Student List
The Student List helps you take action by giving you a way to view and filter students within your SSU. Which students appear on the list for you depends on two factors:
- Whether your institution and role sets you to see only your assigned students
- Which filters you applied
Advanced Student Search
Advising enables users to find or create groups of students based on certain criteria available in the filter list. Filters appear in several places: Advanced Search, Groups, and Reports.
The filters include these categories:
- System Activity
- Academic Information
- Demographics
- Progress to Degree
- Courses
- Advising
- Alerts
Default Filters
In addition to these default filters, you might see some configured just for your institution.
| Name of Filter | Category in Search | Filter Definition |
|---|---|---|
| Active/Inactive | Prioritized filter outside of advanced search.At the top of the page. | Active: Currently enrolled in a live term. Inactive: Incoming admitted students not yet enrolled for a future term, Incoming admitted students enrolled in a future term, Students who were previously registered for a section in a term that was active in the last 4 calendar years but not currently enrolled in a live term. |
| Degree | Academic Information | Credential sought by the student in the academic career term. Example: certificate, associate’s, bachelor’s |
| Department | Academic Information | Identifies the student’s Department designation as Department. Is defined in institution data. Example: Deeper dive into college, Psychology department within the College of Arts and Sciences |
| Enrolled Next Term | Academic Information | Students who have or have not yet enrolled in courses for the next term(s). |
| Full-time vs. Part-time | Academic Information | Breakdown of students by full-time or part-time status.Undergraduates: 12+ credit hoursGraduate students: 9+ credit hoursOptions: FT, PT, N/A (if unenrolled) |
| Undergraduate Type | Academic Information | Indicates an undergraduate’s admit type (what they were most recently admitted as). Options: FTIC, Transfer, Readmit, High School Dual Enrollment |
| Major | Academic Information | The major a student has declared during their current academic career. |
| GPA | Academic Information | Cumulative GPA for students enrolled in current term. |
| Academic Standing | Academic Information | Student’s academic standing in the current term. (Institution values are mapped to Civitas values in filter: Good Standing, On Probation, On Warning, Dismissal, Prevent Registration) |
| College | Academic Information | Identifies the student’s College designation as College is defined in institution data. |
| Minor | Academic Information | The minor a student has declared during their current academic career. |
| Academic Level | Academic Information | Academic level or grouping typically associated with student program enrollments and term, often referred to as Academic Career. Typically includes Graduate and Undergraduate, with programs such as MBA rolling up under Graduate. (UG, GR) |
| Registered Campus | Academic Information | Institution-provided name for the campus identified as the registered (home) campus for each student in their academic career term. This is generally where the student takes the majority of their classes. |
| Home Campus | Academic Information | Home Campus can be defined as:1. Where the school has assigned the student (this should be mutually exclusive and a student should only have 1 home campus)2. Where the student is taking the most classes this term. It’s common for schools to assign a student to a home campus to start with but once they start taking classes, they may actually be at another campus more often. Institution can determine which definition they choose based on their preferences and quality of their Home Campus data. |
| Prediction Score | Actionable Analytics | This is a way to filter based on our definition of “Very Low” “Low” “Moderate” “High” or “Very High,” as part of persistence prediction. |
| Assigned Advisor | Advising | Indicates a specific advisor that is assigned to a caseload of students at the institution. |
| Student has met with advisor or scheduled it | Advising | Indicates a student who has met or scheduled time with an advisor using the system. |
| Hold Type | Advising | Indicates the holds that may be attached to the student in the current term. |
| Financial Aid | Advising | Indicates the types of financial aid assistance being received in the current term, if enrolled. Options: Self Pay, Loan, Pell Grant, Other Grant, Scholarship, State Loans, Work Study, Other Financial Aid, GI Bill |
| Advisor Type | Advising | Indicates the type of advisor assigned to that particular student. Advisor types can be configured by the institution. Examples: Faculty Advisor, Major Advisor, Student Success Coach, etc. |
| Student Modality | Advising | Indicates the primary modality in which the student takes courses (online, in person, blended). |
| Current Address,Permanent Address | Advising | Search based on country and state. |
| Alert Type | Alerts | Indicates whether an alert raised is a “checkpoint” alert or “general” alert. |
| Alert Status | Alerts | Indicates whether an alert is open or resolved by an advisor or faculty member |
| Course Number | Courses | Indicates the institutions course number for a course taken (current, past, future) |
| Grade | Courses | Indicates the grade in which a student received in a particular course. |
| LMS Logins (if integrated) | Courses | Number of times a student has logged into a section via the LMS in an in-progress term. |
| Credits | Courses | Indicates the number of credits attached to a course. |
| Term | Courses | Indicates the academic term a course has taken place. |
| Course Type | Courses | Indicates where the course was taken and whether it is credit bearing: abroad, transfer, at institution, AP, non-credit course, etc. |
| Section ID | Courses | Section ID associated with a Course. |
| Age | Demographics | Student’s current age in years, presented in ranges. |
| Gender | Demographics | Student’s gender: male, female or unknown. Unknowns are any student whose gender isn’t ‘M’ or ‘F’; some institutions have other labels that we don’t recognize. |
| Ethnicity | Demographics | Is Hispanic or is not Hispanic. |
| Race | Demographics | White, African American, Asian, Native American, Two or more, Unknown |
| Military | Demographics | Flag showing whether a student is affiliated with the military. Typically, affiliation goes beyond active duty to include those with Veteran status as well as children, spouses, etc. of the military individual themselves. Options: Affiliated or Not Affiliated |
| Student Athlete | Demographics | Identifies if they are a student athlete. Options: Y/N |
| Varsity Sport | Demographics | Identifies which sport/team the student plays at the institution. |
| Start Term/Year | Progress to Degree | Identifies the first term and year of enrollment at the institution for each student AND for their current academic career (e.g. if a student was an undergraduate student and now is a graduate student, this will display the start term for their graduate career). |
| Credits Earned | Progress to Degree | Cumulative count of credits earned across all enrolled terms. This includes credits that don’t count towards GPA (Pass/Fail). |
| Completed Terms | Progress to Degree | Cumulative count of terms completed by the student (calculated by Civitas). Completed terms include all terms a student was enrolled past the census date and received a passing grade in at least 1 hours (i.e. did not fail or withdraw from all courses). |
| Transfer Credits | Progress to Degree | Cumulative count of transfer credits earned at another institution. This includes credits transferred upon entry as well as transfer credits earned at another institution. |
| Apply to Graduate | Progress to Degree | Identifies that the student has applied to graduate within the institution’s system. |
| Expected Grad Term/Year | Progress to Degree | Identifies the term and year the student is likely to graduate in their current academic career. |
| Last login date | System Activity | The last time the student logged into the Advising application. |
| Last appointment | System Activity | The last time a student met with an advisor using the Advising application. |
| Next appointment | System Activity | The next time a student scheduled time to meet with an Advisor using the Advising application. |
| Date account created | System Activity | The date the student account was created in the Advising application. |
Student Profiles
Clicking on a student’s name from the Student List will open their Profile.
Find a specific student by putting part or all of their full name in the search box, up in the header. For example, if you have an appointment this afternoon with John C Doe, you can find him in a few clicks:
- Start typing “doe” into the search box.
- Click the Search (magnifying glass icon) to see all students with “doe” as part of their full name.
- Click John’s name to open his student profile.
Select View Student Summary to see key information about the student (contact info, academic status, degree plan, and advisors). Which details appear on the student summary is set as part of your institution’s configuration. Click View Student Summary again to collapse it from view.
Tip: Using the message (mail) icon on the summary, you can easily reach his team of assigned advisors.
Important: Unless otherwise indicated with an asterisk (*), student information is official data from your institution’s system of record. If there is an error, it must be corrected in that system.
Check Course History
Being able to see your student’s entire course history helps you make solid recommendations about academic resources and registration. Course History surfaces the details about current and past courses, so that you understand trends and signals in each student’s academic progress.
Tip: Review course details in Advising to minimize time switching between systems, and have it open for quick reference while meeting with students on their academic plans and needs.
How to Review Progress
To review your student’s academic progress, start by opening their profile and selecting the Course History tab, to the right.
The Course Summary at top provides you with essential information at a glance:
- Cumulative GPA
- Total Credits Earned
- Transfer Credits
- Course Retakes
- Course Withdrawals
Filter options (at left) let you narrow results by modality, credits, or course status. Action buttons (at right) let you download an XLSX file of course information or message all of the student’s current instructors:
The Course History gives you a detailed breakdown of course information, which may include data from the LMS.
The Courses List includes collapsable tables for in-progress and completed coursework.
For In-Progress Courses, each row includes the course number, name, credits, LMS activity (grade/avg, unique login days/avg), term, modality, and instructor.
For both Past Courses and Transfer Courses, each row includes the course number, name, credits, final grade, unique login days/avg, term, modality, and instructor:
For In-Progress and Completed Course Work, the email (envelope) icon in the Instructor column opens a new message window, enabling you to contact a faculty member directly from Advising.
Check LMS Activity
If your LMS (learning management system) is integrated, these data points will be configured to make it possible for you to monitor LMS activity directly on your student’s Course History:
- Student LMS Grade
- Section Average Grade
- Number of daily logins
If the integration exists, you can review your students’ activity in two critical areas, both relative to their peers in the same course section:
- The student’s current LMS grade (latest performance), versus their peers (section average)
- The number of unique LMS login days (latest engagement), versus their peers (section average)
This data refreshes nightly:
Use this data to help inform your follow-up when you’re resolving alerts and opportunities.
Interpreting LMS Data
Note: Access to this information is dependent access to the LMS grade book and the LMS provider.
Grade — This captures the student’s current grade as recorded in the LMS grade book. The first number listed is the student’s in-progress grade in the LMS grade book, and the second number is the average in-progress grade for all of the students in the same course section. This data point will keep updating as the term progresses and additional scores are recorded.
Unique Login Days — This counts the number of unique days a student has logged into the LMS since the beginning of the term, which is a signal for level of engagement. The first number listed is the number of days the student has accessed the course in the LMS since the start of the term, and the second is the average number of days of course access for all the students in the course section.
Completed courses — If your LMS system provides the data, you can also view login data for completed courses, to get a fuller understanding of how engaged your student has been historically.
Withdrawals — If a student withdraws from a course, the SIS grade will replace the LMS grade data and indicate Withdrawn (W). However, the Unique Login data for both the student and classmates is locked to that day’s update, so you have an indication of the student’s engagement at the time of the withdrawl.
How Predictive is It?
LMS data is current (updated each night) and highly predictive of a student’s likelihood to persist (re-enroll) term-to-term at most institutions. Here’s how it helps:
- Login data may signal a drop in course engagement
- In-progress grades may signal that a student needs support
- Login and grade data together help surface issues (such as high effort yet poor performance)
A review of 4,000,000 student records from 68 diverse U.S. institutions found that:
- 69% of institutions had LMS activity in their top 10 predictors for undergraduate students’ persistence, increasing to 85% when looking at only first-year students.
- LMS engagement is most predictive in these aspects:
- Consistency of attendance and grades compared to peers in the same course section
- Relative engagement in the course content and discussion boards
- The most predictive LMS features are derived variables (relative variables, consistency variables, minimum and maximum variables, and average variables), but LMS platforms present the data poorly for signaling student success.