Online Tutorial for Academic Advisors
Click on Slide Show and click on From Beginning
to assist with viewing and utilizing links.
Produced by the Academic
Advising Redesign Team, 2009
Revised, July 2014
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the mission and intended outcomes of academic advising,
and responsibilities of those involved.
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UNC Charlotte’s basic advising protocol.
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the importance of FERPA and protecting students’ privacy.
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techniques for effective advising.
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the software and online tools to enhance the advising
experience.
additional related resources, referrals, and associations.
Academic Advising at UNC Charlotte
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Mission: Assist students in achieving their educational and lifelong learning goals
through an interactive and educational partnership.
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Intended Outcomes: As a result of the advising process, students will be able to:
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evaluate personal interests and abilities leading to the creation of realistic academic and
professional goals.
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access and navigate the University online resources and processes.
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develop an educational plan that leads to timely completion of their educational goals.
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access University academic and student support services and resources.
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follow academic and administrative policies and procedures.
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develop the critical thinking and independent decision-making skills to make and accept
responsibility for academic decisions.
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discover and integrate co- and extra-curricular activities and programs that enhance the
collegiate experience.
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Provide accurate and timely information about degree and career-related
requirements.
Be available during publicized office hours.
Respond to students’ inquiries within two business days.
Empower each student to make independent and informed decisions.
Be knowledgeable about policies and procedures.
Serve as a guide, teacher, facilitator, coach, and counselor.
Make appropriate referrals.
Encourage active engagement in the curriculum-based advising process by using
the CAPP degree audit.
Advise from an integrated perspective of general education, major(s), minor(s),
experiential learning, study abroad.
Ensure smooth transition for students declaring and changing majors.
Keep accurate and up-to-date advising records in Niner Advisor.
Provide realistic options for students’ decision making and encourage reasonable
time to degree.
Be resourceful, utilizing web-based resources, advising tools, and professional
development opportunities.
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Be proactive; seek help and advice early in semester.
Understand role of academic and faculty advisor.
Know how to contact advisor(s).
Become familiar with requirements for major, minor, general education, and
graduation.
Update student record when necessary (e.g., change of address, phone number).
Know current grade point average, enrolled credits, and earned credit hours.
Follow dates and deadlines on the academic calendar.
Frequently check uncc.edu email for official communication from UNC Charlotte.
Know that advisors are helpful and available during class registration and nonregistration periods.
Schedule and arrive on time for appointment with advisor.
Check CAPP degree audit, prepare questions, and create a course schedule before
meeting with advisor.
Make notes and keep all paperwork forms from advising sessions.
Be familiar with and utilize the Undergraduate Catalog, a comprehensive online
source of academic policies, procedures, course descriptions, and requirements.
Academic Advising at UNC Charlotte
The Undergraduate Catalog is the official University document
governing the academic programs, policies, regulations, and
requirements that is published for a specific academic term.
How to know it:
 Understand which version of the Catalog pertains to which students
 For degree requirements, students are generally held to the Catalog
pertaining to the year in which they commenced their studies. More specific
details are outlined in the Introduction of the Undergraduate Catalog.
 Read and understand the academic regulations and degree requirements,
your specific Departmental/College information, and course descriptions
Memorizing is not as important as knowing what kind of information is
available and where to locate it.
Click here to view the Undergraduate
Catalog.
University forms are official University
documents (some online) that authorize
students to manage their academic records.
Some examples include:
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Change of Major/Minor
Academic Petition
Transient Study
Grade Replacement Request
Be aware of your departmental process for approval.
This form is used to update a student’s
University record when a major or minor is
declared or removed in a department.
Many Colleges have specific rules about when
students can declare or modify their major or
minor.
Check with your department about following proper protocol.
Click here for an example of a completed
Change of Major/Minor form.
This online form is used to petition for a variety of special
circumstances a student may encounter.
It is typically used to request an exception to an established
policy and must be approved by an Assistant Dean, Associate
Dean, or Dean.
Some examples include:
 Permission to file paperwork past the published deadline
 Permission to request a course substitution
 Permission to withdraw from classes past the published deadline
Check with your department about following proper protocol.
Click here for a video to learn more about
the online Academic Petition process.
This form gives permission for a student to enroll in
and transfer coursework from another institution.
It is typically used for summer courses, but some
departments at UNC Charlotte have restrictions on
the transferability of courses.
Students must:
 file the form PRIOR to enrolling in the course because credit is
not granted retroactively.
 complete the last 25% of the degree requirements (approx. 30
hours), including the last 12 hours for the major and 6 hours
for the minor at UNC Charlotte to meet Residency
Requirements.
Check with your department about following proper protocol.
Click here for an example of a completed
Transient Study form.
This request gives permission for an undergraduate student to replace
grades for up to two courses (maximum of eight hours).
Both grades are reflected on the transcript but only the higher of the
two will be used in the GPA calculation.
The policy only applies to courses taken in the Fall 2007 semester and
beyond.
Students:
◦ must request a grade replacement online no later than the last day to drop a
course with no record in the semester or summer session in which the course is
to be repeated.
◦ may not revoke this request once it is filed.
Click here to view a demonstration for
filing Grade Replacement online.
This is the administrative unit responsible for creating
and maintaining the integrity, accuracy, and privacy
of the official academic record for all students.
This office:
 manages the registration process by which students enroll
in courses.
 records and processes University forms relating to a
student’s academic record.
 maintains official University transcripts.
 certifies graduation requirements.
Click here to visit the Registrar’s website.
A student’s degree requirements typically contain 3 basic components:
 General Education Requirements
 Major/Minor Requirements
 General Electives
General Education coursework is required of all students regardless of
the major.
Major/Minor requirements can be found in the undergraduate catalog,
academic plans of study for majors, and departmental websites.
General Electives typically make up the difference to ensure 120
earned credit hours (minimum needed to graduate with any degree).
Be aware of your department’s credit hour requirements.
These requirements provide undergraduate students, regardless of their
majors, with the foundations of a liberal education in 4 areas:
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Development of Fundamental Skills of Inquiry
Inquiry in the Sciences
Themes of Liberal Education for Public & Private Life
Communication Skills
General Education is typically completed during the Freshman and
Sophomore years.
Transfer students with a 2 year degree may be exempt from General
Education (refer to the Undergraduate Catalog for details).
Some major requirements also fulfill General Education requirements;
check with your major department.
Click here to view the General Education
worksheet.
Advisor Website provides resources for you!
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Academic Advisor Development Program
Advising awards, interest groups, and more
Advisor toolkit
Reference materials
Central Academic Advising Website for students covers
a wide-range of topics for students, including:
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Academic enrichment
Academic policies
Academic support
Dates and deadlines
Declaring a major/minor
Evaluating progress
Forms and resources
Graduation information
Probation and suspension
Below are links to offices that offer support to
students with varying interests and needs to
enhance their academic success.
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Adult/Nontraditional Students (OASES)
Education Abroad Students
First Generation College Students (BEST)
Honors Students
International Students
◦ Admissions
◦ Transcript Evaluation/Credential Services
Learning Community Students
Multicultural Students
o Multicultural Academic Services
New Students: SOAR (orientation, etc.)
Click each link underlined in RED to access
additional information.
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Pre-Health Students (Medical, Dental, Veterinary, Pharmacy, Optometry,
etc.)
Pre-Law Students
Re-Admission Students
Student-Athletes
Students in Crisis
Students with Disabilities
Suspended Students (academic)
◦ Student Conduct
Teacher Certification and Licensure Students
Transfer Students and Transfer Credit Evaluation
Undecided/In-transition/Exploratory Students (University Advising
Center; University Career Center)
Veterans
Visiting Students
Click each link underlined in RED to access
additional information.
Academic Advising at UNC Charlotte
Basically, FERPA protects the privacy of student information.
Faculty, staff, and administrative officers must treat education records
confidentially, unless:
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a legal exception applies, or
the student provides written consent to disclose.
A “student" is an individual who is or who has been attending UNC
Charlotte and does not include persons who have been admitted but did
not attend the University.
FERPA ensures privacy from others, including a student’s parent or
guardian, unless a consent form has been filed or tax dependency of a
student is demonstrated by submitting to the University a copy of the
most recently filed federal income tax return.
Consent forms to waive FERPA rights are available online and in the Office
of Registrar.
Click here for more information about
FERPA and view a copy of the waiver form.
Academic Advising at UNC Charlotte
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Active listening
Ensuring efficiency and accuracy
Resolving difficult situations
Knowing the power of a positive “no”
As an advisor, you are likely to experience the
same scenario from a variety of students in a
day’s work. Keep a fresh perspective by actively
listening as if each student is telling you about
an issue for the first time.
Active listening:
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reduces error and ensures comprehension.
decreases the need for a second meeting.
communicates care and concern for the student.
increases the student’s comfort level in approaching
you with more serious concerns.
allows you to provide better service.
Policies and protocols change periodically. Always
provide accurate and timely information by
complying with current standards.
FACTS
Errors in advising may cause a student to enroll in unnecessary coursework,
increase tuition costs, and in some cases, delay graduation.
A long delay in responding to students can lead to a phone
call to your supervisor from frustrated parents.
Inaccuracy can cost you and others hours
of lost time.
Advising students about sensitive issues can
sometimes lead to challenging situations.
To minimize this effect, remember to:
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remain calm and speak in a softer, non-threatening
tone without becoming defensive.
allow the student to speak and model good listening
skills.
offer some means of resolving the issue while being
direct.
invite another advisor to provide reinforcement or to
offer additional alternatives.
Never engage in a verbal battle.
Remember, you are the professional.
Universities are governed by policies and procedures. Advisors
often give students information they may not want to hear as
it relates to these regulations. How an advisor communicates
a negative response can impact how a student receives the
message.
Try these tactics:
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Even when you know the answer is “no,” always listen to the student’s
synopsis of the situation.
Respond to each point and provide a logical rationale or explanation of
the policy(s) and/or procedure(s).
Provide a few alternative options for the student to consider.
Answer any related questions and reassure the student that he/she was
correct in asking for assistance.
Academic Advising at UNC Charlotte
Banner is our web-based software system used by the
University to manage student records. Advisors must
achieve proficiency in either Self-Service Banner or Internet
Native Banner.
Banner training sessions are offered periodically. Contact the
Information and Technology Services (ITS) Training
Department for scheduling.
Check with your Department to determine the appropriate system required
and about the procedure for accurate and timely assignment
of advisees into Banner.
Click here to view the ITS Training website.
Self-Service and Internet Native Banner contain
essential advising information. Below is a
sampling of information that can be accessed
through Banner:
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CAPP degree evaluation
Course registration schedule(s)
Registration history
Registration hold(s)
Registration overrides
Student contact information
Student schedule
Student transcript and grades
Niner Advisor is an online portal accessed
through 49er Express.
This program allows advisors to:
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create appointment availabilities for advisees.
view scheduled advising appointments.
maintain a system of notes for each advisee.
download and attach documents.
view advisee academic records.
share information with other advisors.
Niner Advisor Guide is located on 49er
Express Homepage.
Academic Advising at UNC Charlotte
Below are links to many common offices and departments about which students
may have questions or places from which you may need information.
 Admissions, Undergraduate
 Continuing Education and Distance Learning
 Counseling Center
 Dean of Students (Judicial Process)
 Disability Services
 English Language Training Institute
 Financial Aid and Scholarships
 Financial Literacy
 Graduation Information
 Health Services
 Information and Technology Services (ITS)
 International Student/Scholar Office (ISSO)
 Office of Intercultural Outreach Programs
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Office of the Registrar
Police and Public Safety (704.687.2200)
Residence Life and Housing
Student Activities (Organizations and Campus Activities Board)
Student Accounts/Cashier’s Office
Summary of Academic Support Services for Students
Summer School and Summer Programs
Testing Information: Advanced Placement, Foreign Language Proficiency,
Math Placement Exam, CLEP Exam
Tutorial Services and Supplemental Instruction
University Career Center (Internships & Cooperative Education)
University Center for Academic Excellence
Volunteer Services
Withdrawal from Courses—New Policy (Starting Fall 2014)
Writing Resources Center
Consider joining any of these reputable professional
associations to assist with your advising:
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National Academic Advising Association (NACADA)
Association of American Colleges and Universities (AACU)
College Student Educators International (ACPA)
Learning Communities National Resource Center
National Center for the First-Year Experience and Students in
Transition (FYE)
National Collegiate Honors Council
National Institute for the Study of Transfer Students
Student Affairs Administrators in Higher Education (NASPA)
Check out these additional resources for higher
education news, advice, and ideas, including
diversity issues and personal development.
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http://chronicle.com/
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http://www.diverseeducation.com/
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http://www.insidehighered.com/
If you have any questions, comments, or
suggestions, contact the Office of Academic
Services: AcademicServices@uncc.edu.