Welcome to myAdvising@ttu.edu

eRaider Sign In Button

About AXIS ... the Advising Information System

Helping students accomplish their goals is often determined by how well advisors, staff, and faculty work together by sharing information, tracking students’ progress, and interjecting assistance at appropriate moments.

The Advising Staff at the University Advising Center created and has been using an electronic database advising information management system since 2000. It is a system designed by and for academic advisors to support students in reaching their goals.  Here are your options at this point:

  1. Current Students should click on the eRaider sign-in button up at the top.
  2. Curious advising personnel can continue to read through this page.
  3. Curious and hands-on advising can jump directly to a live demonstration site running AXIS which will allow you to "play with" the system in its current form.  Jump to http://j.mp/axisdemo.

Benefits of Electronic Documentation

for Students

  • AXIS reduces student wait time
  • advising time and communication are increased by removing routine and redundant work from the advising appointment
  • students may access their advising information from this web-based application ... anywhere, anytime
  • students receive consistent and current information on referrals from their advising interactions in email receipts and follow-up messages

for Academic Advisors

  • advising relationships are assigned dynamically, as the system population and resources allow
  • it is paperless ... no files to lose or maintain
  • database-driven records allow for tracking of:
    • each advising interaction
    • each advising communication
    • feedback & follow-up conversations
    • referrals made and referrals completed
    • action plan progress
    • correlations between specific advice given and the person who has given the advice
  • Quality Assurance Checks provide
    • peer learning opportunity as integrated part of workday
    • accountability on progress of student population
    • backup against minor errors that would otherwise go unnoticed
    • asynchronous communication between advisors on important matters of quality, accuracy, and effective communication

for Advising & University Administration

  • AXIS allows administrators to analyze student advising trends, issues, and cohorts in a real-time time frame.
  • Facilitates the automation of certain communications, freeing advisors for other value-added work
  • Workloads are being balanced in an ongoing fashion
  • Generation of an advising timeline report to facilitate problem resolution with other departments and university administrators
  • AXIS allows for longitudinal tracking as well as proactive intervention.

Technical Details

AXIS is written in PHP/JavaScript and utilizes a MySQL Community Edition database (v.5). Because the AXIS interface is web-based, it can utilize a wide array of browsers that support java scripting. MySQL and PHP will run on a wide array of platforms. See http://www.mysql.com and http://www.php.net for details. Because PHP, MySQL and AXIS are GPL licensed, the costs incurred with setting up this system can be dramatically reduced.

Specific AXIS Features

There are many specific features of the AXIS system.

Student Sign-in

Assessment staff is able to have the students sign-in when they show up in one of three ways. They either are able to swipe their student ID through the card reader, write down their SSN, or input their SSN through our wireless keypad.

Tracks why each student came in and how we saw the student

This is done when the student signs in. We select the reason the student came in and also the contact portal.

Updates students major status

The advisor is able to select the student’s major status as undecided, uncertain, undeclared or declared.

Updates student’s possible majors

The advisor is able to select a possible major for the student and record that in our database.

Selects referrals for the student

The advisor is able to select a referral for the student and verbally provide the referral information to the student.

Updates department specific notes

Student records can be exported to another department that uses the system without compromising “department specific notes”.

Views all student contact history

View all instances where this student was visited by our staff. Staff can click on an instance and view information from that visit

Private comments

Advisors are able to input comments specific and private to other advisors. No one else is able to view that information. These are important during quality assurance checks.

Public Comments

Advisor’s comments will be emailed to the student upon completion of the AXIS session. These notes are viewable by other advisors during quality assurance. If students request, they can access these notes from the web by requesting the advisor to set up a student AXIS account.

Quality Assurance

Every instance in AXIS must go through quality assurance. This is done to ensure accurate and timely advising for each student. By default, the advisors of record will not be able to perform quality assurance on their own work.

Files to Fix

If there are problems with an advising event, both the student and initial advisor are notified through email, and the students name is put in the “file to fix.” Then, the initial advisor is able to go back and review the public and private notes for the initial advising instance as well as the quality assurance. They are also able to update the notes and ensure that there are no more problems with that particular advising instance. Each time an advisor updates the problem advising instance, the student is notified of the status.

Email System

Students are sent email receipts of all advising sessions they have with AXIS. This receipt informs them of all information that was discussed and left by the advisor including referral information. Students also receive an email when a file has been quality assurance checked to inform them that there are no problems. Students and staff receive emails if there is a problem with the advising session that needs to be addressed.

This is the common ground that both Advisors and Students agree upon. The content of the email (AXIS) is what the advising center understands is the most accurate information regarding the student’s future plans and/or current situation. The email sent to students gives them a moment to reflect upon the actual advising session and compare it with the summary received from AXIS. Any discrepancies should make students aware that the Advising Center needs to be notified.

Look up student information

Advisors have the ability to search the database for student information based on their SSN or search by first or last name. They are able to either view their academic record or can view all instances they have had with the ACTT and AXIS.

Add Contacts

The assessment team keeps track of all contacts they have each day. This includes telephone calls, walk-ins, etc. They also categorize each contact into one of several areas. At the end of each day they input information to be used in reporting.

Student Access

If a student requests, advisors can create an account so that students can go back and view the information that advisors put in their public notes through a web interface.

Modify Advisors

AXIS Administrators may add new users and update current user information (email, permission level, supervisor, description, etc).

Modify Reasons

This allows the Advisors to update and add different reasons for students to appointments. This information is tracked for reporting.

Modify Majors

This allows the staff to update and add majors as they change. We are able to update the major as well as the major abbreviation.

Modify Referrals

This allows the staff to update and add referral information.

Statistics by date

AXIS administrators are able to run a report that lists each student seen by each advisor, and then totals those numbers and calculates the percentage. We are also able to track ethnicity of students seen by each advisor and the percentage. As well, first generation college status for a specified range of dates may be tracked.

Search by common words

Staff can search the public and private notes for a common word and have a listing of those identifying numbers (ss# at TTU) where that word appeared. The staff member can then select the SSN and view that particular advising instance.

Refresh new data files

The system administrator updates the records we have in our database based on a new tech report pulled from the main frame.

Plug-ins

Modules may be developed that can harness the information contained in AXIS without compromising security. These plug-ins take advantage of existing database connectivity as well as the group/application permission structure.

Organizational Structure

Functions or aspects of AXIS (like files to be fixed) may be elevated to the person’s supervisor when certain criteria is met (ex: the initial advisor being a part-time employee).

Permission Structure

Integrated into the core of AXIS is a permission structure based upon user-created groups or individually assigned application permissions. With this setting a portion or plug-in of AXIS can be restricted.

Where We're Headed ....

The section that follows contains an outlined version of the coming entry to the AXIS interface for students, advisors, and others who may venture into the world of myAdvising.

We encourage you to check back frequently to monitor our progress toward this exciting and incredibly useful tool.

  • person clicks on the my.Advising link and is offered a pretty LCMS page (www.advising.ttu.edu/login) with:

    1. the eRaider Login button,
    2. the AXIS blurb text.
  • click on eRaider and
    1. if eRaider not valid, offer them the feedback page.
      feedback page contains:
      1. feedback form
      2. Online chat link
      3. contact information
      4. link to admissions information (www.gotoTexasTech.com)
    2. if eRaider is valid,
      1. and is not student or active AXIS user, send to feedback page described above.
      2. and is active AXIS user, send to advisor options page.
        1. Link 1: Continue to AXIS for advising. (send to AXIS Welcome)
        2. Link 2: Demonstrate AXIS for student. (send to FARC, and its children.)
      3. is not active AXIS user, is active ASUD, PLAW, or has 0 attempted hours, open ourstudentlogin page.
      4. is not active AXIS user, is not active ASUD, PLAW and attempted hours > 0, send to notourstudentwelcome page, which contains
        1. ourstudentlogin include,
        2. but offers no opportunity to take action in the ACTT advising process,
        3. except to add documentation for themselves.
      5. ourstudentlogin page. (include based for use elsewhere)
        1. built from foundation of lookupstudentinformation page.
        2. contact and demographic section
        3. advisor history section
        4. possible majors section
        5. declared majors history section
        6. referral history section
        7. status history section
        8. advising contact history
          1. inperson documentation (public comments only)
          2. SAW documentation (public comments only)
        9. student created documentation (not yet built)
        10. uploaded documents
        11. section of actions to be taken
          1. if attempted hours = 0, and no ARC submission, then NSO-ARC (Noah's Ark)
          2. if attempted hours > 0 and hold not moved, then ARC.
  • Student Timesheet for improved reporting of student workers' efforts toward a specific program or departmental objective
  • Quickscheduler advice for building schedules with currently selected courses for registration preparation
  • Kiosk sign-in
  • Online appointment requests (integrated)
  • Auto-fed strategic plan reporting metrics (real-time basis)
  • Fully automated integration with Banner OODS (Oracle Offline Data Store)
  • Student notations and creation of ticklers by students
  • Expanded reporting for legal studies minor, declared with intention for law, and first generation college populations
  • Expanded reporting for program and student learning objectives, especially for DISCOVERY!, PEGASUS, and Prelaw program participation