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1. 19 On the Main worksheet enter the location of the student files in cell B12 20 Click on the Process AAIS Student Files button Depending on the number of student files being processed this step may take a few minutes Look at the status bar near the bottom of the screen on the left for the number of files that are being processed and which file is processed now On a reasonably fast computer it should take about 3 minutes to process 1000 student files To process 9000 student surveys the maximum number of student files the AAIS can process the process should take about 27 minutes to complete 21 If you did not enter the correct student file directory path on the Main worksheet you will see an error message Correct the location data on Main and try again 22 If everything runs successfully you will see this message Congratulations Eg A The Student Files have been processed successfully Click on OK and then you are ready to view the report and chart worksheets Enjoy Refer to http www nacada ksu edu Clearinghouse Links AAI 20Manual 02 pdf for information on how to interpret the results of the AAI assessment instrument But what if you want to see the data by demographic group For example you may want to compare the answers of males and females Or to compare freshmen with other academic classes To generate those reports follow these steps 23 Open the file AAIS Demographics xI
2. If you copy the 4 AAIS files to each directory then you will have reports to refer back to later But as long as you have the student surveys you can always regenerate the AAIS reports at any time Customizing the Student Survey If you want to remove some of the questions in Part IV of the survey rows 46 92 for example you can unprotect the Part IV worksheet with the password aais Then you can hide the rows of the questions you do not want the students to answer Be sure to protect the worksheet with the password aais again so students cannot change the worksheet later To hide rows in MS Excel unprotect the worksheet and then select the rows you want to hide and right click your mouse Select hide If you want to change Part III the password for the Part III worksheet is also aais Manually completing the survey If your students do not have access to a computer to take the survey you can print the survey pages and they can complete the survey with a pen or pencil Then you just have to have someone enter the survey s into the software later 12 Academic Advising Inventory System Sample Survey Reports and Charts This is the first part of Part I of the survey ACADEMIC ADVISING INVENTORY Roger B Winston Jr and Janet A Sandor Part Part of this Inventory concerns how you and your advisor approach academic advising Even if you have had more than one advisor or have been in more th
3. The software provides options for using any or all parts of the survey Requirements e MS Excel 2003 or MS Excel 2007 e Windows skills o Ability to navigate around in a Windows directory structure o Ability to create a new sub directory o Ability to open save and close a file e Specific skills in MS Excel o Ability to enter data in worksheets Ability to navigate from worksheet to worksheet Ability to unhide a worksheet Ability to protect and unprotect a worksheet Ability to save a file O00 0 If you do not know how to do these specific actions in Excel you can refer to the Excel Skills You Need to Know section of this manual for instructions Files The AAIS consists of 5 files File Name Purpose of each file AAIS_Student_Survey xls Used by students to complete their survey Reads student survey files and creates reports and charts Reads the AAIS_Student_Survey xls file and creates reports by demographic data AAIS_Demographics xls AAIS Blank File xls AAIS_Users_Manual pdf A blank survey file used to create student surveys This file Note that while the xls files are in MS Excel 2003 format they can be used in MS Excel 2007 in compatibility mode Academic Advising Inventory System Installation and Setup Installing the AAIS is a simple straightforward process Follow these steps 1 On your computer create a directory where you want to install the files
4. AAI As stated in the User s Manual for the AAI The Academic Advising Inventory System AAIS is provided to the academic advising profession under the auspices of the National Academic Advising Association and its Web Site as a means of promoting good practices through thorough theory based evaluation The AAI is provided for the non commercial use of advising practitioners at no costs No specific permission is required for institutional uses or for research studies The AAIS is provided for the non commercial use of advising practitioners at no cost by permission of David A Freitag Permission to Adapt As stated in the User s Manual for the AAI Users have permission to use AAI Parts I and II in their entirety that is either or both of these parts may be used in their entirety but individual items may not be removed from these two parts for use in other instruments Users however have permission to use individual items from Parts III and IV Items in Parts III and IV may be altered or eliminated to fit local conditions The software implementation of the AAI follows those restrictions and pass on those restrictions to the users of this software Academic Advising Inventory System Overview The purpose of the Academic Advising Inventory System is to minimize the time needed in administrating AAI surveys to students and to minimize the time needed to consolidate all the student surveys and report the results
5. PE 4 32 ADM 2 16 scales African American His panic Asian American Native American 14 112 DPA White Multiracial African American Hispanic Asian American Native American White Multiracial Other Decline Other Decline Students 14 8 0O BRON a OONOA O 4 32 ADM 2 16 scale 0 1 2 3 4 5 scale 1 2 3 4 16 Academic Advising Inventory System Here are a few of the many charts from the AAIS_Demographics xls file BMales E Females 17 Academic Advising Inventory System Basic Excel Skills You Need to Know For MS Excel 2007 How to navigate from worksheet to worksheet Atthe bottom of the Excel screen are worksheet tabs In a new Excel file the file will contain worksheets named Sheet 1 Sheet 2 and the like In the AAIS you will see worksheet names like Parameters Part 1 Reports Charts and Main To move from one worksheet tab to another left click on the worksheet tab you want to go to How to unhide a worksheet To unhide a worksheet right click on any worksheet tab and select unhide from the popup menu If more than one worksheet is hidden then you will then have to select which worksheet you want to unhide How to hide a worksheet To hide a worksheet right click on any worksheet tab and select hide from the popup menu How to protect a workshe
6. here will appear at the top of the Main worksheet As an example you can enter Hypothetical University Advising Survey 8 In cell B7 indicate if you want to require students to enter their Student ID Last Name or nothing to identify their survey If you select Student ID or Last Name the student will be prompted to enter that information before taking the survey That information will be used as the first part of the file name for their survey Student surveys are saved in this format Student ID or Last Name or Nothing 20Y Y MM DD Thh mm ss Where YY year MM month DD day hh hour mm minutes and ss seconds For example this is a survey file name A111222333 2008 5 10 T11_38_30 xls This format allows every survey to have a unique file name 9 In cell B9 enter where you want student files to be saved You created that directory in step 3 above For example C Excel AAIS Student_Files and don t forget the N at the end Academic Advising Inventory System 10 In cell B10 enter the location of the AAIS Blank File xls file Note that this file is one of the five files of the AAIS You already created the directory in step 3 above and copied the AAIS files to that directory For example C ExceMAAIS and don t forget the N at the end 11 In cell B14 you can allow the student to leave survey questions blank by entering a N Be aware that if you enter Y to check for blank answers
7. the at the end of the directory path name If you do receive an error you will need to read the error message maybe even write it down and click on OK Then you need to unhide the Parameters worksheet go fix Academic Advising Inventory System the problem and click on the Save my Survey button on the Main worksheet again to test everything again Repeat this process until all errors are fixed If you entered valid information on the Parameters worksheet you will see this after you click on the Save my Survey button on the Main worksheet Thank you EI A Your Survey has been saved And your answers have been cleared from this file You are now free to go Thank you for your help in improving our advising services 15 Save the AAIS_Student_Survey xls file to save all your parameters 16 Go to the student files directory you created in step 5 above and verify the survey you just created is there You should delete any student surveys you created so they will not be counted in the reports And now you are ready for students to take the survey Notice that if you indicated on the Parameters worksheet that you are not using Part II then the Part II worksheet is hidden from the students same for the other Parts also And the line of instructions for Part IT on the Main worksheet is hidden too Academic Advising Inventory System Taking a Survey When
8. Academic Advising Inventory System A User s Manual David A Freitag 7 26 2008 Academic Advising Inventory System Contents a a TE EEEE EE AEE EA AT 2 Permission to Use Permission to Adapt OVVIE O PR RR E AEE OR 4 Requirements Files Installation and Setup c cece eee scene eee ees 5 Taking a SUL VEY ee Green eseneveronguan e o s 9 Creating Reports secesssras escassos esa cas ancas esta 10 Advanced Uses of the AAIS 12 Sample Survey Reports and Charts 13 Basic Excel Skills You Need to Know 18 2008 David A Freitag Published by David A Freitag All Rights Reserved Academic Advising Inventory System Preface The AAI System is adapted from the Academic Advising Inventory AAI developed by Roger B Winston Jr Ph D and Janet A Sandor Ph D at The University of Georgia This manual explains how to use the software not how to understand the data collected from the Academic Advising Inventory assessment instrument The user of this software should read the AAI User s Manual on the NACADA website to understand the information generated by the Academic Advising Inventory Here is a link to the AAI User s Manual http www nacada ksu edu Clearinghouse Links AAI 20Manual 02 pdf Permission for Use The permissions for use as described in the AAI User s Manual remain in force for the AAIS software implementation of the
9. For example you might create a directory called C Excel AAIS 2 Unzip the files and copy the 5 files of the AAIS to the directory you created in step 1 See page 4 above for a list of the files 3 Create a directory where you want the AAIS to save the student surveys For example you might create a directory called C Excel AAIS Student_Files Now you have to tell the software where everything is and which parts of the 4 parts of the AAI you are going to use Follow these steps 4 Open the AAIS Student Survey xIs file 5 If macros are not enabled in Excel you may see this warning Security Warning Macros have been disabled Options If you do see the above warning click on Options and you will see this Microsoft Office Security Options 2E 9 Security Alert Macro Macro Macros have been disabled Macros might contain viruses or other security hazards Do not enable this content unless you trust the source of this file Warning It is not possible to determine that this content came from a trustworthy source You should leave this content disabled unless the content provides critical functionality and you trust its source More information File Path L Shared Documents U of AlAdvising AAIS AAIS Student Survey xism Help protect me from unknown content recommended Enable this content Open the Trust Center Click on Enable this Content and then click OK Now macros
10. an one type of advising situation this year please respond to the statements in terms of your current situation There are 14 pairs of statements in Part You must make two decisions about each pair in order to respond 1 decide which one of the two statements most accurately describes the academic advising you received this year and then 2 decide how accurate or true that statement is from very true to slightly true Online Instructions Click in the cell under the question in the light blue where you want to enter your answer and then enter an X You can also use the arrow keys to move EXAM PLE 80 My advisor plans my schedule OR My advisor and I plan my schedule together very true slightly true slightly true very true EXPLANATION In this example the student has chosen the statement on the right as more descriptive of his or her academic advising this year and determined that the statement is toward the slightly true end response F Try it yourself Enter an X in one of the light blue cells That is all you need to do to answer a question 1 My advisor is interested in helping me learn OR My advisor tells me what need to know about how to find out about courses and programs academic courses and programs for myself very true slightly true slightly true very true My advisor tell
11. answers questions with no answers Note Questions with errors in Part I will lower the score for Part scales 14 Academic Advising Inventory System Here are a few of the many charts included in the AAIS Part I All Students DPA Developmental Prescriptive Advising Prescriptive Developmental very true 0 0 Sli PE Personalizing Education Prescriptive Developmental All charts on this page have been adjusted to have all developmental questions on the right and all prescriptive questions on the left verytrue slightly true slightly true very true ADM Academic Decision M aking SC Selecting Courses Prescriptive Developmental Ti 0 verytrue slightly true slightly true very true very true slightly true slightly true very true Prescriptive Developmental 15 Academic Advising Inventory System Here is the report from the AAIS_Demographics xls file Part Scales All Males Females Freshmen Sophomores Juniors Seniors 5th Year Irregular Other Part Il Scales All Males Females Freshmen Sophomores Juniors Seniors 5th Year Irregular Other African American Hispanic Asian American Native American White Multiracial Other Decline Part Ill Scales All Males Females Freshmen Sophomores Juniors Seniors 5th Year Irregular Other 14 112 DPA 8 64
12. are enabled for this program Depending on your security settings you may have to do this every time you open this file Academic Advising Inventory System If you don t see the above warning message you may see this security notice Microsoft Office Excel Security Notice EJ Microsoft Office has identified a potential security concern Warning It is not possible to determine that this content came from a source You should leave this content disabled unless the content provides critical functionality and you trust its source File Path L ed Documents U of A Advising AAIS AAIS_Survey_Reader xism Macros have been disabled Macros might contain viruses or other security hazards Do not enable this content unless you trust the source of this file More information Click on the Enable Macros button Now macros are enabled for this program Depending on your security settings you may have to do this every time you open this file Your computer may have slightly different warnings but the basic idea is to enable macros however you have to do it on your computer 6 Go to the Parameters worksheet If you do not see the Parameters worksheet tab at the bottom of the screen then it is hidden and you must unhide it Now you have to tell the software where everything is and which of the 4 parts of the AAI you are going to use 7 In cell B4 you can change the name of the survey Whatever you enter
13. et To protect a worksheet click on the Home tab of the Ribbon Then click on Format Then click on Protect Sheet A popup dialogue box will be displayed and you can either press OK to protect the worksheet without a password or you can enter a password and then press OK You will be required to enter the password again to confirm you remember it How to unprotect a worksheet To unprotect a worksheet click on the Home tab of the Ribbon Then click on Format Then click on Unprotect Sheet If the worksheet is protected by a password a popup dialogue box will be displayed and you will have to enter the password and click on OK to unprotect the worksheet 18 Academic Advising Inventory System For MS Excel 2003 How to navigate from worksheet to worksheet At the bottom of the Excel screen are worksheet tabs In a new Excel file the file will contain worksheets named Sheet 1 Sheet 2 and the like In the AAIS you will see worksheet names like Parameters Part 1 Reports Charts and Main To move from one worksheet tab to another left click on the worksheet tab you want to go to How to unhide a worksheet To unhide a worksheet select the Format menu item at the top of the screen Click on Sheet and then click on Unhide Then select the worksheet you want to unhide How to hide a worksheet First go to the worksheet you want to
14. hide Then select the Format menu item at the top of the screen and then click on Sheet Then click on Hide How to protect a worksheet To protect a worksheet first go to the worksheet you want to protect Then select the Tools menu item at the top of the screen Click on Protection and then click on Protect Sheet A popup dialogue box will be displayed and you can either press OK to protect the worksheet without a password or you can enter a password and then press OK You will be required to enter the password again to confirm you remember it How to unprotect a worksheet To unprotect a worksheet Select the Tools menu item at the top of the screen Then click on Format Then click on Unprotect Sheet If the worksheet is protected by a password a popup dialogue box will be displayed and you will have to enter the password and click on OK to unprotect the worksheet 19
15. not all questions are checked These are the questions that are checked Part I the first and last questions are required Part II the first and last questions are required Part II all 5 questions are required Part IV 4 questions are required gender age academic class and cultural racial background This is not intended to actually make the student answer each question on Part I and Part II It is intended to at least make the student go to the various worksheets and answer some questions 12 In cells B17 B20 you indicate if the various Parts of the survey are being used by entering a Y or a N At least one part of the survey must be selected 13 Once you have finished entering information on the Parameters worksheet you can Save the file 14 After you have saved the file go to the Main worksheet and click on the Save my Survey button to setup this worksheet If you did not enter the correct information on the Parameters worksheet then you will see an error message window Depending on the error it could look like this Contact the Survey Administrator X X If you are a student tell the survey administrator about this error Student Files Path error Invalid directory path for Student Files Please check the Student File Path specified on the Parameter worksheet Invalid path for Student Files is C Excel AAIS Student_Files In this specific case I incorrectly omitted
16. s This may take a few minutes while it recalculates 24 You may have to enable macros just like you did in step 5 above 25 On the Main worksheet enter the location of the AAIS_Survey_Reader xls file in cell B10 26 Click on the Create Detailed AAIS Reports button 10 Academic Advising Inventory System Regardless of the number of student files being processed this step will take about 3 minutes Look at the status bar near the bottom of the screen for a progress percentage 27 If you did not enter the correct directory path on the Main worksheet you will see an error message Correct the location data on the Main worksheet and try again 28 If everything runs successfully you will see this message Congratulations EI PN The Data has been imported and recalculated successfully Click on OK and then you are ready to view the report and chart worksheets 11 Academic Advising Inventory System Advanced Uses of the AAIS Organizing your Files After a while you may want to copy the student files somewhere else to make reporting easier and to be able to compare survey results by semester or by year Here is an example of directory names you might use CiExce A AIS Student Files2008 Fall CAExceNA AIS Student Files2008 Spring CNExcehA AIS Student Files2008 All Be creative Having different directories will enable you to run reports for individual semesters or for entire years
17. sme what would be the best My advisor suggests important considerations schedule for me in planning a schedule and then gives me responsibility for the final decision very true slightly true slightly true very true There are 14 questions in Part I 13 Academic Advising Inventory System Here is the report from the AAIS Survey Reader xIs file Part Scales Score Developmental Prescriptive 81 9 Personalizing Education 47 1 Academic Decision Making 23 8 Selecting Courses 11 0 Part II Scales Personal Development and Interpersonal Relationships Exploring Institutional Policies Registration and Class Scheduling Teaching Personal Skills Academic Majors and Courses Part Ill Scales Score Scale Student Satisfaction 2 9 1 2 3 4 Part IV Demographic Information Total Number of Student Files Range 14 112 Avg Score 0 5 1 0 0 9 1 1 1 0 0 8 Males Females African Am erican Black Hispanic American Latino a Asian American Native American White Caucasian Biracial multiracial Other Decline to respond O ONO BB AO Freshman first year Sophomore second year Junior third year Senior fourth 5th Year Senior Irregular Transient Special Other than any of the above Exception Report files with no errors files with errors files with at least one duplicate answer files with at least one blank answer questions with duplicate
18. you are ready for students to take a survey open the AAIS Student Survey xIs file and go to the Main worksheet The software is ready to go Now you just have to put a student in front of the computer and let them follow the instructions and complete the survey If a student does not know how to use MS Excel you have a teaching opportunity You can show them how to click on worksheet tabs to go to each part of the survey how to page down and how to click on the Save my Survey button when they are finished Most students will catch on quickly When a student clicks on the Save my Survey button their survey is renamed and the file is saved where you told it to be saved on the Parameters worksheet Note that a new file is created for each student taking the survey The software then clears the survey answers clears the student s ID or last name on the Main worksheet and is ready for the next student There is no need for the advisor to do anything between students taking the survey At the end of the day you can just close the file It can t get much more simple than that Academic Advising Inventory System Creating Reports OK so now you have a bunch of student surveys that have been saved in the location you indicated in step 3 above Follow these steps to create reports and charts of the data 17 Open the file AAIS Survey Reader xls 18 You may have to enable macros just like you did in step 5 above

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