Electronic Advising Tracking System: Is Your Campus on Board

Report
Electronic Advising Tracking System:
Is Your Campus on Board ?
Jini Hogg, Sal Flor, Liz Alvarado, Michelai Lowe
EOP Counselors, Student Worker
San Diego State University
Discussion Questions
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What challenges exist with paper files?
 What type of reports do you generate?
 How do you collect data to generate reports?
How does your office track your daily schedules,
appointments, and document notes currently?
Electronic Systems CSU EOP
Programs Use
PeopleSoft
Advisortrac
Microsoft Access
Formsite
Hershey Singularity- scan program
Scantake
Data Warehouse
Internal data base only for EOP
Outlook Calendar
IBM’s Lotus Notes- calendar system
What is AdvisorTrac?
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AdvisorTrac is a web-based specialized advising
management system for advising centers.
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Features:
 creating availabilities
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booking appointments
recording visits
email reminders
creating reports
determine the center’s usage and demographics.
AdvisorTrac
https://eopadvisor.sdsu.edu/advisortrac/default.html.
AdvisorTrac Main Menu
Appointment Schedule
Confirm/Creating Notes for an Appointment
Counselors will have the ability to confirm their appointment and create notes about the appointment
The Appointment screen will appear
Check Appointments for the Week
There are two methods to check appointments for the week.
Week schedule and Week Report from Go To dropdown list.
Week Schedule
Week Report
All the Counselors schedules:
Walkin appointments
When an appointment arrives an appointment alert pop-up will appear to notify the
counselor a student is waiting for an appointment.
The student’s information screen
Click Visit History from the View drop down menu.
The notes for the students past visits will appear
Quick Visit
Blocking your schedule
To Create an Appointment
Counselors will have the ability to create an appointment for a student.
Select Time and Type of appointment in dropdown field.
Click the Save Appointment button and the appointment will appear in the Advisor
Main Menu.
AdvisorTrac Standard Reports
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Schedules:
Advising Center Schedule
Schedule: Advisors by Date
Schedule: Dates by Advisor
Appointments: Advisors/Students
Appointments by Status
Center Coverage
Appointments by Date Scheduled
Materials/Resources:
Materials Usage Report
Materials Usage Total Time by Resource
Materials Usage Total Time by Student
Materials Due In
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Other:
Visit Notes
Attendance by Hour
Center Logins by Hour
Center Logins by Hour by Day of Week
Students Total Time
Ethnicity and Class Breakdown
Visits by ??
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And More!
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Center Usage and Demographics:
Center Usage and Demographics by Advisor
Center Usage and Demographics by Cohort
Center Usage and Demographics by Visit Reason
Center Usage and Demographics by Center
Center Usage and Demographics by ??
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Students by...
Students by Appointment Status
Students by Advisor
Students by Cohort
Students by Visit Reason
Students by Center
Students by Advisor and Center
Students by Advisor and Reason
Students by ??
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Missed Appointments:
Missed Appointments
Missed Appointments by ??
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Weekly Visit Report
From 1/12/2009 to 1/16/2009
Advisor / Reason
Alvarado, Liz
Appt-Acad Advise
Ph-Acad Advise
Walkin-Acad Advise
Walkin-Counseling
Grand total
Num Visits
Num Visits Num Stud
13
2
8
1
24
13
2
7
1
23
Flor, Sal
Num Visits Num Stud
Appt-Acad Advise
5
5
Appt-Prob/DQ
1
1
Appt-Update/Other
8
8
Email-Acad Advise
2
2
Ph-Acad Advise
9
9
Ph-Counseling
1
1
Walkin-Acad Advise
3
3
Walkin-Counseling
1
1
Walkin-Update/Other
3
3
Grand Total
34
34
Hogg, Jini
Appt-Acad Advise
Appt-Prob/DQ
Appt-Update/Other
Email-Acad Advise
Email-Update/Other
Ph-Acad Advise
Walkin-Acad Advise
Grand Total
17
1
1
1
1
9
4
34
Num Students
15
1
1
1
1
7
4
30
Monthly Visit Report
1/1/2009 to 1/30/2009
Visit Reason
No Reason
Appt-Acad Advise
Appt-Counseling
Appt-Prob/DQ
Appt-Update/Other
Cal Works
Email-Acad Advise
Email-Prob/DQ
Email-Update/Other
Other
Ph-Acad Advise
Ph-Counseling
Ph-Prob/DQ
Ph-Update/Other
Student Organization
Walkin-Acad Advise
Walkin-Counseling
Walkin-Prob/DQ
Walkin-Update/Other
Grand Total
Num Visits
2
101
1
8
13
3
34
6
8
2
135
5
6
3
2
420
14
49
19
831
Total Students
2
98
1
7
13
2
27
6
8
2
111
4
5
3
2
346
13
45
18
713
Benefits of AdvisorTrac
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Advisors have direct access to information
 Advisors have more accurate information
 Advisors are able to monitor each student’s
progress easily
 Advisors can keep informed about the
departments schedules and events
Con’t.
Able to justify your program’s existence quickly
and accurately with demographics and peak
usage reports
 Able to email appointments and schedule
reminders to advisors and students, resulting in
a more effective program and improved show
rate
 Students are able to make their own
appointments.
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Limitations of AdvisorTrac
 Must
record data consistently and
accurately for reports to be meaningful
 Advisors need to be properly trained
 Information Technology team must be
knowledgeable with software and stay in
contact with AdvisorTrac support
Universities that use AdvisorTrac
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Arizona State University
California State Polytechnic University-Pomona
Brigham Young University-Idaho
California State University-Channel Island
California State University-Fresno
California State University-Fullerton
California State University-Long Beach Student-Athlete
California State University-Los Angeles
Clemson University
Columbus State
Delaware State University
Eastern Kentucky University
Emory University
Florida Atlantic University - Counseling Center
Georgia College and State University
Kansas State University
Kent State University-Undergrad Advising
Kentucky State University
Lee College
Loyola Marymount University
Mesa Community College
Miami University-Oxford
Middle Tennessee State University-Academic Sprt
Nevada State College
New York University
Northern Arizona State University
Oklahoma City Community College
Phoenix College - Advising Ctr.
Portland Community College - LRC
Purdue University-Ft. Wayne
Rochester Institute of Technology
San Jacinto College-North
San Juan College
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Southwest Tennessee Community College
Taylor University
Tennessee State University
Tulane University
University at Albany
University at Buffalo
University of Alabama-Huntsville
University of Alaska-Fairbanks
University of Arkansas
University of Arizona
University of California-Riverside LRC
University of Central Arkansas-Advising Ct.
University of Georgia
University of Illinois
University of Louisville
University of Memphis
University of Nevada-Las Vegas
University of New Mexico-Anderson School Mgmt
University of North Carolina-Charlotte
University of Oregon
University of San Francisco
University of Southern Indiana
University of Tennessee
University of Texas-Arlington
University of Texas-El Paso
University of Texas-San Antonio
University of Wisconsin-Stout
Washington State University
West Texas A&M University
West Virginia University
Western Carolina University
Western Kentucky University
Wichita State University
AdvisorTrac
 Contact: Advisortrac.net

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