Welcome to the Advisor Toolbox

Important note regarding protecting student information and education records

• Family Educational Rights and Privacy Act (FERPA)
  Advisor Toolbox users are required to comply with FERPA, the Family Educational Rights and Privacy Act of 1974, as Amended (FERPA), the federal law that protects the privacy of student education records.  For more information, see the FERPA Reference Sheet for Faculty, available from the UC Registrar's Office Web Site.
• 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 (including faculty) 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. 

Click here to begin using the Advisor Toolbox

Accessing the Toolbox

You must first request access permission using the Request for UniverSIS Functions form, managed by the Registrar's office.  Note: current UniverSIS users, and non-UniverSIS users requesting access only to the Toolbox, should complete only a Request for UniverSIS Functions with "Advisor-Toolbox" specified.  Access to other UniverSIS functions via the mainframe also requires a Mainframe Request Form.  For more information about the process to request access, send a message to Registrar.Info.

Upon accessing the toolbox, you will be asked to authenticate your identity using your UC Central Login Service (CLS) username and password.  More information about CLS is available: https://www.uc.edu/UCAuthenticate/Help.aspx

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.

Toolbox Basic Instructions
The Advisor Toolbox is located here: https://www.uc.edu/advisortoolbox

After logging in, connect to a Toolbox service by hovering over the Toolbox Services link and then clicking on a service menu option.  Note: a good starting place is Student Summary.

To access a student record, enter the student UCID (i.e. M00456789).  Currently searching by student name is not available.

The following Toolbox Services are available:

• Academic Summary (Address, Phone, Email, Degrees, Enrollment Summary)
• Academic Record (Term, Course Title, Section, Level, Hrs, Grade Type, Grade, Repeated status)
• Grade Report (Program, Classification, Academic Area, Qtr/College/University GPA)         
• Test Scores (ACT, AP, Placement Tests, etc.)
• UC Class Rank (numeric and as percentage)        
• Academic Program (Program, Honors Scholar, Cincinnatus Level, Academic Program Status i.e. Change, Conversion, Graduated)
• Student Schedule (including Program Location, Credit Level)
• Advisor assignment (used with UC People Search)     
• Service Block (indicating 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, 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)

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

Additional Resources:

Toolbox Overview

Advisor Toolbox User Guide

Advisor Toolbox Index of Student Data Fields

Visit Advising @ UC for more information about the Advisor Toolbox

For more information on UC/21 visit: www.uc.edu/uc21