1. Copyright Cindy Salyers, Amy Winkel 2005. This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors.

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

3. Urban Campus

4. 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)

5. 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

6. Secure Log-On

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

8. UM Reports Inventory Finances - 53 reports Human Resources and Payroll - 66 reports Student and Instruction - 136 reports Many of these reports also include “drill- through” reports, so the actual number is much higher.

9. New User Profile

10. Advisor Home Page

11. 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

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

13. Advisor Home Page

14. Student Roster prompt 1

15. Student Roster prompt 2

16. Student Roster Prompt 3

17. Student Roster prompt 4

18. Student Roster

19. Save to Excel

20. 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.

21. 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 Email – 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

22. Solution: My Active Advisees - Suite of Reports

23. Advising Model – Faculty

24. Advising Model – Student Service Staff

25. Advising Model – Cross College Advising

26. Advising Model – PreMajor and Departmental Advising

27. Advising Model – Honors/Advanced High School Student Advising

28. Drill Through to Student Detail

29. Undergraduate Advisees

30. Sort Functionality

31. Degree Candidates

32. Apply to Graduate

33. Monitor Academic Progress

34. Drill Through Reports – Academic Detail

36. Academic Record Registration Summary Save Checked Rows to Excel

37. Transcript Class Grade Session Term

39. 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

40. 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 email notification for each alert Advisors get a copy of the email

41. Proactive Advising - Midterm Alerts

42. Proactive Advising: Midterm Alerts

43. Registration Advising

44. Graduated Students

45. Graduated Students Report

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

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

48. Enterprise Link - Portfolio Oberhauser, Karen

49. 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

50. Questions? Business Systems Analysts: Amy Winkel a-wink@umn.edu Cindy Salyers csalyers@umn.edu University of Minnesota Information Management Systems