Reference Guide for Advisors
See also FACT Advisor Guide (illustrated PDF)
What is Fact?
FACT stands for the Faculty-Advisor Communication Tool and is a new process
to allow course instructors to report student progress to advisors and
FACT consists of two applications:
- A faculty application that allows course instructors
to review a list of their assigned courses/sections and the active roster
for each. This tool allows faculty to create cases for their students
and submit them to the appropriate advisor.
- An advisor application giving advisors the ability to review all student,
faculty, course, enrollment, and case records from within salesforce.com.
This guide will focus on the use of salesforce.com by the advising community.
What Is a Case?
Please see FACT case types.
What Is an Account?
Accounts are the main object in salesforce.com and represent people being
tracked. For the FACT application, all students and faculty are accounts.
When reviewing a student, you will see degree information, photograph,
athletic information, and other pertinent data.
Logging in to salesforce.com
- From a
web browser, navigate to www.salesforce.com/login.jsp
- Enter your username and password. Your username is your Northeastern
e-mail address (e.g. firstname.lastname@example.org) and your password is your myNEU
Searching for Records
The salesforce.com site offers very powerful searching capabilities:
- Students and Faculty: Search
for students and faculty using a whole or partial name. For complete
name, use the format “Last Name, First Name” (e.g. Smith,
John). You can also search using NUID, e-mail address, or phone number.
- Advisors: Primary, secondary,
and other advisors are user records in salesforce.com. Search for users
by whole or partial name, NUID, e-mail address, or phone number. For
complete name, use the format “First Name Last Name” (e.g.
- Courses: Search for courses
using key number, course number, course title, or department code.
- Cases: Search for cases using the assigned case number.
Every underlined word in salesforce.com is a hyperlink to a particular
record. Clicking on a student account name will navigate you to the student
detail page where you can view the student photograph and other details.
Clicking a case number will navigate you to the case detail page.
Receiving New Cases
When a course instructor submits a new case, it will automatically be
assigned to the student’s primary advisor.
When a new case has been assigned to you, you will receive an e-mail
alert. The e-mail will contain the high-level details of the case and
a web link to the case record. Click the link, log in to salesforce.com,
and review the case.
After reviewing the information on the case submitted by the course instructor,
you can begin to work the case record. Many actions can be taken on a
- Create Activities: From the
Open-Activities-related list, click the New Task button to schedule
a reminder or to-do. Tasks are scheduled for specific dates but are
not bound by time. Click the New Event button to schedule meetings or
conference calls. Events have a start time and a duration. Activities
can be used to help manage your time and provide visibility of important
milestones to other advisors.
- Edit the Case: After meeting
with the student, edit the case record to capture your recommendations
and comments that should be made visible to the course instructor.
- Create Case Comments: Case comments are an excellent
way to keep a running history of notes on the case record. These notes
are not visible to faculty.
Some cases should be reassigned to a secondary or specialty advisor.
Owners of cases can manually reassign their cases.
On the case detail page, click the Change hyperlink next to your name
in the Case Owner field. Type in the advisor name or search using the
magnifying glass icon.
Ensure you check the “Send Notification
E-mail” checkbox to alert the new owner of the new assignment.
After you have met with the student and feel that the case has been addressed
and resolved, you can close the case. All cases should eventually be closed.
Click the Close Case button on the case record. This will navigate you
to a new entry screen. Select “Closed” in the Status field.
Optionally, review your selections made in the Advisor Feedback section
and make any modifications. You may also make updates to the Advisor-Communication-to-Faculty
text field. Remember that this text is visible to the course instructor
who initiated the case.
Finally, you may chose to enter an additional entry into the Case-Comments-related
list using the Internal Comments field. These comments are not visible
to course instructors.
Click “Save” to complete the process. The case record will
be updated and marked with a date/time closed.
For technical questions or issues, please contact the IS Service Desk
Phone: 617.373.HELP (617.373.4357)
FACT home page