Logistics: Tools You’ll Need

You will need to gain access to several systems to do your job effectively. Training is provided on all the tools advisers will use. The permissions you will need can sometimes take time to go through workflow, so it is recommended you request access to these systems as soon as possible. Please consult with your supervisor to determine which of these tools you will need to access and to alert them that a workflow request is forthcoming.

Adviser/Faculty update role

In some cases, you may need to let the system know your role so that you gain access to important databases and software. This is typically the case when you worked at WVU in another capacity and are already in the system.

If you need to update your role in the system, follow here.

ARGOS

This is a reporting tool that provides important real-time data that can be used in a number of ways. Advisers may use ARGOS to pull a list of advisees, midterm grades or other specialized reports for their unit. A common use of ARGOS is to look up the transferability of courses students request to take outside of WVU.

To access ARGOS, visit: https://ssmweb.wvu.edu/star/

To request ARGOS training, email: advisinghelp@mail.wvu.edu

Banner 9

What is Banner 9?

This software contains academic data on students and courses that support everything from the entering of grades in courses to individual student records related to financial aid, scholarships, general demographic information and academic progress. All advisers use Banner at least for lifting registration holds.

To request Banner access, visit: https://ssmweb.wvu.edu/star/. Consult with your direct supervisor to determine the specific Banner forms you will need to use in your role.

Common Banner Codes

Banner has lots of codes, but these are the most used codes here at WVU in advising. Use the PDF to download a handy cheat sheet.

Banner 9 Training: please check here to sign up for Banner 9 training and view available resources.

Banner Document Management System (BDMS)

This feature of Banner is a records repository for student transcripts, transient forms and other documents submitted to the university. It is especially useful for working with incoming transfer students. You must request special permission to utilize this Banner form. If your supervisor determines you should have access, use the following form to modify your Banner access to include BDMS: https://ssmweb.wvu.edu/star/

DegreeWorks

This is the current student graduation audit. Here you can see all the classes a student has taken and how they are counting toward graduation. You can make and view advising notes here, create plans of study for financial aid and other purposes, and get academic information like GPA, academic standing, and other features at a glance. All advisers will need access to DegreeWorks. Some advisers may need to enter exceptions for major requirements in DegreeWorks for their students. This requires DegreeWorks Exceptions training. Check with your direct supervisor to see if you have this responsibility.

Degreeworks Access: https://urwvu.wufoo.com/forms/xgsu9mx08mw4i1/

Degreeworks Exceptions Request: https://registrar.wvu.edu/files/d/6f00a185-5d4e-4c58-8528-bff2c95a0f28/degreeworks-exceptions.pdf

ACCESSING DEGREE WORKS -ADVISORS

• Log into the WVU Portal: https://portal.wvu.edu
• Click the Degree Works icon
• Degree Works will open in a new window
• Enter a student's ID number

Navigate

What is Navigate?

This is a student success management software that pulls information from Banner, ARGOS and other systems to provide analytics on individual students. Navigate is also used to create advising campaigns, issue or notice an alert your advisee may have received in a course, and tracking student participation in tutoring, among many other things. Navigate access is granted as part of becoming an adviser. The tab can be found on the front page of the Portal.

For Navigate training, please email advisinghelp@mail.wvu.edu.

Navigate Helpful Tricks

1. Set-up your availability before you set-up your campaign. If you are offering virtual appointments, add Virtual and In Office to meeting types and add a note with your Zoom link under Special Instructions for Students. This will show up under Additional Details in both their appointment confirmation email and appointment reminder. Example – If you choose to schedule a virtual meeting, join the Zoom at (insert Zoom personal room link). You can find your Zoom link by going to Zoom > Meetings > Personal Room > Invite Link.
2. To keep track of data, it is important to at least mark if a student attended or was a no-show for the appointment. If the student attended the meeting, go to Navigate > Appointments > click on the small box in the column with the student’s name > Action > Add Appointment Summary. (See example below)
   • If the appointment was not part of the campaign but should have been, select the campaign at the top. It will autofill several fields. If not, choose the Care Unit – Advising > Location - (your department) > Service - (your department’s go to, may be advising, etc.) > Meeting Type - choose type (virtual, in-person, etc.) > Click on small box by Attended under the student’s name > click on the box verifying that you haven’t violated University policies > Save this Report (blue box). *Extra, you can copy and paste your notes from Degree Works into the Appointment Summary box.
   • If you would like to retroactively associate any appointments that have already happened with your Campaign, you can do so at the bottom of your Campaign page. Click the Eligible Appointments tab and select the appointments that you would like to group into your campaign.
   • If the student was a walk-in, enter the student’s 800# on the Quick Search bar on the top of Navigate > select your student > click on Report on Appointment under Staff Alerts > follow the rest of the instructions under (a.) Only difference, you can adjust the Date of Visit, Meeting Start Time, and Meeting End Time.
   • If the student is a No-Show, under Appointments, scroll down to Reporting on Recent Appointments. Click the box in the column for the student’s appointment who was a no show > click on Actions > Mark as No Show > fill out the same as (a.) but you will notice the box will not be checked as attended by the student. Do not check it.

Access to the Virtual Private Network (VPN)

If your role is hybrid, remote or you have an occasion to need access to your advising tools off campus, you will need to ensure you can get on WVU’s VPN. Start here to access the VPN.