Advisor Assignment Training Site

Overview

This is a resource to be used for URI Faculty and Professional advisors who oversee Mapping of their students to advisors. If you have any questions or want to schedule some 1-on-1 training please email Justin Ossa in Enrollment Services ( jjossa@uri.edu). As questions come in the FAQ section will be updated.

Advisor Assignments

Our students are assigned advisors in eCampus. This is to be done for each open major plan. This mapping information is then relied to the Starfish program over night. Students who have been assigned advisors can view their advisors both on the eCampus home page and in their Starfish network.

Advisor Maintenance

In order to utilize the Starfish environment to our fullest potential it is imperative that eCampus reflects the proper advisors at all times. Advisors can be assigned manually or in batch to students by University personal with the proper security. If you are an individual who would need this type of access please discuss with your administrator and submit a Security access request form.

Comprehensive Guide

Guide to Advisor Assignment/Mapping

Example CSV file for File uploads

Notice the 4 columns

User ID
Career
Program
Plan

Make sure you save your file as a CSV in excel.

Individual and Batch Process PowerPoint

Individual_Batch_Presentation_PT_1.pptx

Frequently Ask Questions

How do we identify students who are mapped to us that shouldn't be?
1. We would want to identify this population with a query. We are looking for all students who are mapped to us as the advisor, we will then filter out any student who shouldn't be and remove them manually. You can run U_SSR_ADVISEE_INFO_BY_ADVISOR or U_SSA_ADVISEES_BY_ADVISOR to identify all students mapped to you.
2. You want to identify students who are no longer active in any program you advise.
3. U_SSA_ADVISEES_BY_ADVISOR will give you all of the open program/plans a student is in. You can then look through the results and find any student who is active in programs you are not advising.
4. Double majors will come up. If you do see them ignore if you are mapped to them for the plan you oversee.
5. Keep a list of the ID's that are no longer active in any program you oversee.
6. You will need to add a new effective dated row and remove yourself as their advisor.
  1. Students need an advisor so if their are no other advisors active try to assign Staff 000000000 ID. Else, email enrollment services for assistance.

Why do so many students have Staff 000000000 as their advisor?
1. We have to use the Staff account to clean up records and fix bad data when it is created. If you know the actual advisor and they no longer need staff you may remove it.
  1. Correct history on > New effective dated row.
  2. Remove Staff and make sure their advisor is active.
  3. Save the effective row for current date and time.

How can I ensure My batch run will select the students I intend?
1. If you are running batch assignments through the query then you will want to either Preview selection the blue hyperlink shown within the batch assign screen.
2. You can also run a query on U_SAA_ADV_PROGPLAN2 be certain to match the prompts with what your batch run control is targeting. This query will give you a list of 4 data points: the students who are active for the Program/Plan/term you Prompt. The data is organized just like the CSV file!!! ID, Career, Program, Plan.

Can I use Advisor batch to assign Sub-Plans?
1. Currently, you cannot use advisor batch assign to assign students a subplan with their advisor assignment. Remember there is only 4 data points being assigned to a student. 1. Career 2. Program 3. Plan 4. Advisor for that plan.
2. Sub-plans will have to be handled on a manually basis. The theater department is a great example of how to work with student sub-plans.

I received a message in report mode that reads: Skipped. Student already had an advisor set for this effdt and not in Add mode
1. This means the effective date you chose may need to be pushed out a day. Users are only allowed 1 transaction per effective date. So some other transaction happened on the day your chose for the student who was skipped.
2. Try to push the day forward 1 day and see if it is resolved.

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