Gaining Access to Advising Systems
Access to the following systems must be individually requested, and in some cases training is required before full usage rights are provided. Your supervisor may initiate some of these access requests for you, but you can also begin the processes yourself.
UAccess Student provides advisors access to Advisor Notes, Proficiency and Placement Scores, Service Indicators, Faculty Self Service, Student Self Service, and Honors Unit Requirements. It supports all Student Records/Registrar functions such as enrollment and transcripts as well as all Transfer and Test Credit, Admission starting Spring 2011and the Financial Aid for 2011 Financial Aid year. Advisement Reports, Exceptions, What-If Reports, and My Planner are also available in UAccess:
Access to UAccess Student must be requested through the UAccess Access Provisioning Tool at the following link. Requests for application access should be submitted by an employee's supervisor, and will be routed through an approval process.
To gain general viewing access, an employee’s supervisor will need to approve access to the Advisor and Student Records View Access Roles, which include view access to the following areas in UAccess Student:
- Academic Advisement Reports
- Student Records
- Admission Information
- Service Indicators
- Student Groups
- Transfer Credit
Depending on specific job duties, some advisors will need access to update multiple advising role areas within UAccess. To gain Advisor Update Access to individual areas within UAccess an employee will need to request access for each individual role below that is needed to fulfill their job function.
Advisor Notes allows advisors to record interactions with students that can be seen by all other advisors on campus. This tool is especially helpful as students change majors and move from advisor to advisor. To gain access to this feature of UAccess Student, an advisor needs to obtain permission from his/her department head and attend the Academic Advising Basics training. The advisor’s supervisor must make a request through the UAccess Access Provisioning Tool: http://uaccess.arizona.edu/
On occasion an advising note is inadvertently entered into the incorrect student record. Advisors cannot delete notes themselves and must submit a deletion request to their UAAC Representative or College Coordinator with the note id, the student name and the date of the note entry. Upon notification, the Director of the ARC deletes the incorrect note. The advisor is responsible for entering the note into the correct student record.
Service Indicators allow advisors to assign positive or negative designation indicators to a student. Negative Service Indicators assigned to a student can prevent the student from accessing services such as transcripts or class enrollment. To gain access to this feature of UAccess Student, an advisor needs to obtain permission from his/her department head and complete a Service Indicators Add/Remove training session.
Advisors with access to the SR Department User role have the ability to enroll students for courses offered out of their home College or Department. To gain access to this feature of UAccess Student, an advisor needs to obtain permission from his/her department head and to attend a SR for Department and College Users training session.
Advisors with access to Authorize Student Exceptions have the ability to make exceptions to a student’s advisement report requirements. To gain access to this feature of UAccess Student, an advisor needs to obtain permission from his/her department head and to attend an Academic Advising Advanced training session.
Program, Plan and Sub-Plan Changes (College, Major/Minor, Option)
Advisors with this access have the ability to make changes to the students Program, Plan, and Sub-Plan. To gain access to this feature of UAccess Student, advisors need permission from their supervisor and are required to attend training.
UAccess Analytics is the University’s business intelligence system that allows advisors access to student data. In addition to being able to create your own queries, pre-made reports can be accessed on the Student and Advisor Dashboards which include data about the Schedule of Classes, Student Enrollment, Majors/Minors, B Deficit, and on your advising appointments.
Advisor level access to UAccess Analytics must be requested through the UAccess Access Provisioning Tool: https://request.uaccess.arizona.edu/uaccess_appreq/
Requests for access should be submitted by an employee's supervisor, and will be routed through an approval process. Supervisors should request access to UAccess Analytics > Student > Medium. When asked to provide rationale for this level of access, please also indicate that access to the Advisor Dashboard is required. Training is not required to gain access to Analytics but training sessions are available: UITS Workshops