Student Advising Signoff

(Formerly MACs)

Business Process Guide

Rev. 1

January 8, 2007

TABLE OF CONTENTS

LOG INTO PEOPLESOFT 3

Student Advising Signoff (SAS) 5

Purpose: 5

Helpful Hints: 5

Navigation to Student Advising Signoff: 5

1.0 Procedure to update or view a student’s advising status: 6

FERPA 15

TERMINOLOGY AND SHORTCUTS 17

SIS to PeopleSoft 17

Common Values 17

Matriculation 17

Definitions 18

Important PeopleSoft Concepts 18

Key board Shortcuts 21

Glossary 22

Course title goes here Log in

LOG INTO PEOPLESOFT

Before you can begin any work, you must login to the system.

The link to do so is https://hrsa.oasis.asu.edu/

You should see a login screen similar to the one below:

Figure 1 – The Login Screen

The first time you log in:

Type in your ASURITE ID and password. This will set up your initial profile in the system.
Log out
Fill out the security form and sign it.
(go to http://www.asu.edu/oasis/support/documents/OASISAccessRequestform.pdf)
Have your supervisor sign it.
Fax to the number on the form.
Your security profile will be set up by the OASIS team.
You will get an email with instructions for logging in via email.

Note that there will not be any data until October 23rd.

You must pass the online FERPA test in order to gain access to the system.

You will find the training by searching for OASIS courses in Blackboard.

Instructions for accessing the courses are on the training page of www.asu.edu/oasis.

NOTE

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Course title goes here Lesson title

Student Advising Signoff (SAS)

Purpose:

Use the Student Advising Signoff to:

· view a student’s advising status and the advising rule that applied

· update a student’s advising status from Advising Required to Advised

· view comments that advisors and staff have added to the student’s advising record by term

· add a comment to a student’s advising record

Helpful Hints:

Your menu options may vary based upon your security setup.

Navigation to Student Advising Signoff:

This section describes the navigation required to update a student’s advising status

HomeASU Customizations > ASU Student Records > ASU Advising > Student Advising Signoff

Figure #1 – Search Field in Student Advising Signoff

1.0 Procedure to update or view a student’s advising status:

Step 1: Search for a student

Figure #2 – Find an Existing Value

EmplID: The 10 digit number assigned to each student.

Term: ASU Advising is term based. Advising service indicator holds may apply to multiple terms, but all will be seen on the student services center at one time. Be sure that the advising signoff and/or comments apply to the correct term.

Academic Career/Academic Program: Students may be active in more than one career or program during one term. Be sure to select the correct options for the student that you want to view/update. Security will limit the options between view only and update capabilities

Campus ID: The 9 digit number that may have been assigned to each student by ASU admissions.

National ID: The 9 digit number that a student may have entered during the admissions process. May be the SSN.

Last Name/First Name: May be used to locate a student if no other information is available.

Step 2: Update a student’s advising status from an “Advising Required” status to an “Advised” status

Figure #3 – Program Information

Student’s name and emplid appear on the top row of the page. If the student has any negative service indicators, then the icon,, will appear here also. Students that require advising based on an academic program’s rules will always have a negative service indicator that prohibits registration. By clicking on the negative service indicator, an advisor would be able to see all indicators currently on the student’s record including the advising indicator placed by the automatic process.

Figure #3 – Program Information

Notice that the Service Indicator Code and description as well as the reason description will be located in this first detail. By selecting the detail link on the right of this page, a second page with further information will be displayed.

Figure #4 – Indicator Detail

Program Information:

Academic Career:

Student Career Nbr:

Academic Institution: defaults to ASU00

Academic Program:

Status: Only active programs will be displayed in student advising.

Academic Plan: Will show the lowest numbered plan that is active under the active program listed

Term/Advising Action:

Term: The term that is being viewed and/or updated is displayed here.

Sequence: Automatically updates if the advising rule is replaced by a more appropriate selection by the process that assigns the rules or when the advising status is updated to “Advised”. Previous sequences will not be available for viewing through this page, but will be located in an audit trail table outside this application.

Created By/Created On: Will show the id and date/time stamp of when the advising rule process was run to select which students need to be advised

Advisor: If a student has been assigned an advisor in the system, the advisor’s name will be displayed here.

Advising Rule: Displays the description of the rule that the student met the criteria for. For instance the rule, First term Freshman, would display here if the student met the academic program’s criteria to determine which student was a first term freshman.

Advising Status: Drop-down box. Options delivered are: Advising Required, Advising Not Required, Replaced and Advised. The only status that an advisor should select and save is the “Advised” status, however, the system will allow any of the options to be selected and saved. Once an option is selected and saved and the advisor leaves the record, anyone who next enters the record will notice that the advising status is grayed out and no changes can be made. If an advisor chooses the blank field or the option of “Replaced” or “Advising Not Required” and saves the record, then the student’s record will immediately be cleared of the advising service indicator; however, the next time that the process is run, the student will once again be “caught” by the advising rule and the advising service indicator will be replaced on the student’s record. Updating a status to “Advised” and saving will remove the service indicator and prevent the process from selecting that student again.

Updated By/Updated On: Does not apply to an advising status of “Advising Not Required”. Would automatically populate with the user’s information if an advising status had been selected and saved.

Notes:

Created By: Automatically populates with the user information if a comment is entered and saved.

Comments: Open text field that will allow any one with security to enter this page to be able to add a comment to the student’s record. Once a comment is saved and the page has been left, this field may not be corrected or deleted.

Step 3: View a student who was not required to be advised

Figure #5 – Student who does not need advising

Student’s name and emplid appear on the top row of the page. If the student has any negative service indicators, then the icon will appear here also.

Academic Career:

Student Career Nbr:

Academic Institution: defaults to ASU00

Academic Program:

Status: Only active programs will be displayed in student advising.

Academic Plan: Will show the lowest numbered plan that is active under the active program listed

Term/Advising Action:

Term: The term that is being viewed and/or updated is displayed here.

Created By/Created On: Will show the id and date/time stamp of when the advising rule process was run to select which students need to be advised

Advisor: If a student has been assigned an advisor in the system, the advisor’s name will be displayed here.

Advising Rule: Displays the description of the rule that the student met the criteria for. If a student does not meet any criteria of the advising rules, then the advising rule will state “Advising Not Required”.

Advising Status: Drop-down box. Options delivered are: Advising Required, Advising Not Required, Replaced and Advised. When a student has received the Advising Not Required Status, then this field will not be available for updates.

Updated By/Updated On: Does not apply to an advising status of “Advising Not Required”. Would automatically populate with the user’s information if an advising status had been selected and saved.

Notes:

Created By: Automatically populates with the user information if a comment is entered and saved.

Step 4: Add a comment to a record

Figure #6 – Comments

Notes:

Sequence: Adds a new value as comments are saved within the same term. If a student is in multiple active programs, then each active program would have its own sequence of comments. Sequence numbers will be listed in descending order so that the highest sequence number (last comment added) will be displayed first. Note the tool bar shows how many notes are available to view. Use the View All option to see all notes for the term selected within the active program being viewed.

Created By: Automatically populates with the user information if a comment is entered and saved.

: Use the add button to create an additional row to enter a new comment. Do not forget to save before leaving the student’s record.

Step 5: View student self service center

Figure #7 – Service Indicator Hold

Figure #8 – Advising AS

Figure #9 – Your Holds

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Course title goes here FERPA

FERPA

The purpose of this lesson is to provide introduction to FERPA and the disclosure of student information. Much of this information has been excerpted from the Office of the Registrar website (http://www.asu.edu/registrar).

GENERAL INFORMATION

The federal Family Educational Rights and Privacy Act (also known as FERPA, and/or the Buckley Amendment) affords students certain rights with respect to their education records. They are:

1. The right to inspect and review the student’s education records within 45 days of the day the university receives a request for access.

Students should submit to the registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The university official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the university official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed. Note: Students must provide photo identification in order to access their education records.

2. The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading.

Students who believe their record is inaccurate or misleading should write to the university official responsible for the record. Clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.

If the university decides not to amend the record as requested by the student, the university will notify the student of the decision and advise the student of his or her right to a hearing about the request for amendment. Additional information about the hearing procedures will be provided to the student when notified of the right to a hearing. Note: FERPA does not address grade disputes or grievances, which are pursued through other university and/or college procedures.

3. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the university in an administrative, professional, supervisory, academic, research, or support position; staff in the Alumni Association and ASU Foundation offices; a person or company with whom the university has contracted (such as an attorney, auditor or collection agency); a person serving on the Board of Regents; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Note: A parent of a dependent student may challenge denial of access to the dependent student’s record by producing the most current copy of Internal Revenue Form 1040. (Dependency is defined in Section 152 of the Internal Revenue Code.) If that form lists the student in question as a dependent, the parent will be required to sign an Affidavit of Dependency which affirms that the student is his/her tax dependent. The affidavit will be retained by the University Registrar’s Office, and must be renewed each tax year. Upon receipt of these documents, the dependent student records will be made available to the parent as specified under FERPA.