Student Advisement (SA) User Guide

  1. Signing in on the IBM services screen 
  2. To Access Student Advisement
  3. To Exit Student Advisement
  4. Student Advisement Main Menu
    1. Clear Advisement (CA - Main Panel)
    2. Clear Advisement (CA - Right Panel)
    3. Access List (AC)
    4. Registered Courses (RC)
    5. Student's Courses Listed A-Z (AZ)
    6. Contact Information (AD)
    7. Browse Schedule of Classes (BS)
  5. Helpful Tips

Signing in on the IBM services screen:

  1. Type F and press Enter.
  2. IMS System Entry. Type your USER ID and your password and press Enter.
  3. To access the Administrative Information Menu, press Enter or F12.

To exit, press F3.

To change your password, press F5.

Press F4 to return to the sign on screen.

Note: If you receive the message "User Revoked", please call Access Services at 2-4000 for assistance.

To access Student Advisement:

On the Administrative Information Systems Menu type S beside Student Advisement and press Enter.

To exit Student Advisement:

  1. Press the F3 key to Quit from any screen.
  2. Press F3 again to confirm your request to exit Student Advisement, if neccessary.
  3. At the Administrative Information Systems Menu Screen press F3 to exit to the IBM Services Screen.
  4. Press F3 again to confirm your request to exit the System.

Student Advisement Main Menu:

This menu lists the Student Information System screens that are frequently used by academic advisors. Each screen is identified by a two character code. Selection of a screen requires the entry of its code and completion of the data fields identified with an R (required entry).

Student Advisement Menu
A student ID is required for access to almost all screens. If this ID is unknown it can be looked up. A student can be searched for by placing the blinking cursor in the *Student ID field. Once the cursor is in this field the F1 (help) key can be pressed and a student name search appears. Students are looked up last name first.

Student Name Search

Clear Advisement (CA - Main Panel)

This screen is used to enter a code indicating that the student has been advised and is cleared to register.

Clear Advisement Screen

Clearing Students to Register:

  1. The student must be eligible to register.
  2. The term must be a future term. This is a safeguard to prevent users from updating the current term by mistake.
  3. The Advisor must be authorized to approve the student's current degree program.
  4. If all of the above conditions are met, a code of Y should be typed in the "Advised" field to clear the student to register. Press the ENTER key.
  5. The User ID of the person who cleared the student will be displayed in the “Advised/Cleared by" field and the date that the student was cleared will be displayed in the "Date" field.

Clear Advisement (CA - Right Panel)

The top right corner of the screen indicates "1 more >" screen. Additional information is available by scrolling the CA screen to the right (press F11 or F10).

Clear Advisement Screen Two

The second panel is one of the few places where the notation “Dual Degree Exists” appears. To see the exact degrees and their majors you will need to visit the DP screen in Student Records (F7ST). “Benchmark Check for” (Undergraduates only): Shows student status with regard to mandated Academic Assistance, the Regents' Test, and College Prep Curriculum requirements. If the message "View?" appears, you may type Y to see the areas of deficiency.

Access List (AC)

This screen may be used to browse registration overrides granted to the student (Access List entries). In addition, this screen may be used to add one or more overrides for the student.

Access List Screen

There are two requirements for adding students to the access list: You must be authorized by the department responsible for the course to add students to the Access List, and you must know the call number of the course (Press F5 to browse the on-line Schedule of Classes).

Registered Courses (RC)

Displays courses for which the student is enrolled (based on term).

Registered Courses Screen

Class locations may be viewed by entering the line number associated with a course in the designated area at the bottom of the screen.

Student's Courses Listed A-Z (AZ)

This screen lists all courses posted to the student's University of Georgia academic transcript. Courses are listed in Course ID sequence. Courses which have been transferred from other colleges and universities are also included.

Courses Listed A to Z

Current term courses will be added after the grade rolls are processed in the Registrar's Office.

Contact Information (AD)

This screen provides all the contact information available on the student, including the student’s electronic mail (e-mail) address.

Contact Information Screen

If the message "**All information has been restricted. . ." is shown at the bottom of the address screen, special attention should be given to ensure the confidentiality of this information as stated in the FERPA guidelines. Visit http://www.reg.uga.edu/or.nsf/html/ferpaTutorialAndQuiz for more information on FERPA.

Browse Schedule of Classes (BS)

The BS screen lists all courses offered and potentially offered. This view of the Schedule of Classes includes information not available to students, such as non-published sections, sections that are unavailable (closed/cancelled), and seats remaining in the sections. Students only see classes with the status of available (ST column = A) in OASIS.

There are two versions of the screen. The version in Student Advisement, Student Registration Profile, and Student Directory shows the number of seat available in the section, while the version visible in Course Offering show the number of seats requested.

Browse Schedule of Classes Screen

Each course section is listed with at least two lines of detail. The detail are in order as follows:

Line one:

Act Action field allows for I = Additional Info, and P = Place Student on the Access List.
Course The course identifier consists of a 4-letter code for the department offering the course, plus a 4-digit designation for the course. A single-letter suffix follows some courses. An L after the course number denotes a lab; students must register for its corresponding lecture. An H after the course number denotes an Honors course.
Call The 5-digit code for a specific section of a course. This number is used to register for the course on the Register or Adjust Schedule screen on OASIS.
Course Title The schedule of classes only lists the short title. For full titles, refer to bulletin.
Credit Hours The number of credit hours awarded for the course. If a range of numbers appears (for example, 1-3), the course is offered for variable credit hours.
Class Size Class size, the number of seats scheduled to be offered for the class.
Seats Available This lists the number of seats remaining in the class. This number can be 0 or negative if the class is over capacity.
Restricted Sections Sections coded POD, POH, POS, or POM will be identified in the “Res” column (second from right).
ST Column (Status) Section Status Code: A (Active); F (Full); and C (Cancelled).

Line two:

Summer Sessions Sessions will be grouped with the first column on each screen indicating the session the class is taught.
Times The time(s) the class meets. Letters following the times are A (a.m.) and P (p.m.). Some courses may have times shown as AR (to be arranged) and VR (No specific time will be set). Contact the department offering the course for more information.
Days The day(s) the class meets. M=Monday, T=Tuesday, W=Wednesday, R=Thursday, F= Friday, S=Saturday, U=Sunday, AR=to be arranged, VR=no specific days will be set.
Instructor The name of the instructor listed to teach the section. STAFF usually indicates that a specific instructor has not yet been designated.
Bldg/Room A 4-digit code for the building in which the class meets, plus a 4-digit code for the classroom in that building. AR=to be arranged, VR=no specific building/room will be set.
HC Column This column displays a code that identifies the handicapped accessibility of the classroom where the section is being taught. Valid codes are: N = Non-accessible; P = Ambulatory; T = Wheelchair; U = Unknown.

Additional Information:

Suppress Place Detail May be changed to Y (Yes) to view less detail and more sections per screen.
Non-Published Courses Non-published sections will be displayed with (Non-Publ) in the “Bldg/Room;” column. These sections will not be displayed on the screen used by students.

Helpful tips:

  1. Help is available on all screens. Pressing F1 while the cursor is in a field with an * will display information about that particular field. For general information about a screen, move the cursor off an input field and press F1.
  2. Press F2 to Return when you are ready to leave a screen or go to the previous menu.
  3. Look at the function key definitions at the bottom of each screen. Try pressing the function keys to move between screens without returning to the menu.
  4. Notice the different colors on each screen. Input fields should be in a different color than display fields (ie, green vs blue). Try typing over the input already in the input fields to update information.

Reminder: The data to which you have access are to be treated in a professional and confidential manner. This information must be used only in the conduct of official internal business of your department or college and may not be disclosed to any third party.