Undergraduate Advising 101

Undergraduate Advising 101

Online Tutorial for Academic AdvisorsClick on Slide Show and click on From Beginning

to assist with viewing and utilizing links.

Produced by the Academic Advising Redesign Team, 2009Revised, July 2014

the mission and intended outcomes of academic advising, and responsibilities of those involved.

UNC Charlotte’s basic advising protocol.

the importance of FERPA and protecting students’ privacy.

techniques for effective advising.

the software and online tools to enhance the advising experience.

additional related resources, referrals, and associations.

In this tutorial, you will learn about:

Mission, Intended Outcomes, and

ResponsibilitiesAcademic Advising at UNC Charlotte

Mission: Assist students in achieving their educational and lifelong learning goals through an interactive and educational partnership.

Intended Outcomes: As a result of the advising process, students will be able to:

1. evaluate personal interests and abilities leading to the creation of realistic academic and professional goals.

2. access and navigate the University online resources and processes.

3. develop an educational plan that leads to timely completion of their educational goals.

4. access University academic and student support services and resources.

5. follow academic and administrative policies and procedures.

6. develop the critical thinking and independent decision-making skills to make and accept responsibility for academic decisions.

7. discover and integrate co- and extra-curricular activities and programs that enhance the collegiate experience.

Advising Mission and Intended Outcomes

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.

Advisor Responsibilities

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 non-

registration 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.

Student Responsibilities

Basic AdvisingProtocol

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

Know the Undergraduate Catalog

Click here to view the Undergraduate Catalog.

Memorizing is not as important as knowing what kind of information is available and where to locate it.

University forms are official University documents (some online) that authorize students to manage their academic records.

Some examples include: Change of Major/Minor Academic Petition Transient Study Grade Replacement Request

Understand University Forms

Be aware of your departmental process for approval.

Many Colleges have specific rules about when students can declare or modify their Major or Minor. Most departments use electronic forms.

Check with your department about following proper protocol.

Change of Major/Minor Form

Contact the Registrar’s Office with questions about the electronic process.

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

Academic Petition Form

Click here for a video to learn more about the online Academic Petition process.

Check with your department about following proper protocol.

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.

Transient Study Form

Click here to access the Transient Study form online.

Check with your department about following proper protocol.

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.

Grade Replacement Request

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.

Office of the Registrar

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).

Know the Degree Requirements

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:

1. Development of Fundamental Skills of Inquiry2. Inquiry in the Sciences3. Themes of Liberal Education for Public & Private Life4. 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).

General Education Requirements

Click here to view the General Education worksheet.

Some major requirements also fulfill General Education requirements;check with your major department.

Advisor Website provides resources for you! 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: Academic enrichment Academic policies Academic support Dates and deadlines Declaring a major/minor Evaluating progress Forms and resources Graduation information Probation and suspension

Advising Website: An Important Resource

Below are links to offices that offer support to students with varying interests and needs to enhance their academic success.

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.)

Advising Special Populations

Click each link underlined in RED to access additional information.

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

Advising Special Populations

Click each link underlined in RED to access additional information.

Family Educational Rights and Privacy

Act (FERPA)Academic Advising at UNC Charlotte

Basically, FERPA protects the privacy of student information.

Faculty, staff, and administrative officers must treat education records confidentially, unless:

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.

Facts about FERPA

Click here for more information about FERPA and view a copy of the waiver form.

Techniques for Effective AdvisingAcademic Advising at UNC Charlotte

Active listening Ensuring efficiency and accuracy Resolving difficult situations Knowing the power of a positive “no”

Suggested Techniques

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: 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.

Active Listening

Policies and protocols change periodically. Always provide accurate and timely information by complying with current standards.

Ensuring Efficiency and Accuracy

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.

FACTS

Advising students about sensitive issues can sometimes lead to challenging situations.

To minimize this effect, remember to: 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.

Resolving Difficult Situations

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: 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.

Knowing the Power of a Positive “No”

Software and OnlineTools

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.

Banner

Click here to view the ITS Training website.

Check with your Department to determine the appropriate system required and about the procedure for accurate and timely assignment

of advisees into Banner.

Self-Service and Internet Native Banner contain essential advising information. Below is a sampling of information that can be accessed through Banner:

◦ CAPP degree evaluation◦ Course registration schedule(s)◦ Registration history◦ Registration hold(s)◦ Registration overrides◦ Student contact information◦ Student schedule◦ Student transcript and grades

Banner: Sample Information

Niner Advisor is an online portal accessed through 49er Express.

This program allows advisors to:◦ 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

Niner Advisor Guide is located on 49er Express Homepage.

Partnerships withRelated Offices

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

Additional Resources and Referrals

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

Additional Resources and Referrals

Consider joining any of these reputable professional associations to assist with your advising:

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 Trans

ition (FYE) National Collegiate Honors Council National Institute for the Study of Transfer Students Student Affairs Administrators in Higher Education (NASPA)

Related Advising Associations

Check out these additional resources for higher education news, advice, and ideas, including diversity issues and personal development.

http://chronicle.com/

http://www.diverseeducation.com/

http://www.insidehighered.com/

Higher Education Web Resources

If you have any questions, comments, or suggestions, contact the Office of Academic Services: [email protected].

Questions?