Provision Academic Advisors - Approver
- Spartan Connect
Overview
This guide is for users with Approver access to the Advisor Package Provisioning. It documents the latest enhancements and has step-by-step guidance for approvals.
If you have any issues with any of this, reach out to Advisor Administration for assistance.
Getting Started
Begin by logging into MySJSU and navigating to the Provision Academic Advisors page. The menu path for this page is: Main Menu > SJSU Campus Solutions > Utilities/Extracts > SJ Security Packages > Use > Advisor Package - Approval.
There is no search for this page. You will automatically see all outstanding requests waiting for the approver.
Approval Page Fields
Department
The Department field is used to further organize the advisors by academic departments within each college. These departments are built from the Academic Organization tree and may not fit for every scenario. Most prominently, there is no department for the College Success Centers so it’s suggested to either leave the department blank or use the department listed with “All College” in it.
The Department field is not required and can be left blank. It has no impact on advisor access or provisioning and is simply an organizational feature.
Advisor EMPLID
This field displays the EMPLID for the advisor.
Employee Info
The icon displayed will indicate (at a very basic level) whether the specified user is an active employee, not an employee, or possibly just a student:
Clicking on the icon will display the primary employment info on file.
Advisor Name
If the advisor has a preferred name, that name will be used instead of their primary name.
Request Advisor Package
This checkbox indicates whether or not the advisor is currently requested to have the advisor package or no. Checked means “Yes, the user should have the advisor package” and unchecked means “No, this user should not have the advisor package.”
Requester Name and Timestamp
When a requester updates the Request Advisor Package checkbox (either checks or unchecks) their name and the current timestamp is updated in these two fields.
Approve Advisor Package
This checkbox indicates whether or not the advisor is approved to have access to the Advisor Package. Checked means “Yes, the user is approved to have the advisor package” and unchecked means “No, this user is not approved to have the advisor package.”
Approver Name and Timestamp
When an approver updates the Approve Advisor Package checkbox (either checks or unchecks) their name and the current timestamp is updated in these two fields.
Provisioning Status
The statuses of each advisor package row indicate if the advisor has been successfully granted access, access has been removed, or if there is a provisioning issue that has prevented access from being granted. For a full list of provisioning statuses and their explanations, click on the Provisioning Status Descriptions link at the top right of the table on the provisioning page.
FERPA Training
FERPA training is updated once per day (overnight) by the CSULearn training system.
This icon indicates the status of an advisors FERPA and Data Security training:
Clicking on the icon brings up a secondary page with more training details, including the date training was completed and expiration date.
Advisor Training
This icon indicates the status of the AA002 Advisor Training.
Clicking the icon brings up a secondary page with more training details, including the date training was completed.
Managing Requests
When requesters request that advisors be provisioned or de-provisioned, those approval requests will appear for approval. Each request should be reviewed and acted upon appropriately. The approval checkbox lets the approver indicate the status: Checked means “Yes, the user is approved to have the advisor package” and unchecked means “No, this user is not approved to have the advisor package.”
Batch Processing
For the approver, there is a single button at the top of the list that can batch process all the rows waiting for approval or removal. This button, the “Match Approvals to Requests” button, will mark the Approve checkbox with whatever the value of the Request checkbox currently is. Requests are approved and “un-requests” are “un-approved” for each row.
Individual Approval or Removal
Each row can be individually acted upon separately to either approve or “un-approve” the advisor package. If it’s necessary to not process one or more rows for some reason, marking those rows individually is appropriate.