Office of the Provost

Please contact Marie Hirschkorn at (209) 664-6734 or mhirschkorn@csustan.edu

with questions about using the database.

On-the-Cusp (OTC) Student Information Database USER GUIDE

1 | P a g e

Table of ContentsAccessing the Database ...................................................................................... 2

Menu ................................................................................................................. 5

Degree Audit Report (DAR) Reviewer Assignments Entry .................................... 6

OTC Student Advising Data ................................................................................. 8

Reports ............................................................................................................ 10

Export Reports or Lists...................................................................................... 10

2 | P a g e

Accessing the Database: Locate and open the OTC Student Info Database in the University Share Drive via the following

navigation:

W:\ _Shared \ On the Cusp Student Intervention folder

Click on OTC Student Info Database - 1920.accdb to open it.

MAC computer users will need to follow the instructions below to access the database via the

University OIT Computer Labs Citrix connection. If you already have Citrix installed, skip to

step 2.

Step 1 – Download Citrix, if you do not already have it:

In a browser, go to https://www.citrix.com/downloads/

Select Citirx Receiver, download, and install. DO NOT add account or sign in to Citrix

Receiver (very important). Click close/finish.

At next computer login, you may be asked to add account. DO NOT add account. Click

the “do not remind” checkbox and close the window.

Step 2 – Access the virtual environment:

Go to https://stanapps.csustan.edu in any browser.

Sign in with university username and password.

Firefox and Chrome users: the screen will prompt you to download Citrix Receiver, DO

NOT download. Instead, click on the “Log On” link below to continue login.

OIT Computer Labs will automatically run (if it doesn’t, click the icon to run or save). You

may be prompted to download a file; download and run to launch the virtual

environment.

3 | P a g e

The screenshot below is what you should see once logged in to the OIT Computer Labs.

Double-click on the Computer icon

Double-click on the W: drive

4 | P a g e

Double-click on the _Shared folder

Double-click on the On the Cusp Student Intervention folder

5 | P a g e

Double-click on the OTC Student Info Database - 1920

Menu: The Menu lists the buttons to access the entry forms as well as College level reports.

6 | P a g e

Degree Audit Report (DAR) Reviewer Assignments Entry: The DAR Reviewer Assignments Entry button opens the form where the applicable

Reviewer/Screener will be assigned to each student. The Department Chair, or designee, will

utilize this form to complete Step 6 of the OTC Interventions Steps document. The full list of

students will display upon opening the page, and can be filtered by one or more field(s) on the

form. To filter the list, begin by placing/clicking the cursor into the field to filter, then clicking

on the Filter icon, un-checking the (Select All) box, and clicking on the desired value(s) to make

a selection. See screenshots below for Filter icon and example of list values.

Filtering by College Filtering by Major Department

7 | P a g e

As filtering is applied, note the change in the count of records at the bottom of the screen.

Unfiltered Filtered

Use the drop down arrow to open the DAR Reviewer list and select the individual to assign as

the reviewer for each student. Entries may also be typed in and will auto-fill as each letter is

typed. The list is in alphabetical order by last name, first name.

After completing all assignments, save the data by clicking the Save Record button on the

upper right-hand side of the form.

8 | P a g e

OTC Student Advising Data: The OTC Student Advising Data button opens the form where the Faculty OTC Intensive

Advisor will be assigned as well as specifics about the delivery of intensive advising, whether

or not the waivers for either winter or summer terms are utilized and applicable details on the

anticipated progress and expectation of graduation. The Department Chair, or designee, will

utilize this form to complete the relevant steps of assigning the reviewers, as listed in the OTC

Interventions Steps document. Additionally, the Faculty OTC Intensive Advisors will use this

form to complete the relevant steps while advising. Again, filtering may be applied as

described above in this Degree Audit Report (DAR) Reviewer Assignments Entry section of this

document, for ease in narrowing the list of students.

For filtering by Faculty OTC Intensive Advisor or by Reviewer in the Reviewer Assignments

form, because it is an entry field, RIGHT click in the field, select Text Filters, then select

Contains. Type the advisor last name in the Custom Filter box and click OK. It will return all

rows containing what was typed in the custom filter box. If there are no advisors or reviewers

assigned, the filtering will result in zero rows.

9 | P a g e

The specific items to enter in the On-the-Cusp Students form are listed below in the order they

appear on the screen: Faculty OTC Advisor – select advisor from dropdown menu

Intensive Advising – Yes/No

Winter Waiver – Yes/No

Projected Spring Graduation – Yes/No

Summer Waiver – Yes/No

Projected Summer Graduation – Yes/No

STAN Planner educational plan entered – Check box when confirmed

Reason for Explanation for not graduating in Spring – dropdown selection

Comment for Explanation for not graduating in Spring (optional)

Reason for Explanation for not graduating in Summer – dropdown selection

Comment (optional) for Explanation for not graduating in Summer

Any Additional Advising Notes or Comments (optional)

10 | P a g e

After completing entries during a session, save the data by clicking the Save Record button on

the upper right-hand side of the form.

Reports:

The Student List reports by college are a listing of all OTC Students for the respective College,

grouped by Major Department and sorted by Faculty Advisor, Cohort, student Last Name and

student First Name. The reports will change as the information is updated and saved in the

database. The filtering function works in the reports as well. Place the cursor in the appropriate field to filter and refer to the instructions provided for filtering.

Export Reports or Lists:

Use the Export function to export the results of a report or filtered selection into Microsoft Excel. Refer to the screen shots below:

This image shows that the DAR Reviewer/Screener Assignments screen is filtered to include the students with a Major Department of Agriculture. The Filter icon is active, the sort is Ascending, the Toggle Filter is on and the total number of students in Agriculture is shown at the bottom of the page next to the Filtered value.

To export this group of students, click on the External Data menu outlined in red at the top of the screen shot.

The Export function can be used to download the students from the OTC Student Data page as well.

11 | P a g e

Within the External Data menu, in the Export section, click on the Excel icon. A window will open as shown below to select the destination of the data to export. Browse to select the location to download the file to. The file format defaults to Excel Workbook and the 'Export data with formatting and layout' is automatically checked. Check the 'Open the destination file after the export operation is complete' box. Click the 'OK' button. An Excel spreadsheet will open with the selected students. When prompted to Save Export Steps, click the Close button without checking the Save export steps box.

Exit the database when done by clicking on the Menu tab and clicking the Exit Application button.