Destination:
E-Advising
How We Navigated Towards the
Paperless World of Advising.
Presented by:
Stephanie Bailey, East Carolina University Academic Advisor
Jennifer Abbott, East Carolina University Academic Advisor
Where It All Began
• Our Advising Process Before:
– Individual Student Appointments
• Student Folders
– Advising Forms
– Major Checksheets
• GPA Calculations
• Notation
– Group Student Appointments
• Advising Presentation
– Orientation
– Advising Resources
• Resource Room
• Bulletin Boards
Input Coordinates
• What Is Paperless Advising?
– Defined as the use of technology to aid with the
access and distribution of information used in our
advising process by advisors, support staff and
students.
• What is our Advising Process?
– Defined as best practice for working with students
regarding academic planning and selfdevelopment.
Set Cruise Control
•
Why Choose Paperless Advising?
– 2009 Fiscal Concerns
• Reduced Operating Budget and Lack of Resources
– Increase Efficiency
• Quicker Access to Information for Both Students and Staff
• Less Waste
• Moving Towards the “Future”
– Empower Students to have Ownership Of Academic Planning
•
Timeline
–
–
–
–
–
–
–
–
–
Idea Formulated April 2009
Creation of Electronic Resources/Forms and Website May – June 2009
Launch of Website June 15th, 2009 (1st orientation date)
Problem Solving June 2009 – Spring 2010
Spring 2010 Student/Staff Focus Group
Spring 2010 Training for Faculty Advisors
Re-launch of Website Based on Student/Staff Feedback
Fall 2010 Launch of HHP Advising Module
Commitment to Paperless Advising: Maintenance Required!
Put the Pedal to the Metal
• How Did We Move to Paperless Advising?
– Website, www.ecu.edu/hhp/advising
– E-forms
• Checksheets
• Registration Slips
• GPA Calculations
– Shared Drive
• E-folders are created for each student, organized by major and
advisor, that include a checksheet and registration slips. Other
relevant student data like transfer transcripts, email
correspondence, GPA calculations, advising notes, etc. are also
included.
Pit Stop! A Look Under the Hood
• Technology Used:
– Self Service Banner (SSB), Internet Native Banner and BIC
Report Manager
– X-tender
– CommonSpot
– Shared Drive
– Microsoft Word 2007
• Save As PDF
• Developer
– Ctrl + Print Screen
BEFORE
AFTER
• Individual Appointments
• Individual Appointments
– Manila Folders in Filing Cabinet
– Carbon-Copy Registration Slips
• Group Advising Sessions
– Held in Conference Room
– Advisor Responsible for Course
Selection
• Orientation
– Major Packets
– Spoon Fed Information
• Advising Resources
– Accessed from Advising Center
Only
– E-folders in Shared Drive
– E-Registration Slips
• Group Advising Sessions
– Held in Computer Lab
– Student Responsible for Course
Selection
• Orientation
– New/Transfer Student Zip File Folders
– Emphasis on Student Access of
Information
• Advising Resources
– Accessed from both Advising
Center and Advising Center
Website
Some Road Bumps and Detours
• Mixed Formats within Advising Collaborative
and Declared Advisors
– Impacts the Exchange of Information
• Technology Learning Curve
• Adjustment to Personal Advising Habits
– Taking Notes
– Making Notations on Checksheets
– How we Build Rapport
Enjoying The Ride
• No Additional Costs
• Disbursement of Information Streamlined
– More Information Given
– Less Repetition
– Increased Efficiency with Student Communication
• Saving Resources
• Positive Student Response
• Empowered Students
– Meeting Them Where They Are At
RECALCULATING!
RECALCULATING!
RECALCULATING!
Off Road: Going from Paperless to
Paper and Back Again!
• Stephanie’s Second Experience Transitioning a Paper
Advising Center to Paperless Advising.
– My Point in The Transition  Thoughts So Far:
• Support
• Timeframe
• Viewpoint and commitment from others
• Finding what works for me: old and new tools using
Brainstorm Session:
• Think about questions/ Pair up/ Share
Ideas 
–
–
–
–
–
Could “paperless advising” be possible in your environment?
Is it a realistic transition?
What timeframe would you need?
What type of personnel (supervisor/ staff/ faculty) support
would be required?
What types of resources would you need/ want to “convert”?
What kind of technology is available to you? How could you
use said technology for paperless advising in your center?
Arrival At Destination!