Advising Technology for Faculty

Advisee Listing


Viewing your Advisee Listing

If you have a "Faculty" tab in my.biola:

1) Login to my.biola and navigate to the "Faculty" tab.

2) Find the "Faculty Tools" box on the left side of your screen and click on the "Advisee Listing" link in that box.

3) Select the term that you are advising for (if it is Fall 2014 and students are registering for Spring 2015, then select "Spring 2015) and choose "Submit"

If you have an "Academic Department" tab in my.biola:

1) Login to my.biola and navigate to the "Academic Department" tab.

2) Find the "Academic Department" box on the left side of your screen and click on the "Advisee Listing" link in that box.

3) Select the term that you are advising for (if it is Fall 2014 and students are registering for Spring 2015, then select "Spring 2015) and choose "Submit".


How to email your students from the Advisee Listing

1) Download the Excel list of your advisees by clicking the button in the top right corner of your Advisee Listing.

2) Copy all the email addresses for the students you want to connect with (the students for whom you are listed as "Department Academic Advisor").

3) Paste all the student email addresses in the BCC: section of your email to protect their privacy.


Advisee Listing FAQs

1) I am a department chair, why do I see so many students?

You can sort the listing by the column titled "My Role" to see your primary advisees. You also have access to all other students in your major.

2) The assigned advisees I see listed seem incorrect; what should I do?

First try contacting your department administrative assistant. Your advisee listing should always be correct, but your administrative assistant can help resolve those issues. If further issues arise, your administrative assistant can contact our office (academic.advising@biola.edu).

3) Why isn't there a link to the advisee's degree audit?

We are working on potential solutions to this issue. At this point, this listing is unable to be linked to the Degree Audit system. For the time being, simply copy the student's ID Number and then open Degree Audit in a different window to paste the student's ID Number.

Registration PINs


Viewing Student PINs

Login to your Advisee Listing in my.biola (See section above to learn how to login to your Advisee Listing).

Make sure you look select the next term (for example, if it is October 2014, please make sure to select "Spring Semester 2015," because that is the term for which you are advising these students.

If you select your current term then you will not see the students' PINs (the PINs are not restricting them from registering for the current term, they are restricting the students from registering for the next term).

The PIN can be found in a column titled "Alternate PIN."


Printing Student PINs to hand out

If you would like to print the PINs to hand out to students, here are the instructions:

  1. Download this PIN Merge Doc
  2. Go to your "Advisee Listing" in My.Biola, make sure you choose to look at your list for the next semester to see their PINs.
  3. Download an Excel version of your Advisee Listing (if you only want to download for a certain group, type that group in the "Search" bar of the Advisee Listing before downloading it).
  4. Open the "PIN Merge Doc" and if prompted, select the Advisee_List that you just downloaded from My.Biola.
  5. Check and print the mail-merged document.

If you have any questions about this process, feel free to email academic.advising@biola.edu and we will help you get the list you need.


How students use PINs

Students are required to receive their PIN from their Academic Advisor before registration. When a student's registration time begins (based on the number of units they have completed) they will login to my.biola.edu and go to a "Registration (Phase 1)" tab. From that tab, they will click on "Add or Drop Classes" where they will be prompted to enter their "Alternate PIN." If they have not met with their Academic Advisor or received their PIN number, they will not be able to proceed and add classes for the next semester.


Can a student receive their PIN without an academic advising appointment?

Students are required to receive their PIN from their Academic Advisor before registration. However, we know that not every student will be diligent in setting up their appointment. If a student would like to receive their PIN number without an appointment, here is what we would recommend:

  1. Require the student to set up an appointment with an advisor for as soon as possible.
  2. If that appointment will take place after their Registration Time has begun have the student sign THIS FORM, and then scan the form into the student's eFile.
  3. If the student is unable to come into the office to sign the form and you would like to email their PIN to them, feel free to send this email text:
    • "You received information from your academic department and Academic Advising that advising would be required for registration. Because you failed to meet with an advisor before registration, you are assuming responsibility for your graduation planning in the registration process. We ask that you recognize that you were not able to receive the benefits of the advising experience prior to registration this semester and request that you schedule an appointment with your assigned advisor in order to review your schedule and discuss other important advising topics (e.g., educational and post-graduation planning, integrated learning, mentoring).

      Your Registration PIN number is: [enter PIN here]"

Appointment Slots


Creating Appointment Slots using Google Calendar:

1) Open Google Calendar

2) Select a range of time to add appointment slots

3) Instead of creating an event, select "Appointment slots."

4) Select "Edit details" to modify these appointment slots.

5) Enter as much information you would like, including:

a. Title - This is what students will see when booking their appointment.

b. Time Block - You can change your appointment slot range or choose to repeat them.

c. Type - Choose to have one appointment per range, or split the range up into smaller appointments.

d. Where - This lets students know where to meet you for the appointment.

e. Description - When booking an appointment, students can fill in their information (although they do not always fill this out).

6) Copy and paste the url for "This calendar's appointment page" to send to students.

7) When a student receives an email with that link, this is what they will see:

8) When they select an appointment time, Google will automatically enter their name.

9) When the student clicks "Save" the appointment will be added to their calendar and yours, and you will receive an email informing you that this appointment has been made. That appointment slot will also no longer be available for other students.

10) If a student cancels the appointment after making it on their calendar, you will also receive an email. The appointment slot will then open up for other students, but you will still be able to view the canceled appointment on your calendar.

eFiles


Logging In:

Instructions also available on IT's website.

For Mac Users:

1) Make sure you are connected to Biola Secure

2) Click on your Desktop and hit Command + K (or select "Connect to Server" under the "Go" menu in finder next to "Finder", "File", "Edit", etc.)

3) Copy and paste the following: "files.biola.edu/AcademicAdvising/Advising eFiles" and type your NetID and password, then navigate to your major

4) To save login info go to "System Preferences" -> "Users and Groups" -> "+" to add item -> Select the "AcademicAdvising" sharepoint -> Check the box in the menu

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For PC Users:

1) Make sure you are connected to Biola Secure

2) Right click on "My Computer" and select "Map Network Drive"

3) Copy and paste the following under "Folder": "\\files.biola.edu\AcademicAdvising\Advising eFiles\" (NOTE: Direction of slashes, caps, and spacing are important).

4) Make sure that "Connect using different credentials" is checked.

5) Check "Reconnect at Login" to save login and be logged in every time you startup your computer while connected to Biola Secure.

6) Under "Username" type BIOLA\ then your NetID. Your password is the same as your my.biola login.


Navigating the eFile:

About the "Incoming" folder: This folder houses documents used for incoming students. Each semester, after the last day to add classes, all enrolled students (incoming and continuing) will have files under your majors folder.

About the "Minor" folder: There will be no files located in this folder. The Advising office will not place any information or documents in this folder. This is a place to put advising documents for those minors in your major that you meet with or want to keep information on.

About the "Resources" folder: In here you will find blank documents that you can use in your advising appointments with students. For help using these documents feel free to email academic.advising@biola.edu with questions. See "Quick Links and Tools" for a list of electronic advising documents.

SUFFIX KEY: THIS IS THE LINK to the suffixes we are asking departments to use in order to keep the eFiles organized and easy to use for multiple users.


Double Majors, Major Changes, Permissions, and Troubleshooting:

Double Majors: Both Departments will have access to student eFiles. The documents are linked between departments are changes made to the documents can be seen by both departments. You can recognize a double major because they will have a "For Mac" and a "For PC" folder in their file. Be sure to select the correct folder for the type of computer you are using.

Major Changes: The Advising Center will administer the transfer of all advising files. Once a students submits a major change form to the Registrar, the Advising Center will move that student's eFile within 5 business days.

Permissions in eFiles: All advisors, admins, and chairs have view and edit access in eFiles. If someone in your department doesn't have access that should, email academic.advising@biola.edu. WARNING: All users have edit access which means that all users are able to delete items from eFiles. PLEASE NEVER DELETE ANYTHING FROM EFILES. Deleting anything is permanent and CANNOT BE UNDONE.

Troubleshooting: If you have any questions at any point email or call the Advising Center.


Quick links and tools:

Login Instructions: LINK

Suffix Key: LINK

Electronic Advising Documents (Email academic.advising@biola.edu to be sent any of these documents or to receive help using them):

  • APT (Appointment Notes)
  • CPW (Course Planning Worksheet)
  • GPA (GPA Calculator)
  • GRP (Graduation Plan)
  • PAA (PAA Appointment Notes)
  • PRB (Probation Advising Notes)

Degree Audit FAQs


What do the percentage totals (Degree Progress) at the top of Degree Audit mean?

The requirement total is based on the student's progress in the major, general education, and Bible requirements.

Credits: The requirement total is based on the 130 total minimum units required to graduate from Biola. NOTE: The student should reach 100% in both categories to graduate (however, there are times when the “requirements” progress bar will be inaccurate if Degree Audit does not recognize certain requirements as fulfilled).


What if a student thinks they've completed a class but it isn't checked off?

The following are the reasons a class might not be checked off:

  • We might not have the transcript yet (or an unofficial transcript was sent).
  • It might be in fall through electives (see below).
  • The grade was a “C-” or below.
  • The class was vocational/technical/remedial.
  • The unit total earned in the course was less than the required unit total at Biola (may still meet the general education requirement)

NOTE: If none of these reasons apply, please contact the Advising Center.


What are fall through electives?

All students at Biola must graduate with a minimum of 130 units total (some majors require more than this unit total). Depending upon the total major units required, the student may need general electives to reach 130 units. In this case, classes not listed in the major, general education or Bible block requirements will list in this section.

It’s possible however, that these courses should be listed in their major, general education or Bible block requirements. See the next question for what might be happening.


The student took a class they thought fulfilled major, general education or Bible requirement, but it’s listed in fall through electives. What should they do?

A few things might be happening:

  • The student transferred the class and need to complete a Substitution Request Form.
  • Degree Audit for the student's current catalog year does not reflect a new course offered by the department.
  • The student took an incorrect class for their emphasis or catalog year.
  • The student took a lower division class (100- or 200-level) but needed an upper division class (300- or 400-level).

NOTE: In all of these cases, they must work with their academic department and/or the Advising Center.


The student is a transfer student. Do they need First Year Seminar?

Students do not need First Year Seminar if they have 12 or more transferable units (not including IB, AP, CLEP, or dual credit). Unfortunately, Degree Audit will not recognize that this requirement has been waived for them, but when they submit a graduation petition, the Registrar’s Office will know that the requirement has been waived.


The foreign language requirement doesn't look accurate. Why might this be?

A few things might be happening:

  • The student might be bilingual (See the Modern Languages department).
  • The amount of foreign language the student completed in high school might be incorrect (see the Registrar's Office)
  • The student may have taken the wrong level of foreign language (i.e. the student needed Spanish 201, but took Spanish 101).
  • The student are a Bible major and therefore required to take Greek or Hebrew.
  • The student is taking a different language than they took in high school.

NOTE: If any of this information is unclear, feel free to contact the Advising Center.


The student entered Biola at age 21 or over. They don't need P.E. but the Degree Audit still shows those units as required. Why is this?

You're right! The student doesn't need PE. Unfortunately, Degree Audit will not recognize that this requirement has been waived, but when they submit a graduation petition, the Registrar's Office will know that the requirement has been waived.


The student completed the IGETC, but they still see general education requirements that are not checked off. Why might this be happening?

A few things might be happening:

  • The Registrar's Office has not yet received an IGETC certification or a transcript listing the IGETC as completed.
  • The student still has general education requirements that must be completed for their selected major (ex: Communication Studies majors must take COMM 100 for their general education requirement).
  • Foreign language is not waived by IGETC. The student must still complete the required foreign language.


What does the student need to know about the "Advisor" listed on their Degree Audit?

The student has been or will be assigned an advisor in their major (or in the Advising Center if they are undecided). They should plan to meet with their advisor each semester to discuss course planning, your academic program, vocation and calling, research opportunities, internships, and more.