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Academic Advising: FAQs for Faculty
How do I find a list of my advisees? How do I efficiently contact my advisees? How do I email my advisees? For an entire advisee list, log into Pilot UP's "self-serve" portal. Go to the <faculty and advisors> section. Select the correct term, then select <student information menu>, then select <advisee listing>. Once the list of advisees is visible, either select individual advisees to email or go to the bottom of the page and select <email your advisees> to email all the advisees.
When should I meet with my advisees? Advisors are expected to meet with their advisees during the two-week period prior to registration. Many advisors post a sign up list outside their office in order for students to schedule appointment times.
How can I get my freshmen advisees to meet with me? Strategies for getting students to come in vary. Some departments or schools within the university require that students meet with their advisors, sometimes even requiring students to get a signature from their advisor. Other units or individual advisors send out emails to students asking or inviting them to drop by. Freshmen workshops can require students to meet with their advisors. Some academic units use their orientation meetings to link students with their advisors or to schedule advising meetings during the first several weeks of the semester.
What should I expect my advisees to do in preparation for our meeting? Expect nothing unless the advises are explicitly told what to prepare. Many advisors send emails out to their advisee list prior to advising week, inviting them to attend, telling them how to sign up for meetings, and describing expectations for the student. Expectations of advisors vary; most like students to have a preliminary schedule made up before their meeting to allow time for other issues.
What can I do if my advisee and I are not a good fit? If it can be done gracefully, sometimes switching a student to a more appropriate colleague is beneficial to both advisor and student. The goal should be to establish an advising relationship that is in the best interest of the student. Finding a colleague with whom the student has worked well is a good way to start. Sometimes a positive approach, followed by a query works well. “I understand you and Dr. Smith have worked well together. How would you feel about being assigned to him as advisor?” Communicate clearly and use your best judgment to avoid having the student feel as though he or she has been cast away. Continue to offer the student a mentoring relationship with you during and after the transition.
How do I find out about official dates for registration, adding classes, etc? Go to the calendars located on the Office of the Registrar's website.
What documents am I required to retain from my pre-registration advising meeting? Faculty are expected to collect a completed Registration Form before giving advisees their PIN number. Faculty should retain one copy for their records and forward the remainder to their academic unit.
How do I know if one of my advisees isn’t doing well? The best way is to ask them. Currently, advisors do not have direct access to mid-term grades. However, advisors may be contacted when their advisees have received multiple academic warnings or low mid-term grades.
What do I do if one of my advisees isn’t doing well academically? Success is ultimately the student’s responsibility. However, the advisor can play an important role in supporting academic success. First, it is important to identify academic problems as early as possible and realistically discuss those problems with the student. Second, help the student develop a clear plan for improvement. Usually, students don’t turn things around with vague plans such as “I will try harder.” Is sleep, a demanding job, an engaging student activity, a roommate problem, an illness, disorganization, lack of preparation, or some other problem the cause of their difficulties? Such a plan sometimes involves referring the student to the appropriate resource or having them withdraw from a class. See the sections on referrals and withdrawing from courses for more information on these issues.
What can I do if I am concerned about the well-being of one of my students/advisees? Consider referring the student to the most relevant campus resource or contact the early alert program.
When should an instructor give academic warnings? Instructors are asked to identify students in academic jeopardy by the midpoint of the semester. An announcement on the academic calendar specifies the date. The earlier academic warnings are sent, the more time the student has to recognize the problem and improve his or her performance. However, if problems are identified after the midpoint of the semester, academic warnings should be issued immediately and can be issued at any time during the semester.