Canvas

Canvas is a course management system that is maintained by the Virginia Community College System. It allows instructors to facilitate both online and in-person classes.

Canvas is web-based, so there is nothing for you to install or download. All you need is an Internet connection. Canvas is accessible from all browsers and mobile devices.

Tutorials for using Canvas can be found on the Canvas Infoguide.

How to Create a PDF File

There are basically three methods for creating PDF files. Every computer on campus should have access to the first two methods.

If you need any help creating your PDF file, you can contact the Help Desk.

Microsoft Office

All Office programs have the built-in capacity to create PDF files. For example, in Word, create or open the document you wish to save as PDF. Once the document is finalized and ready to be converted:

  1. In the top menu, click File and then Save As.
  2. Choose the location where you wish to save your file.
  3. At the bottom of the Save As window, use the Save as type drop down to select PDF. This will change the suffix of the filename from .docx to .pdf.
  4. Name your file, and save it as with any other file.

Remember to also save your original Word document. If you need to make a change, it will be in the Word document, not the PDF. This same procedure will work with Excel, PowerPoint, and other Microsoft Office programs.

CutePDF

If you are not using a Microsoft Office program, you can use CutePDF to create a PDF file. CutePDF is a printer driver that will work with any program, such as your web browser.

  1. Once you are ready to create your PDF file, choose File and then Print.
  2. On the Print screen, change the printer to CutePDF Writer by selecting it from the printer list.
  3. Click Print.
  4. Rather than printing, a Save As dialog window will open. Chose the name of your file and a location and then save it as with any other document.

If you want an actual printed copy of the same document, you will need to change your printer back to your default or close the program and reopen it.

Adobe Acrobat DC

You can use Adobe Acrobat DC (not Adobe Reader) to create PDFs directly. Also, if you have Adobe Acrobat DC installed on your computer, your Microsoft Office programs may include a “Save as Adobe PDF” option in the File menu.

Add a Note to a Student’s Folder

Notes in SAILS do not prompt any sort of college response and are not emailed to the student. Shared Notes should be used for informational items related to a student’s academic success that do not currently require intervention, but may be useful to an advisor.

To add a note to a student’s folder in SAILS, you must be logged into MyVWCC and have clicked the SAILS icon to enter SAILS.

  1. In the upper left-hand corner, click the Students tab.
  2. Here you can search for a student by Name or Connection. Searching by Connection allows you to view a group of students based on your relationship with them in SAILS (ex: a list of students in your course or a list of assigned advisees).

    Student Search

  3. Select the student(s) for which you would like to record a Note, and then click the Note button above the search box.

    Add Note button

  4. Use the drop-down menu to select a Note Type (General or Academic Advising) and add your Note in the text box. You can email a copy of the note to yourself and/or the student by selecting the appropriate boxes.

    Add Note Screen

  5. To save the note, click Submit. The note will be saved in the student’s folder. Note: Only shared notes can be viewed by faculty and staff that have a relationship with the student. Private notes cannot be viewed.

 

MyVWCC Advanced Password Reset Tool

If you do not know your MyVWCC username, you will need to use the Advanced Password Reset Tool to look it up.

  1. Go to MyVWCC (https://vw.my.vccs.edu).
  2. Below the Sign In button, click the Forgot Username link.
  3. In the Password Reset box, click the checkbox next to “I’m not a robot”. Some users will be prompted with an image selector. You should select the images requested and then click Verify. When the process is completed successfully, click the Continue button.
    Example Captcha Image

  4. Enter your name, date of birth, and either your Emplid (Student ID Number) or SSN (Social Security Number) and click Next.
    password reset box
  5. If the information you enter conflicts with existing information in the Student Information System, you will receive a message instructing you to contact the Help Desk for assistance.
  6. If the information you enter matches the information in the Student Information System, you will receive a message with your username and the option to either log in or reset your password. If you need to reset your password, click the radio button next to “I do not know my password. I would like to reset it now.” and click Next.
    password reset with username
  7. You will see the following screen if an alternate email (an email address that isn’t @email.vccs.edu) and/or a phone number are listed for you in SIS.
    password reset results
  8. Choose the option by which you wish to receive your temporary password. If you are choosing the SMS (text message) option, please use the dropdown to select your phone provider. Click the Send option for the method you choose.
    • Note: If the email address(es) or phone number(s) presented are not valid options, you should contact the Help Desk for assistance.
    • Note: If no alternative email address or phone number exist in SIS, you will need to Verify Your Identity.
  9. You will be sent a temporary password via your chosen method. This password is valid for 30 minutes, so you should log in right away in order to change it.

Reports for Student Advisement

By using the ADV report, students and advisors can assess academic progress towards graduation. Students and advisors can also run what-if reports to simulate a different academic plan and the student’s progress towards that plan.

To create either of these reports, you must be logged into MyVWCC and inside the Student Information System. Click the Advisor Center link.

Creating an ADV Report

  1. On the my advisees screen, click the View Student Details link located to the right of the student’s ID number.
    1. An ADV can be run for a student who is not your advisee by clicking the view data for other students button. You will need the student’s ID number.
  2. On the Student Details screen, click the other academic… dropdown and select Academic Requirements. Click the Go button button.
  3. The advisee’s requirements (ADV Report) will be displayed. To print the ADV report, click View Report as PDF.

Creating a What-If Report

  1. On the my advisees screen, click the View Student Details link located to the right of the student’s ID number.
    1. A What-If Report can be run for a student who is not your advisee by clicking the view data for other students button. You will need the student’s ID number.
  2. On the Student Details screen, click the other academic… dropdown and select What-if Report. Click the Go button button.
  3. On the What-If Report screen, click the Create New Report button.
    what-if report selection
  4. Under Career Scenario, select the Institution, Career, and Catalog Year.
    career scenario
  5. Under Program Scenario, select the Academic Program of Curricular. Use the Area of Study drop-down menu to select the plan for the What-if Report. Note: Only plan descriptions are displayed for selection on the Area of Study drop-down. This may be confusing if you have an associate degree plan that is named the same as a certificate or career studies plan (ex: Culinary Arts).
    program scenario
  6. Click the Submit Request button at the bottom of the screen. The What-if Report will be displayed. To print the report, click View Report as PDF.

Setting Which Phone Number to use for Advising

Students that are assigned to a faculty advisor in SIS are able to see their advisor’s name, preferred phone number, and email via the Student Center. Because of this, it is important to be sure that your Preferred Phone Type in SIS is the Business Phone Type.

To change your preferred phone type, you must be logged into MyVWCC and inside the Student Information System.

  1. In the Student Center, click the Main Phone link under Personal Information.
  2. On the Phone Numbers page, make sure the Preferred checkbox for the Business phone type is checked, then click Save.
    phone number screen

Contacting Your Advisees

Advisors can use the Advisor Center to contact their advisees via email. To view the Advisor Center, you must be logged into MyVWCC and inside the Student Information System. Click the Advisor Center link.

  1. Click my advisees. This screen will display the advisees assigned to you.
  2. To notify individual advisees, click the Notify checkbox to the left of the advisee’s name and then click the notify selected advisees button (notify selected advisees button). If you wish to notify all of your advisees, click the notify all advisees button (notify all advisees button).
  3. The Send Notification page will be displayed. Use this page to enter the information you wish to send.
    Notification screen
  4. When you are finished, click the Send Notification button (send notification button).

Advisor Assignments

How do Advisees Get Assigned?

New students are assigned an advisor when they apply to the college for a program of study. Currently enrolled students with undeclared majors are assigned a faculty advisor once they declare a program of study. Advisor assignments are made by a nightly program that assigns advisors to students based on their major and who are currently enrolled and who do not have an existing advisor.

I Have Too Many Advisees!

When looking at your list of advisees, it may appear that you have a large number of them, but keep in mind that not all of those are enrolled. Although the advisee is assigned to you that doesn’t mean that the advisee is enrolled. The advisee stays on the advisor’s list of advisees until they are no longer active or they change their plan of study or graduate.

I Don’t Have Any Advisees!

For the health tech plans (like 156), the advisor is assigned when the student changes from the 156-01 (pre-admission) to the actual plan 156 and enrolls in classes. Returning nursing students will already have an advisor and new nursing students are assigned the advisor when their plan changes. Depending on when you were hired in this cycle, you may not have any advisees until the new nursing students are admitted for the next fall semester or if one of the current health tech advisors leaves Virginia Western employment.

Not having any advisees does not prevent you from meeting with and advising students.

Student’s assigned advisors can be found on the Student’s Student Center page within the Student Information System (SIS).

About the Advisor Center

The Advisor Center presents advising faculty with a limited view of the advisee’s Student Center page. Additionally, advising faculty will have access to the student’s general information, transfer credit, and academics. Documentation on how to run an Advisement Report (ADV) and What If Report can be found on the Reports for Student Advisement  page.

Note: Adjunct faculty do not have access to the Advisor Center.

Advisor Center Pages

To view the Advisor Center, you must be logged into MyVWCC and inside the Student Information System. Click the Advisor Center link.

My Advisees Page

The my advisees page displays the advisees assigned to the advisor in SIS. Advisors may also use the View Data for Other Students button (view data for other students) to access data for students not assigned to the advisor.

advisee list

Field Descriptions

  • Notify: Check this box to send an email notification to the advisee.
  • Name: Advisee’s name from Bio-Demo data.
  • ID: Advisee’s Student ID.
  • View Student Details: Click this link to access the data available to advisors.
  • Notify selected advisees: Allows an email to be sent to the advisees with a check mark in the Notify column.
  • Notify all advisees: Allows an email to be sent to all advisees assigned to the advisor.
  • view data for other students: Click this button to search for the ID of an advisee that is not currently assigned to the advisor in SIS.

View Student Details

This link takes the advisor to a limited view of the advisee’s Student Center. Notice that tabs are also available for General Info, Transfer Credit, and Academics. This link is also used to access the page for creating a student’s ADV report. Each will be detailed below.

Note: The same student information is available when using view data for other students. If using this option, you will need the student’s ID number.

Student Center Page

advisee student center
Field Descriptions
  • Change Advisee: Allows the Advisor to quickly choose another advisee from the list of students assigned to the advisor. After choosing a new advisee, click the Change button.
  • Academics: This area allows the advisor to view the student’s class schedule, shopping cart, and planner. To view Academic Requirements (or Advising Report), course history, exam schedule, grades, unofficial transcript or transfer credit report, use the dropdown menu.
  • Personal Information: Allows the advisor to view the demographic data, emergency contact data, and contact data for the student.
  • Holds: Allows the advisor to view any holds (service indicators) on the student.
  • To Do List: Allows the advisor to view any checklists applied to the student.
  • Enrollment Dates: Allows the advisor to view the enrollment dates for the term if the student is term activated.
  • Advisor: Displays the Advisor(s) assigned to the student.

General Information Page

The default view for the General Information page is that all sections are expanded. Individual sections can be expanded or collapsed by clicking the green arrows, or all sections can be expanded or collapsed by clicking the Collapse All or Expand All buttons.

advisee general info
Field Descriptions
  • Service Indicators: Displays any service indicators active for the student.
  • Initiated Checklists: Displays any checklists that have been initiated for the student.
  • Student Groups: Displays any student groups assigned to the student.
  • Personal Data: Displays date of birth, gender, and marital status.
  • National ID: Displays the last four digits of the student’s social security number.
  • Names: Displays the Primary and Preferred names for the student.
  • Addresses: Displays any addresses for the student.
  • Phones: Displays any phone numbers for the student, with the preferred number marked.
  • Email Addresses: Displays any email addresses for the student with the preferred address marked.
  • Test Scores: Redirects the page to display test score results.

Transfer Credit Page

advisee transfer credit
Field Descriptions
  • Course Credits: Displays information about credits granted for courses taken at other institutions. Click this symbol (columns icon) to display all the columns available.
  • Test Credits: Displays information about credits granted for test scores. Click this symbol (columns icon) to display all the columns available.
  • Other Credits: Displays information about other credits granted to the student, such as advanced standing credits, etc. Click this symbol (columns icon) to display all the columns available.

Academics Page

advisee program
Field Descriptions
  • Institution/Career/Program: Displays the school, career, and program information for the student. Note that for students at multiple schools, each school is displayed.
  • Term Summary: Displays the term(s) that the student has been term activated for the given school. You may also view the student’s classes by term and term statistics.
  • Advisees - no access: This message is displayed for users that do not have security access to the pages from which the data is pulled.

Past Progress Report

To access a Past Progress Report, you must be logged into MyVWCC and inside the Student Information System.

  1. In the top right corner, click the Home link. This will take you to the VCCS College page.
  2. In the Student Records box, scroll down until you find VWCC Past Progress and click the link.
  3. If you have used the system before, enter your Run Control ID and select Search. If you have not used the system previously, click on the Add a New Value tab.
    1. On the next screen, create a Run Control ID and select Search. Use a Run Control ID you can remember, such as “vw” followed by your department or initials.
  4. Enter the specific course information you would like included in the report. You must enter information into the top three fields. The bottom fields are optional. Then click Run.
    Past Progress - Run button
    • Required information:
      • Academic Institution: VW286
      • Term: Examples – For Spring 2017, use 2172; For Summer 2017, use 2173; For Fall 2017, use 2174
      • Subject: Enter the three letter subject code for the course you want to check the prerequisites for (such as MTH). This will show all MTH prerequisites on the MTH courses you select.
    • Optional Information:
      • Catalog Number: The 3 digit catalog number (such as 272 for MTH 272)
      • Class Section: Enter the class section if you only want to pull one section of data
      • Subject 2 and Subject 3: List additional 3 letter subject codes that are also prerequisites. For example, if a MTH class had a MTH prerequisite and an EGR prerequisite, adding EGR as subject 2 would pull the EGR and the MTH prerequisites for the MTH course.
  5. Make sure USERID is PSUNX and click OK.
    Past Progress - UserID
  6. Click on the Process Monitor link.
    Past Progress - Process Monitor
  7. Click on Refresh until the Distribution Status says Posted. It may take several minutes depending on how many classes you run at one time.
    Past Progress - Refresh button
  8. Click on Details.
    Past Progress - Success message
  9. Click on View Log/Trace.
    Past Progress - View Log/Trace
  10. Click on the middle link that ends in .PDF.
    Past Progress - pdf link
  11. A PDF file will open, or you will be prompted to download it. The first few lines will look like this:
    Past progress - pdf