WebAdvisor User Guide
- Faculty -
Written by:
Luis Pena-Philippides
Programmer/Analyst
Prepared by:
Luis Pena-Philippides
Programmer/Analyst
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
2
Table of Contents
I.
WebAdvisor …………………………………...……………………………… 5
II.
Log In …….…………………………………………………………………… 6
III.
Faculty Menu …....…………………………………………………………… 7
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
3
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
4
WebAdvisor User Guide - Faculty
I.
WebAdvisorL
WebAdvisor is a web interface that allows you to access information contained in
the administrative database used by CCA. It allows you to view your advisees‟
personal and academic information, grade your students and view your class
schedules.
To access WebAdvisor, go to:
https://webadvisor.cca.edu
Welcome
Message
Announcements
Area
Navigational
Tabs
Menu Links
a. Welcome Message
Initially, everyone who arrives to WebAdvisor is logged in as Guest. Your name
will appear only after you log in.
b. Announcements Area
CCA will use this area to communicate important information regarding
WebAdvisor, such as announcements, reminders, availability, etc.
c. Navigational Tabs
Use the tabs at the top or at the bottom to move within the different menus
available to you. Your tabs will change after you log in. Please often visit the
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
5
FAQ’s (Frequently Asked Questions) and Contact Us pages for new or updated
information about WebAdvisor.
d. Menu Links
Initially, you will see the menu links available in WebAdvisor for all user types.
Once you log in, only the links to the functions you have access to will be
available. Click on the Faculty link to access your menu options.
II.
Log InL
Log in using your CCA user ID and password. Your user ID is the first part of
your CCA email address before the “@” sign. For example, if your email address
is [email protected] then your user ID is example. Your password is your CCA
email password. If you do not yet have a CCA e-mail account or you have
problems logging in, please contact the Helpdesk at [email protected] or 510594-5010.
After you log in, you will notice 2 things:
a. Welcome Message – it includes your first name. This is how you
know that you logged in successfully.
b. Faculty Menu Link – you only see the Faculty menu link as you
only have access to faculty web-forms or pages.
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
6
Your Name
Faculty Menu Link
Click on the Faculty Menu Link to view your options under the Faculty Menu.
III.
Faculty MenuL
The Faculty Menu will show the different options available to you.
a. Advisees - Detail - view a list of the advisees assigned to you during a
certain term. This screen gives you the option to view detailed student
information.


From the Faculty menu, click on the Advisees–Detail link
On the Advisees-Detail page, select the term you wish to view
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
7

Click on Submit
You are then taken to the second part of Advisees-Detail. This
second screen lists your advisees and gives you five options to
select from in the drop-down box. You can only make ONE
selection for ONE student. Make your selection, and click on
Submit.
The five options you have are:
1. View Student Transcript - lets you view a student‟s
transcript. Simply select the Transcript Type and click on
Submit.
2. View Student Schedule – lets you view a student‟s schedule.
Select the term for which you would like to view the schedule
and click on Submit.
3. Evaluate Program: DEGREE AUDIT – allows you to see the
evaluation of a student's or applicant's progress in satisfying
the requirements of an academic program. This is only
available for programs started after Fall 2006.
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
8
You may decide to produce a Program Evaluation for the
students major or for a different major.
4. View Student Test Summary - displays a list of the
admissions and placement tests that the student has taken
and for which the results have been recorded by CCA.
5. View Student Profile - lets you view the personal and
academic information of one of your students that we have
on record.
b. Advisees – Overview – view a list of the advisees assigned to you during
a certain term. This screen gives you the option to view general student
information.



From the Faculty menu, click on the Advisees–Overview link
On the Advisees- Overview page, select the term you wish to view
Click on Submit

You are then taken to the second part of Advisees-Overview. This
second screen lists your advisees and provides you with general
academic information such as cumulative GPA, number of credits
in progress and number of earned credits. It also offers the option
to send an e-mail to the advisees in your list.
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
9
To exit, click on the OK button.
To initiate the emailing workflow to communicate with your advisees, click
on the „Send E-mail to this list‟ link. You are taken to the Select Students
for E-mail screen.
 To send an email to everyone in your list, select “E-mail All
Students Listed”
 To send an email to only certain students, select “E-mail Only
Selected Students” and check the students whom you wish to write
 Click on Submit.
Next, on the Send E-Mail screen, the email addresses of the advisees you
picked will appear in the “E-mail Recipient” field. You have the option to
send the email to these recipients using the Blind Copy method by
checking the “Blind Copy (BCC) all recipients” box. If this box is left
unchecked, the email addresses of the recipients will be listed in the “To”
field of the email. You also have the option to send the email to additional
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
10
recipients. Enter the subject and text of the email and click on Submit to
send the email.
After the email is sent, you will receive a confirmation.
To go back to the Advisees Overview screen, click on the OK button.
c. Class Roster - Use the Class Roster web form to obtain a list of your
classes and student information. The first screen will show all of your
classes, and you can filter them for a specific term.



From the Faculty menu, click on the Class Roster link
If you wish to further filter the list of classes by term, select a term
and click on Submit
Click on the link for the section you wish to view a class roster
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
11
You are then taken to the second screen of the Class Roster workflow.
This second screen displays the list of students enrolled in the class you
selected as well as their ID, email address, phone number, class level,
class status, credits and cross listed sections.
The following links are available in this screen:
 Course Name and Title – when sections are cross-listed, this link
allows you to pick only the students that belong to the section you
click on.
 Select a different course section – takes you back to the list of
sections
 E-mail these students – initiates the emailing workflow to
communicate with your students
 Student – click on a student name to view that student‟s profile
 E-mail Address – click on an email address to send an email to that
one student.
If you wish to also view dropped and withdrawn students for that section,
check the “Select Dropped/Withdrawn Students” box and click on Submit.
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
12
The “E-mail these Students” workflow allows you to send an email to
everyone or to selected students in your class.
 To send an email to everyone in your class, select “E-mail All
Students Listed”
 To send an email to only certain students, select “E-mail Only
Selected Students” and check the students whom you wish to write
 Click on Submit.
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
13
On the Send E-Mail screen, the email addresses of the students you
picked will appear in the “E-mail Recipient” field. You have the option to
send the email to these recipients using the Blind Copy method by
checking the “Blind Copy (BCC) all recipients” box. If this box is left
unchecked, the email addresses of the recipients will be listed in the “To”
field of the email. You also have the option to send the email to additional
recipients. Enter the subject and text of the email and click on Submit to
send the email.
After the email is sent, you will receive a confirmation.
To go back to the Class Roster, click on the OK button.
d. Grading – Use the Grading Web form to obtain a list of your classes for a
specific term or date range.
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
14



From the Faculty menu, click on the Grading link
On the Grading page, select the term you wish to view
Click on Submit
You are then taken to the second part of Grading. This second
screen lists your classes for the term or date range you entered. It
also gives the option to grade for Midterm or Final grades.
Select the type of grading you would like to perform and then select
the class for which you are ready to grade. Click on Submit.
For this example, we are showing the Final Grading workflow.
You are then taken to the third part of Grading. This third screen
allows you to enter grades for your students in the Grade column.
The system will only accept valid grades defined by your institution.
You may enter grades at once, or enter some grades now and
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
15
some later. The midterm grade is also shown in case you need it to
determine the final grade. The administrative software does not use
the midterm grade in any way.
After clicking on Submit, you are taken to the fourth and last part of
the Grading workflow: the Grading Confirmation screen. This
screen shows your list of students with their respective grades as
recorded in the database.
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
16
Click OK to exit.
e. Search Course Schedule – Use the Search Course Schedule Form to
find one or more courses that match your search criteria. Leaving the form
blank will display ALL courses available for the term you chose and the
page may take a while to load. It is advisable that you limit your search to
avoid a long wait.




From the Faculty menu, click on the Search Course Schedule link
On the Search Course Schedule page, select the term you wish to
view
Entering additional search criteria is optional but recommended
Click on Submit
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
17
f. My Class Schedule – Use the Class Schedule Web form to obtain your
class schedule for a specific term or date range.



From the Faculty menu, click on the My Class Schedule link
On the Class Schedule page, select the term you wish to view
Click on Submit
You are then taken to the second part of Class Schedule. This
second screen lists your classes for the term or date range you
entered. It specifies class hours and location.
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
18
Each class name is a hyperlink, which will open the Section
Information screen in a separate window. Click OK to exit and go
back to the Faculty menu.
g. My Class Schedule (Calendar View) – Use the Class Schedule Calendar
View to obtain your class schedule in a calendar format for a specific term.



From the Faculty menu, click on the My Class Schedule (Calendar
View) link
On the My Class Schedule (Calendar View) page, select the term
you wish to view
Click on Submit
You are then taken to the second part of My Class Schedule
(Calendar View). This second screen lists your classes for the term
in a weekly calendar format. It specifies class hours and location.
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
19
This screen allows you to print your schedule and/or send it to
yourself via email in an iCal file, which you can then import into
your Apple iCal, Google Calendar and Microsoft Outlook.
h. Maintain Books – Use the Maintain Books workflow to view books listed
for a specific section, search for an existing book in the database and add
it to that section, add a new book in the database and assign it to that
section, maintain the requirement status for books, or delete a book for the
section if no longer used.
Viewing Books for a Section



From the Faculty menu, click on the Maintain Books link
On the Maintain Books page, select the term for the section you
wish to view. If you do not select a term, all your classes will be
listed
Click on Submit
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
20


Next, select the section you wish to view
Click on Submit

The Books for Section page lists all books that have been assigned
to a section
From this page, faculty can search for an existing book in the
database and add it to the selected section, add a new book in the
database and assign it to the section, maintain the requirement
status for books, or delete a book for the section if no longer used

WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
21
Searching for an existing Book


On the Books for Section page, select Search and Add Books
Click on Submit

On the Search for Books page, enter the title of the book, author or
ISBN
Click on Submit

WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
22





The Add Books page lists all books that match your search criteria
To add a book to your section, check the Add checkbox at the end
of the book row
As an option, you may change the requirement status of the book
from Required to Optional or to Recommended
Click on Submit
You are returned to Books for Section, which lists the book you
added for your section
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
23
Adding a new Book


On the Books for Section page, select Add New Book
Click on Submit

On the Add New Book page, fill out as much detailed information as
you know about the book
You must enter the book‟s ISBN. If ISBN is not available, you must
enter at least the Title, Author, Publisher and Copyright Year
You must establish the book‟s status with respect to the class
under Optional. The options are Required, Optional or
Recommended
The text entered in Comments is for faculty reference only, and will
appear in the Books for Section screen
The text entered in External Comments will appear in the Section
Information screen where a section is described.
Click on Submit





WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
24

You are returned to Books for Section, which lists the book you
added for your section
From the Comments line

Notice how the text entered in the External Comments line appear
in the Section Information screen for your section
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
25
From the External Comments line
Updating the Requirement Status of a Book



On the Books for Section page under Required/Optional, select the
option that best describes the requirement status of a book for your
section. The options are Required, Optional or Recommended
Click on Submit
The Books for Section screen is reloaded. The new requirement
status for the book you updated appears under Required/Optional
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
26
Deleting a Book



On the Books for Section page, check the Delete checkbox at the
end of the book row
Click on Submit
The Books for Section screen is reloaded. The book you deleted no
longer appears in the list of books for your section
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
27
i. Search Textbook Report – Use the Search Textbook Report web form to
select course sections and create a report that displays book information
associated with each section.



From the Faculty menu, click on the Search Textbook Report link
The Search Textbook Report page offers options to narrow down
the report result:
Only My Sections – to only return your sections
Instructor Last Name – to return sections of such faculty member,
but be sure to uncheck „Only My Sections‟. To return sections for all
faculty, uncheck the mentioned flag and leave this field blank
Sort Sections By – select a sort order for the report
Include Sections – you may select to query for sections with books,
without books, or all sections
Print Book Comments – check if you want to include book
comments in the report
Term – to narrow down to sections in a specific term
Date Range – to narrow down to sections that fall within a specific
Start and End Date. The date format should be MM/DD/YY
Academic Level – the academic level you want to include
Division – the university Division you want to include
Department – the section Department you want to include
Subjects/Course Levels/Course Number – enter a combination of
course information to narrow down the result
Click on Submit
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
28
You are then taken to the Section Textbook Report screen. The report
includes the date of the report, your filtering criteria and the selected
sorting options. It lists all sections that fall within the selected criteria along
with faculty, term and book information.
When done, click on the OK button to go back to the Faculty Menu.
j. Media Center Checkout Policy – Use the Media Center Checkout Policy
Web form to electronically sign your agreement with this policy.



From the Faculty menu, click on the Media Center Checkout Policy
link
On the Media Center Checkout Policy page, after reading the
checkout policy, you may check the box at the bottom to confirm
your agreement.
Click on Submit
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
29
Please note that for most screens more information is available by clicking on the
Help tab located at the top-right or bottom-right corners. These Help screens
contain instructions as to how to use a screen in case you need more details.
WebAdvisor User Guide – Faculty
© 2008 California College of the Arts
30