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 focuses on common queries in MyBU Student that are helpful in advising processes. The following reports are included here and do not represent all queries that advisors have access to:
Student Basic Info by Advisor
Student List with Advisor Info
Students with Student Groups
Legacy Advising Notes
Each report section below lists the field prompts that appear when running the report and the data that’s viewable once the results are compiled. 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.
For a comprehensive downloadable guide, please click the PDF icon near the top or bottom of this page. Other resource formats can also be accessed via the relevant icons.
Screen options, menus, and reports will vary by user; please note that displays may differ for you based on access.
Upon landing on the Dashboard, scroll through the left menu and select Reporting Center > Query Viewer.
If the name or partial name of the query is known, it can be entered into the first field.
If more criteria are needed to find the desired query, click Advanced Search.
Additional fields will display to allow for the entry of more search criteria. Click Search.
Query results matching the search values will be listed. Commonly used options to compile the report include:
Run to HTML: click to run report directly in the web browser. Once compiled, the report can still be exported to excel.
Run to Excel: click to run report directly as a download.
To mark the query as a Favorite for easier access later, click Favorite. When the Query Viewer page is opened, any queries that have been saved as favorites will automatically display.
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.
TIP: Use the Student Basic Info by Advisor report to easily email all assigned advisees.
PROMPTS:
Institution, Term, Advisor (all required)
DATA 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.
STUDENT LIST WITH ADVISOR INFO
QUERY NAME: BU_R0046AV_SR_STDNT_ADVR_INFO
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:
Institution, Term, Career, Primary Acad Prog, College (all required)
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 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 the student’s Milestone.
STUDENTS WITH STUDENT GROUPS
QUERY NAME: BU_SR_STUDENT_GROUPS
This report shows students listed with associated Student Group(s).
Specific groups can be searched if desired.
PROMPTS:
Term, Institution (all required)
Student Group, Primary Acad Prog (all optional)
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 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)
LEGACY ADVISING NOTES
QUERY NAME: BU_R0046AI_SR_ADV_NOTES_DTL
This report lists a student’s advising notes that were converted from the legacy SIS mainframe.
PROMPTS:
Student BUID
DATA 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:
Use the Frequently Used Staff Reports section of this guide to review if any contain the desired Prompts and Data fields.
Or search the Query Report Library (refer to the Guide for assistance in using the tool).
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
