Academic Advisement Report

To edit an existing Course Directive exception, enter the student’s person number in Selection Data and Search to pull up all existing exceptions entered for that student.

To create a new Course Directive, click the top “Add a New Value” tab (do not change the Advisement Override field) and click “Add.”

• Description: Enter where the Course Directive will be going.
• Long Description: Use this field to explain the exception you are making. The long description will print out on the student’s web version of the AAR. You must include who approved the exception (e.g., AAS 270 to count toward electives per Victor E. Bull).
• Academic Career: Use the magnifying glass to search for the Academic Career of the student (e.g., UGRD).
• Academic Program: Use the magnifying glass to search for the Academic Program of the student (e.g., 11R3). If a student is in a combined, subsequent or intended program, the exception program and plan criteria will need to be entered with the standard program/plan codes.
• Academic Plan: If needed, click the magnifying glass to search for the academic plan using the Description field (e.g., type “English” to select English BA).
• Selection Data: Type or paste the student’s person number. Do not select the magnifying glass; search will bring up every UB student!
• Operation Code: Use the drop-down to select Course Directive.

Under the Direct Courses To section, enter the information for where the course will be directed to.

The information can be found in the student’s AAR. If the RG, RQ and LN codes do not display when clicking the magnifying glass, then you must adjust the Program and Plan code as outlined above.

• Fill out the Directed Courses information as follows:
  • Directive Type: Use “Substitute” if you are moving a course to that section of the AAR (most often used) or “Exclude” if you are moving a course away from falling into that requirement.
  • Course Source: Use the drop-down to change the source to courses tied to the student’s record and click “Search.” Enrollment and Transfer course are most often used.
    • Course Offerings: All courses offered at UB (not tied to the student’s record).
    • Enrollment: UB Courses that have been completed or are in-progress.
    • Other Credit: Military credit or other—normally not used.
    • Test Credit: AP Exams, ACT exams, SATs, etc..
    • Transfer Courses: Any course previously taken outside of UB.
  • Subject Area: Enter the subject area (e.g., ENG) and click search. Click the checkbox beside the appropriate course number to select the course.
  • Directed Units, Directed Courses, Course Topic ID: Do not change these fields.
  • Min Grade Points/Unit: This field should always be a 1.0 or greater to ensure an F will not satisfy a requirement.
  • Earned Credit Only: Check this box if you are making an exception using in-progress courses.

• If you are completing more than one directive on the same requirement, you must click “Apply,” ”Save” and “Okay” and then click the plus sign to add an additional directive.
• When you are done, click “Apply,” “OK” and “Save.”
• Check your work. Re-run the student’s AAR and scroll to where the exception was made. You will notice a blue number under the notes section. You can click this link to see the exception that was made.

If you still need assistance after reviewing the instructions above, please contact us via email.

To edit an existing  Requirement Change exception, enter the student’s person number in Selection Data and Search to pull up all existing exceptions entered for that student.

To create a new Requirement Change, click the top “Add a New Value” tab (do not change the Advisement Override field) and click “Add.”

• Description: Enter the Requirement you are changing.
• Long Description: Use this field to explain the exception you are making. The long description will print out on the student’s web version of the AAR. You must include who approved the exception (e.g., AAS 270 to count towards electives per Victor E. Bull).
• Academic Career: Use the magnifying glass to search for the Academic Career of the student (e.g,. UGRD).
• Academic Program: Use the magnifying glass to search for the Academic Program of the student (e.g., 11R3). If a student is in a combined, subsequent or intended program, the exception program and plan criteria will need to be entered with the standard program/plan codes.
• Academic Plan: If needed, click the magnifying glass to search for the academic plan using the Description field (e.g., type “English” to select English BA).
• Selection Data: Type or paste the student’s person number. Do not select the magnifying glass; search will bring up every UB student!
• Operation Code: Use the drop-down to select Requirement Change.

The level field will now display. Use the magnifying glass to choose RG, RQ or LN. Choose this based on where the change is going in the AAR. Most common is LN.

Under the Requirement to Change section, fill out the information as needed where change will occur.

The information can be found in the student’s AAR. If the RG, RQ and LN codes do not display when clicking magnifying glass, then you must adjust the Program and Plan code as outlined above.

• Under the New Values section, enter the appropriate values under Units or Courses as needed for the exception.

• Click “Apply,” “OK” and “Save.”
• Check your work. Re-run the student’s AAR and scroll to where the exception was made. You will notice a hyperlinked note indicating there has been an exception. You can click this link to see the exception that was made.

If you still need assistance after reviewing the instructions above, please contact us via email.

To edit an existing  Requirement Waiver, enter the student’s person number in Selection Data and Search to pull up all existing exceptions entered for that student.

To create a new Requirement Waiver, click the top “Add a New Value” tab (do not change the Advisement Override field) and click “Add.”

• Description: Enter the Requirement you are waiving.
• Long Description: Use this field to explain the exception you are making. The long description will print out on the student’s web version of the AAR. You must include who approved the exception (e.g. AAS 270 to count towards electives per Victor E. Bull).
• Academic Career: Use the magnifying glass to search for the Academic Career of the student (e.g. UGRD).
• Academic Program: Use the magnifying glass to search for the Academic Program of the student (e.g. 11R3). If a student is in a combined, subsequent or intended program, the exception program and plan criteria will need to be entered with the standard program/plan codes.
• Academic Plan: If needed, click the magnifying glass to search for the academic plan using the Description field (e.g. type “English” to select English BA).
• Selection Data: Type or paste the student’s person number. Do not select the magnifying glass; search will bring up every UB student!
• Operation Code: Use the drop down to select Course Directive, Requirement Change or Requirement Waiver.

The level field will now display. Use the magnifying glass to choose LN or RQ depending on where your waiver is going. You will never use RG.

Under the Requirement Line to Waive section, fill out the information to choose where the requirement waiver will go.

The information can be found in the student’s AAR. If the RG, RQ and LN codes do not display when clicking magnifying glass, then you must adjust the Program and Plan code as outlined above.

• Click “Apply,” “OK” and “Save.”
• Check your work. Re-run the student’s AAR and scroll to where the exception was made. Where the waiver was placed should show as “Satisfied.”

If you still need assistance after reviewing the instructions above, please contact us via email.

Learn how to add a milestone to an individual student with or without an already existing milestone.

• Graduate School Student Services > Milestones > Student Milestones.
• Academic Advisor > Student Milestones.

• Enter the student’s person number in the ID field and click “Search.”
• If the search produces results, the student has existing milestones on record; continue to step 3.
• If the student cannot be found and you receive the message “No matching values were found,” this means that you are dealing with a student who has no existing milestone on their record.
  • If there is no existing milestone for the student, click the “Add a New Value” tab and populate the blank fields (see below).
  • Click “Add.”
• Fields
  • ID: Should be automatically filled in with the Person Number you just used under the “Find an Existing Value” tab.
  • Academic Instiution: UBFLO.
  • Academic Career: Use the magnifying glass to make your selection.
  • Academic Program: Use the magnifying glass to make your selection.

• To add another milestone to the existing milestone record, you will need to hit the plus sign next to “Milestone Copy” and the plus sign in the “Milestone Detail” section.
• You cannot add multiple milestones over separate periods of time on the same date. In other words, you cannot add a milestone for this student at 9:00 a.m. and then another one at 3:00 p.m. on the same day. You will need to add the second milestone on the next day.

• Milestone: Click on the magnifying glass to select the Milestone you would like to add to the student.
• Milestone Level: Click on the magnifying glass to select the Milestone Level. If you do not see a level for this field, you do not need to select a level. Master CE Milestones always need a milestone level selected in order to satisfy the requirement on the AAR.
• Academic Plan: Click on the magnifying glass to populate the student’s academic plan code. This must be populated in order to satisfy the requirement on the AAR.
• The Milestone Tile, Comment and other fields in the image above should be left blank.

For GradFAC milestones, the Advisors section must be populated with an approved advisor. See the instructions below for applying GradFAC milestones.

• Click the magnifying glass to search for the student’s faculty advisor.
• The advisor must be on the Graduate Faculty Membership Roster. To verify membership, navigate to the Graduate School website.
• If adding more than one advisor, the primary advisor should be the first one listed.

• Attempts Allowed: Always make sure you default this to “1.”
• Milestone Complete: Select from the drop-down box. Mark as “Completed” if you are satisfying the milestone.

After you have added all the milestones for this student, click “Save.” Be sure the milestone was applied properly by running student’s AAR to confirm the requirement is satisfied.

Use this process when batch applying the GRAD FAC milestone to students with the same advisor.

• When you create your Excel file, the file needs to be in a specific format (see below).

• The first column (A) must be UBFLO.
• The second column (B) GRAD.
• The third column (C) Program Code associated with student.
• The fourth column (D) Plan Code associated with student.
• The fifth column (E) Student Person Number (there should be no dash with the student person number).

 You can find the Program Code and Plan Code in the Student Program/Plan Tab.

• Once you have your Excel spreadsheet data entered, you’ll now need to save it in .CSV format.
• To do that, click on File > Save As.
• Select the place you would like to store the file.
• In the file name box, name your file.
• Finally, in the “Save as Type” box, click the drop-down box and select “CSV (Comma-delimited)“
• Click Save. (Click “Yes” to any box that pops open.)

Now that you have saved your Excel spreadsheet, you will need to navigate to the Process Milestones page in HUB to begin milestone batch processing.

Navigate to Process Milestones in HUB: Graduate School Student Services Tile > Milestones > Process Milestones.

• Here you will find the Process Milestones page.
• You can use an existing Run Control ID or create a New Value. It is suggested to label your Run Control IDs as “gradfac(today’s date)”.

In the Run Control ID field, type any name that will identify the batch upload you will be performing. When done, click “Add.”

On the next screen is the Process Milestones page. Enter the following information:

• Academic Institution: UBFLO.
• Academic Career: GRAD.
• Academic Program: Leave blank (program/plan will be populated on the file upload).
• Academic Plan: Leave blank (program/plan will be populated on the file upload).
• Effective Date: Update to today’s date.
• Process Action: Select Insert/Update Milestones.
• Duplicate Milestone Options: Select Milestone/Level (do not check the “Process Duplicate Milestones” box).

• Select the Population Selection checkbox.
• From the Selection Tool drop down box, select “External File".
• Upload your .CSV file (the file generated from step 1).
• Use the magnifying glass to choose File Mapping: UB_SR_BATCHMILESTONE.
• You can preview your results by clicking on “Preview Selection Results".

• Milestone: GRAD FAC.
• Milestone Level: Leave blank.
• Description and Formal Description: Will automatically populate (do not modify).

The Milestone Title, Comment and other fields in the image below should be left blank.

The Advisors section must be populated with an approved advisor. Click the magnifying glass to search for the student’s faculty advisor.

The advisor must be on the Graduate Faculty Membership Roster. To verify membership, navigate to the Graduate School website. If adding more than one advisor, the primary advisor should be the first one listed.

For the Attempts section:

• Attempts Allowed: Always type “1” in this box.
• Milestone Complete: Select “Completed” from the drop-down box.
• Do not populate any other fields in this section besides Milestone Complete section.

After you’ve completed this section you can click “Save.” Next, click “Run” at the top of the page.

You will then be returned to the Process Milestone page. Click the link “Process Monitor” located at the top of the page to view/refresh status of job.

When you enter the Process Monitor, you are viewing the status of the batch update.

• You can click the “Refresh” button at any time until you see the data updated in the Process List section.
• In the Run Status column, you want to see your job indicated as ”Success” and “Posted.”
• Click the “Details” link to check for any errors.

Click “Message Log.”

The Message Log will show you the progress of your batch update. It will indicate the time the process was started, if the Milestone was inserted and if the Milestone was processed on each Emplid (person number). In the message log below, you’ll see the errors:

If you are getting errors, the most likely place that this will occur is in your Excel .CSV file. Make sure it is formatted and the person numbers are correct. Clicking the “Explain” button will explain why the milestones were not applied to the student records.

The image below shows an illustration of a successful update:

Click “Return” at the bottom of the page when you are done. Be sure the milestone was applied properly by running the student’s AAR to confirm the requirement is satisfied.

Use this process to batch apply MASTER CE milestone to students who successfully completed the same culminating experience.

• When you create your Excel file, the file needs to be in a specific format (see below).

• The first column (A) must be UBFLO
• The second column (B) GRAD
• The third column (C) Program Code associated with student
• The fourth column (D) Plan Code associated with Student
• The fifth column (E) Student Person Number (there should be no dash with the student person number)

 You can find the Program Code and Plan Code in the Student Program/Plan Tab.

• Once you have your Excel spreadsheet data entered, you’ll now need to save it in .CSV format.
• To do that click on File > Save As.
• Select the place you would like to store the file.
• In the file name box, name your file.
• Finally, in the “Save as Type” box, click the drop-down box and select “CSV (Comma delimited)“
• Click “Save.” (Click “Yes” to any box that pops open.)

Now that you have saved your Excel spreadsheet, you will need to navigate to the Process Milestones page in HUB to begin milestone batch processing.

Navigate to Process Milestones in HUB: Graduate School Student Services Tile > Milestones > Process Milestones

• Here you will find the Process Milestones page.
• You can use an existing Run Control ID or create a New Value.

In the Run Control ID field, type any name that will identify the batch upload you will be performing. When done, click “Add.”

On the next screen is the Process Milestones page. Enter the following information:

• Academic Institution: UBFLO
• Academic Career: GRAD
• Academic Program: Leave blank (program/plan will be populated on the file upload)
• Academic Plan: Leave blank (program/plan will be populated on the file upload)
• Effective Date: Update to today’s date
• Process Action: Select Insert/Update Milestones
• Duplicate Milestone Options: Milestone/Level (do not check the “Process Duplicate Milestones” box)

• Select the Population Selection checkbox
• From the Selection Tool drop down box, select “External File”
• Upload your .CSV file (the file generated from step 1)
• Use the magnifying glass to choose File Mapping: UB_SR_BATCHMILESTONE
• You can preview your results by clicking on “Preview Selection Results”

• Milestone: MASTER CE
• Milestone Level: Must select appropriate Culminating Experience student has satisfied
• Academic Plan: Leave blank (plan code was supplied in .CSV upload)
• Description and Formal Description: Will automatically populate (do not modify)

The Milestone Title, Comment and other fields in the image below should be left blank.

For the Attempts section:

• Attempts Allowed: Always make sure you default this to “1”
• Milestone Complete: Select from the drop-down box. Mark as “Completed” if you are satisfying the student’s Milestone. 
• Do not populate any other fields in this section besides Milestone Complete section.

After you’ve completed this section you can click “Save.” Next, click “Run” at the top of the page.

You will next come to the following screen. Click “OK.”

You will then be returned to the Process Milestone page. Click the link “Process Monitor” located at the top of the page to view/refresh status of job.

When you enter the Process Monitor, you are viewing the status of the batch update.

• You can click the “Refresh” button at any time until you see the data updated in the Process List section.
• In the Run Status column, you want to see your job indicated as ”Success” and “Posted.”
• Click the “Details” link to check for any errors.

Click “Message Log.”

The Message Log will show you the process of your batch update. It will indicate the time the process was started, if the Milestone was inserted and if the Milestone was processed on each Emplid (person number). In the message log below, you’ll see the errors:

If you are getting errors, the most likely place that this will occur is in your Excel .CSV file. Make sure it is formatted and the person numbers are correct. Clicking the “Explain” button will explain why the milestones were not applied to the student records.

The image below shows an illustration of a successful update:

Click “Return” at the bottom of the page when you are done. Be sure the milestone was applied properly by running student’s AAR to confirm the requirement is satisfied.

• What-If reports can be used to view how student courses (and what-if courses) may fit into their current or different degree program/plan. 
• Can be run on discontinued (DISC) students.

Clicking the magnifying glass next to the field will bring up a look-up table to assist in your criteria selections.

These instructions explain how to request an AAR to see whether a student has satisfied degree requirements. To view how student courses (and what-if courses) may fit into their current or different degree program/plan, go to the instructions for Request What-If Report.

Click “Add New Value” to create a Run Control ID for this report. Enter the desired information into the field (e.g. TC_Summary_RPT_XXX) and click “Add.”

A Run Control ID is paired with your User ID and uniquely identifies the process you are running. Once you have added a Run Control ID, you can run this report through that Run Control ID in the future by clicking Find an Existing Value instead of selecting Add New Value.

This tutorial illustrates how to assign or unassign one academic advisor, which may be necessary when a student has multiple advisors assigned and an advisor needs to be unassigned.

All undergraduate students should already have a committee assignment; these are done via a nightly batch process.

To add an individual advisor to a student:

• Click the + (plus) button under “Student Details.” This will add a new row where the Academic Institution will automatically populate and the Effective Date will default to today’s date.
• Then, click the + (plus) button under “Student Academic Details.” This will add a new row so an individual advisor can be added.

• After adding new rows, enter the “Academic Career,” “Academic Program,” and “Academic Advisor” into the fields. You can either type in the information or use the magnifying glass for lookup. 
• When you are finished, click “Save.”

• Click the “View All” link to view all the advisors assigned to the student. 
• When you have found the advisor you want to remove, click the – (minus) button.

• You will see a “Delete Confirmation” box notification appear. 
• Click “OK” when you receive the notification. You will then notice that the row has been removed.