Midsemester Review for Advisors

Specific dates for the Midsemester Review process vary by semester. The general cadence of the process follows this schedule, occurring over a 4-5 week period around midterm in Fall and Spring:

ⓘ NOTE: After the Midsemester Review pages close/become view-only, advisors will typically have a few more days before the withdrawal deadline to complete their outreach. 

Advisors can send instructors Requests for Review for specific students, including those on academic probation or any other student of interest to the advisor. Advisors should not submit their entire caseload for review. See Action Items & Midsemester Review: When to Send for guidance.

To send Requests for Review to instructors:

1. In the MyBU Student Dashboard, navigate to Advisor > Request for Review. Other options available in this menu will vary by user.
   
2. In the Request Student for Review window that opens, enter the desired Term and press Search.
   • See Term Concept resource for more information.

   

3. This opens the Request Student for Review page, where the advisor will add a new row for each student of interest. The example below shows the first two student rows on the page. Refer to the image throughout the rest of this section:
   

   

   • Refer to the top of the page for instructions.
   • TIP! This page displays all Requests for Review sent for the selected Term by all advisors. In the example above, the page counter highlighted in the upper right corner indicates there are currently 35 Requests for Review entered for the Term by all advisors who have so far participated. Refer to the “Access Midsemester Reviews” section below for information on how to view only the advisor’s own Requests and associated instructor updates.
4. Create new Request Student for Review rows for the desired student(s) by one of two methods:
   1. Create a row for an individual student ID number:
      1. Click the plus (+) button in the upper right corner to create a new row (refer to the image at Step 3). The new row will always open below the row that was clicked on. For example, if the first (+) is selected, the new row will appear as the new second row.
      2. Search for the BUID by clicking the magnifying glass to open a popup search window.
         TIP! If typing/pasting a known BUID into the text box, the magnifying glass icon must still be clicked to open the popup search window, which will populate with the student’s details.
         
      3. Select the desired ID from the popup’s Search Results to populate the row with the student’s data, including Term Enrollments. A list of the student’s advisors will populate after the page has been saved.
   2. Create Request Student for Review rows by importing ID numbers for multiple students:
      1. Click Upload Student BUIDs (refer to the image at Step 3).
      2. In the popup, click Choose File to select a saved CSV file, then press Upload.
         ⓘ NOTE: Format the spreadsheet with BUIDs in the first column. If using Excel, remember to Export the spreadsheet by Changing File Type to CSV before attempting this upload.
      3. For each ID in the file, a new row will open in the page, displaying student data including a List of Advisors and Term Enrollments.
         TIP! IDs uploaded by this method appear at the bottom of the page, highlighted in red.
5. In the student’s Request Student for Review row:
   1. Review the auto-populated BUID, Name, Email Address, List of Advisors, and Student Enrollments to be sure the information is correct for the selected student for the selected Term.
   2. In the Student Enrollments section, use the checkboxes to select/deselect the class(es) and component(s) (e.g., Lecture and Discussion sections of a particular class) for which reviews should be requested for the student.
      ⓘ NOTE: Use the Request Review Checkbox to request or not-request reviews for specific sections a student is enrolled in. If the same instructor appears for both a Lecture component and a Discussion component, only check one Request Review box.
6. To create Requests for Review for additional students:
   1. Either manually scroll down to a student row already created, or repeat Step 4 to create a new student row.
   2. Repeat Step 5 to provide information for the additional students.
7. Scroll to the bottom of the page and click Save to send the Request(s) for Review to the selected instructor(s).
   1. A green Saving Page message will be visible at the top of the page while the new information is saving.
   2. An error message will appear if the advisor tries to Return to Search page without saving their work.
   3. If the advisor tries to create a row for a student who has already been requested, an error message will pop up. Remove the duplicate row by clicking the minus (-) button on the right of that row and proceed to save the other Requests.

   

Instructors of classes for which Reviews were requested will receive an email notification. Emails are sent once per day, in the evening, to alert instructors that one or more students has been Requested for Review.

Advisors will receive up to one email per day during the Midsemester Review period, alerting them if they have received any new updates from instructors that now need advisor attention and outreach:

• An email is sent to an advisor on each day an instructor completes one of the advisor’s Requests for Review. Reviews for a single student may trigger inclusion in notification emails across multiple days, depending on instructor turnaround.
• Daily advisor emails also account for any instructor-initiated updates sent to the advisor.
• Reviews awaiting advisor outreach may be easily accessed through the My Outreach to Complete dropdown menu option, as explained below.

After receiving a notification email, advisors access their Midsemester Reviews in MyBU Student, where they can sort their Reviews into lists organized by different stages in the Midsemester Review process.

To access the advisor’s different available Midsemester Review lists:

1. In the MyBU Student Dashboard, navigate to Advisor > Midsemester Review Advisor.
   

A Midsemester Review-Advisor window opens, populated with the Advisor ID and Career and the current Term. Refer to this image for the rest of this step:

2. Apply the appropriate criteria to adjust the search results:
   1. First, check and adjust the Term, if necessary.
   2. Select an option from the MSR Source dropdown menu as explained in the table below, then press Search:

   Dropdown Menu Item	Students Displayed in Search Results	Review Requested	Instructor Review Completed	Advisor Outreach Completed
   All Requested Reviews	All students in the selected Term assigned to the advisor who had a review requested, regardless of whether the instructor has completed a review, and regardless of whether the advisor has completed outreach.	Yes	Yes or No	Yes or No
   My Completed Outreach	All students in the selected Term assigned to the advisor, whether or not they had a review requested, for whom the instructor has completed a review and the advisor has completed outreach.	Yes or No	Yes	Yes
   My Outreach to Complete	All students in the selected Term assigned to the advisor, whether they had a review requested or not, for whom the instructor has completed a review, but for whom the advisor has not yet completed outreach. TIP! Select to view a to-do list of outreach tasks.	Yes or No	Yes	No
   Requested Students Awaiting Instructor Reviews	All students in the selected Term assigned to the advisor who had a review requested, but for whom the instructor has not yet completed a review.	Yes	No	No

   3. To see only the Midsemester Reviews for a particular student of interest, enter Student First Name/Last Name/BUID, then press Search.
3. In the list of search results generated at the bottom of the page, click the arrow to select the desired student’s row and open that student’s Midsemester Review page, where the advisor can review information provided by an instructor and document outreach. Depending on the search choices made in the previous step, the search results may include advisor-initiated and/or instructor-initiated Reviews.
   1. An example search result for a Request for Review sent by the advisor and completed by the instructor, now ready for advisor review and outreach (see next section for those steps):
      
   2. An example search result for an instructor-initiated update sent to the advisor, now ready for the advisor’s outreach (see next section for those steps):
      

In the advisor’s Midsemester Review-Advisor search results list, once a student’s row shows the status for “Instructor Review Completed” is Y (Yes), the advisor can read instructor updates and decide about outreach and next steps.

Follow the instructions in “Access Midsemester Reviews” section above, selecting My Outreach to Complete to access a list of Reviews ready for advisor outreach, then:

1. Click the desired student’s row to open the student’s Midsemester Review page.
   

In the example student Midsemester Review page below, the advisor has 6 Midsemester Review updates from this student’s instructors to address. Refer to this image for the remaining steps in this section:

2. Review details in the Student Information section at the top of the page to confirm the correct student was selected for viewing.
3. Read information provided by the instructor in the Student Outreach Detail by Class section and decide the appropriate outreach for the student.
   1. Remember that when the advisor sends a Request for Review to multiple instructors, the instructors’ responses may come in at different times (as in the image above).
   2. Not every instructor update will require an advisor to provide outreach to a student—some updates may come back with neutral or positive information that does not require advisor intervention. If this is the case, mark Advisor Outreach Completed and note that intervention was not required in the student’s Notes.
   3. For students with multiple advisors, each advisor on the student’s record will receive an email to review instructor updates as they come in, but not every advisor needs to reach out to the student. In the event that there are multiple advisors on a student’s record, the advisor with the primary responsibility for responding to the student (where necessary) is dependent on both the category of student and who the initial requester was:

   Category of Student	Requester	Responder
   Academic Advisor-initiated ad hoc students of interest	Academic Advisor	Academic Advisor
   Instructor-initiated	Instructor	Academic Advisor
   New and Continuing Academic Probation	Advising Steering Committee lead	Academic Advisor
   First Year and New Transfer Athletes	Student Athletics Lead	Student Athlete Support Advisor
   Select Other Athletes	Student Athletics Lead	Student Athlete Support Advisor
   How Are You Doing Survey respondents of concern	First Year/Transfer Success Team	First Year/Transfer Success Advisors with a handoff to Academic Advisor if necessary

   4. Before reaching out to a student, check the Notes page on their Student Details page to see if another advisor has already reached out.
      1. If another advisor has not reached out, the designated responder should make a note of the relevant details of the instructor’s update and their email response to the student in the student’s Notes page.
      2. If an advisor with an existing relationship or advising role wishes to provide additional support to a student after another advisor has already reached out to the student and marked that outreach in Notes, the advisor should make sure to also note that outreach in the student’s Notes page.

   ⓘ NOTE: All advisor outreach happens outside of MyBU Student.

   5. Check the Advisor Outreach Completed box(es) on the student’s Midsemester Review page as relevant.
      • Checking the box switches the Midsemester Review’s status from No to Yes. This in effect concludes the advisor’s Midsemester Review process for that particular student’s particular course. The instructor updates for that particular student and course will be removed from the My Outreach to Complete MSR Source list.
      • ⓘ NOTE: Advisors may determine, after reviewing an instructor’s update, that no further outreach is needed. They should still check this box to indicate the Midsemester Review process for the student has been closed and note this in the student’s Notes page.
   6. Click Save to update the student’s Midsemester Review record.
      • A popup warning will alert the advisor if they try to leave the page without Saving.
      • Once a Student Outreach Detail by Class page is Saved by an advisor, the relevant instructor will be able to see in MyBU Student that the student’s Midsemester Review process is concluded for their course.
   7. After Saving, the advisor can either:
      • Press Return to Search to go back to the previous search results and either select another student from the list, enter a new search, or exit the system.
      • Press Next in List to advance to the next student in the results list without returning to the search page.

• Action Items & Midsemester Review: When to Send
• Midsemester Review for Instructors