PAWS for Faculty/Staff

PAWS is a web-based information management system used by students, faculty, and staff. Although there is no official interpretation of the acronym, to many it has become known as “Personal Access Web Services”, or something like that! This system has many uses:

Since both faculty and students can each check vital academic information via PAWS,  the advising process is made much easier as all of this information is available with a click of a key!

The full web address for the Georgetown College PAWS system is https://paws.georgetowncollege.edu

• You may simply type paws in the location line of your browser to access
  the Georgetown College PAWS system from any computer on campus.
• You must use the full web address to access the Georgetown College PAWS system from off campus.
• There is a link to the Georgetown College PAWS system under Helpful Links on the main spider page.

You are required to login to actually enter the Georgetown College PAWS system.

Selecting the Current Viewable Term

The information that is displayed in many of the screens in PAWS is keyed to the current term. To set the current term, you use the information shown to the right.
When you click onyou will see the screen shown to the right. In it your can change to a different term (use the scrolling list under Term), a different year (enter the year under Year, and indicate whether you are working with an Undergraduate student or Graduate student (select under Program). Make your selections and then click
You will now see an acknowledgement that you are saving options. Once you see the word Continue (as shown to the right), click on Continue to proceed.
Setting the current term permits you to view information for current, past, or future semesters as needed

the PAWS Navigation Bar

When you first log in to PAWS, you will be greeted with the main screen of PAWS customized for you. This screen will include important announcements and important dates from the academic calendar. You should make a practice of perusing this page on a regular basis.
To move within PAWS, you will use this Navigation Bar. It appears along the left edge of the screen in PAWS. Each button of this bar is explained below.
	The PAWS Navigation Bar for Faculty/Staff. The items within the Student Functions selection are not visible (note the + next to the folder). Click on the + to “open” the Student Functions list
	The PAWS Navigation Bar for Faculty/Staff. The items within the Student Functions selection are visible (note the - next to the folder) Click on a button in the picture on the left to jump directly to the explanation of that button. Click onto return here.

Student Functions

When you click on the + or click on Student Functions, the hierarchical menu of student advising function will “open” as shown in the lower picture above. You may now click on one of these functions to check information on your advisees.

Selecting an Advisee to View

When you click on Select Student the Student Advising screen will be displayed. On this screen you will see (from top to bottom):

• a reminder that this information must remain secure
• information about the currently selected student with his/her picture to the right
• options to select another student (see below)
• holds, if any, for the currently selected student
• the Current Viewable Term

To access the information for one of your advisees, you must select him/her from your advisee list. To make a selection, you will use this portion of the Student Advising screen:

Select an advisee record by using this screen

Selecting an Advisee by Student #

• Enter an advisee's student id# and then click(the id# already listed is that of the student pictured)

Selecting an Advisee by Entering a Name

• Click onto select the student from the list of all students

Viewing a List of All Advisees

• Click onto select the student from your list of advisees. Scroll through the list of students, click the radio button to the left of the students name and picture, then clickto view that student's data
• Note the Selection criteria. When you click onyou may choose how the advisee list is displayed and/or limit the list of names by using following options (these options may be used in combination with one another):
  • show photos
    • your advisee list will include a picture of each advisee when displayed
  • Excel output
    • you advisee list will be formatted so that it can be used in Excel
    • Excel output lists are not displayed, you will be asked to save the list
  • currently registered for
    • your advisee list will be limited to only those advisees currently registered for the selected term (select term from drop-down list) when displayed
    • if this box is not checked, all advisees that have been assigned to you will be displayed even if they have left Georgetown
  • new students
    • your advisee list when displayed will be limited to only those advisees that are new to you
  • not yet registered
    • your advisee list when displayed will be limited to only those advisees that have yet to register for the Current Viewable Term

Send Email to All Advisees?

• Towards the top of the advisee list you will see Email to All Advisees
• Click on this link to send an email to all of the advisees currently listed, that is, those listed based upon the options you have selected

Working with Advisee Records

Once you select an advisee from your list, the student selected will be pictured and you will be able to access his/her records by using the navigation bar to the left

It is important to note that clicking on the items within the Student Functions section of the navigation bar will display that information for the currently selected student. For example, if you click on Academic Record, the academic record of the currently selected student will be displayed.

An explanation of each function within the Student Functions section is explained here. Click on5to return here or click onto return to the picture of the navigation bar.

Select Student

Clicking on this item returns you to the main Student Advising screen so that you can select another student.

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Biographical

Click this button to access your advisee's biographical information that is on file with the College.

The student's name and picture will be displayed; between the name and the picture will be a mailto link. Click on it to send email to this student. Email will be sent to the student's GC email address. If your advisee uses a non-GC email account (e.g. HotMail), then it is imperative that you remind your advisee to forward his/her GC email to his/her non-GC email address. Instructions on how to do this may be found on the student Campus Technology Orientation site and on the For Student page, both of which are on spider.

Although this is referred to as “biographical”, you will note that there is information in this screen that is more than just the customary biographical info. The academic advisor's name, major(s) and minor(s) info, current academic status, hours completed, and more is listed here. It is important that you review this with your advisee for accuracy. The student can see an identical screen when s/he accesses PAWS as a student.

There several links between the student's picture and his/her information. Click on the appropriate link to access:

Holds

Indicates any “holds” or restrictions on the student's enrollment. For example, most student athletes must register for a minimum of 12 hours per semester. Or the student's financial aid package may require him/her to register for a minimum number of hours per semester. If such situations or others like this apply to your advisee, they will be noted here.

Other Addresses

List the student's campus post office box number, his/her GC email address, and his/her personal (non-GC) email address (if the student has given that info to the College)

Exams

This screen will list the scores from any standardized exams (ACT and/or SAT) and placement exams that the student has taken.

Education

This screen will list educational information prior to matriculation at Georgetown College.

Housing/Meals/Phone

This screen will note where the student lives on campus, his/her selected meal plan, and campus phone number.

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Academic Record

This will display your advisee's academic record (transcript) in reverse chronological order with major/minor info, classification, etc.

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GPA Projection

This will display your advisee's schedule for the Current Viewable Term. Note that you can change the Current Viewable Term (not shown in the picture) in this screen before making the projection.

	Enter the anticipated grade for each course in the grade column using the drop-down list. Clickto see the results of the projection:
	The GPA Projection Results. Use the Try Again button to make another projection

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View Term Grades

This will display your advisee's grade report for the Current Viewable Term. Note that you can change the Current Viewable Term in this screen to view the grades for another term.

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Registration Clearance

After completing an advising session, you must click this button to clear the student for registration. Two important points to remember:

	The student cannot register without your clearance
	Make sure to set the Current Viewable Term to the next term. For example, if it is currently the spring term of 2003, you must sent the current selected term to the fall of 2003 and then click this button.

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Student Schedule

This will display your advisee's schedule for the Current Viewable Term. Note that you can change the Current Viewable Term in this screen to view the schedule for another term. Use theto print a copy of the schedule.

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CEP Counts

This displays the up-to-the-minute CEP count for your advisee. The first information given is the cumulative totals and then semester-by-semester counts in reverse chronological order.

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Tech Literacy

This will display the Technology Literacy Requirement status of your advisee. If the student has taken one or more of the assessment exams, the scores listed will be the actual exam scores. If no score is listed, or the score of 0 is listed for any particular exam, then the student has not taken that exam. If, instead, the student has taken GSC120, Technology Literacy (formerly CSC120, Application Software), the scores listed will be a reflection of the grade received in the course (90=A, 80=B, etc.). This requirement does not apply to any students admitted prior to the fall of 1999.

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Comprehensive Exam

This will display the results of any departmental comprehensive exam that your advisee may be required to take.

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Biographical

Clicking this button will display the basic biographical information the college has on file for you.

If any information is incorrect or missing, you should report this fact to the Registrar's Office.

Class Lists

To view your class lists online do the following: enter the course number, e.g. GSC120 enter the section, e.g. A select what you want to see in the list by checking or unchecking the boxes click You will now view the class list for the term and year as shown in the Current Viewable Term box (box not shown in picture, it is at the bottom of this screen)
Viewing a Class List
Only the top portion of the class list screen is shown to protect the privacy of students Note the Send Email to Class link click on it to send email to the entire class The individuals for the class are then listed in alphabetical order click on Email in the Email column to send email to a selected student

Faculty Schedule

Clicking this button will display your class schedule for the Current Viewable Term.

Max Reg is the maximum number of students that can be enrolled in the class as set by you Reg is the current number of students registered Click Email to send email to the entire class/section

Grade Entry

Clicking this button will display the screen shown below. To enter grades you may either Use the top third of the screen and click the radio button next to the course for which you wish to enter grades click Use the middle third of the screen and enter course number then section select the appropriate catalog UG = undergraduate GR = graduate numbers refer to year click If you need any assistance, click the link (at the bottom) Click here for Grading FAQ
Select the course for which you wish to enter grades using this screen
Now indicate whether you are entering Midterm or Final grades
You will now view the class list for the term and year as shown in the Current Viewable Term box (not shown in picture above). The heading at the top of the list will indicate whether you are entering Midterm or Final grades Using the drop-down list under the Grade column, select the grade for each student. You can select a default grade for all students by clicking if you do this, then you need only change the grade for those students that received a different grade You can enter comments about any grades in the text box at the bottom When finished, click You will receive an email acknowledgement of the grades that you submitted. There is no need to submit grades via paper forms if you elect Grade Entry via PAWS

Textbook Query/The Store

This button is not activated at this time.

Course Search

Clicking this button will take you to the Georgetown College Course Catalog Search Page:

using the drop-down boxes, enter your search criteria then click to search the entire catalog do not set any criteria (as shown in picture) or clickto reset to default values then click

A typical course search display. The Open column will indicate whether or not the class is full (reached maximum enrollment). Courses that are closed will display No in this column and a line will be drawn through the Course number, section, and title. Click on the instructor's name to email that instructor.

The search screen as shown above will be at the bottom of the course search display to enable you to do another search if you wish.

My Budget

Click on this button will take you to a screen with information on your budget center. This only applies to persons such as academic department chairs that have administrative responsibility over a budget.

If you have administrative responsibility over a budget and it is not available here, contact the Business Office. If any of the information displayed here is incorrect, contact the Business Office.

A/R Statement

Click this button to view your Statement of Account:

make choices from the drop-down lists click

Student Search

This page allows you to search for a student by name or residence. The directory contains the names of all Undergraduate Students enrolled in the current term. Email addresses will be displayed only if available and released by the user.

Faculty/Staff Search

This page allows you to search for a faculty or staff member by their name or department. The search screen is identical the one shown above for Student Search with the exception that Residence in the student screen is Department in the Faculty/Staff screen.

Change Password

Use this button to access the PAWS change password screen. Enter your current password in the Old Password box Enter your new password in the New Password box For confirmation and security, reenter your new password in the Confirm New Password box Click This will only change your password in PAWS. Your network, email, and Blackboard passwords will be unaffected.

Close Window

To properly exit PAWS and to ensure the security of your information, you must click this button. If you are using Internet Explorer, you will then see the screen shown; if you are using Netscape or some other browser, you will see something similar.

ClickClose Windowand PAWS will properly close and you will exit from Internet Explorer, Netscape, etc.

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This page maintained by the T3 Center. Last change was May 20, 2003