Producing an Academic Advisement Report
Purpose: Use this document as a reference for producing an Academic Advisement Report or a What-If Report in ctcLink.
Audience: All staff.
You must have at least one of these local college managed security roles:
- ZD AA Super User
- ZZ AA Advisement Reports
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.
Academic Advisement Reports
SBCTC Customer Support runs a job Monday – Friday that refreshes the AAR for students with updated records or enrollment activity. The refresh job updates the student and staff view of the standard AAR. This job also creates a Planner report for students without an existing report, although it does not refresh existing Planner reports. For additional information, visit the QRG Academic Advisement Reports - The Refresh Job and Student View.
Navigation: Academic Advisement > Student Advisement > Request Advisement Report
- The default option is Find an Existing Value. Select Search to view existing values.
- Click the Add a New Value tab to request an advisement report
- Add the student's EMPLID number to the ID field.
- Enter or look up the Academic Institution by selecting the looking glass.
- Enter or look up Report Type: ADV.
- Select the Add button.
- The Request Advisement Report page displays.
- Click the Process Request button in the Actions panel.
- Select collapse all or expand all to either collapse or expand all requirement groups.
- Select the View Report Request Log link at the bottom of the page to review report request messages (Optional).
- Select the View Report as PDF button to view a .pdf version of the advisement report. To view the PDF, you must allow browser pop-ups.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
View Tutorial Via Panopto
View the external link to Advisement Report Request - No Audio. This link will open in a new tab/window.
Navigation: Academic Advisement > Student Advisement > Request Advisement Report
- The default option is Find an Existing Value. Select Search to view existing values.
- Click the Add a New Value tab to request an advisement report
- Add the student's EMPLID number to the ID field.
- Enter or look up the Academic Institution by selecting the looking glass.
- Enter or look up Report Type: WIF.
- Select the Add button.
Advisement Report Request Tab
- The Advisement Report Request tab displays.
- Click the Add a What-If Course link in the What-If Information panel.
- The Course Search page displays.
- Enter the appropriate information into the Career, Term and Subject fields by selecting the looking glass.
- Select the Execute the Search button.
- Results displays below the search criteria section.
- In spite of the fact that all checkboxes contain checkmarks, select the checkbox next to the specific course.
- The Advisement Report Request tab displays with the updated course in the What-If Information section.
- Select Use Career Simulation checkbox to set up a what-if scenario. Once this is checked, the View/Change the Career Simulation link appears.
- Select the View/Change the Career Simulation link to access the Create What-if Scenario page.
- A new page displays with additional criteria to enter. To retrieve the student's existing record, select the Copy Current Program button. Change the field values and insert rows, as necessary. The arrows on the upper corners of the menu can be used to scroll between the various programs the student is enrolled in.
- Enter or select the new Academic Plan in the Plan What-If Data section.
- Select the OK button.
- The Advisement Report Request tab displays.
- Select the Process Request button.
- Select collapse all or expand all to either collapse or expand all requirement groups.
- Select the View Report as PDF button to view a .pdf version of the advisement report.
- Process complete.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
View Tutorial Via Panopto
View the external link to What If Reports. This link will open in a new tab/window.
Heather Neikirk
When I enter "ADV" in the Record Type field (step 5) I get an error - "No matching values found". As a result, I am unable to run the Academic Advisement Report. I am not an official advisor so I do not have any students assigned as my advisees. However, I do meet with and advise students enrolled in specific programs and need to be able to run this report.
Tanjagay Martin
Hello Heather,
Thank you for your comment. Please submit a ctcLink CS Support ticket--there could be several reasons why you are receiving the "No matching values found" message. Tanjagay Martin | CS Core Trainer http://ctclinkreferencecenter.ctclink.us/m/67010/l/1211427-how-to-submit-a-ctclink-support-ticket
Ben Miller
Is there a way that I can run a batch of ADV reports myself? I know that I can submit a ticket and request to have a particular Program updated (ACADM or PRFTC, for example), but am I able to run a batch process for 20 students in a particular Academic Plan?
Tanjagay Martin
Hi Ben,
Thank you so much for your question. Batch processes (especially AARS) slow down the system. The SBCTC process is run overnight to minimize the impact on staff and students and only affects the college schedule.SBCTC refresh jobs select students based on a set of criteria https://ctclinkreferencecenter.ctclink.us/m/79543/l/1681630-academic-advisement-reports-the-refresh-job-and-student-view#how-does-the-refresh-job-select-students-to-update. Have a great day, Ben! ~Tanjagay Martin | CS Core Trainer