ADVISING PROCESS WITH E-ADVISING

Texas Wesleyan University

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TODAY’S SCHEDULE

1. Discuss benefits and features of E-Advising

2. Overview of the advising process3. Hands-on practice with E-Advising4. Helpful hints and tips5. Contact information

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WHY E-ADVISING?

Funded through the Title III Grant: Strengthening Institutions

Increase retention rates Improve advising process Appeals to digital generation of

students

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FACULTY BENEFITS

Encourages student planning before meeting

Centralizes student records Student profiles Test summaries Transcripts Degree audits

Facilitates communication with students

Assists the institution with forecasting and strategic planning

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STUDENT BENEFITS

Plan courses two semesters in advance Explore alternative degree options Access course catalog information

online Register directly from the plan after

approval Facilitate communication with advisors

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OVERVIEW OF THE PROCESS

1. Contact your students and provide instructions on E-Advising.

2. Print your list of advisees with student IDs.3. Prepare for each advising appointment as students

complete their Course Planning Worksheet:a.Print the student’s Degree Audit.b.View the student’s Test Summary.c. Review the student’s Course Planning Worksheet.

4. Meet with the student and update the plan as needed.

5. Re-print the Degree Audit if changes were made.6. Lift the advising hold so the student may use their

plan to register online.

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LOGIN TO THE TEST SERVER

http://ramlinktest.txwes.edu Click Login Use your Texas Wesleyan user ID and

password Go to the Faculty Menu

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NAVIGATE TO MY ADVISEESFrom the Faculty Information section click My Advisees.

1. Contact your students

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NAVIGATE TO MY ADVISEESEnter today’s date on both the Start Date and End Date fields.

1. Contact your students

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E-MAIL YOUR ADVISEESClick the Send an E-mail to all students (If emails exist) in this advisee link at the bottom of your list of advisees.

This should open a new e-mail in Outlook with all of your advisees listed as recipients. You may write a personalized message to all of your advisees or use the standard template provided in the handout. Be sure to include the link to the Title III site that includes student E-Advising instructions.

1. Contact your students

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NAVIGATE TO ADVISEESUse the Advisees link from the Faculty Information section to view a list of all your advisees with their student ID numbers.

2. Print your Advisees Student IDs

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NAVIGATE TO ADVISEESEnter today’s date on both the Start Date and End Date fields to narrow down your list of advisees.

2. Print your Advisees Student IDs

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NAVIGATE TO ADVISEESThe list of advisees with Student IDs appears so you may copy and paste Student IDs as you need them or print the list for your records.

Note: if your student does not appear on this list, please instruct them to complete a Change of Advisor form through the Registrar’s office. You may still advise the student as long as you have their student ID.

2. Print your Advisees Student IDs

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TEST USERS FOR THIS WORKSHOP

Name Student ID

Meghan Foster 0270525Laurel Mayo 0276485April May 0057737Mayra Ramon 0219857

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STUDENT EDUCATIONAL PLANNINGClick the Student educational planning/E-Advising link to access all the advising functions as well as the course planning wizard.

3. Prepare for advising appointment

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CHOOSE AN ACTIONYou may access any student’s information as long as you know either their Social Security Number or Student ID. From here you should:1. Evaluate Program or Degree Audit to generate a Degree Audit.2. View Student Test Summary if the student is missing core requirements.3. Use Add or Change Plan to view the student’s Course Planning Worksheet.

3. Prepare for advising appointment

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EVALUATE PROGRAMIf you select Evaluate Program to run the Degree Audit, then you must select the academic program and click Submit.What if I change my program of study? allows you to view different degree plans and see how your student’s current courses would apply. Please tell students to complete a Change of Major form with the Registrar’s office to permanently change their major.

3. Prepare for advising appointment

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VIEW STUDENT TEST SUMMARYIf you select View Student Test Summary, then the Test Summary screen appears.Be sure to use the Back button on your browser to return to the Student educational planning screen.

If you click OK on any screen it will kick you out to the main

menu.

3. Prepare for advising appointment

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ADD OR CHANGE PLANIf you select Add or Change Plan, then you must choose the student’s current academic program (there may be more than one for dual-majors), and click Submit.

3. Prepare for advising appointment

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STUDENT PLANNING WORKSHEETThe student plan consists of 7 major sections.

1. The student information including Academic Program and Catalog year.

2. Courses assigned or already approved by the advisor.

3. Courses selected by the student.

4. An area to for the advisor to quickly add additional courses to the plan.

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4. Modify the Student Plan

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STUDENT PLANNING WORKSHEET5. A comments area. Private Comments are for the advisor’s eyes only. Public

Comments are visible to the student. Student’s Worksheet Notes are notes from the student.

6. A communication area that allows you to send short e-mail messages to the student when a change is made.

7. A communication area that allows you to send short e-mail messages to the student’s other advisors when applicable.

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MAKE THE MODIFICATIONSBe sure to click the Submit button to save any of your changes or send the e-mail.Note: Courses which are added, changed, or approved by an advisor are no longer editable by the student and become a permanent part of the Student Educational Plan.

4. Modify the Student Plan

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DEGREE AUDIT REPORT

If you made any changes to the Student Educational Plan, then you should re-print the Degree Audit to ensure all their requirements are still fulfilled. The Degree Audit contains several sections outlining the degree requirements for your student’s program as well as their current progress towards fulfilling those requirements.

The Program Status section displays current credits earned and anticipated based on the Course Planning Worksheet. Be sure to verify that the student has enough credits for graduation.

5. Re-Print the Degree Audit

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DEGREE AUDIT REPORTCheck each section of the degree plan to ensure all requirements have been met or planned. Also look for horizontal straight lines indicating requirements that have not yet been met.

The Notes section includes a legend for each of the status notes next the courses.

  NOTES*INC Incomplete grade*IP In Progress*PL Planned - not yet registered.*PLD Planned under a different requirement, but evaluation applied it here. Not yet registered.*PLR Planned under this requirement - not yet registered.*RA Replacement attempt - this course is a repeat attempt

5. Re-Print the Degree Audit

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E-MAIL YOUR DEPARTMENT’S POINT PERSONOnce you and your student are satisfied with the Student’s Educational Plan, you should e-mail your department’s point person to lift the advising hold for that student. This will allow the student to use their approved plan to quickly and easily register for classes for the next semester.

6. Lift the Advising Hold

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HELPFUL HINTS

OK buttons will return you to the main menu.

Double Majors have two plans and two registrations. One for each major.

Please report any errors on advisees, course names, and descriptions to the Registrar’s Office.

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Contact InformationE-Advising Program:

Amanda NovakTitle III Advising Process Coordinatorx4255

Degree Audit: Roberta MarleyAcademic Program LiaisonOffice of Student Recordsx4467, rmarley@txwes.edu

Placement Scores in Math, Reading and English:

Wendi AndinoCoordinator of New Student ProgramsAcademic Success Centerx4923, wandino@txwes.edu

Transfer Credit: Phyllis GastonTranscript EvaluatorOffice of Student Recordsx5844, pgaston@txwes.edu

E-AdvisingLiaisons

Business: Sarah Stivison sastivison@t xwes.edu, x4846Education: Gail Stewart gstewart@txwes.edu, x4953Kinesiology: Gayle Anderson gganderson@txwes.edu, x4950Sciences: Charity Strickland chstrickland@txwes.edu, x7587Arts & Letters: Elizabeth Hennessey, ehennessey@txwes.edu, x4900