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Adding or Removing Advisors in Batch

Instructions from the Office of the University Registrar for assigning or removing advisors in batch.  

  1. Navigate to Student Advisor Upload Process page. 

Navigation

OSU Student Records →Run Student Advisor Upload

  1. Select the Search link.

     

    Helpful Note

    If this is the first time you are adding an advisor in batch, you will need to create a new Run Control ID. To do this, select the Add a New Value tab and name the report. In this example, the report is named add_advisors_batch. Select Add.  You will only need to add a run control the first time you run the report.  After the run control is added, you can reuse it each time you need to run the report. Select Search on the Find an Existing Value tab to locate your Run Control ID.

    The image indicates to tabs. The "Find an Existing Value" and "Add a New Value" tab. The Add a New Value tab is selected with an example Run Control ID naming convention listed as: add_advisors_batch.
  2. Next you will need to create your process parameters. Select the Add or Remove button from the Run Option menu.  To upload your list of advisors and student IDs to add or remove, select the Add Attachment (paperclip icon) to add the text file.
  3. Create the Text File that will be uploaded.
    1. Open Notepad.
      1. Use the taskbar search option to search for Notepad and select the app.
      2. Select the Windows Start icon in the taskbar to open the app list. From the Windows Accessories folder, select Notepad.
    2. Refer to the Text File Format in the Student Advisor Process Parameters box when creating the text file. The text file must include a list with Student ID, Advisor ID, Advisor Role (codes listed below), Academic Career, Academic Program (required), Academic Plan (optional).
      1. ADVR     Academic Advisor
      2. ATAD     Athletic Advisor
      3. CLAD     College-Office Advisor
      4. CRAD    Career-Services Advisor
      5. DISS      Dissertation Advisor
      6. DPAD     Departmental Advisor
      7. FCAD     Faculty Advisor
      8. HOAD    Honors Advisor
      9. MJAD     Major Advisor
      10. MNAD    Minor Advisor
      11. MVAD    Military-Veteran Advisor
      12. ODIA      Diversity & Inclusion Advisor
      13. OMAD    MAP Advisor
      14. READ     Research Advisor
      15. SCAD     Scholars Advisor
      16. SCCH    Success Coach
         
    3. To avoid errors there must be a comma between each piece of information, including a comma following the Academic Program if  an Academic Plan is not included.
      1. An example row of the text file (Academic Plan included): 
        012345678,876543210,ADVR,UGRD,UENG,CIVENG-BS
      2. An example row of the text file (Academic Plan not included:- note the required comma at the end):
        012345678,876543210,ADVR,UGRD,UENG,
      3. Save the text file to your computer.
  4. Select the Add Attachment (paperclip) to upload the text file. Select Choose File, locate and select the text file, then select the Upload button.
  5. Select the Run button.
  6. On the Process Scheduler Request Screen, ensure the Run Student Advisor Process is selected, and select Okay.  
  7. The process will begin to run, and you will be redirected back to the Batch Student Advisor Upload page.
  8. Select the Process Monitor link (located near the Run button link) to open the Process List where you can view to view the process progress.
  9. Select the Refresh button link to view the current process status. Continue to Refresh until the process is finished. The process is finished when the Run Status is Success and the Distribution Status is Posted (Queued and Processing indicate the process is still running).

  10. Once the process has finished, select the Details hyperlink from the Details column in the Process List section to open the Process Details.

    Image of the Process Monitor page, with a red box around the Refresh button,status, distribution, and details of the Process List.

  11. On the Process Details screen, select the View Log Trace link to access the files created.

    In image of the Process Detail of the advising bath report. There is a red square around View Log Trace, which is the last item listed of four Action hyperlinks.
  12. Select the ERR.txt link to view a report with detailed reasons why an advisor was not updated.
  13. Select the OSR_STDNT_ADVISR_Log.txt link to view a report of each successful update.

 

Important Information

The effective date for the new advisor will be the day the batch process is completed. If there is an existing effective date for the current date, the effective date will be moved to the next day.