Orientation to Academic Advising

1
Orientation to Academic Advising

• By
• Ellen K. Waterman
• LAAP Project Chair
• Regis University

2
Regis University

• Small Jesuit traditional institution with a big
  vision
• 2000 traditional students
• 12,000 adult non-traditional, accelerated
• Established in 1890s in Colorado
• Distance students 4000 per 8-week session

3
Special Challenges everybody has them

• Three schools in one university
• Traditional undergraduate college focus
• Adult programs very large by comparison almost
  all online students in this category

4
Regis Assumptions for LAAP

• Benefit all students, not just SPS (School of
  Professional Studies)
• Perform a real service that would be integrated
  into the current systems
• Stimulate further development of online student
  services

5
Our Goal

• To streamline a cumbersome process for students
• Maximize and individualize time with advisor

6
Service Addressed

• Before incoming students are eligible for
  academic advising, they must have achieved
  appropriate requirements for admissions
• Different programs have different qualifying
  requirements
• Students must call to find out if admissions
  files are complete or, Admissions has to call
  students

7
Services Addressed, cont

• Setting advising appointments a multi-step
  process, usually by phone
• Advisors spent first 10-15 minutes of advising
  appointment informing students of those issues

8
What We Built

• A resource for applicants to determine the status
  of their application at will online
• A way for students to receive RegisNet accounts
  and access to online library resources early on
• Direct route to follow for setting up meeting
  with Academic Advisor
• Online scheduling of advising session

9
Achieving Objectives

• Learn how to build scenarios
• Meet each individual program needs scenarios
  for each
• Incorporate existing systems Datatel, Colleague
  and WebAdvisor

• ITS input and collaboration essential
• Clear communication with IT critical to achieve
  objectives
• Dedication of Team Members

10
PROCESS Manual to Web Enabled

• Examine the actions step by step
• Process Flow Chart with identified actors and
  reactors

11
Student submits application to Regis
System generates email with instructions to set
up RegisNet account and instructions how to
access the File Status screen
SYSTEM PUSH
1
Student sets up RegisNet Account
LAAP work-team scenario
2a to 4b
Student queries system on file status
SYSTEM PUSH
System generated email with directions to
acquiring Regis Library access, accessing
pre-advising screens, and other programs related
information
Student submits missing items to Regis
LAAP work-team scenario
Student applies for Regis library card
Student accesses pre advising information screen
LAAP work-team scenario
5
6a-6b
Student sets advising appointment
7
12
WWW as Student Service Provider

• Discovering the Web as a PROVIDER of Student
  Services, not just provider of information about
  student services.

13
Active Student Services
vs.
14
IT Communication

• Scenario for Initiating Degree Plan
  AppointmentRegis University SPS-UG
• Scenario 3 SPS undergraduate student schedules
  degree plan appointment with Faculty Advisor
• Goal
• To facilitate scheduling student's degree plan
  appointment with Faculty Advisor

15
Example (continued)

• Preconditions
• 1. Student is rolled to student status on
  Colleague system.
• 2. University has correct email information
  student has received ID number.
• 3. Admission file is complete.
• 4. Student Academic Services has received and
  evaluated student's transcripts.

16
Example (continued)

• Actor University Database System
• 1. Advising Secretary codes advisor information
  in Colleague system.
• 2. Colleague generates email to accepted student,
  "Your Regis degree plan is now complete and your
  Faculty Advisor is ready to meet with you.
• 3. Student clicks on advising_at_regis.edu to
  schedule appointment.

17
Staff View Application Status in Colleague
4 Communication Codes Code
Description Status Stat Dt Assgn Dt Act Dt
Instance Comment
1 GREXS Additional Documents 09/06/02  
2 GRTRANS Transcript Unofficial
09/06/02 09/06/02 Kansas Wesleyan
3 GRT2 Grad Start Term Received
09/06/02 09/06/02   4 GRRESUME Resume
Received 09/06/02 09/06/02  
5 GRLOR2 Letter of Recommendat Received
09/06/02 09/06/02 
6 GRLOR1 Letter of Recommendat Received
09/06/02 09/06/02 7 GRESSAY2 Essay 2 Received
09/06/02 09/06/02 8 GRESSAY1 Essay 1
Received 09/06/02 09/06/02  9 GREAPP Grad
App With E-Mail Received 09/06/02
09/06/02  10 GRAPFEE Graduate Application
Received 09/06/02 09/06/02
18
Student View Application Status
19
Admissions Status
20
Missing Document Notification
Dear _at_ML.FIRST.NAME, Thank you for your interest
in Regis University. Your application for the
_at_XML.APPL.PROG.DESC degree/certificate program
has been received. You have indicated that you
wish to begin classes the week starting
_at_XML.GR.TERM.DATE. To date we have received the
following documents _at_XML.RCVD.DESC.S12. We are
awaiting the following _at_XML.NOT.RCVD.DESC.S12. On
ce your required documents have been received,
your file will be forwarded to the Graduate
Faculty for review. If you have questions, please
call 303-964-5377/800-727-6399, or email us at
mailtograduateadmissions_at_regis.edu
21
Pushed Missing Document
Dear _at_ML.FIRST.NAME, You have also been granted
access to WebAdvisor to check the status of the
items required to complete your application, and
you have been assigned a login name and PIN.
Login names are built using the first five
characters of your last name, in lowercase, and
the last three numbers of you Regis student ID
number (in your case those numbers are
_at_XML.LAST.THREE ). The PINs assigned are a
numeric representation of your birth date on our
administrative system database, in a MMDDYY
format. To visit the site, simply point your
browser to https//webadvisor.regis.edu menu page
on the links to the initial menu page.
22
Student View Documents Received
23
Response from IT
24
ADA Compliance

• Professor Norm Coombs review of web applications
  for information retrieval / Datatel
• Build with IMS standards and ADA compliance, good
  design

25
Role of Consultants

• Scenario building team learned to develop
  scenarios
• Datatel consultant greater functionality
• ITS provides support for critical send-mail server

26
Issues Raised

• When applicants access RegisNET
• Email communication viability Regis email
• Planned growth of systems capacity
• Communications management
• Library services

27
Student benefits

• Critical information about admissions status to
  Regis programs at will
• Access to RegisNet information and services early
  in admissions process
• Direct route to advising appointments (both
  phone and F2F)

28
Staff and Institution benefits

• Time with faculty advisors spent on academic
  issues, not process issues
• Saved estimated 300 hours on telephone by staff
• Staff time needed to process applications reduced

29
LAAP at Regis

• Ellen K. Waterman
• Ewaterma_at_regis.edu
• 303.964.5447

30
Process Overview

• Vision Team appointed from across University
  segments
• Survey conducted to determine what students felt
  most needed in student services online
• Fit with partner schools another take on advising