For Advisors: Using Grad Planner

Notes for Everything

All changes made by an advisor show up in purple.

A purple plus indicates where the advisor recommends a class be added. A purple minus indicates where the advisor recommends the class be removed.

If the change affects the student's choice of class or semester, or any action that requires the student's consent, the student must accept or reject the change before the action is complete and changes the student's Grad Plan. If the change does not require the student's consent, such as suppressing a course, overriding a requisite, or raising the credit threshold, the student does not need to accept the changes and the action will be complete when you finish the steps required.

Moving a Placeholder

To move a placeholder, you have the same options as a student: you can drag and drop the placeholder into a new semester or you can click on the gear and select Move.

After you move a placeholder, it will show up twice in purple. The plus sign indicates where you recommended the placeholder be moved to. The minus sign indicates where you recommended the placeholder be moved from. 

The student must accept or reject this action to continue working on their Grad Plan.

Moving a Course

To move a course, you have the same options as a student: you can drag and drop the course into a new semester or you can click on the gear and select Move Course.

After you move a class, it will show up twice in purple. The plus sign indicates where you recommended the course be moved to. The minus sign indicates where you recommended the course be moved from. 

Note the change in credits for each semester. The credit totals assume the recommendation will be accepted. If the recommendation is rejected, the credit totals will go back to their previous amount.

The student must accept or reject this action to continue working on their Grad Plan.

Choosing a Course

To fill a placeholder and recommend a specific class, click on the gear and select Choose Course.

You are then given the same page as a student to see the placeholder requirements.

Select a course and click on the green plus sign to see what semesters the class is available.

Select a semester and the recommendation will show up in purple.

Note the change in credits in the top left corner. The recommended class is counted as if it were accepted.

Click on Plan in the upper right corner. This will put the recommended class in the Grad Plan.

The student must accept or reject this action to continue working on their Grad Plan.

Adding an Excess Course

You can recommend extra classes beyond what is in the Recommended Plan. 

In order to add an extra course, a Grad Plan must be fully planned. If the plan is not complete, you will receive this error message:

After all placeholders have been filled, you can add a course by clicking on the Add Course button near the top of the Grad Plan.

In order to add an extra course, a Grad Plan must be fully planned.

Adding an excess course is treated the same as adding an elective when you select the class. All the student's elective courses will show up at the top with the correct color code (gray for complete, blue for in progress, white for planned). Use the search pull-down menus to assist your search.

The student must accept or reject this action to continue working on their Grad Plan.

Reverting a Recommendation

To remove any recommendations you have made, click on either the plus or minus symbol. Each will give you the option to Revert Change or Revert Recommendation.

Suppressing a Course

Suppressing a course removes the course from the student's Grad Plan. This should be used only if you know the student does not need the class. Incorrectly suppressing a course will give a student an inaccurate Grad Plan.

Only Team Leads, Peer Coordinators, and full-time employees have access to do this.

Suppressing can only be done to a specific course. To suppress a placeholder, you must go to Choose Course and select a specific class to suppress. To suppress a course, select the course and click View Details.

Click on the red button beside Suppress

This gives you the option of how long to suppress the course. 

To suppress the course indefinitely, select Unspecified. To suppress a course until after a certain semester, select after which semester you want the suppression to end.

A temporary suppression could be used for a pending substitution, for a code change, or as a means of having the student come back and visit the advising office.

After you select an option, the class will be listed as Suppressed. Click Return to Planning and the course will be removed from the Grad Plan.

If the requirement is looking for specific classes, then the system will count the course as if it were taken to fulfill the requirement.
If the requirement is looking for an amount of credits, the system will count the credits from the suppressed course as if the class were taken to fulfill the requirement.
If the suppressed class has been discontinued and thus is not worth any credits, the system will have no credits to count as if the class were taken to fulfill the requirement, and a new placeholder will be generated. A substitution for the discontinued class will solve this.

The student does not need to accept or reject this action; it is accepted automatically by the system.

Un-suppressing a Course

To un-suppress a course for any reason, click on View Overridden Requisites and Suppressed Courses near the top right of the Grad Plan.

From here, you can select Un-Suppress All Courses to put all suppressed classes back in the Grad Plan or you can look for specific classes to put back.

To find a specific class, click on the down arrow on the right to open up the different requirements with a suppressed course. Click on the down arrow for the correct requirement and you will be given the list of suppressed classes from that requirement. Click on the gear and you will be given an option to Un-Suppress the class or to Suppress the class again. 

Un-Suppressing a class will put the class back on the Grad Plan.

Suppressing a class again works for repeatable classes that can count multiple times or for a class that is required in multiple places.

Diagnosing a Flagged Class

If a class shows up in red, something is wrong with where it is placed.

To find out what is wrong, click on the red gear. A basic message will explain what is wrong with the class. 

The most common messages are "The requisites are not met for this course" or "Course is not offered this semester".

If the student is able to get around the requisite error, you need to override the requisite. If they are not, they should adjust their classes to meet the requisite.

A student is able to get around a class requisite if 1) the requisite does not apply to the student's major but does to other majors required to take the class, 2) the requisite is taken care of with a transfer class, substitution, or other method, or 3) if the student has arranged with the teacher to overcome any issues presented by the requisite.

Overriding a Requisite

Overriding a requisite is used when a pre-requisite, co-requisite, or concurrent requisite is listed for a selected course but is not needed in the student's case.

Pre-requisites are classes that should be completed before the selected class.

Co-requisites are classes that should be taken either with or after the selected class.

Concurrent requisites are classes that should be taken with the selected class.

Only Team Leads, Peer Coordinators, and full-time employees have access to do this.

To override a requisite, select the course and click on View Details.

The View Details page will show you what type of requisite and how it could be fixed without an override.

If the requisite is needed, rearrange the classes in the student's plan to meet the requisite.

If the requisite is not needed, you can override it by click on the green gear and selecting Override Requisite.

Then the View Details page will indicate that the requisite is met. Click on Save to go back to the Grad Plan.

The class that was flagged will return to normal.

The student does not need to accept or reject this action; it is accepted automatically by the system.

Note: Overriding one issue with a requisite will not remove every instance where that requisite causes an issue. It will only override it for the selected class.

Removing an Override on a Requisite

To remove an override for a requisite for any reason, click on View Overridden Requisites and Suppressed Courses near the top right of the Grad Plan.

Click on Overridden Requisite, then the drop down menu arrows to find the class and requisite you want. Click on the gear, select Remove Override and then click Save.

Raising the Credit Threshold

If a student's Grad Plan will be over 140 credits, it is flagged and must be looked at by an advisor. If they have a legitimate reason for going over 140 credits, such as lots of transfer credits, you can raise the credit limit to allow them to receive an approved Grad Plan.

Only Team Leads, Peer Coordinators, and full-time employees have access to do this.

This error is flagged at the top of the Grad Plan. Click on the gear to raise the threshold.

Type in how high above 140 credits you want to raise the threshold.

For example, if you want to raise the threshold to a total of 150 credits, you type in 10. This will add 10 to the threshold of 140 to give you 150.

Click on Go and the threshold will be raised that amount. When the Grad Plan is below the new threshold, the error will gray out, indicating that the plan is above 140 credits but an advisor has approved that condition.

The student does not need to accept or reject this action; it is accepted automatically by the system.

Raising the Excess Credit Limit

If a student Grad Plan has excess credits, or classes not required for graduation, that are more than 15% of the credits in their planned semesters, the Grad Plan is flagged and must be looked at by an advisor to be approved. If they have legitimate reasons for having more than 15% excess credit, you can raise the Excess Credit Limit to allow for the extra classes.

Only Team Leads, Peer Coordinators, and full-time employees have access to do this.

Since this deals with a percentage, a single class could be more than 15% when dealing with students near graduation. If a student is completing their final class requirement and wants to take an additional class alongside it, and both classes are 3 credits, the excess percentage created by the extra class will be 50%.
In the example below, 18% excess is created by 14 credits.

The error shows up in red at the top.

Click on the red gear, then on Change Limit. This opens the box to type in the percentage you want to add to the limit. 

For example, if the student has 18% excess, you would type in 3 and press Go. This will add 3% to the excess limit of 15% for a total of 18%.

You can find what the student's percentage is by going to the top of the Grad Plan and looking at Academic Stewardship. You can also click on Excess Credits (it doesn't look like a button, but it is) to get more details.

After you raise the limit the correct amount, the error message will gray out. This means that the condition exists on the Grad Plan, but the situation has been looked at by an advisor and approved.

The student does not need to accept or reject this action; it is accepted automatically by the system.

Resetting a Grad Plan

The advisor side does not allow you to reset an entire Grad Plan. The Student side does allow the student to reset the Grad Plan and start back from the Recommended Plan.

Refreshing a Degree Audit

Grad Planner refreshes its information once a week. This includes registered classes, grades, substitutions, or deferments. To instruct Grad Planner to refresh sooner, you can use the Refresh Degree Audit button. This is located near the top right of the Grad Plan. 

Clicking on the button will cause Grad Planner to refresh, which may take several seconds.

If something in Grad Planner isn't working like you think it should, one of the most common fixes is to refresh the degree audit. This often fixes issues involving missing placeholders, too many placeholders, incorrect error messages, and registered classes.

The student does not need to accept or reject this action; it is accepted automatically by the system.

Adding a Plan Note

You can add a note at the top of the Grad Plan for the student and other advisors to see. Use this for things specific to the student or the plan as a whole. If you have things specific to a semester, leave a Semester Note.

Click on Add Plan-level Note near the top right of the Grad Plan.

That will open a text box that allows you to leave a note. 

You can cancel and discard your note from the bottom left button or add the note from the bottom right button.

This is how the note appears on the advisor side of Grad Planner:

This is how the note appears on the student side of Grad Planner

The student does not need to accept or reject this action; it is accepted automatically by the system.

Editing/Deleting a Plan Note

You are unable to edit or delete a Plan Note.

Adding a Semester Note

You can add a note for the student or other advisors at the bottom of a specific semester. Use this for things that are relevant for the specific semester. If you have general comments about the entire plan, use a Plan Note.

Under each semester is a purple button. Click on it to add a text box for a Semester Note.

You can add the note by clicking on Add Note on the bottom right or remove it by clicking on Cancel & Discard on the left.

After the note is added, it will look like this on the advisor side:

The note will look like this on the student side:

The student does not need to accept or reject this action; it is accepted automatically by the system.

Editing/Deleting a Semester Note

To edit or delete a Semester Note, click on the purple gear. From there you will be given the options of Edit or Remove.

Clicking on Edit will open a new text box to add a Semester Note.

Clicking on Remove will delete the note.

The student does not need to accept or reject this action; it is accepted automatically by the system.

Validating a Plan

After you have made your recommendations, you can check if the changes would produce an approved plan. Click on Validate at the bottom of the plan. The plan will check itself, which may take a few moments.

If there are further errors, or errors created by your recommendations, the plan will not validate and those errors will be flagged.

If there are no errors and the plan would approve, Grad Planner will say "Plan is valid with proposed recommendations" at the top of the plan. If you submit this to the student and they accept your recommendations, their plan should become approved.

Sending Recommendations Back to the Student

When you send your recommendations back to the student, they will have an opportunity to accept or reject any actions that require their consent. They can accept or reject all of your recommendations at once or look at them individually to accept or reject each action. 

Click on Send Recommendations.

A text box will open that will allow you to send feedback or comments to the student, instructing them what you did. 

Sending your recommendations will change the Grad Plan status to Advisor Recommendations.

If the student submitted their Grad Plan, sending the recommendations to the student will automatically log them out of the Waiting Room and the comments you make in this text box will be logged in their Student History.

When the student logs in to their Grad Planner, they will see your note at the top with an option to accept or reject all of your recommendations, or they can accept or reject the recommendations individually by going to each recommendation in the Grad Planner.

0 Comments

Add your comment

E-Mail me when someone replies to this comment