Advising Roundtable
TIPS AND TRICKS FOR SPRING REGISTRATION
SHAWNEE STATE UNIVERSITY
OCTOBER 2015
PREPARED BY LINDSAY MONIHEN,
COLLEGE OF PROFESSIONAL STUDIES ACADEMIC ADVISOR AND STUDENT SUP PORT COORDINATOR
TOPICS:
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CARS
(CX)
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Reaching
Out
Academic
Planner
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Making
Appointments
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Checklists
Advising
Syllabus
Resources
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Theories!
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UN
Reports
Career
Exploration
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Refer
A Student
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Degree
Audits
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MySSU
Tracking
methods
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What to
ask a
student
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Clearance
Making Appointments
Methods of Making Appointments:
• E-mail back and forth with students
• Block out appointment times (office hours) in Doodle and share with advisees via e-mail
• Collaborate with Department Secretary for method of
handling advisees who approach Department Chair’s office
• Department Secretary has access and ability to make appointments on calendar; referral
cards with office hours and business card, etc.
• Good ol’ fashioned sign up sheet at office door and/or brought to classrooms you teach
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• Ideal for residential students; depends on your student population
Theories and Articles in Academic Advising
The following topics are available to you in PDF format upon request to CPS academic advisor:
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Advising as Teaching and the Advisor as Teacher in Theory and In Practice
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Ethical Issues in Advising
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Learning-Centered Advising
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The Faculty Advisor: Institutional and External Information and Knowledge
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Developmental Academic Advising
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Legal Issues in Academic Advising
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Appreciative Advising
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Informational Component: Learning About Advisees
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Strengths-Based Advising
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One-to-One Advising; Group Advising; Advising Online
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Academic Advising Informed by Self-authorship Theory
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Proactive Advising
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Advising as Coaching
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The Applicati0n of Constructivism and Systems Theory to Academic Advising
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Socratic Advising
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Understanding and Interpretation: A hermeneutic Approach to Advising
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NACADA Journal and Clearinghouse
Tracking Advisees
Benefits of Tracking Advisees
• Helps you remember details about advisee and in return can show advisee you care by
following up on items in your notes
• Observation of patterns (active students, leavers, clearance, etc.
ID #
First Name Last Name
12345 Sally
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Smart
Major
Conc
GPA
Appt.
Date
Notes/Referrals
Making Progress?
BUHE
BUMK
2.7
10/20
Career
Development
Yes, but changing
major
Reaching Out!
Tips for getting your advisee’s attention:
• Mass or personalized e-mail to advisees reminding them about advising
• Attach a PDF of the checklist you use as an added resource for their tool belt
• Make it a fun e-mail that may not be as intimidating
• If you feel extra savvy, try texting through the FREE platform of Google Voice
• Revoke their clearance to encourage the appointment with you
• Talk about advising in the classroom as a platform for reaching your advisees and others
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Checklists, check sheets, advising sheets- oh my!
How to hit a slam dunk with check sheets:
• Print them out and fill them out with each student during the advising meeting
• Turn your check sheet into a PDF and post it on your department website
• Explain the GEP to students:
• “The GEP for a four year degree is like an 8-slice cake everyone takes one bite out of, and
in some places, two bites!”
• Need a document to list all of the current GEP courses? Let an advisor know! This is also
available on MySSU under the “Online Catalog”
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What to ask a student during your advising meeting:
Tips for getting your advisee’s attention:
• What is your favorite class? (is the major working out?)
• What is your hardest class? (is it a “gateway” course?)
• Do you live on campus or commute? (student demographic opportunities/challenges)
• Are you part of a club on campus? (student interaction and development)
• What has this semester taught you? (self-reflection)
• What “jazzes” you about your major this semester? (career self-authorship)
• What questions do you have for me? (eliminating barriers, support for student)
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• Do you have summer plans? (study abroad, internships, job opportunities)
Understanding the Degree Audit
Portions of a degree audit: (help to explain to students by highlighting/ checking off)
• Top portion: Student detail information (advisor, attempted hours, ID number, major)
• First banner: lens in which credits are viewed in (i.e. Psychology, Nursing, etc.) and
catalog year (2014, 2015, 2016) including sections for program (read carefully)
• Second Banner: General Education program (GEP)
• Each section will have a breakdown of the sections of the GEP
• TC= Transfer Credit; IP= In Progress; WD= Withdraw
• Overall Requirement: 2.0 to graduate, earned hours, residential hours
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• Courses Unused in Audit / Legend
Academic Planner
Advantages:
• Mapping out 1 to 4 year course schedule by semester
• Encourages students to see their academic progress through the lens of goal setting, strategy
• Possibly reduce amount of time in advising since students will be more informed
• Possibly reduce amount of unnecessary courses taken by students (salad bar approach to course selection)
• Planning courses works in tandem with traditional in-person advising since questions about electives, sequence, etc.
require a conversation
• Experimenting with the tool gives valuable data to the university for future planning for strategic campus-wide advising
• Digital format is coupled with paper check sheets for accuracy and consistency
Challenges:
• Slow uploading speed via MySSU
• Proactive use by students and faculty
• Limited access to students (all access is by individual request as of Oct. 2015)
• Technical glitches
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How to Find Academic Planner:
• MySSU.com
• “Advising” tab
• Advising block, left hand column, click on bolded link “Academic Planner”
Academic Planner
Faculty Advising Tab View (sample)
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Student Tab View (sample)
Resources:
Where to go for resources you may need: (feel free to ask your college advisor!)
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Resource
Contact
Phone
Building
Counseling & Health Services
Call front desk
x3608
University Center, 2nd Floor
Diversity and Inclusion
Justin McMillian
x3553
University Center, 2nd Floor
Dean of Students
Marcie Simms
x3616
University Center, 2nd Floor
Financial Aid
(front desk)
x4243
University Center, 2nd Floor,
Student Business Center
ADA
Michelle Patrick, Jim Weaver
x3594
Student Success Center, Massie
Hall, 1st Floor
Tutoring
Amanda Jenkins
x3496
Student Success Center, Massie
Hall, 1st Floor
Study Abroad
Ryan Warner
x3127
Rose L. & Augusta Jacobs
Center for International
Programs & Activities
Career Development
Nikki Karabinis
x3572
Admin. Building, Garden Level
Advising
(multiple options depending on
need)
X3594
Student Success Center, Massie
Hall, 1st floor
Career Exploration
When a student is thinking about changing their major…
• Refer the student to Nikki Karabinis, Director of Career Development
• nkarabinis@shawnee.edu; Phone: (740) 351-3027; Fax: (740) 351-3108
• Encourage the student to complete the Focus 2 assessment before
their meeting with Nikki Karabinis.
• Student can register for UNIV1105: Career Exploration if necessary
• Is the student interested in checking out a major or seeing if the switch would be
advantageous of them? Send them to a CAS or CPS academic advisor
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• Need business cards or flyers from Career Development? See an advisor or Career
Development for additional materials to give your advisees.
MySSU
Pros of MySSU:
• Quick and easy list of advisee roster and details
• Clearance for classes
• Viewing student schedule and details
• Accessible from home
• Student appt. and notes function
Cons of MySSU:
• Can be a bit behind in updated information
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• Technical glitches (the “back” button)
Clearance
One of the simplest steps in advising and a
powerful tool for managing mischief:
• Log into MySSU
• Click the “Advising” tab
• Scroll to bottom and put student ID number in
and appropriate semester for clearance
• Click “submit”
• Scroll down, click “grant” or “revoke”
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Unsatisfactory Reports
• UN Reports are derived from CARS via advisor and/or Department
Secretary, college advisor.
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CODE
NAME
DESCRIPTION
SA
Satisfactory Progress
Likely to pass
UN1
Unsatisfactory Progress
Poor performance; likely to fail; GOOD attendance
(attendance rate between 90-100%)
UN3
Unsatisfactory Progress
Poor performance; likely to fail; FAIR attendance
(attendance rate between 70-90%)
UN5
Unsatisfactory Progress
Poor performance; likely to fail; POOR attendance
(attendance rate less than 70%)
UN7
Unsatisfactory Progress
Poor performance; likely to fail; you do not take
attendance
Advising Syllabus
What to place in your syllabus?
• Contact information (office hours, how to make an appt., phone & e-mail,
location)
• Advisee Responsibilities
• Advisor Responsibilities
• Campus Resources
• Academic Calendar
• Calendar for Advising
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• Tips and recommendations for your department
Refer A Student
When in doubt, fill it out:
• Located on MySSU and university website under “Retention”:
• You can also search the website for “refer a student”
• Reference is sent to Dr. Brenda Haas, University College, and then
forwarded to Marcie Simms, Dean of Students, if non-academic. If
academic, the alert is sent to a UC/CPS/CAS advisor.
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CARS (CX)
Pros of CARS (CX):
• Most reliable source of info
• If you have access, you can dig into a lot of info
Cons of CARS (CX):
• Not user friendly, hard to navigate and use
• Not accessible via web
• Different reports for different information
• i.e. student schedule and instructor
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CARS (CX)
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