FAQ - Advisee Lists in Self-Service

Self-Service - Students missing from Advisee List

Issue

Faculty member goes into Student Success Hub and looks at major advisees, it lists shows 35 total students, but when looking in Self-Service for Spring 2025, it lists 24, for Fall 2024 it lists 19. Why is there a difference?

Explanation

In Self-Service, “My Advisees” displays all students assigned to you. However, issues can occur when using the Advanced Search during and after Priority Registration. The Advanced filter uses the most recent Year / Term / Session. After Priority Registration opens and students self-register for the new term, their most recent Y/T/S changes.

• Eg. a student enrolled in 2024/FALL/01 - upon registration for 2025/SPRING/01 - will not appear in an advanced search for 2024/FALL, although, will appear in 2025/SPRING.

The Advanced Search filters are limited to a single choice of Year/Term and Session, so both terms cannot be selected simultaneously to work around the scenario. This is an unfortunate limitation of the Self-Service system.

Resolution

The Student Success Hub is the best source to use when finding a list of current advisees, or sending out communication.

Self-Service - an Advisee is missing

Issue

• An advisee no longer populates as my advisee in Self-Service (but if you look at the student's record, remain assigned to me and I've never had a problem before). They also do not appear when I search for their name OR PowerCampus ID under "My Advisees". 
• I can manually pull them up as if they were "any other student" by searching for them under "All Students". 
• Moreover, when I do pull up the student’s record manually, I only see limited tabs. Another advisor faculty saw many more tabs in the student’s Self-Service record. 

Explanation

This is caused by registration for either one or more course(s) and then dropping them all. When all courses in the most recent Year/Term/Session are dropped, the academic record is automatically set to Not Enrolled (NNRL) status. By definition, an advisee must be Enrolled (ENRL) status and so the system prevents them showing up under My Advisees.

Resolution

When the student registers for another course (or is registered), they will appear again under Manage Advisees.