Assigning a Student to an Advisor
Purpose: Use this document as a reference for assigning an advisor to an individual student in ctcLink.
Audience: Advisement Staff.
You must have at least one of these local college-managed security roles:
- ZC SR Student Advisor
- ZD SR Student Advisor
- ZD SR Super User
- ZZ SR Student Advisor
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
You also must set the following SACR Security permission:
Overview
💡Advisors must be set up in the Instructor/Advisor table prior to being assigned to a student.
Once assigned, advisors are viewable in the Advisor Center My Advisees list. If a student's program plan stack is Complete or Discontinued, the student will no longer appear on the advisor's list.
Navigation
Records and Enrollment > Student Background Information > Student Advisor
- On the Student Advisor search page:
- Enter Student ID or Name.
- Select Search.
- On the Student Advisor page, enter:
- Academic Institution: Enter or look up.
- Advisor Role: Advisor.
- Academic Career: Enter or look up.
- Academic Program: Enter or look up.
- Academic Plan: Enter or look up. (optional)
- Academic Sub-Plan: Enter or look up. (optional)
- Academic Advisor: Enter or look up.
- Select Save.
- Once assigned, the student will be viewable on the assigned advisor's My Advisees list in the Advisor Center.
Add New Advisor Row
- On the Student Advisor search page:
- Enter Student ID or Name.
- Select Search.
- On the Student Advisor page:
- Select the [+] plus icon on the right side of the Student Details section.
- A new row is added.
Enter Advisor Information
- Enter the following:
- Academic Institution: Input or Look Up. ⚠️Ensure the correct institution is selected. Students can attend multiple institutions and have an advisor from each institution.
- Effective Date: The date the advisor becomes effective for the student.
- Effective Date Rules:
- Must correspond with the effective date on the student's Student Program Plan page.
- Advisor assignments are effective-dated.
- Only active advisor IDs and active student program/plan fields can be selected.
- Effective Date Rules:
➡️Example: If a program change (PRGC) is future effective dated to 09/21/2026, and a new advisor is assigned on 08/25/2026, the new program will not be available until 09/21/2026. The advisor will not display in the Student Service Center until that date.
- Continue entering:
- Advisor Role: Advisor
- Academic Career: Enter or look up.
- Academic Program: Enter or look up.
- Academic Plan: Enter or look up. (optional).
- Academic Sub-Plan: Enter or look up. (optional).
- Academic Advisor: Replace existing advisor ID with new advisor ID.
- Select Save.
Use this process when a student already has an advisor, and an additional advisor must be added.
Add Additional Advisor
- Add a new Effective-Dated row in the Student Details section:
- Select the [+] plus icon
- Located on the right side of the screen under View All
- To add another advisor:
- Select the [+] plus icon to the right of the Student Academic Details section.
- A new row is added. Enter the following:
- Advisor Role: Advisor.
- Academic Career: Enter or look up.
- Academic Program: Enter or look up.
- Academic Plan: Enter or look up. (optional)
- Academic Sub-Plan: Enter or look up. (optional)
- Academic Advisor: Enter or look up.
- Select Save.
- The student now has two or more advisors at the same institution. Select the lower View All link in the Student Academic Details section to display advisor records on the same page.
- Select View All when viewing a student's advisors.
- Advisors from different institutions display.
- Both advisors can be viewed in the Advisees Student Center.
- Select the Details link to view advisor information.
- Advisor information displays in the Student Services Center.
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.
Video Tutorial via External Link
View the external link to Assigning a Student to an Advisor. This link will open in a new tab/window.
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