For Advisors

Student Success Technology

USF utilizes a variety of technology tools and resources to monitor undergraduate student academic activity, to maintain records of outreach to students, to track progress towards degree and to support the student course registration process. Open each section to learn how to request access, login to the system, or report an issue.

Student Information System (Banner/OASIS)

Banner by Ellucian is the student information system for all student records at the University of South Florida. As the primary system of record, most student transactions are recorded in this system and include but are not limited to: Student Admissions, Class Registration, Student Accounts Receivable, Financial Aid Processing, Transcript Maintenance, Mid Term/ Final Grades, Academic History, and Graduation.

Access and login information

  • How can faculty and staff request access to Banner?

Access to Banner for faculty and staff is managed by a number of different offices in conjunction with the Office of Decision Support (ODS). You must first complete and pass the online Family Educational Rights & Privacy Act (FERPA) tutorial and quiz. After completion, you must fully complete a “OASIS/Banner Access form” and which Banner tables you need to access; this requires a written justification of business use (e.g., why you need this information for your job and how it will be used) as well as the approval of your supervisor. Signed forms should be submitted to eissecurity@usf.edu where the authorized DegreeWorks product owner will review for approval. Please visit “SIS questions” on the ODS website for more information.

  • How can students access Banner?

Students access Banner information via OASIS which is available within your MyUSF portal. And good news – no process is required for requesting access because it is granted automatically once you become a student.

  • How can I report an error when accessing or using Banner?

Issues with or errors within Banner should be emailed to help@usf.edu with “Banner” and the name of the Banner form in the subject line. Please include a brief description of the issue or error as well as any screenshots (if possible).

DegreeWorks

DegreeWorks is a web-based, degree-auditing tool which enables students and advisors to evaluate academic progress towards degree in accordance with state, university and academic program requirements as listed in the Undergraduate Catalog. Currently DegreeWorks is primarily utilized for undergraduate majors and minors, and does not include certificates and graduate program (exception are the graduate programs in the College of Public Health).

Access and login information

  • How can staff and faculty request access to DegreeWorks?

Requesting access to DegreeWorks uses the same process as requesting access to Banner. You must first complete and pass the online Family Educational Rights & Privacy Act (FERPA) tutorial and quiz. After completion, you must fully complete a “OASIS/Banner Access form” and identify the level of access you need; this requires a written justification of business use (e.g., why you need this information for your job and how it will be used) as well as the approval of your supervisor. Signed forms should be submitted to eissecurity@usf.edu where the authorized DegreeWorks product owner will review for approval.

  • Are there different types of access to DegreeWorks? How do I know what I need?

DegreeWorks does offer levels of access: read only and update; additionally, there are two levels within update access. The majority of users have read only access. Update access allows the users to make adjustments to a student’s audit and is reserved for those with academic job responsibilities related to academic progression, graduation certification and monitoring excess credit hours.

  • How can staff and faculty login to DegreeWorks?

Go to https://degreeworks.usf.edu and login with your USF NetID and password. If you have not received approval to access the system, you will receive an error message.

  • How can students access DegreeWorks?

Access Degree Works using the hyperlink or on your MyUSF page under "Learning & Teaching Tools" with your activated USF NetID/password.

  • I think there is something wrong on my/this DegreeWorks audit. What should I do?

Students should contact an academic advisor and review their DegreeWorks audit with guidance before assuming there are errors.

For faculty and staff: Each academic college has a lead contact for DegreeWorks. Please communicate your concern with that person for assistance in determining if there is an issue with a degree audit; we suggest using the department or major email address to contact advising. In the event that an error is uncovered, that staff person can work directly with the appropriate IT personnel to request changes using approved channels.

Archivum Insights

Archivum Insights is one of the numerous applications housed within USF’s Archivum platform. Insights contains the Student Success Dashboard, which serves as the home for the university’s student success case management resources including comprehensive notes system, referral process, and cases, as well as Advising Appointment Scheduling. These resources are used by the Office of Academic Advocacy, academic advising, and various offices across the Student Success unit.

Access and login information

  • If I have access to Archivum Travel or other Archivum applications, do I need to request access again to use Insights?

Yes – while there are multiple dashboards within Archivum, each have their own permission levels that must be requested to use that site’s features.

  • How do I request access to Archivum Insights?

Please complete the online “Student Success Technology form”. Be sure to provide accurate information as misinformation will affect your ability to receive and/or maintain access.

NOTE: As with other tools, access to Archivum Insights requires the successful completion of the online Family Educational Rights & Privacy Act (FERPA) tutorial and quiz.

  • Where can staff login to Archivum Insights?

Staff can access Archivum on their myUSF page under “Business Systems” which will route you to Archivum HomeSites. Insights is located within the “Staff” tile on the landing page. Currently only limited faculty have use of Archivum Insights based on administrative responsibilities.

  • As a faculty member, I heard that I could share academic concerns about student success in my classes using Archivum. How can I do that without access?

Any faculty members can create a referral through their course(s) in Canvas to share important information about a student’s academic progression. All Canvas Referrals are stored within Archivum Insights for review by student success professionals. Check out this brief video to learn how to submit a Canvas Referral!

  • How do students access Archivum Insights?

While all students have access to dashboards like Appointment Scheduling or MyBulls Path, students will not have access to Archivum Inisghts unless they have on-campus jobs that require it to complete job responsibilities.

NOTE: Students are also required to successfully complete the online Family Educational Rights & Privacy Act (FERPA) tutorial and quiz before using Archivum Insights.

  • How do I report an error when accessing or using Archivum Insights?

Send an email to help@usf.edu with “Archivum Insights” in the subject line. Please include a brief description of the issue or error as well as any screenshots (if possible). 

Civitas

Civitas offers a suite of technology solutions designed to support student success with analytics using data from Banner and Canvas, the university’s Learning Management System (LMS). Civitas Illume provides an institution level view of factors affecting student persistence. Inspire for Advisors empowers end-users by combining advising tools with a student-level view of predictive analytics. Courses identifies specific courses within academic programs that deliver the biggest impact on student persistence and graduation.

Access and login information

  • How do I request access to Civitas?

Please complete the online “Student Success Technology form” and indicate which platform(s) you need to access. Be sure to provide accurate information as misinformation will affect your ability to receive and/or maintain access.

NOTE: As with other tools, access to Civitas requires the successful completion of the online Family Educational Rights & Privacy Act (FERPA) tutorial and quiz.

  • Where do faculty and staff login into Civitas?

Go to https://usf.civitaslearning.com and login using your USF NetID and password. Bookmark this page in your browser shortcuts to access again more quickly. The Civitas landing page will show you the Civitas platforms you have permission to enter.

  • How do students access Civitas?

Civitas does not have a student-facing component for its tools. The vast majority of students will not have access to Civitas unless they have on-campus jobs that require it to complete job responsibilities.

NOTE: Students are also required to successfully complete the online Family Educational Rights & Privacy Act (FERPA) tutorial and quiz before using Civitas.

  • How do I report an error when accessing or using Civitas?

Send an email to civitas@usf.edu that includes a brief description of the issue or error as well as any screenshots (if possible).

Schedule Planner (aka College Scheduler)

Schedule Planner is a course search engine that allows students to identify required courses and plan a schedule for the upcoming term based on course availability, preferred learning times, and outside obligations. The system provides numerous schedule configurations for students to choose from based on course selections, identified “breaks” and availability. Students can then directly register for their chosen schedule in OASIS via the shopping cart.

Access and login information

  • How do I request access to Schedule Planner?

Please complete the online “Student Success Technology form”. Be sure to provide accurate information as misinformation will affect your ability to receive and/or maintain access.

  • How do faculty and staff login to Schedule Planner?

Faculty and staff access Schedule Planner through an administrator’s portal (note: if you are also a student, you can also see it via your student level access but the portal is the only way to login with staff level access.) Go to https://usf.collegescheduler.com/admin and login using your NetID and password. Bookmark this page in your browser shortcuts to access again more quickly. Click on “Sample Student Login” to enter to the tool.

  • How do students access Schedule Planner?

Students can access Scheduler Planner via OASIS, which is located in their MyUSF portal under “My Resources”. Then click “Student” --> “Registration” --> “Schedule Planner” to open it. More information is available on the Office of the Registrar’s Schedule Planner webpage.

  • How do I report an error when accessing or using Schedule Planner?

Send an email to help@usf.edu with “Schedule Planner” in the subject line. Please include a brief description of the issue or error as well as any screenshots (if possible). 

Power BI

Power BI is a business analytics solution that allows users to visualize data, integrate these visualizations with existing technology tools and share insights via dashboards and reports. Currently there are a handful of dashboards earmarked for use by academic advising: the Finish in Four initiative to provide end users with better tracking of undergraduate FTIC students’ trajectory during their fourth year of enrollment, XTRANS report to review the use of the XTRANS attribute for audit purposes, and Archivum scheduling data.

Access and login information

  • How do I request access to Power BI?

These are operational reports for faculty and staff, so there are not currently student-facing reports. Please complete the online “Student Success Technology form”. Be sure to provide accurate information as misinformation will affect your ability to receive and/or maintain access.

  • How do I login to Power BI?

Go to https://app.powerbi.com and login using your NetID and password. Bookmark this page in your browser shortcuts to access again more quickly.

  • How do I report an error when accessing or using Power BI?

If you experience trouble trying to login to Power BI, send an email to help@usf.edu with “Power BI” and the name of the report in the subject line. Please include a brief description of the issue or error as well as any screenshots (if possible). If you believe there is incorrect information in a report, please email melissairvin@usf.edu.

SIS Reports (SAP/Live Banner data)

SAP is the reporting platform that USF uses to produce analytical and ad hoc reporting with live Banner data to assist university personnel with operational data and in facilitating university initiatives. Several reports are used by academic advising, examples include but are not limited to: Midterm grades, final grades, permits, current students, D/F/W reports, graduation application, probation, holds, and others. This system replaced the previous WRS reports.

Access and login information

  • How do faculty and staff request access to SAP?

For access to SAP, you and your supervisor should complete and sign the SISReports Access Form located on the ODS website and send to SISReports@usf.edu.  You will need to complete FERPA training and provide proof before your form is processed by IT. Similarly to Banner and DegreeWorks, access to various reports is approved by different offices. If any one level of access is denied by a Data Owner, then you must complete a new request form and omit the role that was denied to obtain access to the other areas.

NOTE: If you’re unsure about what you should request in SAP, review the “SIS-SAP Reports Master List” linked on the ODS website to review available options.

  • How do I login to SAP?

SIS Reports on SAP is located on the Data & Analytics webpage of USF Information Technology. Bookmark this page in your browser shortcuts to access again more quickly.

  • How do I report an error when accessing or using SAP?

For all questions, please send to SISReports@usf.edu.  Include as much information, such as the report’s name and screenshots, to help expedite a resolution.

eScheduler

eScheduler is a web-based appointment scheduling tool that interfaces directly with USF staff’s Outlook calendar to provide students with real-time options for availability. Currently only inactive USF students or prospective USF students use eScheduler to schedule academic advising appointments located in the colleges. Active students needing academic advising appointments should schedule online using Archivum Appointment Scheduling. Students can use eScheduler to book appointments with other student services offices such as Education Abroad, INTO, the Office of National Scholarships and Veterans Success.

Any user needing access to eScheduler or that experiences difficulty or errors when using the tool should send an email to help@usf.edu with “eScheduler” in the subject line.