Academic Advising Council Year-End Report 2008-09
In 2008-09, the Academic Advising Council met every other week throughout the year, with alternate week meetings set regularly for additional topics; the alternate meeting times were used about 50% of the time. Subcommittees met regularly throughout the year on short-term work group topics, including NACADA scholarships, Faculty Advisor of the Year selection and planning specific events.
Areas of Focus
The Council met for a planning retreat in September 2008, which resulted in successfully outlining/prioritizing key AY events, collaborating about common issues and an in-service training regarding stress management. Early in Fall Quarter, a survey was completed by all Council members to allow for input on topics outlined as important at the fall planning retreat. The key areas continue from 2007-08; however, the events and methodologies were updated for 2008-09:- Outreach to Students
- Professional Development
- Collaboration and communication
Council activities within these three key areas are outlined in detail below.
The survey showed Council interest regarding topical discussions/in-service on these topics, many of which were scheduled during the year during regularly-scheduled meetings:
- Financial Aid information or resources for advisors
- ITS: Excel training, data warehouse, OBIEE targeted to advising (tabled due to new priorities in Spring 2009)
- Sharing of forms, AP contacts, readmission, handouts -- Creating electronic manual to send out and share with Advisenet
- Policies/procedures and forms
Council Activities
Outreach to Students
- Fall/Winter Ad campaigns – two campaigns were shared with students which focused upon topical issues that the Council agreed were important to student success/progress to degree:
- Fall – “Don’t Hold Up your Registration – Check the Portal for Registration Holds Early and Often” – Campaign on Facebook along with on-campus banners
- Winter – Graduation Writing Requirement reminders – paper and electronic messaging
- Advising outreach – Quarterly advising and special advising support to the Sophomore Success Program in Poly Canyon Village (PCV) was provided. During Fall and Winter, several hours of on-site advising and information distribution at Dexter Lawn and PCV to answer a wide range of advising questions. The main focus of questions involved change of major and graduation evaluation. The booth or table was staffed by Council and Advisenet members.
- Donated $2000 to SOAR for scholarships so that low-income students could attend 2009 SOAR.
Professional Development
- Day of Advising – Dec. 11, 2008: 63 participants from 19 Cal Poly departments convened at Embassy Suites for collaborative and topical colloquia coordinated by three Advising Council members along with others who attended the 2008 NACADA Conference with the benefit of Council scholarship assistance. The day resoundingly met participants’ expectations (100%), according to a post-conference survey, and 93% agreed that they attended to collaborate with colleagues and learn new ideas. Roundtable discussions allowed participants to work in small groups with a facilitator on topics of common interest, including “assisting career choices,” “coaching styles and techniques,” “using podcasts as a tool for advising students,” and “delivering news that students don’t want to hear.” 100% of the participants rated the delivery of content as “good” or “excellent.” Advising Council agree that the program provided an invaluable forum for both collaboration and exchange of ideas and that it should be continued in 2009.
- NACADA scholarships – Six campus staff were provided scholarship assistance to NACADA in October 2008, which carried with them a commitment to present and facilitate discussions at the December Day of Advising. Excellent professional development opportunities all around.
- Fall Advising Progressive – During the Fall Quarter break, three advising areas (OCOB, CLA and OAR) agreed to be the first of several “progressive” visits. Council members toured each area, with the hosts sharing a common set of information pertinent to each advising area, including student access and procedures as well as best practices. Plans were made to continue the series but these were tabled until Fall 2009 due to demanding workloads during the other two breaks.
- LAES Major – Met with Dr. David Gillette during Winter Quarter to learn more about the relatively new LAES major and change-of-major procedures for interested students.
- Financial Aid Information – The Council invited Lois Kelly, Director of Financial Aid, to review key topics for students. An excellent collaboration was facilitated by Lois during Winter Quarter.
- Degree Audit Planning – OAR staff, including Maureen Muller and Helen Bailey, previewed and requested feedback from the Council on the Degree Audit rollout which occurred during early Spring.
- Advising 101 and 102 – During Fall and Spring, these two popular CTL workshops were continued in 2008-09, with the first focusing upon key advising expectations and information and the second focusing upon student concerns/crises.
- Outstanding Faculty Advisor of the Year – Coordinated the advertising and selection of the 2009 Outstanding Faculty Advisor.
Collaboration and Communication
- Diversity statement – Following the “Crops House incident” which occurred in late Fall Quarter 2008, the Council met several times in special session to discuss many relevant concerns. As a result of these discussions, a statement was drafted and shared with Dr. Conn and Dr. Koob which expressed issues and recommendations from the Council.
- NSSE Data Overview – Cheryl Ney provided an overview of NSSE data during Fall Quarter which framed these assessment data for the Council and our involvement in the assessment process.
- Finish on time Statement and Discussions with Vice Provost and Provost – In Spring Quarter, the Council discussed an array of ideas prompted to the Finish on Time plan and shared these in writing with Dr. Conn and Dr. Koob. Ideas included the 16-unit expectations for students, along with staffing challenges, waitlisting recommendation and change of major recommendations. They accepted the Council’s interest in meeting and a focused session resulted which prompted one key outcome thus far: to investigate the potential for using a Customer Management System such as that used by Admissions from Hobson’s. A consultation is scheduled for June 25 on campus with Hobson’s and a session planned for August with Xavier University personnel who use the Hobson’s system.
- Electronic Sharing of Forms/Procedures – Ideas were researched regarding a shared location for commonly-used information with a final plan to request a MOSS Share-Point site for Advising Council. These plans are still in progress for 2009-10.
Respectfully submitted:
Matt Carlton and Susan Sparling
Co-Chairs, Academic Advising Council