The Advisor View

The Advisor View allows advisors-of-record automatic access to a dynamic, current view of their advisees' academic and demographic information from the Student Administrative System.

View List of Advisees

1.  To view your list of advisees, log into Portfolio using the Advisor Login.

The Advisor's Login button

2.  You will see the Advisor’s view where there is an alphabetical listing of your assigned advisees-of-record.

The Advisor's view

3.  Remember to always logout in order to maintain the security of your advisees’ records.

Location of the Logout button

Viewing Personal Information and Education Records

1.  To view an advisee’s records in the Advisor View, click on the title of the advisee’s presentation to open up his or her individual U of M Profile.

2.  If the student has requested suppression of his or her education records, the following screen will appear.  After reading the message, you must click  before proceeding to the student’s record.

Location of the I Accept button

The Advisor View is separated into two sections:

• Personal Information may include some, or all, of the following:
• Name
• Student ID
• UCard Photo
• Demographic Information
• Email Address
• Address
• Phone
• Residence
• Education may include some, or all, of the following information:
• College/major
• Advisor(s)
• Hold(s)
• Registration Appointment
• Tracking Flags
• Registration Record
• Graduation

Two sections of the Advisor's view

Registration Record

To view an advisee's registration record, click on the Term to display enrollment, credits, grades, and term and cumulative GPA.

Location of the Term

University of Minnesota Administrative System

All records displayed in the U of M Profile of Portfolio are from the University of Minnesota’s Administrative System.  This is a centralized PeopleSoft Campus Community database housing student and human resource records.  The display of these records in the U of M Profile is dynamic.  Current Administrative System records are shown in the U of M Profile.

If there are errors in these records, people assigned to work with University system records should be contacted.  Most departments and collegiate units have one or more people assigned to work with these records.  Personal information and some Administrative System demographic information may be viewed and/or updated on the web by clicking on the Update Personal Information link located at OneStop.

Location of the Personal Information on OneStop

Suppression of Records

Any student member of the University community can request that his or her public information be suppressed.  This means that according to federal and state law and Regents’ policy regarding private student information, advisors, and other University employees may not release any information about this student to a third party.

It’s possible to suppress records in one of two ways:

• You may suppress address and phone only
• You may suppress all personal information

The Update Personal Information link referenced above allows for either of these suppressions.

A request to suppress student records shows up in the U of M Profile in two ways:

• After clicking on the name of a student whose records have been suppressed, a suppression screen will appear.  In order to see the advisee’s records, you must read and click that you accept the conditions of student data privacy.

Location of the I Accept button.

• At the top of each page of the advisee’s U of M Profile, you will see a suppression statement that reads, “This student has suppressed his/her information.”

Suppression Statement

Family Educational Rights and Privacy Act

The Family Educational Rights and Privacy Act of 1974 (FERPA) helps protect the privacy of student records.  FERPA provides for the right to inspect and review education records, the right to seek to amend those records, and the right to limit disclosure of information from the records.  The intent of the legislation is to protect the rights of students and to ensure the privacy and accuracy of records.  FERPA applies to all institutions that receive federal funding.

The Office of the Registrar has published a concise document summarizing FERPA regulations as they apply to the University of Minnesota.  For a copy of this brochure, contact Tina Falkner at rovic001@umn.edu.  Also, the University’s official policy on student records can be accessed at http://www1.umn.edu/regents/policies/administrative/Student_Education_Records.pdf.

All faculty and staff should understand FERPA and the impact it has on student records.  Many colleges require advising staff and faculty to annually sign a FERPA agreement.  Please check with your college office regarding this form.

Why Students Should Build Customized Portfolio Folders for Advisement

One of the unique strengths of Portfolio is that it provides one mechanism for sharing Administrative System and self-reported information anywhere, anytime.  This feature can be used to great advantage in advisement because students can share integrated information otherwise unavailable to their advisors.

For instance, a student can write out a four-year academic plan using the Academic Plan template in Portfolio.  The student can then attach URLs for the catalog description of the major/minor degree requirements, as well as class schedules.  Other self-reported documents could include career plans, autobiographical statements, photographs, assessment scores, résumés, co‑curricular activities, and academic work samples.  In addition to official web pages, such as student affairs offices and policies, students can upload documents such as degree audit reports (APAS) to their Portfolios for sharing.

These and other self-reported documents can be shared with an advisor only by using a customized Portfolio folder.  This is a custom-built folder created specifically for an advisor.  It contains elements the student wants his or her advisor to see, and it can contain any number of Administrative System and self-reported elements.

The customized Portfolio folder can provide a three-dimensional view of the student to the advisor, thereby providing an advisor with a wider range and depth of information for making recommendations.