Faculty and Advisor Updates

Faculty and Advisor Menu in UAOnline Upgraded Late July

As of July 28, the Faculty and Advisor menu and pages in UAOnline have been upgraded to the newest version. This change is part of a board initiative to modernize UA’s student information systems (SIS), business-critical processes, applications, and infrastructure.

What is changed? The menu and pages have a new look and feel, similar to the changes that have already taken place with the Employee Dashboard and Student Profile. This upgrade has improved functionality, is mobile-friendly and ADA compliant.

What is not changing? Faculty and advisor information will still be located in UAOnline.

How can I provide feedback? To provide feedback on the UAOnline upgrade project, especially the faculty and advisor upgrade, please complete this form.

Faculty & Advisor Training

The attached Faculty & Advisor slide deck is being used during the scheduled live demonstrations throughout July and August.

View a handout on the following topics (must be logged in to UA Google to view):

Please watch the Faculty & Advisor UAOnline Live Demonstration for an overview, or select from topic-specific training videos posted below.

00:00 Introduction

02:05 How do I navigate?

06:32 How do I perform registration overrides?

11:16 How do I see class lists?

22:27 How do I see student information?

28:18 How do I see if prerequisites are met?

31:04 How do I enter grades?

33:13 How do I access DegreeWorks?

36:54 How do I get more information on the upgrade?

37:50 Question & Answer

Employee Navigation in UAOnline

Beginning July 28, 2025, when employees log in to UAOnline they will be brought to the My Profile Page with enhanced tools and features for employees, faculty and advisors.

Watch the 2:30 min video for an overview.

Performing Registration Overrides

From the faculty and advising services page click on the registration override link. Then you need to click the term for the class that you're looking for. And then you'll need to enter in either the student advisory ID or name.

Choose the reason for that override. And then you're going to select the course that you want the override.

If the override was given an error, make sure you contact your registrar's office and they can remove it for you.

Watch the 2 min video for an overview.

How to view class lists

You have two options to do this. One is to click on the class list directly from the faculty and advisor menu and it will have a list of your classes. Highlight the row in blue of the class that you want to see.

The other way to get to the same screen is again from the faculty and advisor menu click on the teaching assignments. This will have all your current active teaching assignments. Click to choose the class you want. Then click on the class list.

You can click on the export button on the top right to export the class list to an Excel sheet.

Watch the 2 min video for an overview.

How to see if your student has met prerequisites

From the faculty and advisor services menu, click on the class list with prerequisites under the faculty tools. You will need to choose the term and the class that you're looking up and then click search. It will give you a list of students. If the student has a green check mark that means they have met the prerequisite. If they have a red X, it means they have not.

You can look at more detail by highlighting the student that you want to see with the blue line and then clicking there, and it will show you how that prerequisite was met or not met.

Watch the 2:45 min video for an overview.

How to enter grades

There are two ways to enter grades in the upgraded UAOnline Faculty Services - under Faculty tools> faculty grade entry, or from your Class list> enter grades.

Watch the 2 min video for an overview.

How to import grades

You can import grades from an Excel sheet. From the faculty and advising menu, click on faculty grade entry. Choose your course and you'll see that you can enter these manually. But if you go to the gear icon in the upper right, there is a choice to import. Click upload and then click continue.

You're going to need to map your column header names to the appropriate field in the system.

Required fields:
- Term Code
- CRN Code
- Student ID
- Grade

You can have other optional fields. Once you've mapped the columns you want to import to the correct fields, click continue. You'll go to the validation screen. You can download a validation report and it will produce an Excel spreadsheet that will show any errors. Fix if necessary. Then hit Continue and then Complete.

Watch the 4 min video for an overview.

How to look up a student's unofficial transcript

From the faculty and advisor menu, click on the student profile, choose the term, and then you you're going to search for the student and then click on the view profile button.

Scroll down to the bottom and you'll see the unofficial transcript link at the very bottom of the on the left hand side. Then you'll choose which level transcript then click submit.

If you want to get back to the faculty and advisor menu, click on the university logo and it will take you back to the main menu.

Watch the 1:30 min video for an overview.

BSS9 Faculty and Advisor FAQs

How can I provide comments or suggestions on the new Faculty & Advisor upgrade?

You may send suggestions to the UAOnline Upgrade Feedback Form.

Why must I log in again when I click on the Schedule Planner (Advisor) link?

The vendor that provides this tool is in the process of migrating to the upgraded version. For now, you will need to sign in again using your Civitas username and password. This problem is expected to be corrected later in the fall.

How can faculty see their students’ information?

Student information for students you teach is consolidated in the Student Profile, which you can access by clicking on the student’s name on the “Class List” page.

If you are also an advisor, you may access the student information through the 'Student Profile' link under the Advising Tools on the Faculty and Advisor Services menu.

How do advisors look up a student?

Student information for your advisees is on the Student Profile, which you can access by clicking “Student Profile” in the Faculty and Advisor Services landing page.

The information that was initially on the Advisors Menu is now found on the Student Profile. This information includes transcripts, FERPA release, and other important information. There is a menu of links under the student’s photo that you may access to see more detailed information.

How can I view the student’s DegreeWorks information?

When you are on the student’s profile, click on the correct DegreeWorks link on the left hand side of the page, under the student’s photo. The link will take you directly to that student’s information in Degreeworks.

You may also log into DegreeWorks by clicking on the appropriate link on the Faculty and Advisors Service landing page.

Direct links to DegreeWorks are listed below for your convenience:

Contact the university registrar’s office if you have problems logging into DegreeWorks.

I am having problems accessing the student DegreeWorks record from the Student Profile. What should I do?

This problem may be a computer cache issue. You can reload the page, clear the cache, or use the DegreeWorks direct login on the Faculty & Advisors landing page.

I am an advisor and I am trying to access a student’s DegreeWorks information, but only my student information is showing. How can I access the student’s information so I can advise?

Please contact your university registrar’s office. Your DegreeWorks access will need to be adjusted so you can see other students’ information.

I am an affiliate faculty and need to enter grades. How do I do this?

Please log in through the Faculty & Staff icon in UAOnline Login, then choose the tile that says “Faculty and Advisor Services”. You may then use the faculty tools to look up students and enter grades.

How do I see my class roster?

From the Faculty and Advisors Service landing page, click on the “Class List (Roster and Waitlist)” link. Select the class from the list by clicking in a blank space. See example right:

How can I see the details in a list of choices, such as in the Class List or Class List with Prerequisites?

Select the entire line by clicking in a blank space in the row. It will highlight the line in blue.

Why does the Class List with Prerequisites page have N/A displayed instead of a check box or red x?

N/A means the course does not have any prerequisites for registration.

I want to review a Student’s DegreeWorks record and am on the Student Profile, but I don’t see the link to DegreeWorks. Why is the link missing?

To assure that you are seeing all the links available to faculty and advisors on the Student Profile, make sure you log-in to UAOnline through the Faculty & Staff link. If you log-in through one of the student links and navigate to the faculty view of the Student Profile, you may encounter an error message and not be able to see all the applicable links.

I am an advisor and I want to review a student’s Unofficial Transcript. How do I do this?

From the Faculty and Advisors Services menu, click on the link to the “Student Profile”. Search for the student by name or UAID. Once you reach the Student Profile, click on the “Unofficial Transcript” link that is found on the left-hand side under “Additional Links”.

NOTE: Transfer credits that have not been articulated will not be shown on the “Unofficial Transcript”.

I am a department chair and need to see enrollment information for my department to plan future schedules. How do I see this in the upgraded version of UAOnline?

Only those classes that you have been assigned to teach will be displayed under the “Class List” page. You may request a department admin or other department staff with Banner access to run the SFR2LST report, which lists courses, students enrolled, and the waitlist.

How can I export a copy of my Advisee List?

Once you are on your advisee list, click on the gear icon on the top right of the page. There is an "Export Advisee Listing" link

I am getting an “Unauthorized” error when trying to view the student’s profile from the “Student Week at a Glance” and “Registration Override” pages.

The link to the student profile does not work on these pages. If you are an advisor, you can search for student information by clicking the “Student Profile” link on the Faculty and Advisor Services menu. If you are a faculty member, you can access the Student Profile by clicking on the student's name in the Class List or the Faculty Grade Entry.

How can I send an email from the class list or student profile? It is not working like it used to.

You will need to set up your default email client and preferences in order to send emails from UAOnline. Please follow these instructions.

Windows

Click on Start
Select the Settings gear icon
Choose Apps
Click on Default Apps
For Windows 10: Under Email, choose your preferred email client. Hint: click on the app listed to see other choices (i.e. Outlook).
For Windows 11: Go to Choose defaults by link type. Then, under mailto, choose your preferred email client.

macOS

Launch Mail from your Applications folder
In Mail, click Mail in the menu bar and select Preferences
Under the General tab, click the drop-down menu beside Default email reader and select your preferred email client

WINDOWS NOTE: If you are trying to use your university gmail account as your default email client and it is not working, open your gmail account, click on the double diamond symbol in the upper right and click the choice to allow gmail to access email accounts.

I am a faculty member and trying to view the Student Profile. However, I am getting an error message saying I am not authorized or the information on the Student Profile is not complete.

If you are a faculty member, you will have access to see limited information on the Student Profiles for those registered in your class. You are not authorized to look up other students.

If you need access to other students or more information on the Student Profile, please get in touch with your university registrar’s office and request that you be made an advisor. You will then have advisor access to see the complete Student Profile for all students.

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