Assign Students to Advising Groups Window/Assign Advisees Tab

The Assign Advisees tab on the Maintain Advising Groups window allows you to assign one or multiple students to Advising Groups. Based on configuration settings, customized queries, or a single ID Number, you can select an Advising Group and identify students to assign to that group. You can also remove and/or deactivate advisor-advisee relationships. The Advising History table is updated; and based on configuration settings, the Student Division Master table and/or Advisor Student Table are updated when actions are performed.

Select Group

The Select Group drop-down displays a list of all active Advising Groups from the Advising Group Definition table. When you select a particular group, the Group Advisors grid lists the active advisors in that group. Also, if appropriate, the Query radio button is selected and associated query information is displayed on the Assign Advisees tab.

Group Advisors

When you select a particular group in the Select Group drop-down list, the Group Advisors grid lists the active advisors in that group. This grid is view only and displays the advisor's ID Number and name and the total number of their Primary Advisees, Secondary Advisees, and Inactive Advisees.

Assign Advisees Sub-tab

This sub-tab displays the attributes needed to assign advisees to the selected Advising Group. If your institution uses the automated synchronize process, you should use the group's query to retrieve and assign students in order to preserve this assignment. The terms specified on the Advising Groups Configuration window will be integrated with the additional selections made on this tab. By default, only the current division records are updated.

If this radio button is selected, the default query listed in the Query column will be executed.

If this radio button is selected, you can enter any ID Number in the associated column. If the ID Number indicated is not in the Student Master table, the Registration advisors for the selected ID Number will not be updated.

If you select this radio button, you can select either the InfoMaker query or the Quick Query. Selecting either of these also populates the list of queries from which to select. The Customize/Edit buttons are also available for you to use in customizing/editing the queries.

If you select this checkbox, you must click the ... button, which opens the Select Years Terms window to populate the Terms column. Only the terms selected will be updated on the Student Term Summary Division table.

If you select this checkbox, new rows will be created in the Advisee Master table for any students who have been selected for assignment but do not have an Advisee Master row.

This button retrieves students who meet the criteria entered on this tab and displays them in the Assign Advisees data window. Clicking the Assign button will assign the selected students to the group. This assignment process works the same way as the synchronize process.

Remove Advisees Sub-tab

This sub-tab is available if your institution is licensed for the Advising module AND if USE_ADV_GRPS is set to 'AV' or 'B' in the CONFIGURATION_TABL. It is used to delete or deactivate advisor-advisee relationships for inactive advisees in the Advisor Student Table and the Advising History table.

If this radio button is selected, all active advisees for the Advising Group will be retrieved.

If this radio button is selected, all inactive advisees for the Advising Group will be retrieved. If this radio button is selected, only the Relationship Action Delete radio button is available.

If this radio button is selected, all selected records in the Advisor Student Table and Advising History table will be set to inactive for the selected group.

If this radio button is selected, all selected records will be deleted from the Advisor Student Table and selected records in the Advising History table will be set to inactive for the selected group.

This button retrieves students who meet the criteria entered on this tab and displays them in the Remove Advisees data window. If there are students displayed in the Remove Advisees data window, then clicking the Remove button will either deactivate or delete the specified students. No Registration module tables will be updated during this process. The Delete option does not delete records from the Advising History table.

Assign Advisees/Remove Advisees Data Window

The label for this window and the students retrieved are dependent on whether you are working in the Assign Advisees sub-tab or the Remove Advisees sub-tab. If the window is populated, you have the options to Select All, Clear, and Remove or Assign advisees.