Recording, Editing and Deleting Advising Session Comments

Transcription

1 Student Advisors may record notes from their advising sessions from a number of pages within Student Administration, including the Student Record Summary page. The following outlines the steps required to add, edit and delete a comment. Also included are instructions on how to view existing comments currently on a student's record. Note: Comments can be added from any page in Student Administration that has the comments icon displayed 1. Click the Academic Advisement link. 2. Click the Academic Advising Summary link. 3. Enter the student ID number and the desired Maxi term. For example select/enter 2147 (Fall 2014/Winter 2015). For FOIP purposes some information has been removed. Click the Enter or Search link. 1 P a g e

2 4. The Student Record Summary displays. The Comments icon is located on many pages in Student Administration. Comments can be entered using the same steps Comments icon. Click the Add a New Comment button. 5. Click the Look up Administrative Function button. 6. A list of Administrative Functions displays. Enter Gen (General) as the specific function. 2 P a g e

3 Click the GEN link. 7. Click the Look up Comment Category button. 8. A list of Comments displays related to the Administrative Function Gen (General). Click the ADVSES link. 9. Use the Comments text box to enter applicable comments. Click the Save button. 3 P a g e

4 View Existing Comment: The next steps outline how to view existing comments on a student s record. 1. If a comment already exists for the student the Advising Comments link will display. Click the Advising Comments link. 2. Comment Inquiry allows you to search by Administrative Function, Comment Category or Comment ID. For example search using the Administrative Function Look up tool. Click the Look up Administrative Function button. 4 P a g e

5 3. Since there are GEN (General) Administrative Comments entered this appears on the list. If other comments were entered under other Administrative Functions they would also be displayed. Click the GEN link. 4. Click the Search button. 5 P a g e

6 5. The comment displays related to the search criteria. If desired, a new advising session comment may also be added by clicking on the Add a New Comment icon. Editing and Deleting Comments: The next steps outline how to edit and delete a comment on a student s record. The next part of the lesson explains how to edit or delete comments. Only the comment categories that can be edited or deleted are: ADVRUL (Advising Rulings), ADVADM (Advising Admin Comments), or ADVCRT (Advanced Credit course titles). These comments categories are only for special types of advising comments. The most common advising comment category ADVSES, can never be modified or deleted. 1. Click the Academic Advisement link. 6 P a g e

7 2. Click the Academic Advising Summary link. 3. Enter the student ID and/or if known the desired Maxi Term and press Enter or Search. Click the Search button. 4. To view comments currently on a student's record the Advising Comments link will display. Click the Advising Comments link. 5. Comments Inquiry allows comments to be searched by Administrative Function, Comment Category or Comment ID. For this example we will search by Administrative Function. Click the Look up Administrative Function button. 6. Click the GEN link. 7. Click the Search button. 7 P a g e

8 8. Any General Administrative Function comment will display including the date, the ID of the Advisor and their name. Click the Details link. 9. Enter any edits necessary. After pressing Save your ID and Name will be displayed. Enter the desired information into the Comments field. Click the Save Button. 8 P a g e

9 10. To delete the comment press the delete button. Click the Delete button. 11. A message will display prompting you to press OK or Cancel. Click the OK button. End of Procedure For the corresponding online learning, consult 9 P a g e