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Advise Students

NOTE:
Advise Students functionality is restricted to Advisors only.

Advise Students is an area of the Lab where advisors can manage the guidance process. A list of students who access Transferology and request advising populates the Advising Students list. The Advisor cannot add a student to this list, the student initiates all contact.

When exploring transfer options within Transferology, the student has the option to Request Information about a particular school or program, including a request for Advising:

 

 

NOTE:
A Recruiter can also populate the Advising Students list for the Advisor. See how a Recruiter can add students to Advising.

In the Transferology Lab, from the Advising & Recruiting tab, click the Advise Students function:

 

 

Advise Students Page

The Advise Student page provides student information to Advisors. The majority of this page is table-formatted student information (two tabs: those who need advising and those who are done advising). Advisors may filter this student information, as well as export information to a Microsoft Excel file:

 

Click on the hyperlinked student name on either tab to view coursework added into their Transferology account:

 

View the matches, select your institution from the list, and then view the results:

TES Mode

Switching to TES Mode shows all of the courses that may be sent out to the TES evaluation tracker workflow.

Tabs

Student information is contained within two tabs on the Advising Students page:

  1. Needs Advising
  2. Done Advising

The Advisor may toggle between tabs to track where a student is in the advising process.

Needs Advising Tab

The Needs Advising tab (default) provides a "to-do" list of students who need advising. Most of the text fields and buttons on the Needs Advising tab are hyperlinks:

 

 

 

Column/Icon

Button

Description

Name

Hyperlinks to View Profile of the student

Email

E-mail address link for the student to send a message

  • If present, a verified e-mail address is denoted with a symbol 
Date

MM/DD/YYYY formatted date link to view the original student request for advising; hover to view the date/time stamp
Program   Lists the name of the Program, if applicable
Advise


   

To check the student off of the Needs Advising list, click on the Advise button associated with that student's row. The "advised" student's information is moved to the Done Advising tab. Clicking Advise removes the student FROM the Needs Advising tab and over TO the Done Advising tab. Simply click the Advise button on the Done Advising tab to reverse the action.

NOTE:
Student information is never deleted from the Needs Advising page.

Done Advising Tab

The Done Advising tab provides a "completed" list of students who have already been advised. No hyperlinks are present on the Done Advising tab. Instead, students can be pushed back to the Needs Advising tab by clicking the re-open button ().

 

 

 

Column/Icon

Button

Description

Name   Lists name of the student who was advised
Email  

Lists the e-mail address used for the student

  • Verified e-mail addresses are denoted with a symbol 
Date   MM/DD/YYYY formatted date of the request for advising
Program   Lists the name of the Program, if applicable
Re-open

  → 

To place the student back onto the Needs Advising list, click on the blue/green Re-open icon within the student row. Clicking Re-open removes the student FROM the Done Advising tab and back TO the Needs Advising tab.

Filter

Since the table of student information on the Advise Students page can be quite extensive, filtering allows the Advisor to control the display of the information.

Filter Field

Both Needs Advising and Done Advising tabs contain their own filter fields above the student information table, where the Advisor may type in a student name, e-mail address, or program to filter students.

Filter Box

Filter box allows for filtering by date range field, with additional checkbox parameters for Programs and Verified e-mail Address:

 

 

Click in the Date Range field to view a drop-down menu of common choices for date range: Today, Yesterday Last 7 Days, Last 30 Days, This Month, Last Month, Custom Range. Some of these options (e.g., Custom Range) will prompt a monthly calendar to pop-out on the left:

Date Range options

 

 

 

 

Calendar pop-out

Button/Icon

Screenshot

Description

Apply Applies the selected Date Range filter settings to the student data
Cancel Cancels the filter and returns to the Filter Box
Programs checkbox Click to place a checkmark in this box to specify that those students with Programs be included in the filter results
Verified email address checkbox Click to place a checkmark in this box to specify that those students with verified email addresses be included in the filter results
Reset Filters Clears all filter constraints placed on the student data that were performed within in the Filter Box

Excel Export

Advising Students contains the Export button () in the upper right part of the screen above the Filter Box. Export will export the student data on the current page into Microsoft Excel so that Advisors can analyze the information to manage their advising workflow. The data is arranged according to the columns in the original format, but also includes some additional information, including whether the student is interested in a Campus Visit, has completed Admissions process, and needs assistance with Financial Aid:

 

 

Advisors can analyze the student information to manage their advising workflow.


Student Profile

On the Advising Students page's Needs Advising tab, select a student from the Name column by clicking directly on the Name hyperlink:

 

 

The Student Profile for the selected student is displayed by the Courses tab (default) or the Programs tab.

Courses Tab

Student courses are listed by institution and then by course number:

 

 

In the example above, the student has 14 matching courses.

View Matches

Click the View Matches () button view a list of matching schools found for the advised student:

 

 

Use the View <student's> courses button () to return to the previous screen.

Navigate through the list of schools to locate a match of interest. Click the green % Match button to apply courses to a program.

Apply Courses to a Program

After selecting a school, click its Apply Courses to a Program (). Click on the hyperlink associated with the program of interest to continue.

 

 

Note that institutions with a Maybe tab may display the TES Mode tab next to the School Profile tab:

 

 

From this page, click directly on the program of interest at this school to prompt a series of pop-up dialog boxes that assist the Advisor in seeing how the courses may apply to the selected program. Proceed through the questions/answers using the Next () button:

Have you completed the Ohio Transfer Mode?

If so, where?


The first dialog box is optional and may/may not display.

This box typically poses questions that are not universally applicable (e.g., state-specific questions).

 

 

NOTE:

The option for "Do not include any coursework" is selected by default. If you wish to include a student's coursework, ensure that a student is selected from the drop-down menu.

What courses should be included when running this program?

-Include a student's coursework, OR

-Do not include any coursework


This dialog box addresses course inclusion. Select "Include a Student's coursework" and then select the student from the drop-down menu.

 

 

Do you want to view how courses from another school might apply to this program?


This dialog box allows for applying courses from another school.

 

 

Advisor must read the assumption of a passing grade statement and check the checkbox before the Run Audit button is activated.


The last dialog box is a disclaimer of understanding before proceeding.

Run Audit

Run Program

Behind the scenes, an e-mail from CollegeSource Quality Assurance confirming the program request is generated to the Advisor.

Access the Requested Plan

Upon clicking Go on the disclaimer (final dialog box), a green bubble alert momentarily appears near the username in the upper right part of the screen: 

To view the program plan requested from the institution, either click the green bubble alert or navigate to Advising & Recruiting, Programs:

 

 

An audit is generated for the school based on course and program selections:

 

 

You may view, E-mail or Print the audit, or click Return to return to the previous screen. Avoid use of the web browser's back arrow to navigate.

Programs Tab

The Programs tab lists student programs in reverse chronological order:

 

 

Click a program in the Program column or select the Run Program function.

Program

Click a program name in the Program column to view the audit:

 

 

Run Program

Click Run Program () to proceed. The Programs page is generated, displaying two tabs:

  1. Programs (default)
  2. My Program Requests

Programs tab

On the Program stab (displayed by default), enter a School Name into the field to generate a list of program names/degree types.

 

 

Program Information

Click the Program Information hyperlink for a program to view details:

 

 

Run Program

My Program Requests tab

View your program requests at any time by clicking on the My Program Requests tab on the Programs page:

 

 

Program requests are listed in table format with the following details:

  • Time
    • Time/date stamps of the program request
  • Program
    • Hyperlink to the audit
  • School
  • Student
    • Student email address
  • Bundle
    • Associated bundle (if applicable)
  • Viewing Other Courses From
    • Designates which school viewing other courses from (if applicable)
  • Status
    • Hover over the symbol in the Status column to view the status of the program request (e.g., completed, in progress)
  • Mail
    • Click the Mail button () to send the program request to a recipient via email

 

 

  • Delete
    • Click the Delete button () to remove the program request from the table. Transferology Lab will first prompt you to confirm the deletion:

 

 

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