Advising is the hallmark of a first-rate educational offering that serves to ensure time to degree completion and the consideration of career and professional pathways. Adams State University takes its commitment to this process seriously. Information is central to the process and is housed in Workday. Regular and comprehensive notetaking allows advisors and other university personnel to communicate with students and one another.

The Office of Student Success provides frequent programming on advising for faculty. New advisors are strongly encouraged to take part in introductory training and a variety of other programs. Guidance on the navigation of Workday is housed in ASU’s Workday Knowledge Based Library and includes information on how to view notes.

1. Creating a New Note: 

Please be certain that you are logged into Workday. All Academic Advisors will have access regardless of level and category (e.g. graduate, PEP).

Option A - offers ability to view all notes

• Within the student record, it may be necessary to click “More”

• From History, click Note History at the top

• Click “Add Student Note”

• Red asterisks denote required information

• Under Note Topic(s), select “Academic Advising Notes (Academic Advising).” This setting should appear as recommended. (Only the assigned advisor may view and insert note)

• Within Note Date, provide the date and time of your meeting with the student

• For the box marked Note, summarize meeting (see sample below)

• Under Share with Student, the default setting is “Yes.” If you do not wish to share the note with the student, select “No.” (Please note that student may access all notes via an academic record request even if the sharing preference is set to “No.”)

• Click “OK.”

Option B - does not offer ability to view all notes

• Within the student record, click the button titled Actions

• Scroll to Note

• Click “Add Student Note”

• Follow directions above to enter information for Note Topic(s), Note Date, Note, and Share with Student

2. Viewing Student Notes: 

If a student has notes entered, they will immediately be visible following Option A outlined above:

• Within the student record, it may be necessary to click “More”

• From History, click Note History at the top

• To view each note individually, move the cursor over the column titled Note. The spyglass button will navigate to a separate webpage. The three dots will produce a popout.

• Alternatively, by clicking “Expand Notes" the viewer may see everything at once

3. Guidance on Crafting a Note:

Integral Components

Course Recommendations: What courses were recommended to the student? Were they encouraged to take courses at another institution?

Topics of Discussion: What items were covered? What concerns were raised by the student? How did the faculty member engage the students in career and professional exploration and planning?

Student Next Steps: What should the student do in consequence of the advising meeting to ensure registration, good academic standing, or career and professional preparedness?

Comments: Additional remarks not covered in the previous sections.

Sample Note:

No courses recommended for summer 2026. Fall 2026: HGP 110

Maria is exploring internship opportunities for next summer. She was encouraged to contact Career Services.

Maria will reach out to Career Service to schedule an appointment.

Maria is considering the addition of a Spanish minor. She understands the process to make this addition

4. Reading PEP-FERPA/POA Notes:

Advisors cannot add, remove, or adjust FERPA/POA notes. This section purely provides guidance for understanding how to differentiate between a FERPA or POA-assigned agent. 

• Click “History” action tab

• Select “Note History”

• Note Category “FERPA/Privacy” note

  • Note Content example:

    •  ASU POA submitted on Authorized Agent:

    • Agent Name  Password: passexample123

    • PH: 111-111-1111

    • Email: 

    • Address: 

• Click Hour Glass Icon: expands information

  • Note Content example:

    • The student has authorized the release of All Educational and Financial records until graduation to:

    • Agent Name  Password: passexample123

    • PH: 111-111-1111

    • Email: 

    • Address:

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