There are a number of ways to get into OnBase and view documents for your advisees. One way is to go to the My Advisees link in The Hub, choose a student, and then select View Document Archive for that student. A second way is to go directly into OnBase and search and find what you need for any of your advisees. This more open-ended access will allow you to do things like:
- Find all D/F Forms for a particular year
- Find all new advisee documents entered during the past week, month, year
- One single list with all of your advisee documents available
Accessing Advisee Documents - Video
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Accessing Advisee Documents - Step by step
Web Client
- Ensure you are on campus at Carleton College and connected to the hard-wired network or eduRoam wireless network, or if off campus you are connected to the GlobalProtect VPN client
- Open a web browser (Chrome or Firefox) and go to https://onbaseweb.carleton.edu
- You will observe three fields for the OnBase login window:
- Domain = ADS
- User Name = Your Carleton Network ID - Please note that this field will force all characters to upper-case, regardless of your caps lock setting.
- Password = Your password that corresponds with your Carleton Network ID
- The first time you access this site you will likely receive a notification about your pop-up blocker. To deal with this, you will need to allow https://onbaseweb.carleton.edu to show pop-ups. Instructions for modifying pop-up settings are below, per browser:
- Google Chrome
- Firefox
- Internet Explorer
- Safari requires completely turning off your Pop-up blocker in order to properly work with OnBase. For this reason, you may consider another browser for OnBase purposes.
- You should see a screen resembling the image below (click image to enlarge)
- Find the drop-down menu titled entitled "Document Type Groups" and choose "Academic Advising."
- Find the list of "Document Types" and select one or as many (ctrl + click on windows or Cmd + click on Mac) of the available document types
- Having selected one or more document types you will have some keywords available for your search
Search Suggestions
From here on there is no right or wrong way of obtaining documents. It's a matter of how how many documents you prefer to have listed in the results list, based on which document types for those students which you want to work with. The following are examples of ways you may want to obtain lists of documents about your Advisees.
Search by Adviser
To return all documents where the Adviser is listed with you, the following criteria may be helpful
To execute the search, click the binoculars in the lower left corner (highlighted in red box).
Search for Academic Standing Documents
To return all D/F Forms that you have access to (your Advisees) which were created within a specific time window, the following criteria may be helpful
Search by Student First & Last Name with Wildcard option
To return all documents for a particular student, the following criteria may helpful. You may use the asterisk * for wildcard searching. In the example below we are searching for First Name: Jonathan Last Name: Andersen. Sometimes "Jonathan" may be expressed as Jon, John, or Jonathan. Expressing this as JO* is likely to return something. For Last Name it is possible that Andersen could be assumed to be spelled as Anderson. ANDERS* is likely criteria to return something. If you're confident in the spelling, you may type the full First or Last Name.
To execute the search, click the binoculars in the lower left corner (highlighted in red box).
Search by Colleague ID
To return all documents for a particular student when you know their Student (Colleague) ID, the following criteria may helpful.
To execute the search, click the binoculars in the lower left corner (highlighted in red box).
The following is the resulting set of documents within the document "hit list" where each document can be double clicked to show in the document window below.
When you have completed your session, please log out. If the session is left unattended for 20 minutes you will automatically be logged out.
Any questions or support needs with regards to OnBase use can be directed to Russ Bauer in ITS - rbauer<at>carleton.edu - x4281