.

Status tab

A student’sstatustab is populated when astudenthas beenevaluated.Thisoccurs via anightlyprocess based on:

Change ofmajor

Change totrack term

Changestoenrollment (add/dropclass)

Transfer coursework hasbeenposted

Grade has been postedor changed

Milestoneismarked as completed

NOTE: Ifa student isevaluatedmore thanonceonthesameday,theeffective sequencewillincrementby1.

NOTE: Highlightedrequirementsworkwiththe Reviewedfield.A highlightedrequirementis usedtodisplay information that has changedsincethelast timea rowwasmarkedas reviewed.Changesthat maytrigger this include:courses, grades,milestones,term-taken, and evaluated plan.

The student’s status tabdisplays therequirements included for their current plan/majormapanddisplaystheir progress.Beloware somerelevant dataelements toreview:

1.Student’sFERPAflag,studentgroupsandenrollmenthours–Theenrollmentincludesthecurrentterm,themostrecentpasttermandnextfuturetermhours(ifregistered).ItwillnotincludeunitsforclasseswherethestudentdroppedtheclassorreceivedaWgrade.

2.CurrentPlanCatalogYear–comparetoEvaluatedPlanCatalogYearfieldsalsonotedonthisscreen.Ifthesedonotmatch,trytoreevaluatethestudent.

3.CareerNbr–Eachplanforaparticularstudenthasaseparatecareernumber.

4.Campus–ThecampusoftheEvaluatedPlan

5.Reviewed–Usedtodesignatethatanadvisorhasreviewedthisrecord.Mustbemanuallychangedandtherecordsaved. Thisflagwillresetifthestudent’strackstatusgoesfromOnTracktoOffTrack.

6.Status–Currenttrackstatusfortheevaluatedplan.ValuesareOnTrack,OffTrack,OnTrackbyOverride,andNoStatus-term0

7.CurrenttracktermEvaluationterm–Tracktermvalues1through8andevaluationtermstateswhatsemesterthisapplies.

TIP:thetracktermsarecumulative.Ifastudentisintrackterm2,theyarebeingassessedagainsttrackterm2andtrackterm1criticalrequirements.

Using“IncludeHistory”function

OnthebottomoftheStatustab,youcanviewtheLastUpdateDate/TimeandLastUpdateUserIDfields.IftheUserIDfieldstates“ASUCRITICALTRACKING",thestudent’srecordwasupdatedbyaneAdvisor®process.

IfyouneedtoreviewpreviousrowsofdatatocomparewiththemostrecentrowofdatayouwillneedtousetheIncludeHistorybuttononeithertheStatustaborfromthesearchpage.Thisoptionwilldisplayallrowsforaparticularstudentforaparticularplan. This may take a while to refresh or fail if the amount of data is very large. Whenyouhavemultiplerowsdisplayedtoreviewed,youcanusetheleft/rightarrowsinthenavigation bartorevieweachtimethestudentwasevaluated andseehowthestudent’sprogressand/ormajorhaschangedovertime.

MarkingaMilestoneCompleted

Somemajormapshavemilestones.Ifthemilestoneismarkedascritical,itmustbecompletedforthestudenttoobtainanoverall“ontrack:status.OntheStatustab,anuncompletedmilestonewillhaveaMilestonebuttonnexttoit.

Clickthebuttonandaconfirmationmessagewilldisplay.ClickOKandyoushouldseea“MilestoneAddedSuccessfully”message.Youdonotneedtoaddaneweffective-datedrowtocompletemilestones.Themilestonewillnotappearcompleteon theStatustabuntilthestudenthasbeenre-evaluatedwhichtypicallyoccurovernightfor studentswhohave changestotheirdata.Oncetheevaluationcompletes,thenameofthemilestone(e.g.BABUSSATinthescreenshotabove)willnowdisplaywithagreencheck.

Ifyouattempttoaddamilestonethathasbeenadded,youwillreceiveamessagestatingthatithasalreadybeenentered.

SetOnTrackbyOverrideStatus

NexttoeachrequirementdisplayedontheStatustab,thereisacorrespondingTransfer/PrereqCoursecheckbox.Thisboxshouldbecheckedforsituationssuchasthefollowing:

  • Studenthaspendingtransfercourseworkforacriticalrequirement
  • Studentisenrolledinapre-requisiteforacriticalrequirement

Checkingthisoptionwillexcludethisrequirementwhenastudentisevaluated.Ifthestudentdoesnothaveanyothercriticalrequirementsthatareunmet,thestudent’soveralltrackstatuswilldisplayas“OnTrackbyOverride”whichwillalsopreventthestudentfromreceivinganeAdvisor® hold.Thissettingfortherequirementwillremaincheckeduntilthetracktermisadvancedwhichtakesplaceapproximately2weeksafterfinalgradesaredue.Oncethetracktermhasbeenadvanced,thecheckedboxwillresetandbepartofastudent’sevaluation.

ChangeStudent’sTrackTerm

Astudent’stracktermforaspecificplanmaybechangedifthecriticalrequirementsinwhichthestudentshouldbeassessedforthecurrenttermshouldchange.Sincetheevaluationofastudent’splanwillassessnotonlythecurrenttracktermbutalsothe previoustrackterm(s),theadvisormaymanuallychangethestudent’stracktermforparticularsituations.

Thetracktermshouldtypicallybesetbacktoalowertracktermwhenthestudentismissingoneormorecriticalrequirementsthatwillpreventthestudentgettingontrackduringthecurrentterm.

Thetracktermshouldtypicallybesetto0whenthestudentchangestheirmajormid-semesterandhasnotcompletedorenrolledinmultiplecriticalcoursesforthenewmajor.

Thetracktermmayalsobesetforwardifastudentisaheadontheprogressoftheircriticalrequirementsandshouldbeassessedagainstagreatertrackterm.Thetracktermshouldnotbemovedforwardifthestudentwillnowbeconsideredofftrack.

Tochangethetrackterm,anewrowshouldbeaddedontheStatustab.

  1. Clickthe“+”icon.AnewrowwilldisplayandthecurrentdatewillpopulatetheEffectiveDatefield.
  2. ChangetheCurrentTrackTermvalueasneededbasedonthereasonslistedabove.UsethetabkeytoactivatetheReasonfield.
  3. Selecttheappropriatereason.
  4. TheCommentfieldisrequiredifthereasoniseither1)CompletingPreReqCourse,2)CourseNotOfferedor3)Course(s)Full.
  5. EnterthecoursesubjectandnumberintheCommentfield.
  6. ClickSaveandanewrowhasbeenadded.

CourseDetailstab

The CourseDetailstab displaysallcoursesinwhichthe studenthas taken,enrolled ina futureterm,and/ortransferred credit with theexception of coursesthat weredropped. If a grade has posted, that will display also, includingW grades.

The listcanbe filteredbyusingthe checkboxesat thetopof the list.Checkoruncheckanyof theboxes,asneeded and then clickthe Filter buttonis change thelistthat displays.

NOTE:The“Not Applied inTerms 1-4”designationincludescoursesthat applytorequirements intermsgreater than4 or possiblynot apply atalltothe plan.Students withconcurrentdegreeswilloften havemany courses forone planthat fall intothis category but are majorrequirements foranothermajor.

History tab

The historytabdisplays therecorded trackstatus by term for aspecific plan.Thehistorygetspopulated duringthe end of termprocessingtimeframe.

Tools tab

The Tools tabwill displaylinks toa student’sconcurrent plans, if applicable,includingminorsandcertificates.Itwillalso display various linksas ashortcut.

NOTE: Alllinks shoulddisplay ina newtab orwindowbased onyourinternet browser settings.

Destinationtothe links:

DARS–DARSwebadvisorURL

Student ServicesCtr–Academicstab

Student AdvisingSignoff Notes–Signoffpage

RemoveeAdvisor® orS21 hold –Service IndicatorDatapage under Campus Community> Service Indicators(student)

MajorMap–student’smajormap

Student Milestones–Tabsunder Records &Enrollment> EnrollStudents> StudentMilestones

AcademicStatusReport–

RequestUnofficialTranscript–RequestPDF ofreportfor immediateview/print

Reevaluate tab

Inordertoseeamore uptodate progressof the student, a re-evaluationwill need to be requested fromtheReevaluate tab. A reevaluationshouldoccurwhen the tracktermormajor has been changed. Clickthe RequestEvaluationbutton inthemiddleof thepage toinitiate anevaluationforthe student’scurrentplannotedinthe upperleftandany concurrentmajors, if applicable.

UsetheRefreshbuttontoperiodicallycheckthestatusoftheevaluation.OnceitcompletessuccessfullyandtheRefreshbuttonisclicked,theStatustabwillthenbedisplayed.Sometimestheevaluationdoesnotcompletesuccessfully.

Errorswhenreevaluating

Belowiswhatdisplayswhentheevaluatereturnsinerror.Pleaseattempttheevaluationa2ndtime.Ifthe2ndattemptalsoreturnsinerror,pleaseusetheEmailFeedbacklinkonthepageandletthesupportteamknowthisstudentisnotevaluatingandacasewillbecreated.

RevisionHistory

Date / UpdatedBy / RevisionDescription
Jan2008 / PaulStoll / 1stdraft
May2008 / KristianBorkman
PaulStoll / AdditionalFunctionality
Sept2008 / KristianBorkmanPaulStoll / AdditionalFunctionality
Dec2008 / KristianBorkman
PaulStoll / UpdatedPolicy
Oct2011 / AngelaPapri / Updatedfunctionalityusagepolicy
Aug 2013 / Jennifer Malerich / Updated to match 8 semester functionality