University of Delaware

Office of the University Registrar

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Advisor Notes Help

Advisor Notes is a UD application that supplements the academic advising process. It records notes, ie. communications between advisors and advisees. Information from UDSIS is displayed in Advisor Notes but Advisor Notes does NOT relay information back to UDSIS. Changes made in UDSIS will be reflected in Advisor Notes the following day.

Login/Logout and Questions

Effective 1-28-15, staff accessing Advisor Notes from off-campus must use UD's VPN software.
Wireless connections on-campus must use the UDel Secure wireless network.

    • Login to the application at:
    • If you have questions, click the Contact Us link and complete the Feedback form, providing your comments or as many details of your problem as possible. You will be contacted by the Registrar's Office or Information Technologies.
    • NOTE: Be sure to Logout of the application when done.

Access to Advisor Notes

  • Faculty access:
    • Active faculty, by default, have access to Advisor Notes for students in their department. If broader access is required, contact the Assistant Dean.
    • If a faculty member is the advisor for an entire minor group, contact the Registrar's Office to have the Advisor Notes access updated.
  • Staff access:
    • Access requests must be approved by the college's Assistant Dean and sent to the Registrar's Office. Those who advise students from other departments can be assigned broader access if approved by the Assistant Dean and the Registrar.
    • Staff who assign advisors to student records should have Department-View access.
  • Faculty and Staff:
    • When an Advisor is assigned his first advisee in UDSIS, overnight his access is automatically updated to receive access to UDSIS Self Service > Advisor Center.
    • Also, after being assigned as the student's advisor in UDSIS, he/she will have access to the student the following day as the student's advisor in Advisor Notes.

The Advising Menu

The Advising Menu includes the following functions:

Advise a student

This option allows advisors to view student information.

  1. Enter the student's Last name and First name (optional) OR their UD ID. Hit the Go button.
    • If the student is not found, or is not a current student, you may be presented with a historical search list.
    • If you do not have access to view a particular student's record, you may only post a note (Quick Note) or view notes that you have previously posted for the student.
  2. The About this Student screen provides student details, including Cumulative GPA, Total Earned Credit Hours, Degree Checkout Status, Email address, phone, local address, and emergency contact information, followed by his/her program/plan(s) and Grad and Requirement terms.
  3. In the Notes section, advisors may add a note or view them in various ways.
    • Course Substitutions: As of fall 2013, the "Course Substitution" category is no longer an option on the "Add a New Note" screen. The form within Advisor Notes has been replaced with the Course Substitution Webform, found as a link in UDSIS within Advisor Center. The webform should be used to create any curriculum exceptions you have the authority to approve. Once the form is routed to all the appropriate approvers, the student's degree audit will be updated, and a note will be simultaneously created within Advisor Notes.
  4. In Forms,
    • Advisors can complete a New Student Intake form noting student placement test and AP scores, major(s) and interests and Advisor Notes.
    • Administrative Messages: Send messages viewable to All or to those in the student's college. These notes appear in red at the top of the About this Student page, and can be restricted to certain viewers.
    • Excused Absence Notification: Those with special Advisor Notes security can send information about a student's excused absence to their instructors and other interested parties.
  5. In UDSIS Views, advisors can view student information such as their test scores and credit, class schedule and photo and Admissions profile. Advisors can also link to UDSIS to view the student's degree progress and transcript, and perform a "What If" scenario.

Quick Note

This option allows advisors to post a note to any student, even if they are not able to view information in the student's record.

  1. Enter the student's Last name and First name (optional) OR their UD ID. Hit the Go button.
  2. On the Add a New Note screen, the Advisor provides general information about the registration advisement along with an individual note to the student. Several filing and notification options are available.

Search advisees

This option provides a sortable report of advisees, or all students in the department or college, with student details such as Degree Checkout status, GPA and UDSIS-Assigned advisor. The ability to email the group is also provided. The report can highlight students without advisors or with advisors who may no longer be associated with a student's major/minor. Report resutls can be downloaded to a spreadsheet.

  1. Choose Search advisees.
  2. In Search in, choose the group to search. Options available depend on your access permissions in Advisor Notes. You cannot search for students outside of your access.
  3. Select the major or minor from the dropdown list. You can select only one major at a time, but you can select multiple minors.
  4. Make sure the defaults are All or Choose one. You may also limit the request to honors students, athletes, etc.
  5. Change the number of results per page to 100 to get a continuous list if requesting a large group.
  6. Click the Go button to perform the search.
  7. Results may be downloaded to a spreadsheet using the Download to spreadsheet button.
  8. Check this list to determine which students need advisors for their major or minor and if the advisor listed is associated with their current major or minor.

    Note: The advisor listed in the UDSIS-assigned advisor column in Advisor Notes is the one who appears in the last entry made to the Advisor screen in UDSIS. If a student changes his major, the NEW department MUST update the Advisor screen in UDSIS. The corrected information will appear in Advisor Notes the following day. The UDSIS Student Center screen only displays the advisor for the current program, so it is necessary to navigate to the UDSIS Advisor screen to update this.
  9. To create a list by Advisor, staff can select the appropriate "Search in" value, and then, for the Advisor box, enter the email address of the advisor or do a name search. All other parameters should be set to ALL.
  10. Additional Advisement reports are available at Student Data Standard COGNOS reports. Look for the A - Advisement section on this page. COGNOS access is required to run these reports.

Find notes

This option allows the user to query Advising notes by student, date range or category. Advisors may email the resulting students, if desired.

Registration Advisement

This new feature allows faculty/staff who advise students to keep track of the students they have advised during the academic term. It will be available usually two weeks prior to the registration period for that term, when the Courses Search becomes available and students are assigned registration appointments.
Note: ALL Freshmen should have advisement before registration.

  1. Select Registration Advisement.
  2. In the dropdown box, select the term for which you are going to advise. (You will need to repeat this process for each term's advisement.)
    NOTE: If the term does not appear, then course selection is not yet available for the term. Use the Quick Note feature if you need to record a note before the term is listed.
  3. The search screen works similarly to the Search advisees function, except with an additional Advised column in the results. Plus, you can use the Advisement status field to filter the results to those you have already advised, or those you still need to advise.
  4. After advising the student, check the box in the Advised column. The system will record your UDelNet ID, as the person logged in to the system, along with the date of the advisement. .
  5. If you need to cancel the advisement date, uncheck the box. The system will automatically clear the information in the Advised column.
  6. The system will maintain an audit trail of all actions in the Notes area, recording whether the Advised box was checked or unchecked, and the name and date of the person doing this.
  7. Anyone with departmental access for a student's major can view the Advised column information for the advisement. In addition they can refer to the notes for that student.