Student Planning Resources for Chairs and Coordinators
Student Planning: Advising Guide
Student Planning is a software that allows the student to plan, schedule, and register for courses in their program.
Advising is a part of Student planning. Advising will allow you to review a student’s (advisee) plan and communicate with the student.
The student is responsible for registration and an Advisor cannot register a student for courses. Once a student has registered for a course, the advisor can no longer approve or deny the course.
If you are accessing testing remotely, make sure you are connected by VPN.
Step 1: Logging into Colleague Self-Service and Accessing Advising
- Login into your Hub Account
- Click on Payments and Profile (often referred to as Colleague Self-Service)
- Click on Advising
Step 2: Advising Overview: Which student do you want to work with?
There are two ways to find students:
- Use the Student search field to search by name or ID, and then select View Details.
- Students assigned to you will be displayed in a list. You can click on the View Details button to see their plan.
- If an assigned student has requested a review, there will be a checkmark in the Review Request column next to their name.
How Students Are Assigned:
When an advisor is not assigned to a student – the student will not see and cannot submit the Request Review button.
Students or Advisees who are in Course Based Registration programs and who have access to Student Planning, can ask for help by clicking on firstname.lastname@example.org to ask for assistance.
Their will be directed to a CSR who will add the Academic Advisor, Programs or Program Coordinator as an Advisor to the student or advisee’s electronic student record if the student is requesting advising support in planning their courses. The CSR will send the Academic Advisor, Programs or Program Coordinator an email letting you know what help the student needs.
When an advisor is assigned to a student – the student will see:
- the assigned advisor’s email address and
- can also see and click on the Request Review button asking for a review of their planned courses. When a Review Requested occurs, the Advisor will see the student name at the top of their list with a checkmark listed under Review Requested. A blue box will also show up on the top right side of the screen letting you know if one or more advisees have requested a review. You can view and provide feedback to students without being assigned as an advisor.
Step 3: Advisee Details
Once you have clicked on “View Details,” open Advisee (student) Details and start on the Course Plan tab.
You will see the student’s name, student ID number, preferred email address and program.
You will see a row of tabs that will give you access to:
- Course Plan – List or Calendar view
- Course Catalog
- Plan Archive
- Unofficial Transcript
- Petitions & Waivers
- Other Tabs Under Development:
- Test Scores
- Graduation Application
Course Plan Tab
The Course Plan tab displays all courses and sections a student completed, planned, or enrolled in for each term. You can view this as a list or calendar view. You can approve or deny planned courses.
- You will need to ensure you select the correct term e.g. FT2021 WI Winter Term.
Use the + to add terms, – to remove terms.
Use the sideways caret symbols ( < or > ) to move between terms.
- You can toggle between the list view and the calendar view.
- You can approve or deny planned courses from either the
List view – use of checkboxes to approve or deny courses.
Calendar view – X-ing out of courses on left side
- Once you approve or deny planned courses, you can protect or unprotect your decisions.
- Courses are displayed in different colours:
Planned courses are in yellow.
Conflicts are in red. Students will be unable to register for those planned courses that are in red (either a conflict or requisite required) and the student is provided an alert.
Registered courses are in green.
- You will be unable to approve or deny registered courses.
- In the calendar view when denying a planned course, you can view other sections, listed on the left-hand side under each course. This will allow you to see all possible course sections in their schedule. You can then select another planned section of the course to add to the student schedule.
- An advisor can re-review planned courses to change the approval or denial status of the courses.
- An advisor can also use the notes tab to communicate with the student. E.g. to explain the approval/denial of the student’s planned course or course section.
- Once you have reviewed the planned courses, click on Review Complete. This step validates the course plan has been reviewed by the advisor to the student. Review Complete will then indicate, “The review has been completed. Would you like to archive this course plan?” You will be required to select Cancel or Archive.
Click Cancel if you have reviewed the plan and have not made any changes to the courses or sections. It will verify “Course plan last reviewed on (specific date) by (name of advisor).”
Click Archive if you have made a change to the student’s plan either by changing a course or course section. It will verify “Course plan last reviewed on (specific date) by (name of advisor)” as well as adding a pdf download of this plan under the Plan Archive tab.
NOTE: You can Approve or Deny planned courses, but you are unable to approve or deny registered courses. Approving and denying of planned courses is a way of communicating with the student. Students are responsible for their own registration and can determine whether this wish to follow the advice provided to them. You cannot register a student. Only students can register themselves.
The Timeline displays a term-by-term timeline of all the courses a student has planned and completed.
- The Timeline Tab is another format for viewing planned courses for future terms.
- You can scroll through past terms and quickly review courses and grades as well as credits.
- Students can put placeholder courses on their plans. These are courses they plan to take in the future. These courses would not have been scheduled yet.
- You can click to previous terms to view grades and you can add future terms to plan courses.
The progress tab allows the advisor to see the approximate percentage of program requirement that the student has completed or needs to complete for the academic program they are enrolled in.
Caution: This is an internal planning document used for advising and graduation planning. It is neither an official documentation of a student’s academic record, nor an official verification of a student’s graduation status.
- The “Load a Sample Course Plan” button in the top right corner is not being used and is only in the testing environment. This feature only displays CBR programs.
- The “View a New Program” Button will show how a student’s completed and planned courses apply to the requirements of a different program. A list of programs will be displayed. The requirements that will display are from the current academic calendar. The display of this program information is temporary and it will be removed as you leave or refresh this page.
At a Glance Section:
On the left, you can see the cumulative GPA, current program, catalogue year, and anticipated completion date. This GPA is estimated for planning purposes only.
The graph on the right shows progress towards completion of the program. It shows:
- Completed courses (in green), in-progress courses (light green), and planned courses (yellow)
- Remaining credits to complete the program.
- The number of courses transferred into the program.
- Planned courses are placeholders for future registration – they are not complete or in-progress. Therefore, they do not count towards program completion.
In the Requirements section, detailed program requirements are listed. This section shows how a student’s Completed and Planned courses are used towards their program.
- Planned Courses are in Yellow. These are courses that have been planned, but not yet registered.
- Not Started Courses are in Red. These are courses that have not been planned or registered for and are part of the program requirements.
- Completed Courses are in Green. These are courses that have been completed (graded) and met the program requirements.
- In Progress Courses are light green. The student is registered in these courses (currently enrolled in).
- Courses that are not used by any specific program requirements or are elective courses are shown at the bottom in the Other Courses section.
- Courses can be planned out over multiple terms. Once sections are available, you or the student can schedule the date and time for the sections. It is important to remember that while you can plan over multiple terms, the sections for the course, which are the date and time the course will be offered, are usually only available for the current and immediately upcoming terms. Planning a course does not guarantee the course will be offered in the term planned.
- Please be aware there may be additional requirements that are not included in Student Planning.
Course Catalog Tab
The Course Catalog contains all active courses and any available sections for each subject. Students will use this to add courses or sections to their plans for current and future terms.
Advisors will have access to this to help students develop their plans.
Courses can be planned out over multiple terms. Once sections are available, you or the student can schedule the date and time for sections. It is important to remember that while you can plan over multiple terms, the sections for the course, which are the date and time the course will be offered, are usually only available for the current and immediately upcoming terms. Planning a course does not guarantee the course will be offered in the term planned.
Notes is the communication tool between the student and Advisor. It is a good way to maintain highlights of your conversations with students.
There are two types of notes available to an Advisor: Compose a Note and Restricted Notes:
- Compose a Note – notes that the student and advisors can see (this includes any staff or faculty that have access to Student Planning). An advisor can compose a note and communicate something important to the student about their academic plan. The student will be able to compose a note to communicate with the advisor.
- Restricted notes – notes that only the advisors can see (this includes any staff or faculty that have access to Student Planning). The student will be unable to see the restricted notes.
Notes or restricted notes cannot be edited or deleted once they are saved. The content of the notes must be brief, professional, and objective, related only to the student’s program planning, course selection and registration. The general and restricted notes are part of the student record and may be requested.
- Examples of appropriate notes:
- Number of credit hours
- Course repeats
- Changing a major (BA) or program
- Information about requisites, permissions, substitutions, or waivers
- Progress toward graduation
- Course sequencing suggestions
- Specific questions or information about a student’s program plan
- Examples of inappropriate notes:
- Information about academic appeals, grade appeals, fee appeals or academic misconduct
- Medical or other personal information about the student
- Anything that doesn’t respect a student’s right to privacy and confidentiality
- Personal perspectives or heated conversations
Email to all advisees under the Notes tab – this has been hidden, but if this does show up then it should not be used. This will create an email bcc to all advisees (you are assigned to) to their preferred email.
Notification of a Note sent to either students or an advisor is not currently functional. This is on Ellucian’s radar to fix, but there is no timeline. The current workaround is ITS1007 report, which will provide a report identifying which students have left a note. It will be up to the student to check the Notes.
Plan Archive Tab
When an Advisor has changed a student’s planned courses, the Advisor should archive these changes.
Once you have completed a review of the student’s planned courses, click on Review Complete. Click Archive if you have made a change to the student’s plan either by changing a course or course section. It will verify “Course plan last reviewed on (specific date) by (name of advisor)” and add a pdf download of this plan under the Plan Archive tab.
Archived plans are saved permanently and remain with a student’s record. This tab will show all previously archived plans and is viewable by all Advisors.
- Only Archive if you made a change to the plan (i.e., moved courses, approved or denied courses, changed course sections).
- If you have reviewed the student’s plan and have not made any changes, click on “Review Complete” and then click Cancel. This will provide verification that the course plan has been reviewed including the name of advisor and date stamp.
- The student will receive a notification that you have reviewed their plan. It will be up to the student to see if you left a note or made changes.
Unofficial Transcript Tab
This tab will not be included. This tab provides a PDF copy of the student’s academic course history. Do not save or share this unofficial transcript.
The student’s record should only be released formally by RRC Polytech’s Registrar’s office with the student’s permission.
Allows the advisor to see the course section, title, credit and final grades for each course for a specific term. This can be helpful when advising a student on academic probation.
Petitions and Waivers Tab
Allows the advisor to see if there are Student Petitions, Faculty Consents, and Requisite Waivers, e.g. Requisite Waiver – consent to take a course without prerequisite.
Petitions are a waiver of academic regulations or deadlines, e.g., reduction in length of academic suspension.
Test Scores Tab
Provides information on admission tests, placement tests, or other tests. No test scores will be shown. Additional development will need to occur.
Graduation Applications Tab
This tab is not being used.