Advisor Assignments

You can use the Advisor Assignments page to create a batch that assigns or reassigns a group of students to a new advisor. For example, you can: 

  • Reassign students assigned to an advisor who has left the campus to one or more new advisors

  • Assign a large group of new students without advisors across multiple advisors

If you are assigning advisors, it only assigns advisors to students who do not have advisors already assigned.

For batches that you created to assign or reassign advisors, you can use the History tab to review the status of all the batches based on your campus-level permission, review the results of specific batches, and manage the batches. You can also review the results and verify that all of the students were actually assigned.

Prerequisites

You must have:

  • Common - Processes - View authorization

  • Contact Manager – Processes – Advisor Assignments authorization

The remaining authorizations determine: 

  • Whether you can assign or reassign a student advisor

    If you are not authorized, the Queue Assignment button will be disabled. 

  • Which values you can select in the Advisor Type list

    Advisor Type - Name Code
    Academics AD
    Admission AM
    Alumni AL
    Automated Processes AP
    Book Store BS
    Career Services PL
    Contact Manager CM
    Financial Aid FA
    Housing HS
    Loan Management LM
    International NI
    Organization Liaison (High School) ORGLSN
    Other OTH
    Student Accounts SA
    Student Services SS
    System SY

The authorizations required to view or assign an advisor are carried over from the location where the assignment is made. For example, to assign a Student Accounts Advisor on the Additional tab of the Ledger Card for a student, you must have Student Accounts - Student Account Transaction - Edit authorization. To assign or reassign an advisor on this page, you must have the same authorization.

To select Other advisors, your institution must have configured one or more staff groups with Advisor Type code of OTH – Other Advisor.

You must also have the following specialized permission in Contact Manager: Allow Editing of AdvisorsClosed Select the check box if you want the staff member to have permission to edit the advisors for students.

Access Method

Select the Processes tile > locate Contact Manager > select Advisor Assignments.

Procedure to Create a Batch of Advisor Assignments

Process Tab

Use the Process tab to filter the data and queue the batch job.

  1. Specify the values under Selection Criteria to filter the records.

    Academic Year Start DateClosed The start date of the sequence. For the first sequence, Anthology Student defaults to the start date in the student's enrollment record. The start dates of the student's second and succeeding sequences are estimated using the number of weeks in the academic year or loan period and the number of weeks not enrolled. If needed, you can change the estimated date on the Academic Years tab. For loan periods, in most cases, the date should not be before the start date of the program version. For loan periods, the start date must be between the start and end dates for the Borrower-Based Academic Year (BBAY). From and To

    ActionClosed Select Re-Assign Student Advisor to change the advisors assigned to students. Select Assign Students without an Advisor to assign advisors to students who have not yet had advisors assigned.

    Advisor TypeClosed The type of advisor (such as Academic Records, Admissions, Financial Aid) when a staff group has been configured as a group of advisors.

    Campus Closed The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

    DegreeClosed Degrees are formal academic qualifications awarded to students upon completion of requirements for a program or major. For example, Associate, Bachelor’s, or Master’s degree. Degrees are linked to specific program versions and may include minors or concentrations. The Degree Progress Audit (DPA) ensures students meet all requirements for the degree.

    Graduation Start DateClosed The date when the student graduated or is scheduled to graduate from the program version. From and To

    GroupClosed The name of the student group. If your institution has configured Anthology Student to limit groups to campuses, you can only select groups for the campus to which you are assigned. The list can also be filtered to display groups where you are the owner, public groups, and private groups to which you have been given access.

    Program Versions Closed The program version associated with the student or item.

    Student StatusesClosed The prospect or student status at your institution is configurable and may differ by school. When you change a student's status, you must confirm the update in a dialog box, and if there are pending tasks from the previous status, another dialog lets you choose which tasks to keep or close as canceled. A student's current status (like Active) depends on their history and activation units; simply entering a Version Start Date does not automatically activate them without proper status progression. Status values help filter student records in lists, processes, and reports. Alumni statuses include "complete" or "graduated."

    Version Start Date (Transaction Adjustment)Closed The start date of the program version for the campus that the student is enrolling in. From and To

  2. Under Proposed Changes to Student Records, specify values. The values you specify depend on whether you are assigning or reassigning advisors.

    NoteClosed Area that displays, or that you can use, to specify comments or additional information related to the record or subject.

    Reassign Open Contact Manager TasksClosed If you reassign tasks, specifies that any tasks that are still open for the student are reassigned to the new advisor.

     

  3. Select the Next button.

    Anthology Student: Displays a list of advisors i and the number of students who will be reassigned in the header of the grid.

  4. Under Advisor Assignments, select the check boxes for the staff members that you want to assign the students to.

  5. If you want to: 

    • Distribute the students evenly across the staff members, select the Distribute Student Enrollments Evenly button

    • Specify the number of student for each advisor, specify the number of students in the Maximum StudentsClosed The maximum number of students who can be assigned to the advisor. The total of the maximums on the column must be equal to the number of students shown in the header of the grid. column

  6. Select the Next button.

  7. Review the list of students who will be assigned or reassigned and select the students.

    ActionClosed Specifies whether a student is making satisfactory academic progress (SAP). No indicates that a student cannot receive financial aid. Yes indicates a student can receive financial aid. Select No if you want to associate the SAP status with a student group. Once a group is tied to the status, the field is disabled and cannot be changed to Yes. You can remove the group if you change the value to Yes.

    Advisor TypeClosed The type of advisor (such as Academic Records, Admissions, Financial Aid) when a staff group has been configured as a group of advisors.

    CampusClosed The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

    Current Advisor Closed The first and last name of the advisor who is currently assigned to the student.

    Graduation DateClosed The date when the student graduated or is scheduled to graduate from the program version.

    Previous AdvisorClosed The last and first name of the advisor who was assigned to the advisor before the advisor was changed.

    Program VersionClosed The program version associated with the student or item.

    Student Closed The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

    Student Number Closed If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

    Student StatusClosed The prospect or student status at your institution is configurable and may differ by school. When you change a student's status, you must confirm the update in a dialog box, and if there are pending tasks from the previous status, another dialog lets you choose which tasks to keep or close as canceled. A student's current status (like Active) depends on their history and activation units; simply entering a Version Start Date does not automatically activate them without proper status progression. Status values help filter student records in lists, processes, and reports. Alumni statuses include "complete" or "graduated."

    Version Start Date (Transaction Adjustment)Closed The start date of the program version for the campus that the student is enrolling in.

  8. Select the Queue Assignments button.

  9. In the Queue Batch dialog, review or change the name of the batch and select the Queue button.

Anthology Student processes the batch and assigns or reassigns the advisors. If you reassigned advisors and you selected Yes for Reassign Open Contact Manager Tasks, Anthology Student also:

  • Sets the status of the tasks for the previous advisor to reassigned.

  • Recreates the tasks for the new advisor and displays a message for the advisor. The advisor can then select the link in the message to display the reassigned tasks.

If you did not select the check box, the tasks remain assigned to the old advisor.

When the batch completes, Anthology Student displays the results on the History tab. Review the results and verify that all of the students were assigned.

History Tab

Use the History tab to review the results of manually queued jobs.

Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export (Export button) button on the toolbar.

  1. Review the status and values for the batches in the list.

    Action Closed Select Re-Assign Student Advisor to change the advisors assigned to students. Select Assign Students without an Advisor to assign advisors to students who have not yet had advisors assigned.

    DurationClosed The amount of time it took to process the job or batch.

    NameClosed The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

    Number of RecordsClosed The number of transactions in the batch or file.

    StartedClosed The date and time when the first job within the batch started executing.

    StatusClosed A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed; some jobs may be in the Succeeded status, but at least one of the jobs is in the Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

    Submitted ByClosed The name of the staff member who submitted the background job or batch for processing.

  2. Select the name of the batch in the list. Anthology Student displays the details for the job in the Job Results list.

  3. Review the values in the list.

    Action Closed Select Re-Assign Student Advisor to change the advisors assigned to students. Select Assign Students without an Advisor to assign advisors to students who have not yet had advisors assigned.

    Advisor TypeClosed The type of advisor (such as Academic Records, Admissions, Financial Aid) when a staff group has been configured as a group of advisors.

    Campus Closed The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

    Current Advisor Closed The first and last name of the advisor who is currently assigned to the student.

    Graduation Date Closed The date when the student graduated or is scheduled to graduate from the program version.

    Job CreatedClosed The date and time when the job was added to the background job queue.

    Job Result Closed Indicates the processing result for the job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.

    Job Started Closed The date and time when the job was pulled from the queue and started executing. The start time for a job will be the same time or later than the start time for the batch.

    Job Status Closed A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed; some jobs may be in the Succeeded status, but at least one of the jobs is in the Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

    Previous Advisor Closed The last and first name of the advisor who was assigned to the advisor before the advisor was changed.

    Program Version Code Closed The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item.

    Program Version NamClosed The program version associated with the student or item.e

    Reassign open Tasks Closed If you reassign tasks, specifies that any tasks that are still open for the student are reassigned to the new advisor.

    StudentClosed The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

    Student Number Closed If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

    Version Start Date Closed The start date of the program version for the campus that the student is enrolling in.