Provision Academic Advisors - Requester

Last Modified: Oct 1, 2024

Overview

This guide is for users with Requester access to the Advisor Package Provisioning (typically ADs and SSC MDs). It documents the latest enhancements and has step-by-step guidance for provisioning and de-provisioning.

Access Granted

As a reminder, the Advisor Package grants the following access:

1. MySJSU advisor tools (Advisor Center, MyProgress, MyPlanner, etc.) **

2. MySJSU Advisor Request (View Only) **

3. SAMI advisor reports * (Requires SJSU VPN for off campus access)

4. Spartan Connect for Advisors *

**Access in MySJSU may take up to overnight to be fully ready.

*Access to SAMI and Spartan Connect is available the day after the package is granted, when those systems sync overnight.

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 > Academic Advisement > Provision Academic Advsiors.

Open

Searching

When the page is first loaded, a blank search screen is displayed:

Open

Search Fields

Requesters primarily search by Academic Organization, typically the college for which they manage advisors. Searching by Advisor EMPLID is also possible, but only for advisors that are currently provisioned. Use the Magnifying Glass icons (A and B) to lookup acceptable values for these fields

The Academic Organization field is for the college or high level organization that groups advisors. All advisors will be grouped into these high level organizations.

The Advisor EMPLID field is for searching for an individual advisor. If no results are found when searching by EMPLID, that advisor is not currently provisioned.

If the search is left blank, all academic organizations with any advisors are returned in the search results. Use the Search button (C) to search.

Search Results

If an Academic Organization has been selected from the list (or the specific code used, e.g. 99-UNIV) the page for that organization will automatically load once the Search button is clicked.

If a partial Academic Organization (or no organization) is entered, the search results will load many results. Simply click the appropriate Academic Organization code on any row. If the appropriate one is not found, try searching again.

New Requests to Provision

Adding a New Row

To create a new request, add a new row for each advisor you’d like to provision. Click the + button at the right side of the list (A).

Enter the SJSU ID number into the Advisor Emplid field, either by directly typing or looking it up with the magnifying glass.

With the ID entered, clicking out of the field should refresh the row and show additional information:

C) Consider selecting a Department, if applicable.
D) Review the Employee Info icon to verify employment status.
E) Double check that the Name matches as expected.
F) The Request Advisor Package checkbox will automatically be checked.
G) The Request AAARUSER Role checkbox is automatically unchecked. Only check the box if needed.
H) The Provisioning status will say Pending until the advisor package is granted.
I) Review the FERPA Training icon to verify FERPA compliance. Remember that training is only synced every night.
J) Review the Advisor (AA002) Training icon to verify advisor training compliance.

When you’re ready, save the page at the bottom of the list:

Requests to De-provision

Requesting to remove the Advisor Package is very simple.

First, find the advisor to de-provision and uncheck the Request Advisor Package checkbox:

Once unchecked, simply save the page. The approver will be notified on the next hour to uncheck the Approval checkbox and the following hour the advisor will have their access removed.

Requests to Re-provision

Advisors can be re-provisioned if they are still present in the list. Simply recheck the box to Request Advisor Package access and save the page. There is no need to add a second row.

Main Provisioning Page Fields

Once the Academic Organization is loaded, the list of all advisors in that organization is displayed.

Department Drop-down

The drop-down for Department 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.

Advisor EMPLID

This field displays the EMPLID for the advisor. When a new row is added, this value can be entered to populate the other information for that user in row. Once saved, the EMPLID cannot be changed.

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:

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.”

Request AAARUSER Role

This checkbox allows a requester to request the additional AAARUSER role for an advisor. The AAARUSER role grants additional access to the Advisor Records and Requests page, allowing them to submit Advisor Requests for students.

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

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.

Add and Delete Rows

New rows can always be added when new advisors need to be provisioned.

Existing rows cannot be deleted unless the user is fully deprovisioned first, meaning they do not currently have the Advisor Package Role.

It’s recommended to clean up deprovisioned advisors that will not be returning to the university. Faculty advisors that advise one semester on and one semester off can remain in the list and simply be re-requested when needed.

Common Errors and Warnings

AAARUSER Automatically Unchecked

If, as in the example above, the advisor also has the AAARUSER checkbox checked, and you uncheck the Request Advisor Package checkbox, the system will automatically uncheck the AAARUSER checkbox and warn you:

Advisor Already in List

If you attempt to add another row for the same user, you will get an error:

Advisor Already Provisioned

Duplicates are strongly discouraged since this can lead to inconsistencies in perceived access: