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My Advisees:Helping Faculty and Professional Advisors Access and Manage Student Information
Track 2: Enterprise Computing and Information Systems
presenters: Amy Winkel, Cindy Salyers
Urban Campus
University of Minnesota
• 4 campuses—Twin Cities, Duluth, Morris, and Crookston and a collaborative center in Rochester
• more than 370 fields of study• 65,247 undergraduate, graduate,
professional and non-degree students (FY2005)
Information Management Systems
Mission: to provide information solutions to support improved decision-making
IMS supports two environments:
• Data Warehouse allows users to extract data for their specific needs
• UM Reports contains pre-built reports to serve faculty and staff
Secure Log-On
Appropriate Use
• First time users must accept the appropriate use agreement
• Agreement is renewed annually
UM Reports Inventory
• Finances - 53 reports
• Human Resources and Payroll - 66 reports
• Student and Instruction - 136 reports
Many of these reports also include “drill-through” reports, so the actual number is much higher.
New User Profile
Advisor Home Page
Advisor Access to Student Data Who are My Advisees?
What information is available?
Traditional Report Access:• List Reports – one college at a time• Individual Student Reports - One student at a time• Formal access to private student data required
Traditional College Report
• Prompts – picking the right choices
• Re-sort report
• Need to run report for multiple colleges
Advisor Home Page
Student Roster prompt 1
Student Roster prompt 2
Student RosterPrompt 3
Student Roster prompt 4
Student Roster
Save to Excel
• Multiple Advising Models-Faculty, Professional Advisors, Advising Committees-Cross-Collegiate Advising, Freshman Advising
• Variation in Advising Loads and Student Type-Loads may vary from 3 – 700 students-Undergraduate, Graduate, Professional School Students
• Access to Private Student Data-U of MN Faculty do not have access to enterprise systems-Access to private data required
• “Fresh” Data/Usable Data-Data ‘as of the end of business yesterday’ – get the data when you
need it-Display in meaningful format
TASK: Develop a web based delivery system to provide University of Minnesota “advisors” with easy and efficient access to advisee information.
Advisor Toolkit – resources for student success
• Who are my advisees?• One stop access – list of all students• Sub-divide/sort students by groups as needed• Student photos
• Access to pertinent academic information• Academic record – links to other reports. • Effective monitoring and early warning systems
– Student success and persistence• Timely progress towards degree
– Pre-registration preparation – No Enrollments– Leave of Absence
• Easy communication with students• Email – individual and group• Mailing Addresses
• Quick links to related enterprise systems• Web Based Degree Audit System • Portfolio
• Graduated Students• Letters of Reference• History of Graduates
Solution: My Active Advisees - Suite of Reports
Advising Model – Faculty
Advising Model – Student Service Staff
Advising Model – Cross College Advising
Advising Model – PreMajor and Departmental Advising
Advising Model – Honors/Advanced High School Student Advising
Drill Through to Student Detail
Undergraduate Advisees
Sort Functionality
Degree Candidates
Apply to Graduate
Monitor Academic Progress
Drill Through Reports – Academic Detail
Academic Record
Registration Summary
Save Checked Rows to Excel
Transcript
Class
Grade
Session
Term
Allowing for:• timely intervention• registration planning• monitoring leaves• preparing letters of reference
Additional Resources The Index Page is the jumping off point to
numerous reports
Midterm Alert Policy
• Instructors in all 1000 level classes shall provide a midterm alert for students who appear to be in danger of receiving a grade of D, F, or N.
• Students receive an email notification for each alert
• Advisors get a copy of the email
Proactive Advising - Midterm Alerts
Proactive Advising: Midterm Alerts
Registration Advising
Graduated Students
Graduated Students Report
Additional Resources• The Index Page also provides direct
access to additional Enterprise Systems:
Boeshans, Jacob
Harder, Nicole
Hubbell, Autumn
Oberhauser, Karen
On-Line Academic Progress Audit System - APAS
Enterprise Link - PortfolioOberhauser, Karen
Look to the Future• Advising Units – Administrative Oversight• Additional Reports
– Study Abroad– Grade Roster– Yearbook view of pictures by selected parameters
• Operational Analysis– Monitor advising loads– Student success
Questions?
Business Systems Analysts:
Amy Winkel
Cindy Salyers
University of Minnesota
Information Management Systems
