Advisor's Toolkit

Although technology has dramatically changed the face of academic advising, it is not a substitute for traditional face-to-face sessions with a student. For example, Academic Planner has made scheduling a breeze - no more pen and paper schedule grids. The advising conversation must still focus on which courses (and in what sequence) are best for that student rather than what fits and is open. For a list of advising contacts on campus by department, use the Advising Directory at: http://umt.edu/uac/advisingdirectory

The UM Catalog (http://umt.edu/catalog) is the academic roadmap for students and advisors. There are various ways to navigate the catalog. It is strongly encouraged that advisors attend an “Advisor Toolkit” training to learn how to effectively utilize the catalog and other advising tools. To access prior year catalogs, go to http://umt.edu/catalogs and select the catalog year you are looking for. If you need information from a catalog that pre-dates those available on the website, contact the Registrar’s Office.

A few of the most frequently used Banner 9 forms are:

SGASTDN - This is the general student information form. It includes major, class status, residency, admission codes and matriculation term.

  • Learner: admit type, class standing, fee structure, major (scroll down under “General Learner” block to see if student switched status or program.
  • Veteran: indicates if student was certified for veterans benefits (may limit options for Cr/NCr or dropping a class).
  • Academic and Graduation Status- academic standing (Good, Probation, Suspended, Suspended and Reinstated), provisional admit (3 semesters, 24 degree credits, 2.00 GPA).
  • Miscellaneous: Orientation codes.

SHATERM - This gives you a semester by semester screen shot of coursework and grades. Enter “01” (undergraduate) for Course Level Codes and blank out the term date on top to view all terms of attendance.

  • Current Standing: Provides first/last dates of attendance, academic standing, and Institution, Transfer, and Overall GPAs (important if the student wants to know about eligibility for Honors!).
  • Term GPA and Course Detail Information: Transfer work will appear first, with one screen per institution.
  • Advanced Placement credits appear next. Note that the * after “CR” means the credits can meet General Education Requirements.

SOAHOLD - This form was lifted. Check effective date (“from”) and release date (“to”).

SHACRSE - This gives a complete listing of courses taken by the student. It does not show courses in progress, transfer, or AP credits. Clear “Term” to view all completed semesters or enter specific semester.

SFAREGQ - This form will show you a student’s registration for a semester. It lists the classes, instructors, grading mode and days/times of the week.

SHARQTC - This is the form used to print unofficial student transcripts. You must first select the correct destination printer on the SOADEST form that automatically appears when you go to SHARQTC. If you do not have access to print unofficial transcripts and would like to request access for your department, contact the UM Registrar.

SFAREGS - This is the form used to see a student’s course registration. You can see the student’s schedule for a specific semester and whether or not they have finalized their registration bill.

SSASECT - This provides section and term-specific information on courses. “Grade Mode” indicates whether a course can be taken for a traditional letter grade only (“T”), for Credit/No Credit (“C”), or either (blank).

SPAAPIN - This form shows the student’s advising PIN. Occasionally you’ll have a student report that the PIN comes up with an invalid message. Check SPAAPIN to make sure you have the correct semester’s PIN.

SPAIDEN - This form provides contact information for the student, including phone numbers and alternate email addresses.

SPACMNT - Indicates if a student has signed a release form with the Registrar’s Office or Business Services. The first comment to appear typically refers to tax form preferences; arrow down to see additional records. The comment will list the name and relationship to student of anyone authorized to discuss the student’s records.

SFASRPO - This form can be used to view or (for those with the necessary permissions) enter overrides for students. For more information or to request access, contact the Registrar's Office.

SFASLST - View the roster for a current class (view final grades).

SFARHST - Lists a student’s registration history, including grades. Grades shown are pre-grade roll (good way to check on academic status inconsistencies).

SFAWLPR - Enter the CRN for a course to view the Waitlist for that section of the course.

SFIWLNT - This form shows the record of email notifications for the waitlist for a given CRN. 

SOAHSCH - This form shows the student’s high school graduation (or GED) date, grade point average, class size and standing. The third tab will show you the location of the high school.

SHATRNS - Click “Transfer Institution Number” to view a list of the institutions previously attended by a student.

SHADEGR - This form allows you to view the UM degree(s) awarded.

GUAPMNU - This will allow you to develop a personalized My Banner menu.

 

Semesters are designated by the year, followed by the two-digit term code (30- Spring, 50- Summer, 70- Autumn). So Autumn 2019 will be 201970.

If you need to look up a student and don’t have a complete name or a 790, the percent sign (%) acts as a “wildcard.” For example, let’s say a student leaves you a voice mail and you aren’t sure of the spelling of the name. It sounds like “Je-something Tand-something.” Plug in Tand%, Je%. You come up with four names. This should help you narrow the options.

 

The Banner XE Student Advisor Profile in conjunction with the Student Profile provides advisors with their advisee listing, and displays a wealth of information about a student in a single page, called the Student Profile. The Banner XE Student Advisor Profile can be accessed through Cyberbear.

Advisors will have access to view students that they have relationships with through their advisee listings. For more infomation on security access or to report any issues please contact OSS at 243-2800 or OfficeForStudentSuccess@mso.umt.edu.

For more information on accessing and using the Banner XE Student Advisor Profile click HERE to view the Banner XE Student Advisor Profile Training Documentation.

To request special access to Banner XE Student Advisor Profile, click here!

**The video below displays generic content for the tool and some functionality of the Banner XE Student Advisor Profile described in the video may be different than what advisors will experience at UM. Please contact OSS at 243-2800 or officeforstudentsuccess@mso.umt.edu with any questions.

 

InfoGriz is a web application developed by Enterprise Information Systems (EIS) to provide custom Banner reporting capabilities to departments. InfoGriz empowers individuals and departments on campus to pull custom reports out of Banner (i.e. List of Students in Academic Difficulty, List of Students by Major, Degree Candidates, etc.) without having to rely on programmers for information. For academic advisors, reports usually focus on student data. Reports provided can be printed in the designed view or can be exported to Excel.

In order to access InfoGriz, advisors must go through training and be granted an account. For more information, contact Brenda Avery in the Registrar’s Office at brenda.avery@mso.umt.edu.

The primary function of this listserv is to distribute information to academic advisors and their campus partners regarding course availability, policy changes, registration information, pertinent events and professional development opportunities. To receive these emails, please contact Brian French at brian.french@mso.umt.edu.

Progress Reports serve as an efficient and coordinated mechanism for faculty to submit feedback on students’ performance in courses. Progress Reports are deployed throughout each semester at times which strategically align with dates that can have substantial financial or academic impact on a student who is either not attending a course or is at risk of failing. Please see the table below for Progress Report deployment dates for the current semester.

Fall 2020 Semester Progress Reporting:
Week of Instruction Primary Focus of Progress Report Deployment Dates
Week 2
Attendance prior to 15th class day. The 15th class day is the last day a student can drop individual courses with a refund or to withdraw (drop all courses) from the semester with a partial refund.

8/31 (8am) - 9/4 (11:59pm)

15th class day is 9/9
Week 5
Early academic progress. For courses with assignments within the first five weeks of the semester, the Week 5 Progress Survey is an opportunity to give students feedback on early performance in a course.

9/14 (8am) – 9/25 (11:59pm)

Week 8
Academic progress prior to 45th class day. The 45th class day is the last day a student can drop individual courses with a 'W' on the transcript.

10/5 (8am) – 10/16 (11:59pm)

Last day to drop classes with “W” is 10/21
Week 12
Academic progress prior to final course drop/change deadline. The last Progress Report before a student can withdraw from the semester (drop all courses) with a 'WP' or 'WF' on the transcript and no refund.

11/2 (8am) – 11/13 (11:59pm)

Last day to drop classes with “WP” or “WF” is 11/18

DegreeWorks is an automated degree audit software to aid students and advisors track degree progress. Please visit the Registrar's DegreeWorks page for more information.

Please visit our Navigate page for more information.

To request access to our advising tools please click here!