Electronic Advising Tracking System: Is Your Campus on Board ? Jini Hogg, Sal Flor, Liz Alvarado, Michelai Lowe EOP Counselors, Student Worker San Diego State University

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

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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
• IBMs Lotus Notes- calendar system

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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 centers usage and demographics.

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AdvisorTrac
https//eopadvisor.sdsu.edu/advisortrac/default.ht
ml.
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AdvisorTrac Main Menu
Appointment Schedule
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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
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Check Appointments for the WeekThere are two
methods to check appointments for the week.
Week schedule and Week Report from Go To dropdown
list.
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Week Schedule
Week Report
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All the Counselors schedules
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Walkin appointments
When an appointment arrives an appointment alert
pop-up will appear to notify the counselor a
student is waiting for an appointment.
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The students information screenClick Visit
History from the View drop down menu.
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The notes for the students past visits will
appear
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Quick Visit
Blocking your schedule
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To Create an Appointment Counselors will have
the ability to create an appointment for a
student.
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Select Time and Type of appointment in dropdown
field.
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Click the Save Appointment button and the
appointment will appear in the Advisor Main Menu.
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AdvisorTrac Standard Reports

• 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

• 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 ??

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Weekly Visit ReportFrom 1/12/2009 to 1/16/2009
Advisor / Reason  Num Visits   Num Stud Alvarado, Liz Appt-Acad Advise 13 13 Ph-Acad Advise 2 2 Walkin-Acad Advise 8 7 Walkin-Counseling 1 1 Grand total 24 23 Flor, Sal Num Visits Num Stud Appt-Acad Advise 5 5 Appt-Prob/DQ 1 1 Appt-Update/Other 8 8 Email-Acad Advise 2 2 Ph-Acad Advise 9 9 Ph-Counseling 1 1 Walkin-Acad Advise 3 3 Walkin-Counseling 1 1 Walkin-Update/Other 3 3 Grand Total 34 34

• 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 Total 34
  30

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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

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Benefits of AdvisorTrac

• Advisors have direct access to information
• Advisors have more accurate information
• Advisors are able to monitor each students
  progress easily
• Advisors can keep informed about the departments
  schedules and events

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• Cont.
• Able to justify your programs 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.

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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

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Universities that use AdvisorTrac

• 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

• 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

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AdvisorTrac

• Contact Advisortrac.net