1. eTrieve Faculty Advisor Training
Dr. Brad Chance, Director of Academic Advising
Mr. Pharamond Guice, Director of Academic Achievement
Mrs. Lan Guo, Director of Information Technology
Mrs. Carrie Stradella, Applications Developer/Analyst

2. Agenda Housekeeping Overview Add/Drop Form
Student Process & Information Flow
Instructor/Advisor Process
Searching for Student Information
Q&A

3. Housekeeping

4. Questions will be addressed after training
Go to Academic Advising webpage

5. Overview

6. What is eTrieve by SoftDocs?
Company
Product

7. What is eTrieve by SoftDocs?
All-in-one platform that includes content management, electronic forms, & process automation
Can be used by all campus constituencies to manage information received via form, scanned document, fax, or
Accessible from any device on any platform
Intuitive UI & browser-based interface

9. Add/Drop Form

10. Add/Drop: Current Paper Process
Student must complete and “walk” orange card/form to/from faculty, advisors, & administrative offices
Inefficient & students can fall through the cracks
Example: if they are dropping below FT, Financial Aid &/or Athletics are sometimes uninformed
Confidential information is often left outside an office door as it’s not always possible to be present when a student drops in

11. Add/Drop: New Online Process
Students submit an Add/Drop form & the system automatically routes the form to the appropriate faculty & administrative offices
Faculty & advisors will receive an notification when action is required on a form and are able to approve/decline from electronic device
Students can track progress

12. https://etcentral.jewell.edu https://etcontent.jewell.edu
We will inform students that 1 business day is acceptable

13. Student Process & Information Flow

14. Primary Advisor Approves/Declines Administrative Review
Top of the Form: you will see all the courses the student wishes to add &/or drop
1st Approve/Decline
1st Approve/Decline
2nd Approve/Decline
2nd Approve/Decline
Primary Advisor Approves/Declines
3rd Approve/Decline
Administrative Review
Student originates & submits form
Adds occur first, then Drops

15. By scrolling through the form you will find detailed course information for the courses the student wishes to add/drop

16. At the bottom of the form you will see the “Student Comments” section
Students will input additional details regarding their request
Analogous to student discussing their schedule with you

17. Instructor/Advisor Process

18. When your approval is required on a form, an email from Etrieve@jewell
When your approval is required on a form, an from will be sent with a link to Etrieve
will contain student info (i.e., form type, student ID, name)

19. Click on the link & use your Jewell credentials (i. e
Click on the link & use your Jewell credentials (i.e., your login info)
eTrieve can also be accessed from a web browser (preferably Chrome) at

20. eTrieve Central Where all forms are submitted, approved, & declined
Can be accessed from anywhere

21. Inbox Your inbox will indicate how many unread forms you have
All forms requiring your input will appear here until they have been approved or declined

22. History
History shows faculty’s comments; helpful in determining what actions have been taken by others
Every step in the form’s process is recorded here
Students are able to see everything in History
Format: Course # & Approve/Decline

23. Approving & Declining

24. Activity
Forms that have been previously approved or declined will appear here

25. Student: Lan G. Instructor 1: Pharamond G. Instructor 2: Carrie S.
LIVE DEMO
Student:
Lan G.
Instructor 1:
Pharamond G.
Instructor 2:
Carrie S.
Advisor:
Brad C.

27. Added Courses & Instructors
Dropped Courses & Instructors
Primary Advisor

29. eTrieve Central & Content
Central is where the working form exists until it has been fully processed by the Registrar’s Office
Content is where the form is filed after it is approved, just as a paper copy would be filed in a file cabinet
Unlike Central, documents in Content can only be accessed on campus.

30. Searching for Student Information

31. Switching from Central to Content
In the header for eTrieve Central, notice the “hamburger” menu icon in the right-hand side
Click on the icon to reveal the menu for eTrieve Central

32. Content to Central
Click on the downward arrow on the right-hand side to reveal the app switcher menu

33. Content to Central
Click on “Content”

34. Navigation Panel
Viewer Panel
Index Panel

35. Type the student’s name (Last, First) or Colleague/Student ID in Search Box
Select the student from the list

36. The student’s folders will appear on the left
Click on the documents to view them

38. Benefits of eTrieve
No more waiting for advising files from other advisors
Minimizes the risk of losing physical files containing sensitive student data
Offers opportunity to streamline academic advising at WJC
Going digital is the future

39. Q&A