Using Academic Advisement Self Service

This chapter lists prerequisites and discusses how to:

View an advisement report.
Search for classes by academic requirements.
View advisee information through self-service pages.
Process self-service advisement reports.

Prerequisites

Before a student or advisor can use self-service academic advisement features, the student must have a valid user ID in the system. The student must also be matriculated and have a role that includes security access to the pages.

If your institution is processing degree progress reports using transcript types (versus advisement report types), you must turn off security to the component, SAA_SS_DPR_ADB.

Viewing an Advisement Report

This section provides an overview of My Academic Requirements and lists the pages used to view an advisement report.

Understanding My Academic Requirements

The self-service functionality provides students with an interactive advisement report that they can use to evaluate their degree progress, plan courses, and enroll in courses. The report has a date and time stamp so that the student knows when the report was last run.

Depending on your Installation Student Administration setup, you can implement the advisement report using either the Academic Advisement or the Program Guide installation option.

If your institution uses Academic Advisement, the My Academic Requirements page reflects the results of a degree audit. When students access the My Academic Requirements page, satisfied academic requirement groups are collapsed, and unsatisfied ones are expanded. Data about the degree requirements appears in hierarchical structure that corresponds with your institution's advisement setup. For example, a requirement and its contents appear below a heading for a requirement group. In general, lists of courses that may be used or are used to satisfy a given requirement appear below the requirement line, which in turn appears below the requirement. Requirement group report descriptions appear in group boxes, and details about requirements, which are attached to the requirement groups, appear below the requirement groups. Examples of these details include report long descriptions, course statistics, and course lists. Whether specific details, such as requirement line data, appear depends on the setup of your institution. When details are available for a student to view, a caret appears next to the requirement group, requirement, or requirement line, as needed. The icons in the legend and the statuses of Satisfied and Not Satisfied communicate the completion status of the courses and degree requirements.

The setup of your institution determines whether the report is generated in real time, and it affects which details appear on the report. For example, your institution controls whether a requirement line long description appears on the report or whether the course list should appear. The title and icons that appear in the legend of the report are dictated by the setup of the advisement report type. The advisement report type setup also dictates whether the report reflects the evaluation of in-progress, what-if, shopping cart, and planned courses.

If your institution selects the Program Guide installation option, then the report that appears on the My Academic Requirements page has a different look because the data comes from the Program Guide requirements. Because no degree audit is performed against Program Guide rules, the report does not indicate whether a rule is satisfied or not. Instead, My Academic Requirements displays descriptive information from the Program Guide course lists, requirements, and requirement groups. Courses taken, planned, and in progress appear on the report, but a student, along with his advisor, must evaluate his degree progress. Students can still use the Program Guide report to plan or enroll in courses.

See Setting Up Academic Advisement Self Service.

Using the Search by My Requirements feature, students can access additional information and perform these actions:

Access course details.
View wildcard course list information.
View information about exceptions and overrides.
Add classes to their shopping cart.

Pages Used to View an Advisement Report

Page Name	Object Name	Navigation	Usage
My Academic Requirements	SAA_SS_DPR_ADB	Self Service, Degree Progress/Graduation, My Academic Requirements	Students assess academic progress toward graduation, review course detail, add courses to My Planner, view class sections for a specific term, and, if term activated, add a class to their shopping cart.
My Academic Requirements	SAA_SS_DPR_AAL	Self Service, Degree Progress/Graduation, My Academic Requirements	Students review their program guide, courses taken, review course detail, add courses to My Planner, view class sections for a specific term, and, if term activated, add a class to their shopping cart.
My Academic Requirements – Course Detail	SSS_CRSE_OFFER_DTL	Self Service, Degree Progress/Graduation, My Academic Requirements Click a course description link.	Students review course details, add a course to My Planner, view class sections for a specific term, and, if term activated, add a class to their shopping cart.
My Academic Requirements - Course List Detail	SAA_SS_DPR_AAL_WC	Self Service, Degree Progress/Graduation, My Academic Requirements Click a course link.	View details about a course list.
My Academic Requirements	SAA_SS_DPR_ADB_DTL	Self Service, Degree Progress/Graduation, My Academic Requirements Click the numeric link in the Notes column (if applicable).	View a description of any exception or override that affects the course.

Searching for Classes by Academic Requirements

This section provides an overview of the Search by My Requirements feature and lists the pages used to access this feature.

Understanding Search by My Requirements

The Search by My Requirements feature enables students to search for classes based on their degree requirements. The information that appears on the page is based on the student's most recently run advisement report, but the presentation of the information varies from that shown on the My Academic Requirements page because the student using the information intends to enroll in a class.

The main difference between the Search by My Requirements and My Academic Requirements pages is that the course lists include courses offered for the selected term only. Also, whereas the institution may or may not include planned courses on the My Academic Requirements report type, the data included on the Search by My Academic Requirements includes planned courses. As with My Academic Requirements, the data reflects the report type and other advisement setup. Finally, students must be eligible to enroll in order to search for classes by academic requirements.

If your institution selects the Program Guide installation option, then the report that appears in Search by My Academic Requirements looks and operates differently because the data comes from the Program Guide requirements. Also, because no degree audit is performed against Program Guide rules, the report does not indicate whether a degree requirement is satisfied or not.

Using the Search by My Academic Requirements feature, students can access these additional details and perform these actions:

Access course detail.
Add courses to their planner.
View class sections.
View wildcard course list information.
View information about exceptions and overrides.

Pages Used to Search by My Requirements

Page Name	Object Name	Navigation	Usage
Add Classes - Search by My Requirements	SAA_SS_DPR_ADB_SR	Self Service, Enrollment, Enrollment: Add Classes Select the term (as needed). Click the Change button (as needed). Click the My Requirements option. Click Search.	For a selected term, a student can search for classes based on his or her degree requirements.
Add Classes - Course Detail	SSS_CRSE_OFFER_DTL	From the Add Classes — Search by My Requirements page, click a link for a course description.	Students review course details, view class sections for the selected term, and, if term activated, add a class to their shopping cart. Students can also view their course schedule and shopping cart contents for the selected term.

Viewing Advisee Information Through Self-Service Pages

This section lists the pages used to view advisee information using self-service pages.

Pages Used to View Advisee Information Through Self-Service

Page Name	Object Name	Navigation	Usage
View My Advisees - Advisee Roster	SSS_ADVISEE_LIST	Self Service, View My Advisees	An advisor can view a list of his or her advisees and access other academic and personal information about them, for example, class schedules, term progress, transfer credit reports, and transcripts.
View My Advisees - Advisement Committee Members	SSS_ADVISEE_COMEMB	Self Service, View My Advisees Click a committee name on the View My Advisee page.	Review committee members, their roles, and their contact numbers.
My Academic Requirements	SAA_SS_DPR_ADB	Self Service, View My Advisees Click the View Student Details link for a student in the list of advisees. On the Student Center page, select Academic Requirement from the drop-down list box. Click the Go button.	Advisors can view a student's advisement report.
My Academic Requirements - Course Detail	SSS_CRSE_OFFER_DTL	Click the course description link on the My Academic Requirements page.	Advisors can review course details and, if the student is term activated, view class sections for a specific term.
Student Center	SSS_STUDENT_CENTER	Click the View Student Details link on the Advisee Roster page.	Advisors can access an advisee's related transactions and view information such as class schedule, dates, and account information.
General Info (general information)	SCC_SUM_PERSONAL	Self Service, View My Advisees Click the View Student Details link. Click the general info tab.	Advisors can view information such as an advisee's service indicators, initiated checklists, personal data, and student groups.
Academics	SCC_SUM_ACADEMICS	Self Service, View My Advisees Click the View Student Details link. Click the academics tab.	Advisors can view information such as an advisee's career, program, and term summary.
Transfer Credit	SCC_SUM_TRNSFRCRT	Self Service, View My Advisees Click the View Student Details link. Click the transfer credit tab.	Advisors can view information such an advisees's course and test credits.
Degree Progress Report	SS_ES_AARPT_TYPE	Self Service, View My Advisees Click the View Student Details link. On the Student Center page, select Degree Progress Report from the drop-down list box.	Advisors can view or generate an advisee’s degree progress report.
Quick What-If Analysis Report	SA_REQST_DTL_SEC3	Click the Quick What-If button on the Degree Progress Report page.	Advisors can run a quick what-if scenario for their advisees.
Course List What-If Analysis	SA_REQ_CRSE_WHIF2	Click the Course List What-If button on the Degree Progress Report page.	Advisors can run a course list what-if scenario for their advisees.
Emergency Contacts List	SS_AA_EMRG_CNTCT	Select Emergency Contacts in the Student Details field on the View My Advisee page.	Advisors can view an advisee’s emergency contact information.
Enrollment Appointment	SS_ES_ENRL_APPT	Select Enrollment Appointment in the Student Details field on the View My Advisee page.	Advisors can view an advisee’s enrollment appointments.
Advisee Grade Inquiry	SS_ES_GRADE_LIST	Select Grades in the Student Details field on the View My Advisee page.	Advisors can view an advisee’s grades.
Send Notification	CS_NOTIF	Select Send Notification in the Student Details field on the View My Advisee page.	Advisors can send notifications to their advisees.
Current Phone Numbers	SS_AA_PERS_PHONE	Select Telephone in the Student Details field on the View My Advisee page.	Advisors can view an advisee’s phone numbers.
To Do List Summary	SS_AA_TODOS	Select To Do List in the Student Details field on the View My Advisee page.	Advisors can view an advisee’s to do list summary.
View Transfer Credit Report	SS_TRCR_RPT	Select Transfer Credit Report in the Student Details field on the View My Advisee page.	Advisors can view an advisee’s transfer credit report.
Unofficial Transcript	SS_ES_AARPT_TYPE2	Select Unofficial Transcript in the Student Details field on the View My Advisee page.	Advisors can view an advisee’s unofficial transcript.
Weekly Schedule	SS_WEEKLY_SCHEDULE	Select Weekly Schedule in the Student Details field on the View My Advisee page.	Advisors can view an advisee’s weekly schedule.
My Advisee - <Advisee's Name>'s Service Indicators	SS_AA_CC_HOLDS	Click the positive or negative service indicator icon on the View My Advisee page.	Advisors can view an advisee's service indicators.
<Advisee's Name> Releasable FERPA Information	SSR_AA_FERPA	Click the FERPA icon on the View My Advisee page when an advisee has requested that information be restricted from release.	Advisors can view advisee's releasable directory information.
New/Drop-In Advisees	SS_ADV_ANYONE	Self Service, Advisement	Advisors can view class schedules, enrollment appointments, grades, degree progress, and unofficial transcripts for new and drop-in advisees.

Processing Self-Service Advisement Reports

The self-service Degree Progress Report feature enables students and advisors to process and then view advisement reports (that is, advisement transcripts) that your institution defines for self-service processing. Users of this feature can conduct what-if scenarios and can explore the course requirement consequences of completing additional coursework or of changing the student's program of study.

This section lists prerequisites and lists the pages used to perform self-service advising.

See Using Self-Service Degree Progress/Graduation.

Prerequisites

Before individuals at your institution can use the self-service Degree Progress report feature, you must:

Assign student users an active program, a user ID, and a password.
Assign advisors a valid user ID and password.
Set up a self-service advising transcript type.
Turn off security to the component, SAA_SS_DRP_ADB.

Pages Used to Perform Self-Service Advising

Page Name	Object Name	Navigation	Usage
Degree Progress Report	SS_ES_AARPT_TYPE	Self Service, Degree Progress/Graduation, View Degree Progress Report	Students and advisors can assess academic progress toward graduation. Students and advisors can run what-if reports to simulate additional coursework completion or to simulate a different academic career, program, plan, or subplan.
Report Results	SS_REPORT_RESULT_A	Self Service, Degree Progress/Graduation, View Degree Progress Report, Report Results Self Service, Academic Records, View Unofficial Transcript, Report Results	Students and advisors can view the academic advisement report.
View Previously Requested Reports	SS_STUREQ_RSLT	Click the View a Report that you had previously requested link on the Degree Progress Report page or the Unofficial Transcript page.	Students and advisors can review reports that they requested in the past. To view a specific report, students click the corresponding Go button.
Degree Progress Report - Quick What-If Analysis Report	SA_REQST_DTL_SEC3	Click the Quick What-If button on the Degree Progress Report page.	Students and advisors can enter hypothetical career, program, subplan, and requirement term information. Students or advisors must enter a required term for every career, program, plan, or subplan override option that they specify.
Degree Progress Report - Course List What-If Analysis	SA_REQ_CRSE_WHIF2	Click the Course List What-If button on the Degree Progress Report page.	Students and advisors can enter hypothetical coursework data.
Course List What-If Analysis Report - Course Search	STDNT_CRSE_SECPNL	Click the Search button on the Degree Progress Report - Course List What-If Analysis page.	Students and advisors can select courses for the Course List Analysis report.
What-if Report Selection	SAA_SS_WHATIF_SEL	Self Service, Degree Progress/Graduation, View What-If Report	Students or advisors can access the Create What-If Scenario page or a saved what-if report.
What If Report	SAA_SS_DPR_ADB	Click the Report Date link on the What-If Report page.	Students and advisors can view a saved what-if report.
Create What-if Scenario	SAA_SS_WHATIF	Click the Create New Report button on the What-If Report Selection page.	Students and advisors can create a what-if scenario. They can set up a what-if scenario using multiple programs, plans, and subplans. They can set up a course what-if scenario. They can request an advisement report and then evaluate the effect of what-if data on the student's degree progress.
Select Course for What-if Scenario	SSS_BROWSE_CATLG	Click the Browse Course Catalogue button on the Create What-If Scenario page.	Students and advisors can select courses for the what-if scenario.