Navigating WebAdvisor for Faculty Advisors1 Part 1

Navigating WebAdvisor for Faculty Navigating WebAdvisor for Faculty AdvisorsAdvisors

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Navigating WebAdvisor for Navigating WebAdvisor for Faculty AdvisorsFaculty Advisors

Part 1Part 1


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Once you are in a web browser, and click on the WebAdvisor link, Once you are in a web browser, and click on the WebAdvisor link, you will see the above screen, the Main Menu. you will see the above screen, the Main Menu.

Click on the Click on the Log In button.Log In button.


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Key in your Key in your User NameUser Name and and PasswordPassword, , click submit,click submit, and then and then you will be returned to…you will be returned to…


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……the main menu, where you will click on thethe main menu, where you will click on the WebAdvisor WebAdvisor forfor Faculty Faculty link. Click on this link, then…link. Click on this link, then…


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You will see the You will see the For FacultyFor Faculty menu. To begin our session, we will menu. To begin our session, we will click on the click on the My adviseesMy advisees link. link.


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After clicking on My Advisees the following screen will appear, After clicking on My Advisees the following screen will appear, where you select the term to view your advisees. Select the term, where you select the term to view your advisees. Select the term,

or enter a start-end date range…or enter a start-end date range…


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Then you will see your list of advisees. Click on the Action drop down Then you will see your list of advisees. Click on the Action drop down arrow, and a selections of “actions” will appear. When we select arrow, and a selections of “actions” will appear. When we select

““TRAN – View Student TranscriptTRAN – View Student Transcript” … ” …

then select the transcript type…then select the transcript type…


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an on-line unofficial transcript will appear, showing courses, grades, an on-line unofficial transcript will appear, showing courses, grades, credits, and terms, along with totals and cumulated GPA as seen credits, and terms, along with totals and cumulated GPA as seen

here.here.


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Another action is Another action is SCHED – View Student ScheduleSCHED – View Student Schedule, which , which allows you to view a student’s schedule. allows you to view a student’s schedule.

When you choose When you choose SCHEDSCHED and select a and select a termterm……


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……the student’s class schedule appears.the student’s class schedule appears.


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The next “action” available in the drop-down box is The next “action” available in the drop-down box is EVAL – EVAL – Evaluate ProgramEvaluate Program. This function performs a Degree Audit . This function performs a Degree Audit

evaluation similar to the Preliminary Graduation Review currently evaluation similar to the Preliminary Graduation Review currently available in the mainframe.available in the mainframe.


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Once you have selectedOnce you have selected EVAL EVAL, a list of the student’s active , a list of the student’s active programs will appear, along with a drop-down box of other programs will appear, along with a drop-down box of other

available programs. We will first select a program to which the available programs. We will first select a program to which the student has already been admitted.student has already been admitted.


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A A degree audit evaluationdegree audit evaluation appears. appears.

The degree audit evaluation lists The degree audit evaluation lists program codeprogram code, , catalog yearcatalog year, progress , progress within the program, within the program, program GPAprogram GPA, and additional courses not being , and additional courses not being

used. If the student has approved used. If the student has approved course substitutionscourse substitutions, they will also , they will also be displayed here.be displayed here.


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Degree Audit EvaluationsDegree Audit Evaluations include 5 parts: include 5 parts:

BannerBanner

HeaderHeader

Requirements AuditRequirements Audit

Other CoursesOther Courses

NotesNotes


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BannerBanner

The banner of the evaluation includes the following information:The banner of the evaluation includes the following information:•Student nameStudent name•Student ID (Colleague ID only)Student ID (Colleague ID only)•Program titleProgram title•Program codeProgram code•Catalog YearCatalog Year•Email addressEmail address


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HeaderHeader

The header of the evaluation The header of the evaluation includes:includes:

•Advisor Name (if applicable)Advisor Name (if applicable)•Registration flags and holds (if Registration flags and holds (if applicable)applicable)•Program StatusProgram Status•Program GPAProgram GPA•Institutional Credits (credits taken Institutional Credits (credits taken @CPCC)@CPCC)•Cumulative CreditsCumulative Credits•Cumulative GPACumulative GPA


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Requirements AuditRequirements Audit

The requirements audit The requirements audit portion of the portion of the evaluation includes evaluation includes up to five requirement up to five requirement blocks: blocks: • General Education General Education

RequirementsRequirements• Major Requirements Major Requirements • Concentration Concentration

Requirements Requirements • Other Major Other Major

RequirementsRequirements• Other RequirementsOther Requirements


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The requirement audit blocks will display the course The requirement audit blocks will display the course taken to meet the requirement, the term it was taken to meet the requirement, the term it was

completed, the grade received, and the credits earned.completed, the grade received, and the credits earned.

If a requirement has not been met, the Degree If a requirement has not been met, the Degree Audit Evaluation will indicate that a course is still Audit Evaluation will indicate that a course is still needed and provide the student with the course needed and provide the student with the course

options.options.


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If a student is registered or pre-registered for a If a student is registered or pre-registered for a required course, then the degree audit will also required course, then the degree audit will also

note that.note that.


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Other CoursesOther Courses

Following the requirements block is a listing of courses not Following the requirements block is a listing of courses not counted toward degree requirements. This list includes all counted toward degree requirements. This list includes all

curriculum coursework, including developmental courses. If a curriculum coursework, including developmental courses. If a student is registered for a course that will not count toward his student is registered for a course that will not count toward his program, then that course will appear here. The course listing program, then that course will appear here. The course listing

includes the course number and prefix, the term it was includes the course number and prefix, the term it was completed, the grade, the credits attempted, and the credits completed, the grade, the credits attempted, and the credits

earned.earned.


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NotesNotes

The Notes section will only appear if there are relevant notes. The starred (*) numbers in this section correspond to items listed

in the Requirements Audit section. The section lists additional courses that could have been used in a section and why they were not used (used elsewhere, replaced by another course,

etc.). If a course is in progress or is being repeated, then that will be noted.

A key follows the notes to assist you in interpreting the list.


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If the student has not been admitted to the program or catalog year If the student has not been admitted to the program or catalog year you want to evaluate, then you can run a you want to evaluate, then you can run a “What if” scenario“What if” scenario by by

selecting the desired program from the drop-down box.selecting the desired program from the drop-down box.


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You will be asked to select a catalog year and the degree audit You will be asked to select a catalog year and the degree audit evaluation will be run. This degree audit evaluation is identical in evaluation will be run. This degree audit evaluation is identical in

format to the evaluations run under programs to which the student format to the evaluations run under programs to which the student has been admitted.has been admitted.


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The The TEST – View Student Test SummaryTEST – View Student Test Summary function allows you function allows you to view student’s placement test scores.to view student’s placement test scores.


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The student’s placement test scores, as well as the date The student’s placement test scores, as well as the date taken, are displayed on the Test Summary.taken, are displayed on the Test Summary.


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The next 3 actions are The next 3 actions are EXPREG – Express Registration, SRCHREG – Search and EXPREG – Express Registration, SRCHREG – Search and Register, and DROP – Drop Section. Register, and DROP – Drop Section. It is here that you can register your advisees. It is here that you can register your advisees.

This will be discussed briefly in Part 1, and will be discussed in further detail in This will be discussed briefly in Part 1, and will be discussed in further detail in Part 2, where more of the student’s functionality in WebAdvisor will be discussed. Part 2, where more of the student’s functionality in WebAdvisor will be discussed.

The following is a brief description of these actions.The following is a brief description of these actions.


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EXPREGEXPREG – This is used if your advisee know exactly what courses (s)he – This is used if your advisee know exactly what courses (s)he would like to register for.would like to register for.


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SRCHREGSRCHREG – This screen allows you and your advisee to search the schedule – This screen allows you and your advisee to search the schedule for a particular class, or for a particular meeting time, etc. Think of this as for a particular class, or for a particular meeting time, etc. Think of this as an on-line schedule. Once completing this screen, you will be taken to the an on-line schedule. Once completing this screen, you will be taken to the

registration process, where the courses can be confirmed.registration process, where the courses can be confirmed.


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DROP DROP – just as the action implies, if you need to drop one of your – just as the action implies, if you need to drop one of your advisees from a section, this is a simplified screen in which to do advisees from a section, this is a simplified screen in which to do

this. this.


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Another selection to choose from is Student Profile, which Another selection to choose from is Student Profile, which allows the advisor to view the student’s demographic allows the advisor to view the student’s demographic information. When we select “information. When we select “STPR – View Student ProfileSTPR – View Student Profile” …” …


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The student profile for your advisee is displayed.The student profile for your advisee is displayed.


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Continuing through WebAdvisor, we now return to the Continuing through WebAdvisor, we now return to the main menu and select main menu and select AdviseesAdvisees..


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Select the appropriate term from the drop-down box and your Select the appropriate term from the drop-down box and your list of advisees for that term is displayed.list of advisees for that term is displayed.


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Returning to the main menu, we continue our navigation of Returning to the main menu, we continue our navigation of WebAdvisor. Click on the link for WebAdvisor. Click on the link for Class RosterClass Roster. .


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Select the appropriate term from the drop down box and then Select the appropriate term from the drop down box and then select the course for which you would like to view a roster.select the course for which you would like to view a roster.


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The The class rosterclass roster for the selected class appears. From for the selected class appears. From this screen you have the option of viewing additional this screen you have the option of viewing additional

information on enrolled students by checking the information on enrolled students by checking the Student Profile box.Student Profile box.


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Return to the main menu and select Return to the main menu and select GradingGrading..


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Select the appropriate term and class to be graded.Select the appropriate term and class to be graded.


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Assign a grade for each student in the class. If the student has Assign a grade for each student in the class. If the student has withdrawn, you have the option of reporting the last date withdrawn, you have the option of reporting the last date

attended.attended.


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Return to the main menu and select Return to the main menu and select Search for sectionsSearch for sections..


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Select theSelect the term term and enter and enter any criteriaany criteria you would like to use to you would like to use to search: subject, course level, course number, section, location, search: subject, course level, course number, section, location,

meeting day or time, academic level, or instructor.meeting day or time, academic level, or instructor.


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The list of sections that meets your criteria is displayed.The list of sections that meets your criteria is displayed.


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We now return to the Faculty menu, to continue our Navigation through WebAdvisor. Next, click on the My Class Schedule link. The next screen that appears is…


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The Class Schedule selection screen. Since you are logged in as yourself, you will see only YOUR schedule. Choose the term you wish to view…


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…and this screen will show your class schedule. Also, you may click on the link to view additional information on the sections you are to teach.


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This screen gives more extensive information concerning your individual sections.


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The next selection, The next selection, Student educational planningStudent educational planning, involves setting up an , involves setting up an educational plan on your advisee (what courses they should take, when to educational plan on your advisee (what courses they should take, when to

take them, etc). This is not a required item at this time, but, is a part of the take them, etc). This is not a required item at this time, but, is a part of the functionality of Colleague. We will discuss this further in Part 2.functionality of Colleague. We will discuss this further in Part 2.


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Click MENU to return to the Faculty menu, to continue. Next, click on Click MENU to return to the Faculty menu, to continue. Next, click on the the Student ProfileStudent Profile link to view demographic information on a link to view demographic information on a student. Enter the student’s name or colleague ID.student. Enter the student’s name or colleague ID.


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This screen gives the student’s “profile” – name, address, phone number, advisors, and academic programs.


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Click MENU to return to the Faculty menu to continue. Click MENU to return to the Faculty menu to continue. Next, click on the Next, click on the StudentStudent Blocks and OverridesBlocks and Overrides link if an link if an override is needed on a student. override is needed on a student.


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Key in the student’s colleague ID or name, click submit, and…


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……the student’s information will be displayed. ID and Name along with the student’s information will be displayed. ID and Name along with Academic program(s) and advisors are also listed here. Notice the Academic program(s) and advisors are also listed here. Notice the drop down box – from here you can run a registration test, view any drop down box – from here you can run a registration test, view any blocks (blocks in colleague work much like administration holds in our blocks (blocks in colleague work much like administration holds in our mainframe system – these will primarily be assigned by registration mainframe system – these will primarily be assigned by registration personnel only) or view and assign overrides. The following is a personnel only) or view and assign overrides. The following is a discussion about registration test and overrides.discussion about registration test and overrides.


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By using the registration test, you can test a potential class for a By using the registration test, you can test a potential class for a student, to see if they have all necessary credentials to enter a class, student, to see if they have all necessary credentials to enter a class, (example, prerequisites, filled class, already began, and so on). (example, prerequisites, filled class, already began, and so on). Through the registration test, it be determined if any overrides could or Through the registration test, it be determined if any overrides could or should be assigned to this class for this particular student.should be assigned to this class for this particular student.

Enter the Enter the termterm and and subjectsubject (this is the prefix) as see above. This is (this is the prefix) as see above. This is done through the use of the 2 drop-down boxes. done through the use of the 2 drop-down boxes. Course NumberCourse Number and and SectionSection NumberNumber are keyed manually. Then, click are keyed manually. Then, click submitsubmit..


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And here you can see the registration test results. In this example, this And here you can see the registration test results. In this example, this student needs 2 overrides to be granted in order to register for this student needs 2 overrides to be granted in order to register for this class – a pre-requisite and an filled class override. The (3/3) you see class – a pre-requisite and an filled class override. The (3/3) you see here indicates that there are 3 students already enrolled in the class, here indicates that there are 3 students already enrolled in the class, and the class has a capacity of 3 students. To return to the main and the class has a capacity of 3 students. To return to the main menu, click menu.menu, click menu.


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To grant an override, click on the To grant an override, click on the Student Blocks andStudent Blocks and OverridesOverrides link. link.


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Enter the student ID or the student’ s name. Enter the student ID or the student’ s name.


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Click on the Click on the VO – View and Assign OverridesVO – View and Assign Overrides link... link...


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Click on the override that is requested – in this case, a Click on the override that is requested – in this case, a FULL – Enroll FULL – Enroll in Fullin Full SectionSection override is needed… override is needed…


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Above is an example of an “Enroll in Full Section” override. Note the start/end date of the override. If you leave the end date empty, the override will be in effect indefinitely. Also notice the Note Code and Comments fields. A pre-generated list of note codes is available. The Comments field is a free-form text field.


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This message indicates your attempt at creating an This message indicates your attempt at creating an override was successful. Click Menu to continue.override was successful. Click Menu to continue.


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To continue our example, a prerequisite override is needed. Click To continue our example, a prerequisite override is needed. Click on the on the Student Blocks and OverridesStudent Blocks and Overrides link. link.


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Enter the student ID or the student’ s name.Enter the student ID or the student’ s name.


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Click on the VO – View and Assign Overrides link...Click on the VO – View and Assign Overrides link...


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Click on the override that is requested – in this case, it is a Click on the override that is requested – in this case, it is a prerequisite… prerequisite…


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Above is an example of a “Course Prerequisite” override. Note the start/end date of the override. If you leave the end date empty, the override will be in effect indefinitely. Also notice the Note Code and Comments fields. A pre-generated list of note codes is available. The Comments field is a free-form text field.


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This message indicates your attempt at creating an This message indicates your attempt at creating an override was successful. Click Menu to continue.override was successful. Click Menu to continue.


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Of course, if you wish to view the student’s override history, just go back through the Student Blocks and Overrides link, enter the student’s name, or Colleague ID, click on VO – View Blocks and Overrides, and the override history will appear. In this example, the “Taken” indicators remain unchecked, indicating that the student has not used these overrides at the current time.

Documents

Navigating WebAdvisor for Faculty Advisors1 Part 1