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SIS/Advisor Assign - Changing Student Advisor Information

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When you change an advisor on a student’s record, any evidence of the previous information is removed from the system; however, you can view an audit log of the changes and deletions.

Overview

Most advisor updates for Undergraduate students happen at the time of major/certificate declaration or cancellation via the SIS Major/Certificates Requests or Update Academic Program pages. The SIS Student Advisor page is used to assign auxiliary advisors (such as Career, PEOPLE, Athletics, etc.) or to change an advisor during periods of staff transition.

If you have a consistent mass change (e.g. replace advisor X with advisor Y), or other changes, see automated options on the Office of the Registrar's website.

Step-by-Step

To change existing advisor information, follow the steps below:

Step 1

From Home, select Student Records WorkCenter, Student Advisor. The "Find" page will display

Tip: Menu navigation: > Records and Enrollment > Student Background Information > Student Advisor

Step 2

Locate the student's record by entering their Campus ID number in the "Campus ID" field. Other search fields can be used, but Campus ID is the value you're most likely to know and its use will ensure you're accessing the correct student record.

The student's information will be displayed on the Student Advisor page.

Select "Search."

Step 3

Select the "Student Advisor" page tab.

Step 4

Depending on the student's advisor record, follow the proper process:

  • If the Effective Date is prior to today, then change the Effective Date to the current date.
  • If the Effective Date is a future date, then leave the Effective Date as is.

Tip: You may need to change the Effective Date to the start of the next term if you don't find the program and/or plan for which you are looking. Term begin and end dates can be found using the following navigation: Student Records WorkCenter > Dean/Dept Processing > Session Dates and Deadlines.

Step 5

Find the advisor row you want to change

Tip: Use the row counter bar to move around, or select "View All."

Step 6

Depending on what data needs to be changed, follow the proper steps:

  • If you need to change one of the following fields, Advisor Role, Academic Plan, Academic Advisor, or Committee:
    • Select the Advisor Role, Academic Plan, Academic Advisor, or Committee you wish to update.
  • If you need to change multiple fields:

Notes

  • Changes to the Academic Career and/or Academic Program fields will cause the Academic Plan and Academic Advisor/Committee fields to be cleared. Tip: If the Academic Advisor or Committee will not be changing, copy the Academic Advisor ID number or Committee so that it can be pasted back into the Academic Advisor or Committee field after the change is made.
  • If the correct Academic Program, Plan, or Committee does not appear in the magnifying glass lookup prompts with today's date, change the Effective Date to the start of the next term. Term begin and end dates can be found using the following navigation: Student Records WorkCenter > Dean/Dept Processing > Session Dates and Deadlines.
  • If the correct program or plan still does not appear, the changes may not have been processed yet or the Major Declaration may not have been submitted. You can check using the following navigation: Student Records WorkCenter > Major Dec History or see SIS/Advisor Assign - Verify a Student’s Declared Major to research the effective date of the most active program/plan.

Step 7

Select "Save." The change is now saved to the student's record.


Example

In the example below, view the three steps required to change from one assigned advisor to another when the student's major has not changed:

  1. In the Effective Date field, if the date is prior to today, change it to today's date.
  2. In the Academic Advisor field, use the magnifying glass to the right to search for the new advisor.
  3. When finished, select "Save."

SIS Student Advisor Page to Change from One Advisor to Another, next to effective date it says When updating, if date is prior to today, change to today's date, and a note about Use magnifying glass to search for new advisor



Keywordschange, degree (degrees, degree planner), plan (plans, planner), record (records), sis (SIS)   Doc ID118392
OwnerPaul O.GroupOffice of the Registrar
Created2022-05-06 13:45:10Updated2024-05-15 14:29:58
SitesOffice of the Registrar
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