Queries for Advising

Queries in MyBU Student are reports. This information provides an overview of the Query Viewer page. It also lists the field prompts and the data that displays when running frequently used advising queries.

Introduction

This resource outlines instructions on how to use the Query Viewer page. It also lists common queries in MyBU Student that are helpful in advising processes. The following reports are included in this resource, but they do not represent all queries that advisors have access to:

Student Basic Info by Advisor
Advisee Email Download
Student List with Advisor Info
Students with Student Groups
Blocked Registrations
Legacy Advising Notes

Each report included in this resource lists the prompts used for running the report and the data fields included in the results. This is meant to guide advisors in quickly identifying what report might be helpful depending on the search criteria that’s needed and/or the information that’s desired to review.

TIP! Try using the Ctrl+f keyboard shortcut to search this resource for a particular field.

All queries have a unique identifier, called the Query Name. The Query Name is not meant to be a user-friendly title but a system identifier composed of keywords and abbreviations separated by underscores (for example: BU_R0010M_SR_CPP_HIST). Since the Query Name doesn’t always give a clear indication of the full description/scope of the report, it may be helpful to add relevant queries to Favorites. Refer to the Query Viewer section below for more information about running queries and saving favorites.

⚠︎ Screen options, menus, and reports will vary by user; please note that displays may differ for you based on access that has been granted. All screens shown are for training purposes only.

Query Viewer

Frequently Used Advising Reports

The following reports are identified as frequently used for advising needs and processes. They are not comprehensive of all reports that may be available for advisors. Proper security access must be granted.

Upon compiling, all reports can be downloaded. Click on the desired option above the list of results.
Click Rerun Query to enter new criteria for a new search.

For help with searching and understanding terms and class/course numbers, refer to the Prompt Field Search Tips, Course/Class Identifier Information, and Term (Semester) Overview sections in the Appendix of this guide.

STUDENT BASIC INFO BY ADVISOR

QUERY NAME: BU_R0046C_SR_STDNT_LST_BY_ADVR

This report shows student’s basic information for advisor selection.

For a term, select advisor in report criteria to list all students assigned to that advisor.

PROMPTS:

Institution, Term, Advisor (all required)

DATA FIELDS DISPLAYED IN RESULTS:

Advisor ID	Advisor Email	Advisor Last Name	Advisor First Name
Advisor Middle Name	Student Id	Student Email	Student Last Name
Student First Name	Student Middle Name	Pronouns	International
Acad Standing	Career(s)	Acad Prog(s)	Sub Plan(s)
Enrollment Status	Term	Admit Term(s)	Exp Grad Term(s)
Acad Load	Approved Acad Load	Start Acad Level	Current GPA
Cumulative GPA	Total Term Units	Total In Progress Units	Total Cumulative Units
Admitted As First Year	Admitted As Transfer	Milestone

Click the Milestone link to view the details of the student’s Milestone.

ADVISEES EMAIL DOWNLOAD

QUERY NAME: BU_AA_ADVISEES_COMMUNICATION

This report is essentially a pared down version of the Student Basic Info by Advisor report described below. It generates a list of an advisor’s advisees, their email addresses, and academic program-plan data.

ⓘ NOTE: This report can be run right from the Reporting Center folder of the left-hand MyBU Student menu. It can also be accessed in Query Viewer.

If this report doesn’t appear as expected, it could be because the user hasn’t been added to the Instructor/Advisor table. Submit a ticket to ithelp@bu.edu and CC advsys@bu.edu to request to be added to the Instructor/Advisor table.

PROMPTS:

Institution, Term, Advisor (all required)

DATA FIELDS DISPLAYED IN RESULTS:

Student ID	Student Last Name	Student First Name	Student Middle Name
Student Email	Pronouns	Academic Level – Term Start	Academic Career
Academic Program(s)	Joint Program Approved	Academic Plan(s)	Academic Subplan(s)

TIP! The Student Email column can be copied and pasted into the “To” field of an email to easily send an email to all advisees.

STUDENT LIST WITH ADVISOR INFO

QUERY NAME: BU_R0046AV_SR_STDNT_ADVR_INFO

About: This report shows a student list with additional advisor information.

Enter report criteria that results in list of students with data that includes their assigned advisor(s).

PROMPTS:

Required: Institution, Term, Career, Primary Acad Prog, College
Optional: Acad Plan, Sub Plan, Group Name, Service Indicator (all optional)

TIPS!

College: if College is desired rather than Program, enter the % symbol in the field and perform a lookup by clicking the magnifying glass.
Group Name: refers to student group. If compiling incoming first years, select the ‘RIFY – Incoming UG First Year’ value (other options available – perform a lookup to review).
Service Indicator: utilize if compiling students with holds (other options available – perform a lookup to review).

DATA FIELDS DISPLAYED IN RESULTS:

Student ID	Email	Last	First Name
Middle	International	Advisor ID	Advisor Email
Advisor Last Name	Advisor First Name	Advisor Role	Advisor Acad Org
Stdnt Advisor Nbr	Term	Academic Standing	Career
Acad Prog(s)	Acad Plan(s)	Enrollment Status	Admit Term(s)
Exp Grad Term(s)	Acad Load	Approved Acad Load	Start Level
Current GPA	Cumulative GPA	Total Term Units	Total In Progress Units
Total Cumulative Units	Admitted As First Year	Admitted As Transfer	Milestones

If applicable, click the Milestone link to view the details of student milestone(s).

STUDENTS WITH STUDENT GROUPS

QUERY NAME: BU_SR_STUDENT_GROUPS

About: This report shows students listed with associated Student Group(s).

Specific groups can be searched if desired.

PROMPTS:

Required: Term, Institution
Optional: Student Group, Primary Acad Prog

TIP! If compiling incoming first years, select the ‘RIFY – Incoming UG First Year’ value in the Student Group field (other options available – perform a lookup to review)

DATA FIELDS DISPLAYED IN RESULTS:

ID	Last Name	First Name	Middle Name
BU Email	Pronouns	Term	Academic Career
Primary Academic Program	Study Agreement	Student Group	Student Group Description
Withdrawal \ Cancel	Academic Level – Projected	Academic Level – Term Start	Academic Level – Term End
Eligible to Enroll	Enrollment Status	Term Units in Progress	Advisor(s)

BLOCKED REGISTRATIONS

QUERY NAME: BU_R0010J_SR_BLOCKED_REGS

About: This report allows advisors to identify which of their assigned advisees have active registration holds.

The results can be filtered by Advisor.

PROMPTS:

Required: Institution, Term
Optional: Academic Career, Primary Academic Program, Academic Plan, Service Indicator

DATA FIELDS DISPLAYED IN RESULTS:

ID	Last Name	First Name	Middle Name
BU Email	Term	Term Description	Academic Career
Primary Academic Program	Academic Plan(s)	Academic Plan Description(s)	Academic Level – Term Start
Approved Academic Load	Academic Load	Eligible to Enroll	Withdraw/ Cancel
Service Indicator	Service Indicator Description	Service Ind Active Term	Service Indicator End Term
Service Indicator Active Date	Advisor 1 Role	Advisor 1 ID	Advisor 1 Name
Advisor 2 Role	Advisor 2 ID	Advisor 2 Name (etc.*)

*The results will display the role, UID, and name of up to 5 assigned Advisors for each student. There is an indicator column if a student has 6 or more Advisors.

Students with multiple applicable service indicators will appear multiple times in the results; one row for each service indicator.

LEGACY ADVISING NOTES

QUERY NAME: BU_R0046AI_SR_ADV_NOTES_DTL

About: This report lists any advising notes for the student that were converted from the legacy SIS mainframe (prior to July 2024.)

PROMPTS:

Student BUID

DATA FIELDS DISPLAYED IN RESULTS:

Name	ID	Email	Career
Prim Prog	Last Activated Term	Date	Comment
DeptID	CmntID	Name

Appendix

PROMPT FIELD SEARCH TIPS

Each report will require different field prompts that are relevant to the content of the report.

A magnifying glass icon indicates the ability to perform a lookup for that field.
- A value can be entered directly here, or a search can be performed using the lookup. A partial value can be entered or no value at all.
If a lookup is performed without entering values into the field, a window will display, listing all results.
- Depending on the field, this could be 300+ results. To help narrow down the search, enter a value in the Search By field or use the Advanced Lookup option to enter additional criteria. Example for Academic Plan below:

This may be helpful if you want to narrow down Plans to just those associated to a certain Program.

SUPPORT PROCESS

If you encounter an issue with a report, submit a ticket to ithelp@bu.edu outlining the report name and title and details of the issue.

If you’re looking for a particular type of report, please follow these steps:

Check to see if an existing report meets your needs:
1. Use the Frequently Used Staff Reports section of this guide to review if any contain the desired Prompts and Data fields.
2. Or search the Query Report Library (refer to the Guide for assistance in using the tool).
3. Remember that the download option can be used to further sort, filter and organize data if you find a report that captures some of what’s needed.
If there are no existing reports that satisfy your needs, please submit a Request an Operational Report form in ServiceNow. This will generate a ticket for the operational reporting team.

COURSE/CLASS IDENTIFIER INFORMATION

Courses are created with an identifier which includes the Subject and Catalog Number:
ENGEK 103.
- ENGEK = Subject Area
- 103 = Catalog Number
If a course has multiple sections offered, the Section Number will be listed in a ‘LetterNumber’ (A1) format. Note that there is flexibility for departments to include other identifiers after the ‘LetterNumber’ combination (as seen in this example): A1-LEC.
The Class Number is a system generated identifier listed with the Section Number: 8688

This image shows a breakdown of course identifier information including the subject and catalog number which make up the course, the section number, and the class number.

Page last updated April 2025. For a comprehensive downloadable guide, click the PDF icon below. Other resource formats can also be accessed via the relevant icons.