9.2 Entering Advising Notes in Advisor Center
Purpose: Use this document as a reference for how to enter an Advising Note in Advisor Center in ctcLink.
Audience: Academic Advisors.
You must have at least one of these local college managed security roles:
- ZZ SS Advisor
You must also set these SACR Security permissions:
If you need assistance with the above security roles or SACR settings, please contact your local college supervisor or IT Admin to request role access.
Details:
- Advising Notes are used by faculty and staff with "advisor" access to make advising comments
- Advising Notes can be made visible (or not) to the student
- Advising Notes provide a historical record of communication interactions between students and staff
- You can store, retrieve and share Advising Notes
- Advising Notes cannot be deleted
- All Advising Notes are part of the student's record under FERPA regulations. If an advisor selects not to have a note available to the student through Self-Service, the student may still file a request to view all notes.
Related QRGs:
- Create an Advising Note Category and Subcategory
- Assign Access to Advising Notes – Note Category Access
- Entering Advising Notes in Advisor Center
- Create a Fluid Advising Note through the Advisor Homepage
- View and Notify My Advisees (Fluid)
- Create an Advising Note through My Advisees (Fluid)
- Update an Advising Note through My Advisees (Fluid)
- View my Advising Notes (Student)
Entering Advising Notes in Advisor Center
Navigation: ctcLink Advisor Homepage > Advisor Center > Student Center
- The My Advisees page displays.
- Select the Advising Note icon next to the applicable student.
- Review previous notes or select Create a Note to enter a new Advising Note.
- The Advising Notes page displays. Complete required fields and enter note.
- Institution: Select your college.
- Category: Select the appropriate category from available options *Note - example shown may not be a valid value for your institution.
- Subcategory: Select the appropriate subcategory from available options *Note - example shown may not be a valid value for your institution.
- Assigned to: Your Empl ID will automatically populate this field. Do not change this value.
- Subject: Enter a desired subject for the Advising Note.
- Status: Select the desired status value.
-
Advisee Access:
- Yes - allows the student to review the note in their Student Center.
- No - the student cannot see the note in their Student Center.
- Select the Add Note Item button.
- The Add a New Note Item pagelet displays.
- Enter the note.
- Select the Apply button.
- The Advising Notes page displays.
- Review the Note Items section to see the new note.
- *OPTIONAL* Select Add Action Item to create to-do’s for yourself or the student.
- Description: Input a desired Action Item description
- Action Item Status: Select the applicable status
- Due Date: Input the applicable due date.
- Select the Apply button.
Action Items are internal and not student-facing.
- The Advising Notes page displays.
- Note the newly added Action Item.
Queries: Find advising notes with attachments.
- QCS_AA_ADVISING_NOTES
- QCS_AA_ADV_NOTES_BY_EMPLID
To access the most up-to-date query information, visit dataservicesmetalink.sbctc.edu. In addition, discover the best methods for finding queries and reports by visiting Recommended Methods for Searching Queries and Reports.
- *OPTIONAL* Add attachment(s) applicable to the Advising Note.
- Select the Add Attachment button.
- The File Attachment page displays.
- Select the My Device tile.
- The device file search page displays.
- Choose File, select Open, then select the Upload button.
- The Upload Complete button displays.
- Select the Done button.
- The Add Attachment page displays.
- Select the View Attachment button.
- A new window displays the results. Close the window when done viewing.
- Select the Apply button.
- The Advising Notes page displays.
- Note the attached file listed in the Attachments section.
- Select the Submit button.
- A Message page displays.
- If satisfied, select Yes on the warning message to save your note.
- Note: The Advising Note has now been saved. If made accessible, the student can now review this note in their Student Center.
- The Advising Notes page displays.
- *OPTIONAL* If desired, select Notify to send the student notification of your Advising Note.
- Select the Notify button.
- The Notify page displays.
- Select the checkbox for the person to be notified.
- Enter an optional message and select the Send button.
- A confirmation message will display.
- Select the Yes button.
- The Advising Notes page displays.
- *OPTIONAL* An existing Advising Note can be updated by selecting the Update Note button.
- The Update Note Information section displays for updating.
- Make any needed changes and submit to save.
- The process to enter advising notes from the Advisor Center is now complete.
- Process complete.
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