Advising RoundtableTIPS AND TRICKS FOR SPRING REGISTRATION SHAWNEE STATE UNIVERSITYOCTOBER 2015P R E PA R E D BY L I N D S AY M O N I H E N , C O L L E G E O F P R O F E S S I O N A L S T U D I E S A C A D E M I C A D V I S O R A N D S T U D E N T S U P P O RT C O O R D I N AT O R

TOPICS:

Clearance

Academic

Planner

Checklists

Tracking

methods

MakingAppointme

nts

Reaching Out

Degree

Audits

Resources

UN Report

sCareer Explorati

on

MySSU

Theories!

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What to ask a

student

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Advising

Syllabus

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ReferA

Student

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CARS (CX)

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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

• Ideal for residential students; depends on your student population

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Theories and Articles in Academic AdvisingThe following topics are available to you in PDF format upon request to CPS

academic advisor:• Advising as Teaching and the Advisor as Teacher in Theory and

In Practice

• Learning-Centered Advising

• Developmental Academic Advising

• Appreciative Advising

• Strengths-Based Advising

• Academic Advising Informed by Self-authorship Theory

• Proactive Advising

• Advising as Coaching

• The Applicati0n of Constructivism and Systems Theory to

Academic Advising

• Socratic Advising

• Understanding and Interpretation: A hermeneutic Approach to

Advising

• NACADA Journal and Clearinghouse

• Ethical Issues in Advising

• The Faculty Advisor: Institutional and External Information and

Knowledge

• Legal Issues in Academic Advising

• Informational Component: Learning About Advisees

• One-to-One Advising; Group Advising; Advising Online

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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

Major

Conc GPA Appt. Date

Notes/Referrals

Making Progress?

12345

Sally Smart BUHE BUMK 2.7 10/20 Career Development

Yes, but changing major

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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)

• Do you have summer plans? (study abroad, internships, job opportunities)

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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

• Courses Unused in Audit / Legend

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Academic PlannerAdvantages:• 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  How to Find Academic Planner:• MySSU.com• “Advising” tab• Advising block, left hand column, click on bolded link “Academic Planner”

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Academic PlannerFaculty Advising Tab View (sample)

Student Tab View (sample)

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Resources:

Where to go for resources you may need: (feel free to ask your

college advisor!)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

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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

• Need business cards or flyers from Career Development? See an advisor

or Career Development for additional materials to give your advisees.

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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

• Technical glitches (the “back” button)

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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”

Unsatisfactory Reports• UN Reports are derived from CARS via advisor and/or

Department Secretary, college advisor.

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 SyllabusWhat 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

• Tips and recommendations for your department

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Refer A StudentWhen 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)

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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

CARS (CX)

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