9.2 advisor homepage€¦ · 9.2 advisor homepage. page 3. 9.2 view and notify my advisees (fluid)...

9.2 ADVISOR HOMEPAGE

Table of Contents My Advisees ............................................................................................................................................... 3

9.2 View and Notify My Advisees (Fluid) ..................................................................................... 4

9.2 Create an Advising Note through My Advisees (Fluid) .....................................................12

9.2 Update an Advising Note through My Advisees (Fluid) ....................................................23

My Advising Notes ..................................................................................................................................36

9.2 View My Advising Notes (Fluid) ...........................................................................................37

Advisor Center .........................................................................................................................................42

9.2 View Academic Advisement Report Through Advisor Center (Fluid) ..............................43

9.2 Request What-If Report from Advisor Center (Fluid) ........................................................47

9.2 Request Unofficial Transcript from Advisor Center (Fluid) ..............................................51

9.2 Submit an Early Alert from Advisor Center (Fluid) ............................................................55

9.2 View a Student Planner (Fluid) ............................................................................................58

9.2 View Student Holds (Fluid) ...................................................................................................63

9.2 View a Transfer Credit Report (Fluid) .................................................................................67

9.2 View Student Term Summary (Fluid) ..................................................................................72

9.2 Search for Classes - Advisor (Fluid) .....................................................................................76

9.2 Advisor Center - Using Early Alert .......................................................................................80

Mobile .......................................................................................................................................................83

Mobile Advisor Center - Login as Advisor and View Advisees 28a ........................................84

Mobile - View Advisees ...............................................................................................................88

My Advisees

9.2 Advisor Homepage

9.2 View and Notify My Advisees (Fluid)

Purpose: Use this document as a reference on viewing and notifying your advisees via Fluid navigation in ctcLink.

Audience: Advisors

View and Notify My Advisees Navigation: ctcLink Advisor Homepage

1. Select the My Advisees tile.

2. The My Advisees page displays. Review it. 3. Select the ID Card icon below the My Advisees label.


4. The system displays the Advisee information by ID card format and the cards display Name, ID, Advising Note icon and email address of the student.

5. Select the Advising Notes link for a student.

6. The Advising Notes page displays. 7. Select the My Advisees link at the top-left of the page.


8. The My Advisees page displays. 9. Select the Grid icon below the My Advisees label.

10. The system displays the advisee information in grid format, including the Name/ID, Email and Advising Note icon.

11. Select the Email link for a student.


12. The email link is opened in your default email account to be able to send a communication. 13. Return to the My Advisees page. 14. Select the Advising Notes icon for a student.

15. The Advising Notes page displays. 16. Select the View Note icon for an advising note.


17. The Advising Notes page displays. 18. Select the Advising Notes link at the top-left of the page.

19. The Advising Notes page displays. 20. Select the My Advisees link at the top-left of the page.


21. The My Advisees page displays. 22. Select the circle icon below the My Advisees label. 23. To notify all of your advisees:

1. Select the Notify All Advisees link.

24. To notify some of your advisees: 1. Check the Notify checkbox for the advisee(s) you wish to notify. 2. Select the Notify Selected Advisees link.

25. The Send Notification page displays. 26. Complete it. 27. Select Send.


28. The My Advisees page displays. 29. Select the circle icon below the My Advisees label. 30. Select the My Advising Notes link.

31. The My Advising Notes page displays. 32. Select the My Advisees link at the top-left of the page.


33. The My Advisees page displays. 34. Select the ctcLink Advisor Homepage link at the top-left of the page.

35. Process complete.


9.2 Create an Advising Note through My Advisees (Fluid)

Purpose: To create an advising note for a student in My Advisees screen via Fluid in ctcLink.

Audience: Advisors

Create an advisor note in My Advisees 1. Begin at the ctcLink Advisor Homepage. 2. Select the My Advisees tile.

3. The My Advisees page displays. 4. Select the Advising Notes icon for one of the assigned Advisees.


Create a Note

5. The Advising Notes page displays. 6. Select the Create a Note button.

7. The Advising Notes page displays. 8. Select or confirm the Institution. 9. Select a Category.

10. Select a Subcategory. 11. Add any text to the Subject field. 12. Confirm the note Status is Open. 13. Select an Advisee Access value of Yes to enable student view. 14. The Assigned To value is defaulted to your user ID (as advisor). Enter another ID to assign

this note to another staff member if applicable. 15. Select a Contact Type if desired. 16. Select the Add Note Item button.


Add a New Note Item

17. The Add a New Note Item pagelet displays. 18. Input a message in the Add a New Note Item subpage. 19. Select the Apply button.

20. The Advising Notes page displays with updated Note Item subsection. 21. The Note Item Nbr is displayed. 22. The Entered By field is populated by your user name. 23. The Entered On date is populated to the current system date. 24. The Comment displays the message added for the Note Item.


25. Select the Add Action Item button.

Add Action Item

26. The Add Action Item pagelet displays. 27. Input a description in the Description field. 28. Select an Action Item Status of Incomplete. 29. Select the calender icon in the Due Date field. 30. Set the Due Date. 31. Select the Apply button.

32. The Advising Notes page displays with updated Action Item subsection. 33. The Action Item Nbr is displayed. 34. The Entered On date is populated to the current system date. 35. The Description displays the description input for the Action Item. 36. The Status is displayed as Incomplete.


37. The Due Date is displayed. 38. Select the Add Attachment button if applicable.

Add Attachment

39. The Add Attachment pagelet displays. 40. Select the Upload Attachment button.

41. The File Attachment pagelet displays. 42. Select the My Device button to view files on your device.

43. The file selection screen on your device displays. 44. Select a file from your Device and select Open. 45. Select the Upload button.


46. The Upload Complete status displays. 47. Select the Done button.

48. The Add Attachment pagelet displays. 49. Select the View Attachment button. 50. A new browser window displays the attachment or provides additional instructions/options

to open or save. 51. Close the new browser tab the attachment was opened in. 52. Select the Apply button.


Advising Notes - Submit

53. The Advising Notes page displays. 54. The Attachments section is now updated with file attachment information. 55. Select the Submit button at the top right of the page.

56. A message pagelet displays asking if you are sure you want to continue. 57. Select the Yes button. 58. Select the Notify button at the top right of the page.


Notify

59. The Notify pagelet displays. 60. In the Recipients section select the Notify checkbox for the recipients displayed. 61. In the Send Notification section select the Lookup icon (magnifying glass) to search for and

select an additional recipient to send the notification to if needed.

62. Complete any of the following fields: • First Name • Last Name • Empl ID

63. Select the Search button.


64. Select the checkbox for the recipient identified in the Search Results. 65. Select the Continue button.

66. The Notify pagelet displays. 67. Add a comment in the Additional message field (optional). 68. Select the Send button.

69. A confirmation message displays. 70. Select the Yes button.


71. The Notifications History section of the page is displayed (scroll to bottom of page). 72. Select one of the Notification History results from the bottom of the page.

73. The Notification Details page displays. 74. Select the [X] at the top right to close.

Validation

75. The Advising Notes page displays. 76. Select the Advising Notes button at the top left of the page. 77. Validate the new Advising Note is displayed in the list of Advising Notes.


9.2 Update an Advising Note through My Advisees (Fluid)

Purpose: Use this document as a reference for updating an advising note via Fluid navigation in ctcLink.

Audience: Advisors

Update an Advising Note through My Advisees Navigation: ctcLink Advisor Homepage

1. Select the My Advisees tile.

2. The My Advisees page displays. 3. Select the Advising Notes icon for one of the advisees.


4. The Advising Notes page displays. 5. Select the Update Note icon.

6. The Advising Notes edit page displays. 7. Select the Add Note Item + icon.


8. The Add a New Note Item window displays. 9. Enter the note.

10. Select Apply.

11. The new Note Item displays in the Note Items section of the page. 12. To update the new Note Item, select it.


13. The Edit Note Item window displays. 14. Edit the note. 15. Select Apply.

16. The updated Advising Notes page displays. 17. The edited Note Item displays. 18. Select the Add Action Item + icon.


19. The Add Action Item window displays. 20. Enter Description. 21. Enter Action Item Status. 22. Enter Due Date. 23. Select Apply.

24. The updated Advising Notes page displays. Note the new Action Item, which can be edited simply by selecting the new Action Item.


25. Select the Add Attachment + icon.

26. The Add Attachment window displays. 27. Select Upload Attachment.

28. The File Attachment window displays. 29. Select a Choose From data source.


30. Select the file to be uploaded from your data source. 31. Select Upload.

32. Select Done.


33. The updated Add Attachment window displays. 34. Select View Attachment.

35. The attachment displays in a new browser window. Review it. 36. Close the new browser window.


37. The Add Attachment window displays. 38. Select Apply.

39. The updated Advising Notes page displays. 40. Select Submit.


41. The confirmation window displays. 42. Select Yes.

43. The updated Advising Notes page displays. 44. Select Notify.


45. The Notify window displays. 46. Check the Notify checkbox for your recipients. 47. Optionally, enter an Additional Message. 48. To send the notification to people not in the Notify list, select the Lookup Recipient

magnifying glass icon. 49. Select Send.


50. A confirmation window displays. 51. Select Yes.

52. The updated Advising Notes page displays. 53. Select a row from the Notifications History section.


54. The Notification Details window displays. Review it. 55. Close the window.



My Advising Notes


9.2 View My Advising Notes (Fluid)

Purpose: Use this document as a reference for viewing an advisor's notes via Fluid navigation in ctcLink.

Audience: Advisors

View My Advising Notes Navigation: ctcLink Advisor Homepage

PREREQUISITES:

This QRG assumes the "Create an Advising Note through My Advisees (Fluid)" QRG has been executed, and that advising notes exist.

Access to view and create/update Advising Notes is determined by security access specific to each Note Category. Note Category access can be assigned to a ctcLink role (any ID with the role will inherit access) or it can be assigned directly to a single ID. Users with access to a Note Category will also have access to all of the related subcategories. To verify user access to a Note Category, look up their ID on the Note Category User Access (SACR > Product Related > Academic Advisement > Note Category User Access).

1. Select the My Advising Notes tile.


2. The My Advising Notes page displays. 3. Because of the volume of advising notes that might exist, several filtering options are

available in the left menu bar. A couple ("Open" and "Last Updated 7 Days") are selected automatically. You can see that they are in force because the filters display at the top of the list of your advising notes.

4. If you wish, you can remove the "Open" and/or the "Last Updated 7 Days" filter by selecting its X.


5. Other filtering options are available in the left menu bar. You might select an Advisee, a Category, a Subcategory, or any other combination of filters.

6. The list of advisees adjusts, and the filters you've selected display at the top of the list of your advising notes.

7. To remove all filters, select Clear All.

8. Select the arrow above the column "View Note" (looks like a box with a teal circle indicating a dropdown) and select "View data for other students".


9. The View Data for Other Students page displays, subject to the Prerequisites noted above. 10. Enter a student ID or select a student from the list.

11. The Advising Notes page displays.


Advisor Center


9.2 View Academic Advisement Report Through Advisor Center (Fluid)

Purpose: Use this document as a reference for viewing a student's academic advising report via Fluid navigation in ctcLink.

Audience: Advisors

View Academic Advisement Report Navigation: ctcLink Advisor Homepage

1. Select the Advisor Center tile.

2. The My Advisees page displays. 3. Select Student Center.


4. The Student Center page displays. 5. To select your advisee, either choose from the Change Advisee dropdown list, or select

Return to Search.

6. The Advisee Student Center page displays. 7. Select "Academic Requirements". 8. Select the Go icon.


9. The Advisor Center tab displays. 10. Select View Report as PDF.

11. The Advisement Report opens as a PDF file in a new window. Review it. 12. Close the new window.


9.2 Request What-If Report from Advisor Center (Fluid)

Purpose: Request a what-if report from the Fluid Advisor Center in ctcLink.

Audience: Advisors

Request What-If Report from the Advisor Center 1. Login and navigate to the ctcLink Advisor Hompage. 2. Select the Advisor Center tile.

3. The list of Advisees displays. 4. Select the View Student Details link next to a student who is enrolled in a class for the

current term. 5. On the left side of the Advisee Student Center, select the grey arrow next to the field that

says "other academic…" which will display a drop-down menu. 6. Select What-if Report value in the drop-down menu. 7. Select the round double-arrow button.


8. The What-If Report page displays. 9. Select the Create New Report button.

10. Enter the desired information into: • Institution • Career • Catalog Year • Academic Program • Area of Study • Concentration: If your college offers Sub-Plans, this is where the appropriate Sub-Plan

will be entered (will default to n/a).

11. Scroll to the bottom of the page and select the Submit Request link. 12. The What-If Report displays under the Advisee Requirements.


13. Select the View Report as PDF button. 14. The pdf file displays in a new window.


15. The process to request a what-if report is complete. 16. End of procedure.


9.2 Request Unofficial Transcript from Advisor Center (Fluid)

Purpose: To request unofficial transcript via the Advisor Center in Fluid ctcLink.

Audience: Advisors

Request Unofficial Transcript from Advisor Center 1. Navigate to the ctcLink Advisor Homepage. 2. Select the Advisor Center tile.

3. The My Advisees page displays. 4. Select the View data for other students button.


5. The Advisee's Student Center search page displays. 6. Enter an ID. 7. Select the Search button.

8. The Advisee's Student Center page displays. 9. Using the drop-down menu under the Academic section, select Transcript: View Unofficial.

10. Select the double arrow button.


11. The Advisee Unofficial Transcript page is displayed. 12. Select or confirm your Academic Institution in the drop-down menu. 13. In the Report Type drop-down menu, select Unofficial Transcript. 14. Select the View Report button.

15. The Previous Requests page is displayed. 16. Select the top View Report button.


17. The report displays. 18. A transcript pdf will appear after opening a pop-up or retrieving from the download section

of your browser.

19. The process to request an unofficial transcript is now complete. 20. End of procedure.


9.2 Submit an Early Alert from Advisor Center (Fluid)

Purpose: Use this document as a reference for submitting an Early Alert via Fluid navigation in ctcLink.

Audience: Advisors

Submit an Early Alert from Advisor Center Navigation: ctcLink Advisor Homepage


2. The My Advisees page displays. 3. Select View Student Details.


4. The Advisee Student Center page displays. 5. Under the section "This Week's Schedule" select the Submit Alert link.

6. The Early Alert Issue Reporting page displays. It has six categories which advisors can select and add notes to.

7. Select the checkbox for any desired categories and add text to the notes area for each category selected.

8. Scroll down and select the Submit button.


9. A message window displays the Early Alert Issue Number. 10. Select OK.

11. Close the Early Alert Issue Reporting window. 12. Process complete.


9.2 View a Student Planner (Fluid)

Purpose: Use this document as a reference for viewing a student's Student Planner via Fluid navigation in ctcLink.

Audience: Advisors

View a Student Planner Navigation: ctcLink Advisor Homepage


2. The My Advisees page displays. 3. Select View Data for Other Students.


4. The Advisee's Student Center search page displays. 5. Enter student ID. 6. Select Search.

7. The Advisee Student Center page displays. 8. Select My Planner.


9. The Advisee Planner page displays. 10. Scroll through the page to view unassigned courses and courses planned for a specific term. 11. Select the yes link for a course to view course details and prerequisites.

12. The Course Detail page displays. 13. Select Return to Advisee Planner.


14. The Advisee Planner page displays. 15. Select the View Requirement Details icon.

16. The requirement that the course satisfies is displayed. 17. Select Return to Advisee Planner.


9.2 View Student Holds (Fluid)

Purpose: Use this document a a reference for viewing a student's Service Indicator holds via Fluid navigation in ctcLink.

Audience: Advisors

View Student Holds Navigation: ctcLink Advisor Homepage





7. The Advisee Student Center page displays. 8. Select General Info.


9. The Advisee General Info page displays. 10. Select the Details link for a negative Service Indicator

11. The View Service Indicator page displays. Review it. 12. Select OK.


9.2 View a Transfer Credit Report (Fluid)

Purpose: Use this document as a reference for viewing a student's transfer credit report via Fluid navigation in ctcLink.

Audience: Advisors

View a Transfer Credit Report Navigation: ctcLink Advisor Homepage





7. The Advisee Student Center page displays. 8. Select Advisee Transfer Credit.


9. The Advisee Transfer Credit page displays. 10. Select Detail to see more detail.

11. The Transfer Course Entry tab displays. Review it. 12. Select OK.


13. The Advisee Transfer Credit page displays. 14. Select the Statistics tab.

15. The Statistics tab displays. 16. Select Detail to see more detail.


17. The Transfer Course Entry tab displays. Review it. 18. Select OK.



9.2 View Student Term Summary (Fluid)

Purpose: Use this document as a reference for viewing a student's term summary report via Fluid navigation in ctcLink.

Audience: Advisors

View Student Term Summary Navigation: ctcLink Advisor Homepage





7. The Advisee Student Center page displays. 8. Select Academics.


9. The Advisee Academics page displays. 10. Under the section Institution/Career/Program, select one or more links that represent the

student's program for example ACADM - Academic or CNTED - Continuing Education 11. As you select different program links, program status, as of date and plan will refresh on the

right side of the page.


12. Under the section Term Summary, select one or more links that represent the terms in which a student was active.

13. As you select different term links, any enrollments for the term will refresh and appear on the right side of the page. Term statistics will be displayed below class enrollments.

14. If no classes are displayed, then the student was term activated although did not enroll in, or drop courses.

15. Select Return to Search.



9.2 Search for Classes - Advisor (Fluid)

Purpose: Use this document as a reference for searching the catalog and schedule of classes via Fluid navigation in ctcLink.

Audience: Advisors

Search for Classes - Advisor Navigation: ctcLink Advisor Homepage


2. The My Advisees page displays. 3. Select the Search menu dropdown icon. 4. Select Class Search.


5. The Search for Classes page displays. 6. Enter Institution. 7. Enter Term. 8. Enter Subject. 9. Enter additional search criteria.

10. Select Search.

11. The Search Results page displays. 12. Select a Class number link.


13. The Class Detail page displays. 14. Select View Search Results.

15. The Search Results page displays. 16. To conduct another similar search, select Modify Search.


17. The Enter Search Criteria page displays. 18. Enter search criteria. 19. Select Search.



9.2 Advisor Center - Using Early Alert

Purpose: Use this document as a reference for using early alert in ctcLink.

Audience: Advisors.

Advisor Center - Use Early Alert Navigation: NavBar > Navigator > Self Service > Advisor Center > My Advisees

1. The My Advisees page displays. 2. Select the View Student Details link for the Student.

3. The Advisee Student Center page displays. 4. In the students Academics section, select the Submit Alert link from the student's schedule.


5. The Early Alert Issue Reporting page displays. 6. Select the box for the type of alert and make notes accordingly. 7. Notes can't be added until the check box for the alert type is selected. 7. Select the Submit button at the bottom of the page.


8. Users will receive a reference number and a date/time stamp and ID of submitter will appear.

9. The process to enter an early alert from the Advisor Center is now complete. 10. End of procedure.


Mobile


Mobile Advisor Center - Login as Advisor and View Advisees 28a

Purpose: Use this document as a reference for logging in as an advisor on a mobile device in ctcLink.

Audience: Advisors

The college mobile applications will look a bit different between the various colleges. This guide is intended as a general overview. Please note that your college may have different images and options available.

1. If this is the first time you logged in to your institution on a mobile device you will be asked to pick your institution.

2. Choose your institution. You will see the Springboard for your college with the associated public tiles.

3. Click the Login tile. 4. Login with your EMPL ID and password.


5. You will see the dashboard for your institution with the default widgets. Click the menu.

6. You should see the View Advisees menu item. Click View Advisees.


7. You should see your advisee’s name and EMPL ID. Click the + sign to see details on each advisee.

8. You can email them individually by clicking on the envelope icon or email all of them by clicking the email all envelope icon.

9. To change the widgets on your dashboard click the Edit My Widgets menu option.


10. Check the box for widgets you want to display and uncheck the box for any you don’t want to display. The light colored checkboxes are defaults and can’t be unchecked. You can move the widgets by clicking on the left box icon and dragging the widget to another location.

11. When you are finished click the Save button.

12. Click the menu button to go back to your dashboard. You should see the widgets you chose in the order you selected.


Mobile - View Advisees

Purpose: Use this document as a reference for using My Advisees on a mobile device in ctcLink.

Audience: Advisors

The college mobile applications will look a bit different between the various colleges. This guide is intended as a general overview. Please note that your college may have different images and options available.

1. Click the Login tile from your college's Mobile application.

2. Login using your ctcLink ID and Password.


3. Scroll down on the left menu and click View Advisees from the menu.

4. The Advisee list will display any student that has been assigned to the advisor. 5. Clicking on the student name will open up contact information and an email link. There is

also a link at the top of the page to email all student assigned to you as the advisor.


6. Click on the arrow next to the Advisee Details to view Advisee specific details.

7. A FERPA statement will appear and the left menu will allow the Advisor to navigate and view Advisee information.

8. To return to the Advisor's dashboard page, click the red person icon at the top right of the screen.


9. If an Advisor wants to view student information for a student that is NOT assigned to them as an advisee, click Other Students from the View Advisees page.

10. This will open a look up option to find students by ID or name.


11. A list of students that meet the search values entered will appear. Select the arrow to the right of the student to view student details same as in step 6 above.


9.2 advisor homepage€¦ · 9.2 advisor homepage. page 3. 9.2 view and notify my advisees (fluid)...

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