Using the “Advisor Center”

Introduction

This guide explores the major sections of the Advisor Center, formerly known as New/Drop-In Advisees, with accompanying screen shots displaying relevant information. Advisor Center allows you to view your student’s Academics, including the Class Schedule and Shopping Cart, Notifications, and Personal Information. Instructors may also have access to the Faculty Center. Once you have logged into MyCSULB using your Campus ID and the password you created, click on the "Faculty Center" link under "My Menu," then the “Advisor Center” tab.

Click here for an Overview of the Advisor Center.

Advisor Center

The Advisor Center tab and sub-tab structure is integral to the upgraded student system. Once in the Advisor Center, the default display is the Student Center sub-tab, where you can access the student’s Academics, notifications (Holds, To Do List, Enrollment Dates), and Personal Information. If the student has enrolled in the current term, the class schedule for the current week will also display on the Student Center.

The Academics information includes a link to view the student’s class schedule – My Class Schedule, and the student’s Shopping Cart.

Access to additional information such as the student’s Academic Requirements, Unofficial Transcript, and Grades, requires that you submit Student Administration security/confidentiality forms.  For more information on additional access see Request Additional Student System Access.

View Other Academic

The dropdown menu for Other Academic information allows you to access the student’s Academic Requirements, Advisor Notes, Advisor Request, Course History, Exam Schedule, Grades, Test Score Summary, Unofficial Transcript, Transfer Credit Report, What-if Report and Withdrawals/Repeats.

Select the item you want to view from the Other Academics dropdown menu, then click the advance arrow to advance to your selection.

Academic Requirement (formerly Degree Progress Report)

Select Academic Requirements in the dropdown menu to view the student’s Academic Requirements.  For more information on the new Academic Requirements report, see Progress to Degree.

Advisor Notes

Advisor Notes allows advisors to create permanent notes related to advising appointments, and to view existing notes that other advisors may have posted to the student’s record.  Students may also have access to the notes via their Advisement Requirement report, an email communication or through the FERPA disclosure process.

Select Advisor Notes to enter or to view previously entered notes.

IMPORTANT!
You must have the appropriate security in the Student Administration database to enter new Advisor Notes.

Advisor Request

The Advisor Request System is a tool to assist department advisors with updating student academic records prior to graduation.  The Advisor Request functions, such as submitting course substitutions or major/minor changes and tracking previously submitted requests, can be created for the student while in the Student Center.

Select Advisor Request to enter Advisor Requests or view previously entered requests.

IMPORTANT!
You must have the appropriate security in the Student Administration database to enter new requests or view-only Advisor Requests.

Course History

The new Course History page displays all course credit by CSULB enrollment or by transfer in a grid, using icons to indicate the course Status.  The grid also allows display and sort options. You may convert the grid to a spreadsheet by clicking the spreadsheet icon .
Select Course History from the dropdown menu to view the Advisee Course History page.

Exam Schedule

Select Exam Schedule to view the student’s final exam schedule for the current term.  Note: the student’s exam schedule will display once the comprehensive exam schedule for all courses has been posted.

Grades

Select Grades to view the student’s term grades, term statistics, and cumulative statistics.

Click the button that corresponds with the term of the grades you wish to view; then click the Continue button. The system will display the grades for that term.

Click the Change Term button to view another graded term.

Test Score Summary

Select Test Score Summary to view the student’s academic tests, including the test ID and description, score, test date, data source, and date the data was applied to the student’s academic record.
The summary can be sorted, as well as saved to a spreadsheet, by clicking the spreadsheet icon.

Unofficial Transcript

Select Transcript: Unofficial to view the student’s unofficial transcript.  Once you have advanced to the Advisee Unofficial Transcript page, follow these steps to retrieve the report:

1. Step 1 Verify CSU Long Beach automatically populates the Academic Institution field

2. Step 2 Select Unofficial Transcript as your Report Type

   

3. Step 3 Click the go button. This action will produce Report Results.

   

   To view a previously requested report, click the VIEW A REPORT THAT YOU HAD PREVIOUSLY REQUESTED button.

   

   This action will display a list of previously run Unofficial Transcripts from which you can choose.

   

Transfer Credit Report

The Transfer Credit Report summarizes academic credit that is based on (1) course work from other institutions, (2) standardized tests (e.g. Advanced Placement, International Baccalaureate), and (3) other sources, such as military credit.
Information included on the Transfer Credit Report:

• Summary of External Units – summarizes all sources of transfer credit.  Detailed information of identified transfer credit follows each external source.
• Evaluation Status – transfer work is indicated as “Unofficial” until standard articulation rules are applied or adjusted.  The Evaluation Status will change to “Official” following Enrollment Services staff review.
• CSULB Transfer Credit Information – further explains the Transfer Credit Evaluation Status.

Information included on the Transfer Course Detail:

• Transfer Institution, Term Taken, Transfer Course Title, Units, and Grade – course information taken from the external institution’s official transcript.
• Term Posted – term the transfer credit was applied to the student’s academic record. This is normally the next CSULB term of enrollment following the completion of the transfer course.  Transfer credit will affect unit and GPA totals beginning with this term.
• CSULB Course, CSULB Course Title, Units, and Grade – the CSULB equivalent course and credit accepted.
• Click the Sort by Internal button to alphabetize the CSULB Course column.  Restore the data by clicking Sort by External button.

What-If Report

The What-If Scenarios feature allows you to view a simulated Academic Requirements report based on a different GE year; or academic program, plan, or subplan.
Select What-If Report to advance to the What-If Report Selection.
Note: You can create a new report, or view a previously saved What-If Report.

Career Scenario The current career information is the default display.

1. Step 1Select Career and Requirement Term from the pull-down menus.

   

Program Scenario The current academic program, area of study, plan term; and concentration (if appropriate) and subplan term is the default display.

1. Step 1 Select from the pull-down menus.

   

Course Scenario The current enrolled courses are automatically included in the “what-if” report. You may include a course or courses to consider for future enrollment, and to view how such courses may affect the progress toward degree

1. Step 1 Click the browse course catalog button.

   

2. Step 2 Search for the courses by the first letter of the course title, or the course number.

3. Step 3 Expand the subject code by clicking the expand arrow

   

4. Step 4 Identify the course from the display. To view the course description, click the Course Title link. To make your selection, click the select button. The selection will appear in the What-if list.

   

5. Step 5 When you are satisfied with all scenarios, click the Submit Request button

6. Step 6 The Advisee Requirements (new and previously run reports) clearly identify the report is a simulation.

   

7. Step 7 The courses selected in the what-if scenario are identified by the what-if icon

   

Withdrawals/Repeats

The Withdrawals/Repeats Summaries allow you to view a student’s allowable withdrawal and repeat limits.  The summary default is the Withdrawals tab.

Withdrawal Summary details:

• Overall Unit Limit - displays the maximum Undergraduate Withdrawal Unit Limit allowed during the entire CSULB career
• Units Used - displays total units for courses assigned “W” grades to date
• Units Available - displays the remaining number of units that are still allowed for withdrawal

Withdrawal Course - lists all courses for which “W” grades have been received since Fall 2009

Repeat Summary details:

• Grades Forgiven (the grade in the initial attempt is not included in the GPA) - displays total unit limit and units used, as well as units still allowable for grade forgiveness
• Grades Averaged (the grades in all attempts are averaged into the GPA) - displays total unit limit available and units used, as well as units still allowable for grade averaging
• Repeats from Enrollment - displays currently enrolled courses that may be subject to the repeat rules

General Info sub-tab

The Advisor Center’s General Info sub-tab allows you to view general information regarding your student, including Service Indicators, Addresses, Email Addresses, Initiated Checklists, Names, and Phone numbers.

IMPORTANT!
You must have the appropriate security in the Student Administration database to edit service indicators and checklist detail.

Transfer Credit sub-tab

The Transfer Credit sub-tab provides another way to access the student’s transfer credit report.

Academics sub-tab

The Academics sub-tab displays student academic details – Institution/Career/Program, and Term Summary.
Institution/Career/Program details:

The student’s current academic information, including their status, admit term, expected graduation, plan, and catalog year (requirement term).

Term Summary details (click the pertinent term link):

• Enrollment eligibility, primary program, and academic standing Level / Load – Academic level, approved academic load, and current academic load

  

• Classes – Enrolled, Dropped, and Wait Listed courses for the term. Click the Class title to view the course detail.

  

• Statistics – from enrollment, combined term, and cumulative totals.

  

Request Additional Student System Access

Access to additional student academic information requires that you complete the PeopleSoft Student Administration System Security Authorization form (PDF) and the Student Administration Confidentiality/Security Agreement (PDF) to be approved for the enhanced access.

Submit both documents to Enrollment Services. We will notify you as soon as your new access has been approved and processed.

Please review the CSULB Student Records Procedure (FERPA Policy) (PDF). Formal training is necessary for the viewing and interpretation of highly confidential student information. Visit the CSULB CMS website to enroll in the appropriate Student Administration training session.