Online
Program-Filing
Instructions
to Advisers
Your advisees may enter courses at
any time at any location, but their programs will not be processed until you have approved
them. Unless you enter your email login and your email password, and click on
"Approve," the program is not approved, even if the student has entered the
courses and you have discussed them.
Please note that, if your approval has gone
through, your name and the current date will appear under the student's program. If
the current date does not appear, your approval has not gone through and should be entered
again.
There are two paths to students’ programs,
one through the student’s login and one through yours.
If the student logs in, all you need to do is
enter
your
eBear/email login and
your eBear/email password and click on Approve.
You also have direct access to
your advisees’ degree audit and programs. Click
here
to go to
eBear
Login. Type in your eBear/email login
and password, and click on Submit. [Note that you are
asked for your Barnard email login and password. Your login has a
maximum of 8 letters, so if your name is cbrowning, your login is
cbrownin. If you do not have your Barnard email set up, please call the Help Desk at x4-7172. For
information on automatic forwarding (to or from your Barnard account), go to: http://www.barnard.edu/at/training/pine/manage.html#.forward
.]
You will see a list of your advisees.
Click on the name of the advisee whose program, transcript,
etc., you wish to see. To approve her program, you will
enter your Barnard email login and your email password, and
click Approve. After you click on the Approve button, you
should see red checks next to all courses and your name and
the date should appear below the list of courses.
If you wish, you may create or change your
advisee’s program. Enter the 5-digit call number for each course, up to five Adds and
five Drops at one time, and click on Submit. Use the Tab key to move among the boxes.
Please remember, however, that you will also have to Approve the program.
Comments and Reminders may appear. They will
identify a specific problem, such as a time conflict, a missing call number, or a program
of under 12 or over 18 points. No time conflicts are allowed; neither you nor the student
will be able to enter two courses that overlap. If a student thinks she has permission for
a time conflict, she must confirm with us. If she lists a program of under 12 or over 18
points, the system will accept it, but she must have her Class Dean’s approval
(online or in writing to the Registrar’s Office), as well as yours. If she does not
have both approvals, her program will be invalidated.
The program will not be processed until you enter
your
email login, email
password, and click on Approve. Once you have approved a course, a red check appears in
the "status" column, and the date and time of your approval appear on the
screen. Once the course has been updated overnight to the
College database, the check mark becomes blue (for advance
program filing) or green (for final program filing). If your
advisee has added a course without your approval, the course
will appear on the web, but without a check mark. If your
advisee dropped a course without your approval, the Comments
and Reminders box will say so. Only courses with blue or
green check marks will be on the student's program in the
College database.
Programs are updated to the College database early
every morning. Please note that you will not be able to access on-line program filing
between 9 am and 10 am, while the daily transactions are being updated to the
College database.
You may at any time print from the screen.
You will then have a paper record of the program you
have approved. If for some reason you are unable to approve online, your advisee may
print her program and you may sign it and have her bring it to us.
The deadline for filing
advance fall
2008 final programs is
Friday, September 12. Students
may enter courses until 4:30pm; advisers may
approve programs until 11:30pm.
Emailing your advisees:
Note: To use
class email, you must have a windows email program, such as
Eudora, Outlook, or Netscape Mail. (If you need to have
an email program set up, the Help Desk,
x4-7172, can assist you.) Please note that Microsoft Internet Explorer has difficulty handling email
lists of more than fifty students.
The email addresses used in
this application are the ones provided by Barnard. If you are planning on using this
email application, you may wish to tell your advisees that you cannot
accommodate their use
of other email addresses. They can set up their BC and CU email accounts to forward
to their preferred email addresses.
Emailing all your
advisees:
At the top of the email list is an
identifier for class email. It will be something like: all
advisees@barnard.edu. If you
click on this link, your windows email program will start a new email message, with the
email address of all of your advisees entered on the bcc: line.
Emailing individuals:
If you click on an individual email
address, your windows email program will start a new email message, with the email address
of the individual advisee on the to: line.
Emailing groups of advisees:
If you want to email more than one
advisee, click the check boxes next to each selected advisee's name, then click the SELECT
button at the bottom of the column of check boxes. This will create a temporary
Selected Group at the bottom of the email list. Clicking on group advisees@barnard.edu will start a new email message, with the email
addresses of the selected advisees on the bcc: line.
Office of the Registrar, Barnard College
August
2008
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