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Read Advising Notes

Advisors, to view existing advising notes, follow the directions below.

  1. In SPIRE Menu, go to the Read Advising Note page or go to Main Menu > Advisee Information > View Advisees, select a student, and click the advising notes tab:
    • Use the SPIRE Menu to navigate to Advisee Information > Read Advising Notes. The Read Advising Notes search page opens.
  2. On the Read Advising Notes search page, search by advisee, contact date, or author. To choose a contact date, click the calendar icon (choose a date), or enter a date in the form mm/dd/yyyy. Note: For Contact Date, as well as for the other search criteria, there is a drop-down list that allows you to change the operator. For Contact Date, search for notes from all meetings between two dates by selecting the between operator. Search for notes from all meetings after a certain date by selecting the > operator.
    • Click Search.
    • If more than one advising note matches the search criteria, the search results appear at the bottom of the page. The order of the results depends on the search criteria. Click any column heading to sort by that column in ascending order. Click the same column heading again to sort in descending order. If an author saved more than one note for a student on the same day, the Sequence number indicates the order in which the notes were written. Click any link, such as the contact date, in the row that represents the advising note you wish to view.
    • The Read Advising Note page opens.
  3. On the Read Advising Note page:
    • Student information displays at the top of the page. This information is current at the time of viewing and so may be different from when the advising note was first added. Up to four academic plans display, with up to three sub-plans per plan. Note: Only selected test scores display: FMATO, FWRIT, and FLANG.
    • A FERPA flag (FERPA) displays near the page title if the student has requested extra privacy protection. A Negative Service Indicator icon (Negative Service Indicator) displays near the page title if the student has a hold on his or her record. Clicking the FERPA flag or the Negative Service Indicator icon produces the same behavior here as clicking them on your advisee's Student Center. See Advisee Privacy & Holds for further details.
    • Meeting information displays at the top right, comprised of Author Name, Contact Date, Sequence number, and Author ID. If an author saved more than one advising note for a student on the same day, the Sequence number indicates the order in which the notes were added.
    • View meeting type, topics discussed, etc., if the author entered them. In the future it will be possible to have different sections and choices for different departments.
    • View Comments at the bottom of the page. If there are a lot of comments, a scroll bar appears at the right of the Comments box.
    • If you wish to email a copy of the advising note to the student or yourself and you created the note you are viewing, click the Email to Student cc to You button or the Email to Yourself Only button, just below the Comments box. The student's email will have the subject line Notes from your advising meeting with <author's name>. The cc to you will be exactly the same except for the subject, which includes the student's name and 8-digit SPIRE ID. Deans can email notes by any author to themselves.
    • If more than one advising note matched your search criteria, click the Previous in List button, the Next in List button, or the Return to Search button at the bottom of the page to navigate through the notes that matched the criteria. Note: Depending on your search criteria, Previous in List and Next in List may take you to notes for other students.