Electronic Student File
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.
- Guidance on the Content of Undergraduate Advising Notes at the University of Notre Dame
- Working with Student Files in OnBase
- Scanning and Indexing Documents for OnBase
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 Becca Rutkowski at 631-2155.
Please contact Chuck Hurley at 631-7495 for questions.