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.

 

Preregistration Dashboard was developed to assist advisors during the core course registration process for incoming freshmen. It can be accessed from https://www.umt.edu/prereg/.

Advisors can search by student ID number (790), major, Orientation code, registration status, or any combination of characters indicated above by selecting from the drop-down menus and hitting the “Search” button. This will generate a list of students who meet the criteria (e.g., registered transfer students with a declared Anthropology major). The list can be sorted alphabetically by clicking on the column header. Click on the student’s ID number to see the following information:

  • Admit status (Freshman, Transfer, Post-baccalaureate)
  • Holds (Insurance Election, Records, Financial, Immunization)
  • Test Scores
  • Prior Advisor comments (pulled from UADVISE in Banner)
  • Current registration
  • Recommended core courses for the major (this will not be relevant for Transfer students)

To print the dashboards for a sort, hit the “Generate Report for Mass Printing button in the lower left hand corner. If your printer defaults to double-sided copying, adjust the setting before printing.

If you do not have access to the Dashboard, please contact Brian French at brian.french@mso.umt.edu.

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.

Early Alert reporting tools are available by the end of the 2nd week of each semester.

Faculty members teaching undergraduate courses will receive an email with a link to the Early Alert Survey tool which contains links to their course roster(s). The faculty member will indicate which students are performing “D” work or below (Academic Alert) and/or students who are not currently attending or academic performance is impacted by their lack of attendance (Attendance Alert). Faculty may provide comments that will help the student’s advisor better understand the nature of the alert or instructions they would like passed on to the student.

Students will receive an email notifying them of the alert(s) the day after the faculty member submits the alert. The email contains the course title and “next steps” information.

Advisors will receive an email every Friday during the 3rd-7th weeks of the semester with attached lists of their advisees receiving an alert through the Early Alert Survey. Advisors are asked to either contact the students or address the alert at the next advising appointment.

The Early Alert reporting tools will close at the end of the 7th week of the semester.

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 Starfish page for more information.

To request access to our advising tools please click here!