Electronic Student File (ESF)
In building an integrated Electronic Student File (ESF) solution, the University recognizes the value of
a common approach to creating and maintaining advising notes. Such a system provides a place to
record, share and integrate the advice that various University advising offices provide to
undergraduate students during their time at Notre Dame. In place of the separate notes that each
office makes and keeps as it works with students, the ESF will provide a tool that facilitates the
sharing of a student’s advising history between advising offices working with that student. This tool is
expected to help advisors better understand a student’s history at Notre Dame and better integrate
past advising or guidance into their own advice to the student. This routine sharing of advising
information between offices should enhance a student’s experience with his or her advisors.
Academic Record Contents:
The Education Record is defined by the Department of Education as records a) directly related to a student and b) maintained by an education agency or institution or by a party acting for the agency or institution. The Education Record includes information pertinent to advising, which we have defined as the Student File, and includes the student’s Academic Record (related to FERPA requests), and other artifacts created in the advising process
The digital Academic Record includes:
- Admissions application Documents in OnBase
- An Academic Summary Sheet completed by the First Year of Studies Advisor in OnBase
- Registrar information
- Banner data: curriculum, grade history, transcripts
- e-Forms, including advisor comments on the e-Forms and associated attachments to the e-Forms
- Documents produced from advising interactions in the Colleges
- Examples: Graduation Progress System report, PIN night plan of study, Academic related documents from outside the University
Access to the System:
If you need access and training on the Electronic Student File System please contact Kim Hahn at 631-5999.
Please contact Chuck Hurley at 631-7495 for questions.