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Academic Advising Requirements

Story Prefix: ADV Feature Area: Academic Advising System Overview: university-reg-features.md Related docs: Student Profile → student-profile-requirements.md | Academic Records → academic-records-requirements.md | Degree Programs → degree-programs-requirements.md | Student Registration → student-registration-requirements.md | Authentication → user-authentication-requirements.md

ADV-001: View Assigned Advisor Information​

As a Student I want to see who my assigned academic advisor is So that I know who to contact for academic guidance and can schedule a meeting with them

Acceptance Criteria​

  • The student's profile and dashboard display their assigned advisor's name, title, department, email, phone number, and office location
  • If no advisor has been assigned, the student sees a message directing them to their department office
  • Students receive a notification (see notifications-requirements.md) when their advisor assignment changes
  • Advisors can view a list of all students currently assigned to them (ADV-003)

ADV-002: Schedule an Advising Appointment​

As a Student I want to request an advising appointment with my assigned advisor So that I can get guidance on course selection, degree progress, or academic issues

Acceptance Criteria​

  • Students can view their advisor's available appointment slots and submit a booking request with a topic/reason
  • The advisor receives a notification of the request and can confirm or decline it with an optional message
  • Upon confirmation, both the student and advisor receive a calendar invite via email with the meeting details
  • Students can cancel a confirmed appointment up to 24 hours in advance; later cancellations require contacting the advisor directly
  • Students cannot book more than one future appointment with the same advisor at a time unless the previous appointment has been completed or cancelled

ADV-003: View Advising Roster​

As an Advisor I want to see all students currently assigned to me So that I can monitor their progress and proactively reach out to students who may need support

Acceptance Criteria​

  • The advising roster lists all assigned students with: name, student ID, declared program, class year, enrollment status (PROF-003), GPA, and academic standing (REC-005)
  • The roster can be sorted and filtered by class year, program, GPA range, and academic standing
  • Students on academic probation or with active holds (REG-006) are visually flagged for priority attention
  • Advisors can click any student to view their full profile (PROF-001), degree audit (REC-006), and enrollment history (REC-002)
  • Administrators can reassign students between advisors; the affected student and both advisors receive a notification

ADV-004: Record Advising Session Notes​

As an Advisor I want to record notes from an advising session So that I have a documented history of the guidance given and any commitments made

Acceptance Criteria​

  • Advisors can create, edit, and view notes for any advising session with a student on their roster
  • Each note captures: date of session, meeting format (in-person / virtual / phone), topics discussed, action items, and free-text notes
  • Notes are visible to the student's Advisor and to Administrators; they are not visible to the student by default
  • Advisors can optionally mark a note as "Share with student," making it visible on the student's profile
  • Notes cannot be deleted after 48 hours; correction requires adding a follow-up note with a reference to the original

ADV-005: Create and Update a Student Academic Plan​

As an Advisor I want to build a multi-term academic plan for a student So that we have a shared roadmap of which courses the student intends to take each term to meet their degree requirements

Acceptance Criteria​

  • Advisors can create a term-by-term plan for a student, assigning specific courses (from the catalogue — CAT-001) to each future term
  • The plan displays whether each planned course satisfies a degree requirement (linked to the degree audit — REC-006) and flags any prerequisite issues (COURSE-005)
  • Students can view their academic plan in read-only mode from their profile
  • Advisors can update the plan at any time; each saved version is retained in a history log with timestamp and advisor name
  • The plan is advisory only and does not automatically register the student for courses

ADV-006: Grant Enrollment Exceptions and Overrides​

As an Advisor I want to grant enrollment exceptions for students with special circumstances So that legitimate needs are not blocked by system rules that don't account for individual situations

Acceptance Criteria​

  • Advisors can grant the following overrides for a specific student and section: prerequisite waiver, schedule conflict override, and credit-hour limit increase
  • Each override requires a mandatory reason note that is saved to the student's advising record
  • Overrides are scoped to a single enrollment attempt; they do not permanently alter the student's record
  • All overrides are logged in the audit trail (AUTH-010) with the advisor's identity, the affected student, the section, and the reason
  • Students receive a notification when an override is granted on their behalf, including what was waived and for which section