WINGSExpress Documentation: Faculty And Advisor Roles

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WINGSExpress Documentation:Faculty and Advisor RolesOffice of the RegistrarRevised 6/16/2015

WINGSExpress Documentation: Faculty and Advisor RolesTable of ContentsFaculty Role . 2Faculty Role Main Menu. 2Advisor Level 1 Role. 3Advisor Level 1 Main Menu . 3Advisor Level 2 Role. 4Advisor Level 2 Main Menu . 4Summary of Menu Access by Role . 5Menu Option Highlights . 6Term Selection . 6Enter CRN for Class List . 7Student E-Mail Address .10Student Address and Phones .10Student Xtender Documents .15Schedule Planner .16Faculty Grade Summary .19Access Role Rationale .201

WINGSExpress Documentation: Faculty and Advisor RolesFaculty RoleFaculty Role Main Menu options are as follows:2

WINGSExpress Documentation: Faculty and Advisor RolesAdvisor Level 1 RoleFor Non-Academic users and others who need access to only Basic Student data such as address, phoneand schedule, we have created an access role of Advisor Level 1.Advisor Level 1 Main Menu shows only the following Advisor selections:3

WINGSExpress Documentation: Faculty and Advisor RolesAdvisor Level 2 RoleAdvisor Level 2 Main Menu shows the following Advisor selections:4

WINGSExpress Documentation: Faculty and Advisor RolesSummary of Menu Access by RoleFaculty MenuAdvisor Level 2 MenuAdvisor Level 1 MenuTerm SelectionTerm SelectionTerm SelectionCourse CatalogCourse CatalogCourse CatalogClass Schedule SearchClass Schedule SearchClass Schedule SearchLook Up ClassesLook Up ClassesLook Up ClassesID SelectionID SelectionID SelectionCRN Selection (Your Sections)Enter CRN for Class List (any CRN)Enter CRN for Class List (any CRN)Faculty Detail ScheduleClass ListClass ListActive AssignmentsAdvisee ListingRegistration OverridesStudent InformationSummary Class ListAcademic TranscriptDetail Class ListStudent E-mail AddressStudent E-mail AddressFinal GradesStudent Address & PhoneStudent Address & PhoneStudent ScheduleWeek at a GlanceStudent Printable ScheduleStudent Printable ScheduleAssignment HistoryActive RegistrationsStudent Week at a GlanceSummary Wait ListView HoldsFaculty Grade SummaryView Test ScoresRegistration HistoryAcademic Student ProfileDARSDARS MAP for AdvisorsEarly Academic Alert SystemEarly Academic Alert SystemAdvisor NotesStudent Xtender DocumentsSchedule PlannerSchedule Planner5

WINGSExpress Documentation: Faculty and Advisor RolesMenu Option HighlightsTerm SelectionUsers will be prompted to Select a Term if this has not already been done prior to proceeding with othermenu options, such as Enter CRN for Class List.6

WINGSExpress Documentation: Faculty and Advisor RolesEnter CRN for Class List will first prompt for term, if one has not been specified, and then will promptfor the specific CRN.7

WINGSExpress Documentation: Faculty and Advisor RolesA Summary Class List is produced.Note this Class List will never show grades, not even when grading is open.8

WINGSExpress Documentation: Faculty and Advisor RolesID SelectionThe Student selected is verified.9

WINGSExpress Documentation: Faculty and Advisor RolesAs per the Menu shown above, for the selected student the following may be accessed:Student E-Mail AddressStudent Address and Phones10

WINGSExpress Documentation: Faculty and Advisor RolesStudent Printable Schedule11

WINGSExpress Documentation: Faculty and Advisor RolesEnter CRN for Class List functions the same as on the Advisor Level 1 menu. It will first prompt forterm if one has not been specified, and then will prompt for the specific CRN.A Class List is produced12

WINGSExpress Documentation: Faculty and Advisor RolesThe Detail Class List is available to faculty by selecting the CRN number.13

WINGSExpress Documentation: Faculty and Advisor RolesThe Early Academic Alert System functionality is available to the Faculty and Advisor Level 2 Roles:14

WINGSExpress Documentation: Faculty and Advisor RolesStudent Xtender DocumentsOnce you have selected a term, you will select your Student or Advisee by entering the UID, email, or bysearching by name.If there are scanned documents available for the selected student, links to them will be provided:15

WINGSExpress Documentation: Faculty and Advisor RolesSchedule PlannerSchedule Planner helps students plan their class schedules. They identify the classes they want alongwith any breaks (such as work or practice). Schedule Planner displays all schedule combinations that areavailable based on the available seats at the time. Using Schedule Planner does not make it more likelythat a space will be available in a class section when the student goes to register, but it can help thestudent consider the options.As always, when registration opens, the student registers for courses in WINGS Express.As an advisor, you can use Schedule Planner to view schedule combinations. Click on the Continue toSchedule Planner button:Proceed to utilize the dropdown menus for each field and place checkmarks by desired courses andbreaks, then click on Generate Schedules. There is a link for Help Videos included.16

WINGSExpress Documentation: Faculty and Advisor RolesFor example, to select only Full Term courses, use the Parts of Term dropdown to Select Parts of Termand check only the Full Term Option.Add desired courses by clicking on Add Course. Once you select courses, check those which you desire tobe included when you select Generate Schedules.17

WINGSExpress Documentation: Faculty and Advisor RolesYou may assist a student by adding their work hours as a Break Time so that your search omits coursesoffered during that time by clicking Add Break:When break times and desired courses have been added, select Generate Schedules to generate a list ofcourse sections from which a student might choose.18

WINGSExpress Documentation: Faculty and Advisor RolesFaculty Grade SummaryAfter selecting a term, you will be prompted to Select a CRN. All courses to which you have been assignedfor that term will be included in the dropdown menu. Select the course and click on Submit. If you do notfind the course you are seeking, please contact your department to request that you be assigned to thecourse.Grade Change Submission Instructions:Select the Change Grade link to initiate the grade change for a particular student. The Grade Change Request MUSTINCLUDE:New Grade:Reason:Notes: are optional, and can be used to provide information to department chair or notes you wish to be kept withpermanent record of the grade change.Click the Submit button.Close the Grade Change Request window after submission. Note: Every grade change is opened within a new window.After submission of a Grade Change Request, the request is sent to the applicable department chair's Worklist queue.If rejected: You will receive an email which should contain a reason for rejection.If approved: The Registrar's Office will receive the Grade Change Request in their Worklist queue for final action. TheRegistrar's Office may either:a. Approve - The Grade Change Request is processed on the student's record. Both the instructor and student areemailed following this action. *If the submitter of the Grade Change Request differs from the primary instructorassigned to the course, the primary instructor will also receive an email.b. Reject - The instructor will receive an email which should contain a reason for rejection.Instructions can also be downloaded using the following link Grade Change Workflow (PDF).19

WINGSExpress Documentation: Faculty and Advisor RolesAccess Role RationaleIn researching options to fulfill our ongoing responsibilities to protect our student’s educational records,CaTS discovered methodology that would allow us to create different Access levels to StudentInformation available via Self-Service.This project also further enhances our ability to comply with regulations instituted by the FamilyEducation Rights and Privacy Act of 1974, commonly known as FERPA.What do YOU need to know about FERPA?Maintaining the confidentiality of educational records is the responsibility of all facultystaff and student employees with access to student-related data; every university employeeis required to comply with FERPABelow are quotations from FERPA regulations regarding the level of access given to Universityemployees:§ 99.31(a)(1) School officials. Under current regulations, school districts and postsecondary institutions may allow“school officials, including teachers, within the agency or institution” to have access to students’ education records,without consent, if they have determined that the official has “legitimate educational interests” in the information.Under § 99.7, a district or postsecondary institution that discloses information under this exception must include inits annual FERPA notification for parents and students a specification of criteria for determining who constitutes aschool official and what constitutes a legitimate educational interest. Disclosures to school officials with legitimateeducational interests are not subject to the recordation requirements in § 99.32§ 99.31(a)(1)(ii) Controlling access to education records by school officials. Current regulations do not specifywhat steps, if any, a school district or postsecondary institution must take to enforce the “legitimate educationalinterests” requirement in the school officials’ exception. Parents and students have complained that school officialshave unrestricted access to the education records of all students in a district’s or institution’s system, particularly indistricts and institutions where records are maintained electronically. Institutions themselves have expresseduncertainty about what methods they should use to comply with this requirement when establishing or upgradingtheir recordkeeping systems.The final regulations require school districts and postsecondary institutions to use “reasonable methods” to ensurethat teachers and other school officials (including outside service providers) obtain access to only those educationrecords -- paper or electronic -- in which they have legitimate educational interests. deleted text In particular, if aparent or eligible student alleges that a school official obtained access to the student’s records without a legitimateeducational interest, the burden is on the district or institution to show that the school official had a legitimateeducational interest in the information.Also, we must comply with a second initiative, the Red Flag Rules. The Federal Trade Commission (FTC),in response to the rapid rise of ID Theft, passed the Red Flag Rules which charges us “to develop andimplement an Identity Theft Prevention Program (Program) for combating identity theft in connectionwith new and existing accounts. The Program must include reasonable policies and procedures fordetecting, preventing, and mitigating identity theft.”Initial investigation revealed several terminated employees with Advisor access and another manyterminated employees with Faculty access. We also have many Students who were given different typesof access directly from their Student Account (not a generic Student account or Delegated account). Thissolidified our need to have a tighter rein on access to Student data.20

Faculty Role Main Menu options are as follows: WINGSExpress Documentation: Faculty and Advisor Roles 3 Advisor Level 1 Role . For Non-Academic users and others who need access to only Basic Student data such as address, phone and schedule, we have created an access role of Advisor Level 1.

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