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My Advisees: Helping Faculty and Professional Advisors Access and Manage Student Information Track 2: Enterprise Computing and Information Systems presenters: Amy Winkel, Cindy Salyers

Urban Campus

University of Minnesota 4 campuses—Twin Cities, Duluth, Morris, and Crookston and a collaborative center in Rochester more than 370 fields of study 65,247 undergraduate, graduate, professional and non-degree students (FY2005)

Information Management Systems Mission: to provide information solutions to support improved decision-making IMS supports two environments: Data Warehouse allows users to extract data for their specific needs UM Reports contains pre-built reports to serve faculty and staff

Secure Log-On

Appropriate Use First time users must accept the appropriate use agreement Agreement is renewed annually

UM Reports Inventory Finances - 53 reports Human Resources and Payroll - 66 reports Student and Instruction reports Many of these reports also include “drill- through” reports, so the actual number is much higher.

New User Profile

Advisor Home Page

Advisor Access to Student Data Who are My Advisees? What information is available? Traditional Report Access: List Reports – one college at a time Individual Student Reports - One student at a time Formal access to private student data required

Traditional College Report Prompts – picking the right choices Re-sort report Need to run report for multiple colleges

Advisor Home Page

Student Roster prompt 1

Student Roster prompt 2

Student Roster Prompt 3

Student Roster prompt 4

Student Roster

Save to Excel

Multiple Advising Models -Faculty, Professional Advisors, Advising Committees -Cross-Collegiate Advising, Freshman Advising Variation in Advising Loads and Student Type -Loads may vary from 3 – 700 students -Undergraduate, Graduate, Professional School Students Access to Private Student Data -U of MN Faculty do not have access to enterprise systems -Access to private data required “Fresh” Data/Usable Data -Data ‘as of the end of business yesterday’ – get the data when you need it -Display in meaningful format TASK: Develop a web based delivery system to provide University of Minnesota “advisors” with easy and efficient access to advisee information.

Advisor Toolkit – resources for student success Who are my advisees? One stop access – list of all students Sub-divide/sort students by groups as needed Student photos Access to pertinent academic information Academic record – links to other reports. Effective monitoring and early warning systems –Student success and persistence Timely progress towards degree –Pre-registration preparation –No Enrollments –Leave of Absence Easy communication with students – individual and group Mailing Addresses Quick links to related enterprise systems Web Based Degree Audit System Portfolio Graduated Students Letters of Reference History of Graduates

Solution: My Active Advisees - Suite of Reports

Advising Model – Faculty

Advising Model – Student Service Staff

Advising Model – Cross College Advising

Advising Model – PreMajor and Departmental Advising

Advising Model – Honors/Advanced High School Student Advising

Drill Through to Student Detail

Undergraduate Advisees

Sort Functionality

Degree Candidates

Apply to Graduate

Monitor Academic Progress

Drill Through Reports – Academic Detail

Academic Record Registration Summary Save Checked Rows to Excel

Transcript Class Grade Session Term

Allowing for: timely intervention registration planning monitoring leaves preparing letters of reference Additional Resources The Index Page is the jumping off point to numerous reports

Midterm Alert Policy Instructors in all 1000 level classes shall provide a midterm alert for students who appear to be in danger of receiving a grade of D, F, or N. Students receive an notification for each alert Advisors get a copy of the

Proactive Advising - Midterm Alerts

Proactive Advising: Midterm Alerts

Registration Advising

Graduated Students

Graduated Students Report

Additional Resources The Index Page also provides direct access to additional Enterprise Systems:

Boeshans, Jacob Harder, Nicole Hubbell, Autumn Oberhauser, Karen On-Line Academic Progress Audit System - APAS

Enterprise Link - Portfolio Oberhauser, Karen

Look to the Future Advising Units – Administrative Oversight Additional Reports –Study Abroad –Grade Roster –Yearbook view of pictures by selected parameters Operational Analysis –Monitor advising loads –Student success

Questions? Business Systems Analysts: Amy Winkel Cindy Salyers University of Minnesota Information Management Systems