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					                                                                                                                Managing Advisor Assignments
                                                                                                                                       8/1/12



                  Managing Advisor Assignments
                        Table of Contents

  ADVISOR ASSIGNMENTS OVERVIEW ................................................................................................................. 1
     Course Materials Overview ............................................................................................................................ 1
     What is the Difference between an Academic Advisor and an Auxiliary Advisor? ....................................... 1

  THE STUDENT ADVISOR PAGE........................................................................................................................... 2
     Student Advisor Page ..................................................................................................................................... 2
     Student Advisor Page Field Descriptions....................................................................................................... 3

  ADDING A STUDENT ADVISOR ........................................................................................................................... 6

  CHANGING STUDENT ADVISOR INFORMATION ................................................................................................. 8

  DELETING A STUDENT ADVISOR ..................................................................................................................... 10

  VIEWING THE ADVISOR AUDIT LOG ............................................................................................................... 11

  STUDENT ADVISOR DATA ENTRY EXAMPLES ................................................................................................. 12
     Graphic Summary of Advisor Assignments .................................................................................................. 12
     Academic Advisor General Guidelines ........................................................................................................ 12
     School of Business Guidelines ...................................................................................................................... 13
     School of Education Guidelines ................................................................................................................... 14
     Undeclared L&S Students in the Honors Program or Academic Advancement Program Guidelines ........ 15
     Auxiliary Advisors General Guidelines ........................................................................................................ 16

  ADVISOR ASSIGNMENTS – THE BIG PICTURE ................................................................................................. 17
     Relationship of Student Advisor Page & Student Program/Plan Page ........................................................ 17
     Using the Program/Plan Page to Verify a Student’s Declared Major ......................................................... 18
     Using the Academic Program Summary Page to Verify a Current Student’s Declared Major ................... 19
     How Students Can View Their Advisor Information .................................................................................... 20
     How Staff Can View Advisor Information .................................................................................................... 21
     UW-Madison Policy on Academic Advisor Assignments ............................................................................. 22
     Who is Responsible for the Data on the Student Advisor Page? .................................................................. 22
     Using the Query Library to Help Audit Advisor Assignments ...................................................................... 23
     Query Library Websites ................................................................................................................................ 23




University of Wisconsin – Madison                                                                                                                       Page i
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Notes:




Page ii                        University of Wisconsin – Madison
                                                                      Managing Advisor Assignments
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Advisor Assignments Overview

Course Materials Overview
This manual covers the following in regards to student advisor assignments:
   Add
   Change
   Delete
   Campus Procedures and Policy
   Query Library Reports

What is the Difference between an Academic Advisor
and an Auxiliary Advisor?
ISIS allows for two categories of advisors to be assigned to a student:
Advisor Type              Description
Academic Advisors         Academic advisors are advisors who are assigned to a student because
                          of the student’s academic program. These advisors are identified in
                          ISIS with an advisor role of ‘Academic’. Every undergraduate student
                          must be assigned an academic advisor or committee.
                          The responsibility for maintaining correct academic advisor
                          assignments is shared between the academic department, the
                          Registrar’s Office, and the School/College Academic Student Affairs
                          Office.
Auxiliary Advisors        Auxiliary advisors are defined as advisors assigned to students
                          because the advisor works with the student in a program, such as:
                              Academic Advancement Program              McNair
                              Athletics                                 PEOPLE
                              Center Educational Opportunity            POSSE
                              Engr Diversity Affairs                    Pathways
                              Faculty Mentor – Human Ecology            Pre-Business
                              First Wave                                Pre-Pharmacy
                              Honors                                    Study Abroad
                          The responsibility for maintaining correct auxiliary advisor
                          assignments rests with the program’s staff.




University of Wisconsin – Madison                                                            Page 1
Advisor Assignments Overview
Managing Advisor Assignments
8/1/12


The Student Advisor Page
The Student Advisor page provides you the opportunity to add, change, and delete advisors.

Student Advisor Page
Path: >Records and Enrollment >Student Background Information >Student Advisor




                                    When updating, if date is prior to today, change to today’s date.




                                                                                           View &
                                                                                           Add new
                                                                                           Advisor
                                                                                           rows here




Security Alert! Update users have access to change any student’s record!
                When searching for a student, use Campus ID to ensure you are
                updating the correct student’s record.
                Use the Advisor Audit tab to what changes were made and who did them.




Page 2                                                          University of Wisconsin – Madison
                                                                         The Student Advisor Page
                                                                           Managing Advisor Assignments
                                                                                                  8/1/12


Student Advisor Page Field Descriptions
The table below describes the fields found on the Student Advisor page:
Field                               Description
Name                                Student’s primary name.
ID                                  ISIS ID. This number is system-generated
                                    and not the same as the Campus ID.
Campus ID                           Student’s 10-digit campus ID number.
Academic Institution                Defaults to ‘UWMSN’, for UW Madison.
Effective Date                      Last date a change was made to a student’s advisor assignment.
                                         Effective Date defaults to the current date for a new record.
                                         Effective Date can be past, present, or future.
                                         When updating or adding additional advisors,
                                          change Effective Date to today’s date,
                                          but if this record is future dated, keep the date as is.
                                         You may need to future date to start of next term,
                                          Term start and end dates can be found here:
                                          >Records and Enrollment >Dates and Deadlines
                                          >Session Dates and Deadlines

                                    Relationship to Program/Plan Page Effective Dates:
                                    In order for the student’s Academic Program & Plan data to be
                                    available in the magnifying glass Look Up lists on the Student
                                    Advisor page, the Effective Date on the Student Advisor
                                    page must be later than or equal to the Effective Date on
                                    the Program/Plan page.
                                    (See ‘Advisor Assignments – The Big Picture’)
                                    The following rules generally apply to how actions on the
                                    Program/Plan page are effective dated:
                                        If student is a:     Then the Effective Date on the
                                                             Program/Plan page is usually set to:
                                        Current Student      The first day of the term in which the
                                                             change was or is to be made.
                                     New UW-Madison The date the student matriculated.
                                     Undergrad Student
                                    Tip: Term start and end dates can be found here:
                                          >Records and Enrollment >Dates and Deadlines
                                          >Session Dates and Deadlines

University of Wisconsin – Madison                                                                 Page 3
The Student Advisor Page
Managing Advisor Assignments
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Field                          Description
Advisor Role                   Type of advisor to this student.
                               Defaults to ‘Academic’; Change if needed.
                               Academic Advisor
                               Indicates the student’s ‘Academic’ advisor assigned in relation
                               to the student’s program and plan. Every undergraduate student
                               must have an assigned ‘Academic’ advisor.
                               Other/Auxiliary Advisor
                               Besides a primary ‘Academic’ advisor, the student may have
                               other defined auxiliary advisor assignments, such as:
                                Academic Advancement Program*  Athletics
                                Center-Educational Opportunity         Faculty Mentor-HE
                                Engr Diversity Affairs  Honors*  Pathways
                                Pre-Business               McNair  Study Abroad
                               * In L&S, ‘Academic Advancement Program’ advisors or
                               ‘Honors – Letters and Science’ advisors serve a dual role for
                               students who have not yet declared a major. Besides having
                               one row identifying them as an auxiliary advisor, these
                               advisors will also have a row identifying them as the student’s
                               ‘Academic’ advisor until the student formally declares a major.
                               At that time the ‘Academic’ row should be changed to identify
                               the new advisor and the student’s program and plan.
Advisor Number                 Automatically updates to indicate the order of advisor
                               assignments. This may or may not indicate the number of
                               advisors currently assigned to a student since rows are
                               sometimes deleted and the Advisor Number does not change.
Academic Career                Type of degree a student is pursuing.
UGRD                           All current Academic Careers recorded on the Student
GRAD                           Program/Plan page as of the Effective Date on the Student
                               Advisor page will be available for selection.
                               Select the correct option.
                               Note: There is no warning if an incorrect selection is made!
Academic Program               Academic Career selected above drives the
                               Academic Program selection list.
UGRD = Degree (BS, BA)
GRAD = Major (Chem)            All current Academic Programs recorded on the Student
                               Program/Plan page within the chosen Academic Career as of
                               the Effective Date on the Student Advisor page will be
                               available for selection.
                               Select the correct option.
                               Note: There is no warning if an incorrect selection is made!

Page 4                                                           University of Wisconsin – Madison
                                                                          The Student Advisor Page
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Field                               Description
Academic Plan                       Academic Program selected above drives the
                                    Academic Plan selection list.
UGRD = Major (English)
GRAD = Degree (MA, MS) All current Academic Plans recorded on the Student
                       Program/Plan page within the chosen Academic Program as of
                       the Effective Date on the Student Advisor page will be
                       available for selection.
                                    If the student has not yet selected an Academic Plan,
                                    select ‘No Major Code’ (e.g. BA 000 or BS 000).
                                    Select the correct option.
                                    Note: There is no warning if an incorrect selection is made!
                                    Special notes for use of Academic Plan:
                                     School of Business: Leave Academic Plan field blank.
                                       Academic advisors are assigned at the Program level only.
                                     School of Education: The row for the Dean’s Office
                                       advisor contains no Academic Plan. However, when the
                                       student is admitted to an Ed major, an additional
                                       ‘Academic’ advisor row is added listing their new faculty
                                       advisor, Academic Program, and Academic Plan.
                                       *The Dean’s Office advisor row should be kept.
                                     Auxiliary Advisors: Leave Academic Plan field blank.
Academic Advisor                    ISIS EmplID of assigned advisor.
                                    Tip: Use the magnifying glass Look Up button to find the
                                          advisor you are seeking by Name or Campus ID.
                                          This search only looks at active advisors as identified on
                                          the Instructor/Advisor Table.
                                          (Path = >Curriculum Management >Instructor/Advisor
                                          Information >Instructor/Advisor Table.)
                                          Contact Debbie Moy at 262.7728 to add an advisor.
Committee                           If you checked Advised by Committee, enter committee name.
                                    Contact Debbie Moy at 262.7728 to create a committee.
 Advised by Committee              Check  if you want to assign a pre-defined committee.
                                    When Advised by Committee is checked , the Committee
                                    field activates and the Academic Advisor field inactivates.




University of Wisconsin – Madison                                                              Page 5
The Student Advisor Page
Managing Advisor Assignments
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Adding a Student Advisor
To add an advisor to a student’s record, follow the steps below:
Step     Action                                Result
1.       Select from your Main Menu:           The Find page displays.
         >Records and Enrollment
         >Student Background Information
         >Student Advisor
2.       Use the Find page to locate the       The student’s information displays on the
         student’s record.                     Student Advisor page.
3.       Click Student Advisor page tab.       The Student Advisor page displays.



                                           When updating, if date is prior to today, change to today’s date.




                                                                                          View &
                                                                                          Add new
                                                                                          Advisor
                                                                                          rows here




                                                                         Continues on next page…


Page 6                                                             University of Wisconsin – Madison
                                                                            Adding a Student Advisor
                                                                    Managing Advisor Assignments
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Step    Action                               Result
4.      Depending on the student’s advisor record, follow the proper steps below:
         If                                   Then follow these steps:
         The Academic Advisor OR              a. If Effective Date is prior to today,
         Committee field is Filled In            change Effective Date to today’s date –or–
         with Existing Information               If future dated, leave Effective Date as is.
                                              b. Click   Add button next to Advisor
          - OR -                                 Number.
                                              c. Follow the ‘Is Blank’ procedure below.

         The Academic Advisor AND             Complete all the fields as advised in the section
         Committee field is Blank             “Student Advisor Page Field Descriptions”.
                                              a. Academic Institution = UWMSN
                                              b. Effective Date =
                                                 today’s date -or- first day of next term
                                              c. Advisor Role = ‘Academic’(default)
                                                  – OR –
                                                 select appropriate auxiliary Advisor Role.
                                              d. Academic Career
                                              e. Academic Program*
                                              f. Academic Plan*
                                                 Note: For exceptions, see Academic Plan
                                                 Field Description for more detail.
                                              g. Academic Advisor, for specific advisor
                                                 – OR –
                                                 Check  Advised by Committee
                                                 & select pre-defined Committee*.
           *   If the correct Academic Program, Academic Plan, or Committee information
               does not appear in the magnifying glass Look Up prompts with today’s date,
               change the Effective Date to the start of the next term. (Term start and end
               dates can be found here: >Records and Enrollment >Dates and Deadlines
               >Session Dates and Deadlines.).

               If the correct program or plan still does not appear, then those changes may not
               have been processed yet by the Registrar’s Office or the student may not have
               yet filed their paperwork for the change.
            Contact Debbie Moy at 262.7728 to add an advisor or create a committee.
5.      Click [Save].                        The advisor is saved to the student’s record.


University of Wisconsin – Madison                                                            Page 7
Adding a Student Advisor
Managing Advisor Assignments
8/1/12


Changing Student Advisor Information
When you change an advisor on a student’s record, any evidence of the previous information
is removed from the system; however, you can view an audit log of the changes and deletions.
Note: Undergraduate advisor updates are completed at the Registrar’s Office IF the
      new advisor information is provided on the forms or academic actions sent to the
      Registrar’s Office regarding changes to the student’s program and/or plan.
         If you have a consistent mass change (e.g. replace advisor X with advisor Y),
         contact Connie Chapman, Registrar’s office, connie.chapman@em.wisc.edu.


To change existing advisor information, follow the steps below:
Step     Action                                 Result
1.       Select from your Main Menu:            The Find page displays.
         >Records and Enrollment
         >Student Background Information
         >Student Advisor
2.       Use the Find page to locate the        The student’s information displays on the
         student’s record.                      Student Advisor page.
3.       Click Student Advisor page tab.        The Student Advisor page displays.
4.       Depending on the student’s advisor record, follow the proper steps below:
          If Effective Date is:                 Then:
          Prior to Today                        Change Effective Date to today’s date.
          Future Date                           Leave Effective Date as is.
         Tip:     You may need to change the Effective Date to the start of the next term if you
                  don’t find the program and/or plan for which you are looking.
                  Term start and end dates can be found here: >Records and Enrollment
                  >Dates and Deadlines >Session Dates and Deadlines.
5.       Find the advisor row you want to       Tip:     Use row counter bar to move around.
         change.




                                                                        Continues on next page…




Page 8                                                             University of Wisconsin – Madison
                                                                 Changing Student Advisor Information
                                                                    Managing Advisor Assignments
                                                                                           8/1/12


Step    Action                                Result
6.      Depending on what data needs to be changed, follow the proper steps below:
         If you need to change:               Then follow these steps:
         One of these fields:                 Select the Advisor Role, Academic Plan,
          Advisor Role                        Academic Advisor, or Committee you wish to
          Academic Plan                       update.
          Academic Advisor
          or Committee
         Multiple Fields                      a. Update all the fields one by one. *
                                              -OR-________________________________
                                              a. Click    Delete button next to
                                                 Advisor Number. (the lower one!)
                                              b. Click [Yes].
                                                 Verify you want to delete the row.
                                              c. If needed, click    Add for new blank row.
                                              d. Using the Look Up buttons, enter the new:
                                                 - Advisor Role (if other than ‘Academic’)
                                                 - Academic Career
                                                 - Academic Program
                                                 - Academic Plan
                                                 - Academic Advisor –or– Committee
         *Special Notes:
           Changes to the Academic Career and/or Academic Program fields will
             cause the Academic Plan and Academic Advisor fields to be cleared.
             Tip: If the Academic Advisor will NOT be changing, copy the Academic
             Advisor ID number so that it can be pasted back into the Academic Advisor
             field after the program change is made.
              If the correct Academic Program, Academic Plan, or Committee information
               does not appear in the magnifying glass Look Up prompts with today’s date,
               change the Effective Date to the start of the next term. (Term start and end
               dates can be found here: >Records and Enrollment >Dates and Deadlines
               >Session Dates and Deadlines.).

               If the correct program or plan still does not appear, then those changes may
               not have been processed yet by the Registrar’s Office or the student may not
               have yet filed their paperwork for the change.
7.      Click [Save].                         The change is saved to the student’s record.




University of Wisconsin – Madison                                                            Page 9
Changing Student Advisor Information
Managing Advisor Assignments
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Deleting a Student Advisor
Since advisors are not historically archived, please delete out-of-date advisors.
Use the Audit Log to view previously deleted advisors.
Note: Before deleting any advisor that is not within your department, verify assigned
      advisor(s) is no longer applicable by viewing the Student Program/Plan page or the
      Academic Program Summary page.
          Once an undergraduate student receives their degree, all advisors assigned to them are
          automatically removed from the system.
Follow the steps below to delete an advisor:
Step      Action                               Result
1.        Select from your Main Menu:          The Find page displays.
          >Records and Enrollment
          >Student Background Information
          >Student Advisor
2.        Use the Find page to locate the      The student’s information displays on the
          student’s record.                    Student Advisor page.
3.        Click Student Advisor page tab.      The Student Advisor page displays.
4.        Find the specific advisor row you    Tip:     If multiple advisor rows, use View All on
          wish to delete.                               the lower row counter bar.
5.        Depending on what you need to delete, follow the proper steps below:
           If you wish to:                     Then follow these steps:
           Delete a single advisor from the    Click the  Delete button to the right of the
           list of multiple advisors           Advisor Number field. (the lower one!)
           Delete the only advisor             Click the    Delete button in the
           -OR-                                Effective Date area. (the upper one!)

           Delete all advisors                 !WARNING!
                                               If you delete an advisor from the Effective Date
                                               row when there are multiple advisors attached
                                               to that date, all advisors will be removed!

6.        Click [OK] if you want to delete     The advisor information is removed from page.
          the advisor.
                                               Tip:     If you have made a mistake and do not
                                                        want to delete the row, click on [Cancel]
                                                        or do not save.
7.        Click [Save].                        The advisor is permanently removed from the
                                               student’s record.


Page 10                                                             University of Wisconsin – Madison
                                                                            Deleting a Student Advisor
                                                                    Managing Advisor Assignments
                                                                                           8/1/12


Viewing the Advisor Audit Log
To view changes or deletions that have occurred on this student’s advisor page,
follow the steps below:
Step    Action                               Result
 1.     Select from your Main Menu:          The Find page displays.
        >Records and Enrollment
        >Student Background Information
        >Student Advisor
2.      Use the Find page to locate the      The student’s information displays on the
        student’s record.                    Student Advisor page.
3.      Click Advisor Audit page tab.        The Advisor Audit page displays.




4.      Depending on how the change or delete was done, the following may display:
         If:                                 Then:
         Effective Date Updated              All existing rows are captured as ‘Old Values’
                                             and ‘New Values’ (which include any changes).
         Effective Date is kept as is        Only that row’s ‘Change’ or ‘Delete’
                                             Audit Action is captured.
                                             Tip:     ‘Change’ shows the old value(s).
                                                      ‘Delete’ displays what was deleted.
        Note: New advisor rows are not captured on the Advisor Audit page.
                 The Changed By and Date and Time Stamp show who and when the change
                 was done.




University of Wisconsin – Madison                                                         Page 11
Viewing the Advisor Audit Log
Managing Advisor Assignments
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Student Advisor Data Entry Examples

Graphic Summary of Advisor Assignments
To assist with figuring out when to fill out Program and Plan versus Program only, see below:


                               ‘Academic’ Advisor                       Auxiliary Advisor
             Standard           School of        Education                     Standard
Fill in      Academic           Business      Dean      Major                  Auxiliary
Field         Advisor                        Advisor   Advisor                  Advisor
Program           X                X            X            X                      X
Plan              X                                          X

Academic Advisor General Guidelines
The general guideline for data entry on the Student Advisor Page for the ‘Academic’ Advisor
Role is to complete the following fields:
 Effective Date = Change to today’s date if dated prior to today (future date if needed)
 Advisor Role = ‘Academic’ (or change to appropriate auxiliary advisor role)
 Academic Career
 Academic Program
 Academic Plan
 Academic Advisor or Committee
By following this procedure, the advisor data will correctly reflect the relationship between the
student’s academic major and advisor in InfoAccess and Query Library reports and My UW
Madison.




Page 12                                                            University of Wisconsin – Madison
                                                                 Student Advisor Data Entry Examples
                                                                  Managing Advisor Assignments
                                                                                         8/1/12


School of Business Guidelines
School of Business advisors are assigned as Academic Program Advisor Committees.
Therefore, when entering an advisor for the School of Business, leave Academic Plan blank
and check ‘Advised by Committee’, and identify the Committee.

Pre-Business Advisory Committee
Students who have indicated an interest in applying to the School of Business are identified
with an auxiliary Advisor Role of ‘PreBusiness’ and a pre-business Committee (PRB). See
also Auxiliary Advisors General Guidelines; remember to leave Academic Plan blank. These
students may also have an Academic advisor assignment for their current Academic Plan.




Admitted Business Major Advisory Committee
All undergraduate business students are assigned an advisor ‘committee’ based on their major
or majors. When the major advisor committee is assigned, a new Academic advisor row is
added, leave Academic Plan blank and check ‘Advised by Committee’, and identify the
Committee.




University of Wisconsin – Madison                                                       Page 13
Student Advisor Data Entry Examples
Managing Advisor Assignments
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School of Education Guidelines

Dean’s Office Advisor
School of Education dean’s office advisors are assigned as Academic Program Advisors.
Therefore, when entering an advisor for the Dean’s Office, leave Academic Plan blank.

Major Advisor
When the student is admitted to an Academic Plan and an advisor is assigned, a new advisor
row must be added using the correct Academic Program and Academic Plan fields.
Note: The Dean’s Office advisor should be KEPT!
      This means the student has two academic education advisors,
      one Dean’s office advisor and one Major advisor.




                                                                          Dean’s
                                                                          Office
                                                                          Advisor




                                                                          Education
                                                                            Major
                                                                           Advisor




Page 14                                                        University of Wisconsin – Madison
                                                             Student Advisor Data Entry Examples
                                                               Managing Advisor Assignments
                                                                                      8/1/12


Undeclared L&S Students in the Honors Program or
Academic Advancement Program Guidelines
Students in the College of Letters and Science (L&S) who are admitted into the Honors
program or Academic Advancement Program, AAP, and have not yet declared a major will
be assigned a Program Advisor. This advisor often serves a dual role of ‘Honors’ or ‘AAP’
advisor as well ‘Academic’ advisor.
You will notice that undeclared L&S students who are in the Honors or the Academic
Advancement Program will have two rows with the same advisor name or committee, but note
that one row has the Advisor Role of ‘Honors – Letters and Sciences’ and a Committee or
‘Advanced Placement Program’ and an additional row has the Advisor Role of ‘Academic’.
When the student declares a major, the Advisor Role of ‘Academic’ needs to be changed to
reflect the new Academic Program, Academic Plan, and Academic Advisor. The L&S Honors
or Academic Advancement Program advisor will, however, remain on the student’s record.


                                                                             Undeclared
                                                                                AND
                                                                             L&S Honors
                                                                               or AAP




                                      Delete Academic
                                         row once
                                       Declare Major




                                           KEEP!




University of Wisconsin – Madison                                                    Page 15
Student Advisor Data Entry Examples
Managing Advisor Assignments
8/1/12


Auxiliary Advisors General Guidelines
An auxiliary advisor is a non-academic advisor. In other words, it generically refers to all
other types of advisors. The list of auxiliary advisors is constantly changing, examples
include:
   Academic Advancement Program                Athletics
   Center Educational Opportunity              Engr Diversity Affairs
   Faculty Mentor – Human Ecology              FirstWave
   Honors                                      McNair
   PEOPLE                                      POSSE
   Pathways                                    Pre-Business
   Pre-Pharmacy                                Study Abroad

The general guideline for data entry on the Student Advisor page for the auxiliary advisor
roles is to complete the following fields:
 Advisor Role – select appropriate role (see list above)
 Academic Career
 Academic Program
 Academic Advisor – enter the Auxiliary Program advisor
    -or- Advised by Committee checked and a Committee identified
The staff of the auxiliary advisor’s unit is responsible for the maintenance of the data for these
roles. The Registrar’s Office does not update or change these assignments. Auxiliary advisors
will always be entered on the Student Advisor page with the Academic Plan field left blank;
therefore, if the student changes Academic Programs, you will need to update accordingly.




                                                                             Auxiliary
                                                                             Advisor




Page 16                                                            University of Wisconsin – Madison
                                                                 Student Advisor Data Entry Examples
                                                                   Managing Advisor Assignments
                                                                                          8/1/12


Advisor Assignments – The Big Picture

Relationship of Student Advisor Page & Student Program/Plan Page
While both the Student Advisor and Student Program/Plan pages display a student’s academic
status, there is no link behind the scenes in ISIS to update the Student Advisor page
when the Student Program/Plan page is changed, and visa versa.
However, a relationship does exist between these two pages. Information must be entered on
the Student Program/Plan page by the Registrar’s Office before it is available for selection on
the Student Advisor page. Only data which has been entered on the Student Program/Plan
page can be selected from the Look Up prompts on the Student Advisor page based on the
Effective Date.
Therefore, if the student changes his/her academic program or academic plan, both the
Student Program/Plan page and the Student Advisor page must be accessed and updated to
keep the data synchronized. Only Registrar Office staff has access to update the Student
Program/Plan pages.
The path to view the Student Program/Plan is:
>Records and Enrollment >Student Academic Information >Student Program/Plan.
The Student Program/Plan page looks like this:




                                                                         If more than 1 row,
                                                                            multiple majors.




Tip:    For a complete description of the page above, see the Student Records Inquiry manual.


Note: On the Student Advisor page you must use an Effective Date greater than or
      equal to the ‘active’ Effective Date on the Student Program/Plan page for the
      correct data to be available.



University of Wisconsin – Madison                                                        Page 17
Advisor Assignments – The Big Picture
Managing Advisor Assignments
8/1/12


Using the Program/Plan Page to Verify a Student’s Declared Major
The Student Program/Plan page tracks the Academic Career, Academic Program, Academic
Plan, and Academic Sub-Plan in which the student has been declared, currently is declared, or
will be switching to in the future. Tips include:
   Path = >Records and Enrollment >Student Academic Information >Student Program/Plan
   Clear the Student Career Number field before starting a search for a different student.




                                                                             Make sure
                                                                             this field is
                                                                             clear!


   If a search results in multiple rows of data, look at the Student Career Number for EACH
    Academic Career as shown below: (e.g. you need to look at 3 Student Career Nbr)




         Verify that you have only one student displayed by looking at Campus ID.
         The Program in the Search Results will be sorted alphabetically, not chronologically,
          for each Student Career Number; therefore, you cannot assume the first Academic
          Program listed is the student’s current Academic Program.
         All rows associated with the same Academic Career and Student Career Number will
          display the most recent status for that Career Number when you click on the row.
         You must check each row with a different Student Career Number for a given
          Academic Career to determine which rows have an “Active in Program” or
          “Completed Program’ status and which may have been “Discontinued”.
         UCERT Program and AddtlUGMjr rows must be checked for Status.
       Check the Program Effective Date.
       Check the Program Status. Look for “Active in Program”.
       Use the |Student Plan| tab to see Program and Plan on the same page.
       On the Student Plan page, check the second row counter bar (immediately above the
        Academic Plan field) to see if a student has multiple majors in a given Program.
        This row counter bar will display 1 of 2 (or more) if the student has multiple majors.

Page 18                                                             University of Wisconsin – Madison
                                                                 Advisor Assignments – The Big Picture
                                                                   Managing Advisor Assignments
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Using the Academic Program Summary Page to Verify a Current
Student’s Declared Major
This page summarizes an active student’s current declared Programs/Plans/Subplans
including degrees sought, programs, majors, minors, certificates, and any options or tracks.
Follow this menu path:
> Records and Enrollment >Student Academic Information > Academic Program Summary


The Academic Program Summary page looks like this:




University of Wisconsin – Madison                                                        Page 19
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Managing Advisor Assignments
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How Students Can View Their Advisor Information
Students can view their advisor(s) in My UW Madison
(MUM). The student will see the program and plan and all
the advisors listed on the Student Advisor page once the
Effective Date on the Student Advisor page arrives.
Once the student signs into My UW Madison and goes into
the Student Center, they see this summary:
From the summary page, if they click on ‘details’, they will
see the following:




!WARNINGS! The My UW Madison (MUM) advisor Look Up program does not check the
           student’s current Academic Program and Plan information; MUM only looks
           at the information on the Student Advisor page in ISIS. Therefore, if the
           Student Program/Plan page and the Student Advisor page do not match, the
           students may receive incorrect information from My UW Madison.
                 If you use a future date on the Student Advisor page, advisor name(s) will
                 not display in the student’s MUM until that Effective Date arrives.

Page 20                                                           University of Wisconsin – Madison
                                                               Advisor Assignments – The Big Picture
                                                                      Managing Advisor Assignments
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How Staff Can View Advisor Information
Using ISIS
Staff with student record update access will be able to add, change, delete, and view a
student’s advisor information from the Student Advisor page in update mode:
>Records and Enrollment >Student Background Information >Student Advisor
Staff with student record inquiry access will be able to view a student’s advisor information
from the Student Advisor page in inquiry view:
>Records and Enrollment >Student Academic Information >Student Advisor


Using My UW Madison
Advisors may access a list of their advisees through My UW Madison on the Advising tab.
The list allows the advisor to see student demographic and academic information. Advisors
may also enter a Campus ID number to access information on a student who is not assigned to
them as an advisee. These lists are derived from the InfoAccess data warehouse; therefore, it
is important that advisor information is maintained to allow for correct delivery of the
information through the InfoAccess system and, subsequently, into My UW Madison.
For how to instructions see: http://isis.wisc.edu/training/uploads/advisormum.doc


Using Query Library
The Query Library is the ‘reporting’ tool that pulls data from the InfoAccess data warehouse.
The Query Library has several reports available to obtain lists of students by advisor and / or
department. The grid below identifies some definitions and a caution for using the Query
Library reports:
 Program               An advisor will be identified as a Program Advisor if the Academic
 Advisor               Program field is filled in and the Academic Plan field is left blank on
                       the Student Advisor page. (Example: School of Business advisors,
                       Education advisors from the Dean’s Office, and auxiliary advisors).
 Plan Advisor          An advisor will be identified as a Plan Advisor if an entry is made in the
                       Academic Program and Academic Plan field on the Student Advisor
                       page. (Example: Most academic advisors.)
 InfoAccess Data In order for the advisor data to display correctly in Query Library
 Display         reports, the Program/Plan page information must exactly match the
                 Program and Plan information on the Student Advisor page. When this
                 data does not match, reports from the Query Library will report no
                 advisor assigned. If the Academic Program and Academic Plan fields
                 are not used in a consistent manner, reports will show students assigned
                 to a given advisor grouped in separate lists.




University of Wisconsin – Madison                                                           Page 21
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Managing Advisor Assignments
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UW-Madison Policy on Academic Advisor Assignments
UW-Madison requires all undergraduates and graduate to have an assigned academic advisor.
Note: You will notice that undeclared students in the College of Letters and Sciences who
      are in the Honors or the Academic Advancement Program will have two rows with the
      same advisor name, but note that one row has the Advisor Role of ‘Honors – Letters
      and Sciences’ or ‘Advanced Placement Program’, and another row has the Advisor
      Role of ‘Academic’. When the student declares a major, the Advisor Role of
      ‘Academic’ will stay, but the Academic Program, Academic Plan, and Academic
      Advisor name will be changed appropriately. The L&S Honors or Academic
      Advancement Program advisor will, however, remain on the student’s record.

Who is Responsible for the Data on the Student Advisor Page?
Advisor Type             Responsibility
Academic Advisors:       Academic advisor data on the Student Advisor page for UW-Madison
Undergraduate            undergraduates is maintained through a cooperative effort of the
                         Office of the Registrar, School/College Academic Student Affairs
                         Offices, and academic departments.
                         IF YOU identify the new advisor name/id on the official
                         Program or Plan change form, the Registrar’s Office
                         will update the Student Advisor page to match.
                         Advisor changes that are not related to an Academic Program or Plan
                         change are the responsibility of the academic department or the
                         School/College office of Academic Student Affairs.
Academic Advisors:       All graduate students are required to have faculty advisors, and the
Graduate                 entry and maintenance of current advisor assignments for graduate
                         students is the responsibly of the programs. The Graduate School has
                         issued a guideline that programs use ISIS to track advisor
                         assignments and should enter Academic Career, Academic Program,
                         and Academic Plan data when entering the advisor. It is the
                         responsibility of the program to ensure advisor assignments in ISIS
                         are up-to-date when students change advisors.
Auxiliary Advisors       The units coordinating the programs associated with the auxiliary
                         Advisor Roles in ISIS are responsible for the entry and maintenance
                         of these advisor assignments. The basic principle for use of these
                         roles is that the auxiliary Advisor Role identifies a person who
                         provides additional student support. A student who has a declared
                         major and is a participant in a program represented by one of the
                         auxiliary advisor roles in ISIS will have multiple advisor assignments
                         in ISIS.



Page 22                                                          University of Wisconsin – Madison
                                                              Advisor Assignments – The Big Picture
                                                                      Managing Advisor Assignments
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Using the Query Library to Help Audit Advisor Assignments
The Query Library is the ISIS reporting tool. It is a free service.
Note: The Query Library pulls data from the data warehouse, which is yesterday’s data.
Query Library Path = >Madison >Student >Undergraduate >Advisor Management
Query Name                          Description
Advisor Audit                       Advisor audit reports including a pivot chart displaying only
                                    students without advisors.
Advisor Audit by Student            Advisor audit reports including a pivot chart displaying only
Ethnic Group                        students by ethnic group without advisor.
Advisor Audit by                    Advisor audit reports including a pivot chart displaying only
Student Group                       students by student group without an advisor.
Advisor Notes System                Provide summary assessment data at multiple scales of
Assessment Data Summary             analysis from the University’s Advisor Notes System.
Audit Advisor vs Plan               Compares data in the ISIS plan and advisor tables. Use to
                                    find inaccurate Advisor & Plan data in the ISIS advisor table.
New Transfer Students               Identify incoming transfer students who do not have an
                                    academic advisor assigned.
Reentry Students                    Readmitted undergraduate students to a career (RET) or with
                                    transfer work (RAD) for the selected term by school/college,
                                    and/or transcript description and provides data on student
                                    GPA, credits, and transcript/plan description.
Study Abroad Student                Lists of students participating in a UW-Madison-sponsored
Advisor’s List                      international program and their Program and/or Plan
                                    Advisor, including head counts by advisor.

Query Library Websites
Query Library             Use this website to request access to the various Query Library group
Authorization             memberships as well as monitor the request process:
                          https://www.doit.wisc.edu/infoaccess/info_request/home.asp
Query Library             Use this website to open up the Query Library and run reports:
                          https://bi2.fastar.wisconsin.edu/workspace/index.jsp
                          Note: After you are an authorized user, more folders appear
Query Library             Tips on how to use the Query Library can be found here:
How To Use Tips           https://bi2.fastar.wisconsin.edu/workspace/index.jsp
                          Click [Explore] button; In the Madison folder, double click on the
                          ‘UW-Madison Query Library’ MS Word file.


University of Wisconsin – Madison                                                           Page 23
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