Electronic Advising Tracking System: Is Your Campus on Board?

1. Electronic Advising Tracking System: Is Your Campus on Board ?Jini Hogg, Sal Flor, Liz Alvarado, Michelai LoweEOP Counselors, Student WorkerSan Diego State University

2. Discussion Questions • What challenges exist with paper files? • What type of reports do you generate? • How do you collect data to generate reports? How does your office track your daily schedules, appointments, and document notes currently?

3. Electronic Systems CSU EOP Programs Use PeopleSoft Advisortrac Microsoft Access Formsite Hershey Singularity- scan program Scantake Data Warehouse Internal data base only for EOP Outlook Calendar IBM’s Lotus Notes- calendar system

4. What is AdvisorTrac? • AdvisorTrac is a web-based specialized advising management system for advising centers. • Features: • creating availabilities • booking appointments • recording visits • email reminders • creating reports • determine the center’s usage and demographics.

5. AdvisorTrac https://eopadvisor.sdsu.edu/advisortrac/default.html.

6. AdvisorTrac Main Menu Appointment Schedule

7. Confirm/Creating Notes for an Appointment Counselors will have the ability to confirm their appointment and create notes about the appointment The Appointment screen will appear

8. Check Appointments for the WeekThere are two methods to check appointments for the week. Week schedule and Week Report from Go To dropdown list.

9. Week Schedule Week Report

10. All the Counselors schedules:

11. Walkin appointments When an appointment arrives an appointment alert pop-up will appear to notify the counselor a student is waiting for an appointment.

12. The student’s information screenClick Visit History from the View drop down menu.

13. The notes for the students past visits will appear

14. Quick Visit Blocking your schedule

15. To Create an Appointment Counselors will have the ability to create an appointment for a student.

16. Select Time and Type of appointment in dropdown field.

17. Click the Save Appointment button and the appointment will appear in the Advisor Main Menu.

18. Schedules: Advising Center Schedule Schedule: Advisors by Date Schedule: Dates by Advisor Appointments: Advisors/Students Appointments by Status Center Coverage Appointments by Date Scheduled Materials/Resources: Materials Usage Report Materials Usage Total Time by Resource Materials Usage Total Time by Student Materials Due In Other: Visit Notes Attendance by Hour Center Logins by Hour Center Logins by Hour by Day of Week Students Total Time Ethnicity and Class Breakdown Visits by ?? And More! Center Usage and Demographics: Center Usage and Demographics by Advisor Center Usage and Demographics by Cohort Center Usage and Demographics by Visit Reason Center Usage and Demographics by Center Center Usage and Demographics by ?? Students by... Students by Appointment Status Students by Advisor Students by Cohort Students by Visit Reason Students by Center Students by Advisor and Center Students by Advisor and Reason Students by ?? Missed Appointments: Missed Appointments Missed Appointments by ?? AdvisorTrac Standard Reports

19. Weekly Visit ReportFrom 1/12/2009 to 1/16/2009 Num Visits Num Students Hogg, Jini Appt-Acad Advise 17 15 Appt-Prob/DQ 1 1 Appt-Update/Other 1 1 Email-Acad Advise 1 1 Email-Update/Other 1 1 Ph-Acad Advise 9 7 Walkin-Acad Advise 4 4 Grand Total34 30

20. Monthly Visit Report 1/1/2009 to 1/30/2009 Visit Reason  Num Visits    Total Students No Reason 2 2 Appt-Acad Advise 101 98 Appt-Counseling 1 1 Appt-Prob/DQ 8 7 Appt-Update/Other 13 13 Cal Works 3 2 Email-Acad Advise 34 27 Email-Prob/DQ 6 6 Email-Update/Other 8 8 Other 2 2 Ph-Acad Advise 135 111 Ph-Counseling 5 4 Ph-Prob/DQ 6 5 Ph-Update/Other 3 3 Student Organization 2 2 Walkin-Acad Advise 420 346 Walkin-Counseling 14 13 Walkin-Prob/DQ 49 45 Walkin-Update/Other 19 18 Grand Total 831 713

21. Benefits of AdvisorTrac • Advisors have direct access to information • Advisors have more accurate information • Advisors are able to monitor each student’s progress easily • Advisors can keep informed about the departments schedules and events

22. Con’t. • Able to justify your program’s existence quickly and accurately with demographics and peak usage reports • Able to email appointments and schedule reminders to advisors and students, resulting in a more effective program and improved show rate • Students are able to make their own appointments.

23. Limitations of AdvisorTrac • Must record data consistently and accurately for reports to be meaningful • Advisors need to be properly trained • Information Technology team must be knowledgeable with software and stay in contact with AdvisorTrac support

24. Arizona State University California State Polytechnic University-Pomona Brigham Young University-Idaho California State University-Channel Island California State University-Fresno California State University-Fullerton California State University-Long Beach Student-Athlete California State University-Los Angeles Clemson University Columbus State Delaware State University Eastern Kentucky University Emory University Florida Atlantic University - Counseling Center Georgia College and State University Kansas State University Kent State University-Undergrad Advising Kentucky State University Lee College Loyola Marymount University Mesa Community College Miami University-Oxford Middle Tennessee State University-Academic Sprt Nevada State College New York University Northern Arizona State University Oklahoma City Community College Phoenix College - Advising Ctr. Portland Community College - LRC Purdue University-Ft. Wayne Rochester Institute of Technology San Jacinto College-North San Juan College Southwest Tennessee Community College Taylor University Tennessee State University Tulane University University at Albany University at Buffalo University of Alabama-Huntsville University of Alaska-Fairbanks University of Arkansas University of Arizona University of California-Riverside LRC University of Central Arkansas-Advising Ct. University of Georgia University of Illinois University of Louisville University of Memphis University of Nevada-Las Vegas University of New Mexico-Anderson School Mgmt University of North Carolina-Charlotte University of Oregon University of San Francisco University of Southern Indiana University of Tennessee University of Texas-Arlington University of Texas-El Paso University of Texas-San Antonio University of Wisconsin-Stout Washington State University West Texas A&M University West Virginia University Western Carolina University Western Kentucky University Wichita State University Universities that use AdvisorTrac

25. AdvisorTrac • Contact: Advisortrac.net