Appropriate use of the Toolbox by those with a "legitimate educational interest"

Student education records accessible through the advisor toolbox are protected by FERPA from both inappropriate access and release.  Under FERPA, a university official may gain access to student education records only if that individual has a "legitimate educational interest" in that information; that is to say, the individual needs the education record(s) to discharge his or her official UC responsibilities.  Advisor Toolbox, therefore should be used by UC personnel only when performing individual advising work for a student.  For example, accessing the education record of a student who is enrolled in the advisor's class, but who is not also the instructor's advisee, would not fall under "legitimate educational interest" and so would not be FERPA compliant.  An advising relationship that meets the requirements of legitimate education interest can be defined formally, when a student is assigned to an advisor by the department or dean's office or informally, when a student outside a department or college needs advising that requires access to the student's education record.

Welcome to Advisor Toolbox

Click here to Log In

• New User Request
• Basic Instructions & Student Information
  
• Documentation & FAQ

New users must first request access permission using the Request for UniverSIS Functions form, managed by the Office of the University Registrar. 

• Current UniverSIS users, and non-UniverSIS users requesting access only to the Toolbox, need to complete only a Request for UniverSIS Functions with "Advisor-Toolbox" specified (follow link below). 
  
• Access to other UniverSIS functions via the mainframe also requires a Mainframe Request Form (follow link below).  For more information about the process to request access, send a message to Registrar.Info or visit Technology Services.

User Account Access Request Forms for UniverSIS and Mainframe

User Account

Upon accessing the toolbox, you will be asked to authenticate your identity using your UC Central Login Service (CLS) account username and password.

If you receive an error upon attempting login:

• If you do not know your CLS username or password, contact the UCit help desk or 513-556-HELP (4357).
• If your CLS Login is OK but you are not permitted access to the Toolbox, you can confirm that you have been granted access with the Registrar's Office by sending a message to Registrar.Info.

Importance of Logging out

• After 30 minutes of non-use your login session will time out and it will be necessary to log in again.
• To log out, click the logout button
• Please log out when finished to protect any sensitive on-screen information

Basic Instructions & Toolbox Service Pages

• Log in to Advisor Toolbox here:
  https://webapps.uc.edu/AdvisorToolBox/Login.aspx
  
• After logging in, connect to a student information page by hovering over the Toolbox Services link and then clicking on a menu option.  Note: a good starting place is Student Summary.
• To access a student record, enter the student's UCID (i.e. M00456789).  Currently searching by student name is not available.

The Toolbox Services are:

Academic Summary

• Student Mailing Address, Phone, Email, UC Degrees awarded, Enrollment Summary

Academic Record

• Term, Course Title, Section, Level, Hrs, Grade Type, Grade, Repeated status

Grade Report

• Student Program, Classification, Academic Area, Qtr/College/University GPA        

Test Scores

• ACT, AP, Placement Tests, etc.

UC Class Rank

• Numeric and percentage       
  

Academic Program

• Student's Programs including majors, minors, certificates, Honors Scholar, Cincinnatus Level, Academic Program Status i.e. Change, Conversion, Graduated

Student Schedule

• Student Program Location, Credit Level

Associated Advisor(s)

• Use with UC Directory Services   

Service Block

• Including block type: Transcript & Grades, Registration        

Credit Evaluation Report

• Date Taken, External Course, Award Hours, UC Equivalent, sorted by institution   
  

H.S. Transcripts

• GPA, H.S. Class Rank, Subject Summary

College Transcripts

• Awards (non-UC degree awarded), Credit Hours Attempted, GPA, Quality Points for each transcript

Transfer Portfolio

• Standard Credit total, Award Hr Total, CEEB, Ext Course ID, Ext Course Title, UC Course ID, UC Course Title, Award Hrs, Pending/Posted status, School Name, School Std Credit, Total, Award Hrs Total by school

Advisor Toolbox Documentation

• Visit the academic advising Blackboard Community at http://blackboard.uc.edu for more information about the Advisor Toolbox, including user guides and other documentation.