Maintain Advisees

All students must exist in the Advising Master table before any functions can be performed, and this window is used to maintain these students. The information shown on this window is taken from the Advising Master, Advisor Student Table, and Student Master tables.

Search Criteria

The search criteria columns on the Advising and Registration tabs can be used to further filter your search criteria.

To clear the search criteria, click on the New Search button from either tab and begin another selection query. Continue changing your selection criteria until you have achieved the desired results.

Enter or select the appropriate ID Number to be used as search criteria.

Enter the Last Name to be used as search criteria.

Enter the First Name that is to be used as search criteria.

Select the Aim Label that is to be used as search criteria.

Select the Advising Requirement Code that is to be used as search criteria.

On this window, Active and Inactive can refer to two different columns, depending on the context.

Advisee Status

You opened the Maintain Advisees window from the Activity Centers.
The student is marked as an active advisee, so they can be assigned to an advisor.
The value is stored on the Advisee Master table (adv_master.stud_adv_act).

Advising Relationship Status

You opened the Maintain Advisees window from the Maintain Advisors window.
The advisee and the advisor are marked as having an active advising relationship, so the student appears on the advisor's My Advisee Roster in J1 Web.
The value is stored on the Advisor Student table (advisor_stud_table.advisor_table_sts).

If you select the All radio button, students with active or inactive advisor-advisee relationships will be retrieved.

Select the most recent year the student was enrolled.

Select the most recent tern the student was enrolled.

Data Columns

When this window initially opens, no data appears until you either click the Find Now button or press the Enter key. At that time, all students who are enrolled in the most recent year and term, current class, and current student division are displayed in the grid.

If the Group icon (

) is displayed on an Advisee's row, that advisor-advisee relationship has been created by the Group Assignment process. To prevent the changing of student advisors and the running of the synchronize update to override the changes, this advisor-advisee relationship cannot be deleted or de-activated on this window. The Assign Students to Advising Groups window or the Advising Group Synchronization process must be used to inactivate or delete relationships between the student and the Advising Group.

Options

The following options are available from the right-click or Options menu when you select a row in the grid:

Opens the Maintain Student Aims window

Opens the Advising Worksheet on the Graduation Report Preview

Opens the Name Entity window for the advisee

Opens the Student Courses History window for the advisee

Opens the Maintain Advising Meetings window

Opens the Prospective Student Transfer Course Entry window

Opens the Advisors for Students window

Opens the Notepad window for the advisee

Opens the Program GPA Profiles for Student window

When you delete a row on this window, the following message is displayed: "The selected Advisee(s), their relationships, and history will be deleted and cannot be restored. Continue?" If you click Yes, all advisee information is removed from the Advising History table for that student. When the process is completed, you will receive a message indicating that the advisee information has been deleted successfully.

How To

Program GPA Profiles must be defined on the Maintain Program GPA Profiles window before they can be assigned to students.

1. Open the Maintain Advisees window.

2. Right-click on the window and select the Program GPA Profiles for Student option.

3. Enter a student ID Number.

4. Enter additional search criteria as necessary.

5. Select an element from the Elements list and drag it to the appropriate branch of the Tree.

6. Select and drag the requirements, courses, and cumulative courses (where applicable) to assign to the element.

7. Right-click and select Lock GPA Profile to prevent the profile from being updated if the profile is changed on the Maintain Program GPA Profiles window.

Aim labels are associated with students to identify those courses that need to be taken in order to satisfy graduation requirements. Student aims can be used to view a student's progress dating back to the last evaluation without having to perform a recalculation.

1. Open the Maintain Advisees window.

2. Administrators Only: Type the Advisor ID Number, and press Enter or click the Find Now button. This produces a list of students who have been assigned to the advisor.

3. Select the ID Number of the student to whom the aims will be assigned, and right-click to choose the Maintain Student Aims option. The Maintain Student Aims window appears. If the student already has aims, they are displayed on the left side of this window (in the Tree).

4. Click on the Add Aim button.

5. Select the Aim Label and Requirement from the Aim Detail group box. The selections that are made automatically default into the Aim Label and Requirement columns in the Tree.

6. You must select a year that will be associated with this aim and ensure that the Aim Status is 'Active.'

7. Click on the Student Progress button to display the Student Progress window.

8. Click on the Recalc button. This applies the newly created aim (along with its respective requirements) to the student by updating the summary information. If you need to make any specific alterations for this student, select the requirement and click on the Alteration button.

9. A message appears indicating whether or not errors were encountered during the process along with the log number. Open the Application Log File window and locate the log number specified in the message box. Select the row, and click on the View button to display the details of the Error Log Report.