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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 - 136 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 RosterPrompt 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• 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

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 email notification for each alert

• Advisors get a copy of the email

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 - PortfolioOberhauser, 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

a-wink@umn.edu

Cindy Salyers

csalyers@umn.edu

University of Minnesota

Information Management Systems