How to use Advisor Notes

This video explains how Academic Advisors can use the 'Advisor Notes' option to communicate with students (and other advisors) quickly and easily. Below is the script for this video:
The use of Academic Advising Notes is a way to document and track the messages students are receiving.
This tool provides us a way to communicate easily with the student and any other campus entity that might be working with or advising the student including Department Chairs, Faculty Advisors, School Base, Undeclared, Career, the Registrar and the Compliance Coordinator. Because advisor notes are housed in MySSU they will not overload your email. You can submit a note and email the student all at the same time. This tool is a more effective and efficient way to advise our current and future students.
Let’s get started. You can locate the Advisors Notes by navigating through Self Service--Advisor Center--My Advisees and your Advisee Student Center. Under Academics open the drop down menu. Locate “Advising Noes”. Once you have opened the Advisor Notes you can indicate the Topic: Career, General Education, Graduation, Major General, Major Lower Division, Major Upper Division, Minor General, Probation/Disqualification, Registration, Remediation and Transfer Credit. At this time the topic Remediation is only used by the Compliance Coordinator.
The “Advisor” is referred to the one who input the note. If there are multiple notes the newest one will be located at the top.
If you would like the student to see the note you would check “Show in Student Self-Service” and indicate the amount of days you want the note to be visible to the student. You should also check “Sent Note as Email to Student”. This is a good safeguard to ensure that the student receives the message even if they are not checking the Advisor Notes in their MySSU. Once the email is sent to the student the box indicated by “Student Notified” will be checked and the date that was sent will be to the right. If you would like to write a note that will only be available for advisors to see make sure you do not check “Show in Student Self-Service” or check “Send Note as Email to Student”.
*The student will view their note under their “Student Center”. They will find the note under their “Academics” indicate “Advisor Notes” and view what you sent. Students will not know to check their “Advisor Notes” unless you sent them an email or referred them to their “Advisor Notes”.
If you sent the note by email the student will receive an email with the advisors email address only and the text that was input into the note box. You will need to input your name or signature in the note if you prefer to have it in the email to the student.
As for the “Note”, this is where you will provide an overview of the advising session. Be aware that anything that you type cannot be deleted or edited once you have submitted it. Any Advisor notes can be subpoenaed. Do not reference any disability or referred to the Disability Resource Center along with pregnancy or CAPS. If an advisor feels it’s necessary to note that they referred the student to one of these services the appropriate notation would be “referred to supporting services”. If you referred the student to tutoring services or United of Success of the Writing Center you can refer to these services specifically. Again, refrain from referring to a disability.
When you have completed your note, you will need to indicate “Apply” to save it. Once it is saved then you can indicate “Ok” to close it out. If by chance you do not want to indicate a note, you would need to indicate “Cancel”. Even if you indicate “OK” it will still save the note but you will not be notified that it is saved. So, be cautious when inputting a note.
I hope you found this tool useful as this will save you time and energy along with space in your inbox!