Advising ResourcesReturn to Advisor’s Toolkit
An advising syllabus is an optional resource to have for your College/program. It can outline your advising philosophy, student learning outcomes, policies and expectations for advising, expectations of students, expectations of Advisors and more. Here is an example of an advising syllabus.
It may be helpful to create an advising timeline for your College/program for new hires, as well as to have a schedule of how advising operates in your office.
The University College Exploratory Studies program has created an Advising Timeline that may be helpful to view.
How do you calculate what a student’s new cumulative GPA would be if their retroactive withdrawal was approved? What semester GPA does a student need to make for a desired cumulative GPA? Check out this handout of Advising Equations that explains how to answer these questions and more.
Advising Best Practices
It is important to establish some advising best practices in your College/program. It is important for your advisees to receive a consistent advising experience. Some examples of best practices may include:
- Pick up your students on time.
- Maintain appropriate eye contact and a welcome posture.
- Give students your undivided attention – not answering emails, texts, typing on the computer, etc.
- End the session with a friendly closing, summarizing the appointment and discussing action items.
- Provide a clean and welcoming work-space for you and the student to use.
Here is an example of some Advising Best Practices.
Across the university, advising meetings are conducted differently to meet the needs of the College/program. It may be helpful to have a form or checklist of items to discuss or topics to address during advising meetings, whether those meetings are in-person, online, on the phone, etc.
The University College Exploratory Studies program created an Advising Meetings Checklist to utilize for their advising appointments. These checklists can provide a resource for taking notes. If your College/program is using GPS, putting notes in this online tool is essential. It is encouraged that students take ownership throughout the advising appointment by taking their own notes.
Advising Forms: Below 15 Hours & Below 12 Hours
It is often recommended for students to enroll in 15-17 hours each term to stay on track for a timely graduation. We know that some students may choose to enroll in less than 15 hours for a semester. In order for first-year students to understand the 15-17 hours recommendation, the University College Exploratory Studies program created a Below 15 Hours Form. This form is used at the Advisor’s discretion if they would prefer documentation of why a student is taking a reduced load, or perhaps when the Advisor’s recommendation is not aligning with a student’s decision.
Similarly, if a student chooses to take (or drop) below 12 hours (full-time status) during a traditional semester, the University College Exploratory Studies program created a Below 12 Hours Form.
Note-taking for advising meetings will vary. First, please take a look at a video on FERPA guidelines for advising notes.
Please view these advising notes guidelines as well. There are examples in this document of suggested ways to document action items and reminders, consequences, approved courses, referrals and more. There are also examples of things you should not include in your advising notes. This document is especially helpful to review before documenting notes during registration advising.
Some Advisors across campus may be utilizing our campus-wise tool, GPS.
Below are some how-to resources available for using GPS:
- How to setup calendar integration
- How to set up availability
- How to create a campaign
- How to schedule an individual appointment
- How to start an appointment
- How to cancel or edit an appointment
- How to mark a student as a no show
- Deep link from SIS to GPS: How to find on MyPack Portal
For questions regarding GPS, contact Gina Riccobono at firstname.lastname@example.org.
Running advising queries can assist you in your work. Below are some examples of queries you can run.
- Courses in Non-Degree Enrolled: Students with enrolled courses that do not meet any degree requirements. Excludes courses that are being used for a declared second major or minor.
- SAP Progress Deficiency: These students are on Progress Deficiency and are not eligible to continue pending appeal.
- Term Grades: Advisee list with all grades for term.
- Enrollment Request History Query: A history of student drop/add requests for a given term.
- Enrollment Request History Err Query: A history of student drop/add requests that were rejected as an error or were left pending in a given term.
- Graduation List Not Complete: Students who have applied for graduation, but who still have hours remaining according to their degree audits.
State Advisors Listserve
The State Advisors Listserve is a great resource of information about face-to-face workshops, changes in programs, and new student success initiatives. Departments on campus utilize the listserve to advertise classes and share updates to their curricula.
Advisor Training and Development
The Advisor Development Institute (ADI) offers faculty and staff a chance to demonstrate their commitment to teaching and advising at NC State. This comprehensive professional development program offers undergraduate advisors, advising administrators, and others opportunities for discussing how advising contributes to student success.
One program available to primary role advisors, faculty advisors, and coordinators of advising is the Advisor Academy. This two-day intensive workshop offered 3 times a year focuses on the conceptual, relational, and informational aspects of advising at NC State. The sessions allow participants to learn about University policies and resources and their application to specific advising situations.
There are Advisor Roundtables that take place throughout the academic year. These monthly meetings focus on policy updates and information about new or changing programs. Topic sessions offer a look at a particular aspect of advising.
The ADI Certificate recognizes an individual’s commitment to development of advising expertise. There are two options for completing the certificate. An Advanced Academic Advising Certificate is being piloted in Fall 2017.
ADI sessions are advertised through the State Advisors Listserv. For questions concerning the Advisor Development Institute programs, please contact Donna Burton (email@example.com).
For edits, suggestions, or comments regarding this page, please contact Amy Kish (firstname.lastname@example.org).