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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, August 2011
Basic academic advising protocol
How to answer questions about University policies and procedures
Best practices in academic advising
Contact and referral information for related offices
In this module, you will learn
Academic Advising at UNC Charlotte
A fundamental approach.
Help students…
1. Create realistic academic and professional goals.
2. Access the University online resources and processes.
3. Develop an educational plan that leads to timely completion of 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 required to accept responsibility for academic decisions.
7. Discover and integrate co- and extra-curricular activities and programs that enhance the collegiate experience.
Advising Mission of UNC Charlotte
Serve as a guide, teacher, facilitator, coach, and counselor to students.
Provide insight about major and career requirements.
Be knowledgeable about University policies and procedures.
Provide realistic options for student decision making.
Be resourceful, utilizing web-based resources, advising tools and professional development opportunities.
Make appropriate referrals as necessary.
An Advisor’s Basic Functions
Treat them courteously.
Provide accurate and timely information.
Be available and accessible through a variety of modes (Niner Advisor, email, telephone, in-person).
Offer sound advice that supports the best interest of the student.
Be supportive of decisions.
Be responsive to needs and issues.
Keep accurate records.
Students Expect their Advisors to…
Become familiar with major, minor, general education, and graduation requirements.
Know current GPA, enrolled credits, and earned hours.
Schedule and arrive on time for appointments with Advisor.
Utilize CAPP degree audit, prepare questions, and create a course schedule before meeting with Advisor.
Make notes and keep all paperwork from advising sessions.
Student Responsibilities
Family Educational Rights & Privacy Act
(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 Registrar’s Office.
Facts about FERPA
Click here for more information about FERPA & view a copy of the waiver form.
Basic Advising Protocol
for Academic Advisors.
Official University document governing the academic programs, policies, regulations, and requirements that is published for a specific academic term.
Understanding 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.
Advisors must read & understand: Academic regulations & degree requirements Your specific Departmental/College information Course Descriptions
*Memorizing is not as important as knowing what kind of information is available and where to locate it.
Know the Undergraduate Catalog
Click here to view the Undergraduate Catalog.
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
*Be aware of your departmental process for approval.
Understand University Forms
Used to update a student’s University record when a major or minor is declared or removed in a department.
Many Colleges have specific rules about when students can declare or modify their major or minor.
Check with your department about following proper protocol.
Change of Major/Minor Form
Click here for an example of a completed Change of Major/Minor form.
Used to petition for a variety of special circumstances a student may encounter.
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.
Check with your department about following proper protocol.
Academic Petition Form
Click here for an example of a completed Academic Petition form.
Gives permission for a student to enroll in and transfer coursework from another institution.
Typically used for summer courses. Some departments at UNC Charlotte have restrictions on the transferability of courses.
Students must file the form PRIOR to enrolling in the course. Credit is not granted retroactively.
Students must complete 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.
Check with your department about following proper protocol.
Transient Study Form
Click here for an example of a completed Transient Study form.
Policy gives permission for an Undergraduate student to replace grades for up to 2 courses (maximum of 8 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.
Students may not revoke this request once it is filed.
Grade Replacement Request
Click here to view a demonstration for filing Grade Replacement online.
Administrative unit responsible for creating and maintaining the integrity, accuracy, and privacy of the official academic record for all students.
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.
Each College defines the degree requirements for majors/minors in the Undergraduate Catalog.
General Electives typically make up the difference to ensure 120 earned credit hours (minimum needed to graduate with any degree). Be aware of your department’s credit hour requirements.
Know the Degree Requirements
Provides 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).
Some major requirements also fulfill General Education. Check with your major department.
General Education Requirements
Click here to view the General Education worksheet.
The UNC Charlotte website for Academic Advising covers a wide-range of topics including:
Academic enrichment Academic policies Academic support Dates & deadlines Declaring a major/minor Forms & resources Graduation information Improving grades Registering for classes Probation and suspension
Know your Resources
Adult/Nontraditional Students (OASES) ◦ 49er Finish
First Generation College Students (BEST) Graduate Students Honors Students International Students
◦ International Admissions◦ Transcript Evaluation Services◦ Education Abroad
Learning Community Students Multicultural Students
◦ Multicultural Academic Services◦ Diversity
New Students ◦ Admissions◦ Orientation◦ Financial Aid◦ Open House◦ Re-admission
Advising Special Populations: A-N
Click each link underlined in RED to access additional information.
Post-Baccalaureate (Non-Degree) Students Pre-Health Students: Medical, Dental, Veterinary, Pharmacy, Optometry, etc. Pre-Law Students Probationary & Suspended Students
◦ Suspension Appeals◦ Student Conduct
Student Athletes Students in Crisis Students with Disabilities Teacher Certification and Licensure Students Transfer Students
◦ Transfer Admissions◦ Transfer Credit Evaluation
Undecided/ Exploratory Students ◦ University Advising Center◦ University Career Center
Veterans Visiting Students
Advising Special Populations: O-Z
Click each link underlined in RED to access additional information.
Software & Online Tools
for Academic Advisors.
BANNER is the software system used by the University to manage student records.
Advisors must achieve proficiency in either Self-Service BANNER or Internet Native BANNER. Check with your Department to determine the appropriate system required.
BANNER training sessions are offered periodically. Contact the Information & Technology Services (ITS) Training Department for scheduling.
BANNER: Web-Based System
Click here to view the ITS Training website.
Self-Service and Internet Native BANNER contain essential advising information. Below is a sampling of information that can be accessed through BANNER:
◦ Course registration schedule(s)◦ Student transcript and grades◦ Student schedule◦ Student contact information◦ Registration hold(s)◦ Registration overrides◦ Registration history◦ CAPP degree evaluation
Sample Information Found in BANNER
BANNER is the software system used by the University to manage student records.
Advisors must achieve proficiency in either Self-Service BANNER or Internet Native BANNER. Check with your Department to determine the appropriate system required.
BANNER training sessions are offered periodically. Contact the Information & Technology Services (ITS) Training Department for scheduling.
Attend BANNER Training Sessions
Click here to view the ITS Training website.
Niner Advisor is an online portal accessed through the 49er Express, where Advisors can:
◦ Create appointment availability 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
Coming Soon… Niner Advisor Guide.
To utilize online tools and software properly, Advisors must follow a process for assigning students as advisees through BANNER.
Check with your Department about the procedure for assigning advisees.
Assigning Advisees
Advising Best Practices
Effective strategies to maximize your time.
It’s inevitable. As an Advisor, you are likely to experiencethe same scenario from a variety of students in a day’swork. Keep a fresh perspective by actively listening as ifeach 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: An Advisor’s Tool
Policies & protocol change periodically. Always provideaccurate and timely information by complying withcurrent standards.
Fact: ◦ Errors in advising may cause a student to enroll in
unnecessary coursework, increase tuition costs, and in some cases, delay graduation.
Fact: ◦ A long delay in responding to students can lead to a phone
call to your supervisor from frustrated parents.
Fact: ◦ Inaccuracy can cost you hours of lost productivity time.
Ensure Efficiency & Accuracy
Advising students about sensitive issues can sometimes lead to challenging situations. Tominimize the effect:
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.
Resolve Difficult Situations
Never engage in a verbal battle. Remember you are the professional.
Universities are governed by rules, policies, and procedures. How an Advisor communicates a negativeresponse can impact how a student receives themessage.
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).
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.
The Power of a Positive No
Navigating the Pipeline
Advising Related Offices and Referrals.
Call Center and Directory (704.687.2000) Admissions (Undergraduate)
Banner Training Bookstore Campus Activities Board Computing Services Continuing Education and Distance Learning Counseling Center Dean of Students (Judicial Process) Disabilities Services English Language Training Institute Financial Aid and Scholarships General Education Graduation Information Health Services Information & Technology Services (ITS)
Campus Resources & Referrals: A-N
Office of Intercultural Outreach Programs Office of the Registrar Parking & Campus Maps Police and Public Safety (704.687.2200) Registration Information & 49er Express Residence Life and Housing Student Organizations Student Accounts/Cashier’s Office Summer School and Summer Programs Testing Information: Advanced Placement, Foreign Language Proficiency
, Math Placement Exam, CLEP Exam Tutorial Services & Supplemental Instruction University Career Center (Internships & Cooperative Education) University Center for Academic Excellence Volunteer Services Writing Resources Center
Campus Resources & Referrals: O -Z
National Academic Advising Association (NACADA)
Association of American Colleges & Universities (AACU)
College Student Educators International (ACPA) Learning Communities National Resource Center National Center for the First-Year Experience and
Students in Transition (FYE) National Collegiate Honors Council National Institute for the Study of Transfer Studen
ts Student Affairs Administrators in Higher Educatio
n (NASPA)
Related Advising Associations
http://chronicle.com/
http://www.diverseeducation.com/
http://www.insidehighered.com/
http://www.psu.edu/dus/mentor/
Higher Education Web Resources
