Academic Advising Faculty Resources
The Three Stages of an Appointment
Review the Tools and Resources section below.
One week prior to meeting with advisees, faculty advisors should do the following:
- Set up advising appointments in Student Success Collaborative (SSC)
- Set up advising campaign
- Communicate faculty advisor's expectations to advisees to come to their appointments prepared
- Review advisees’ Degree Audits prior to meeting with each one and contact the Registrar’s Office if there are any problems
During meetings with advisees, faculty advisors should do the following:
- Check on advisee’s well-being
- Review how to navigate Degree Audit with advisees, if necessary
- Ask advisee if they belong to a special population, check that they are on track with their requirements (student athlete, ROTC, etc)
- Discuss academic progress, problems, and possible resolutions
- Discuss career and professional development goals, aspirations, plans, and short- and long-term action steps to achieve them
- Review advisee’s course selections and possible alternative courses for the coming term and how they will facilitate progress toward degree and movement toward career goals
- Encourage student to engage in high-impact practices (e.g., internships, study abroad, service- and community-engaged learning, research assistantships)
Immediately after meeting with advisees, faculty advisors should do the following:
- Make notes on each advisee’s Degree Audit and in SSC
- Contact the Registrar’s Office about any changes to advisee's Degree Audit
Within a few weeks after meeting with advisees, faculty advisors should do the following:
- Follow up with advisees and others regarding any issues raised, including their resolution
- Ask advisees about the outcomes of their short-term action steps to achieve career and professional development goals
- Encourage advisees to keep you informed of developments
Stetson Advising Tools and Resources
Degree Audit, SSC, Catalog & Registrar's Office
- Degree Audit is a tool that enables advisors and advisees to assess their academic progress toward completion of their degree. Access the Degree Audit tutorial here.
This tool includes students’ grade point averages (GPA), number of credits attained (at and outside of Stetson), number of cultural credits earned, and fulfillment of general education and major course requirements, as well as elective courses taken.
Another feature available to both advisors and advisees is the “What If” feature that allows the user to submit a hypothetical major and/or minor for a given year to see how the student’s completed and in-progress courses map onto the courses needed for the hypothetical major or minor.
Additionally, thePlanner feature allows students and advisors to enter information about the advisee’s course schedule for each semester.
Student Success Collaborative (SSC)
Stetson University's Student Success Collaborative (SSC) is a software platform used to promote student success on the DeLand campus. It provides faculty and staff with various information and features to support their work to increase student retention and persistence to graduation. SSC also provides students with a resource hub, including information about tutoring and booking appointments for various campus services.
- Although SSC is designed to be a very intuitive interface, online user guides are available for members of the Stetson community. Additionally, a training environment website is available for users to test the system's features and functionality. Support is available from members of Campus Life and Student Success (CLASS) by calling 386.822.7127 and asking for Stephanie, Aaron, or Colin, or emailing email@example.com with any Stetson SSC questions or to request a group training session.
- The Stetson University Catalog is published each year and includes information on admissions, scholarships and other financial aid, student life, academic programs and course offerings.
- To access 4-Year Advising Plans, start with the Stetson University Catalog, select "Undergraduate" on the lefthand side, then choose the applicable college. Navigate to the tab labeled "Majors" and select the plan that best matches your student's path.
The Registrar's website offers helpful advising information for students and faculty, including the Academic Calendar with specific dates for advising and registration, information about the 1974 Family Education Rights and Privacy Act (FERPA), and a link to Course Search which is also accessible through my.stetson.
Students may be unable to register due to a hold on their account. These holds appear on the top right of degree audit and list the type of hold and the office or person responsible for each one. Students should contact those offices or persons to learn the steps necessary to remove the hold.
Types of Holds:
- Meet with Advisor. The student needs to meet with their Faculty Advisor. The hold is removed by the faculty advisor after meeting with student advisee.
- Student Account. The student needs to speak with Bursar’s Office. (386-822-7050; firstname.lastname@example.org; located in the One Stop Office in the Welcome Center)
- Registration. The student needs to speak with the Registrar’s office. (386-822-7140; email@example.com; located in the One Stop Office in the Welcome Center)
- Advising. (e.g., Advising 101 Hold, Advising 102 Hold, Discovery Hold)
The student needs to complete the Advising Lab. Contact Academic Success with questions (386-822-7345; firstname.lastname@example.org; located in the Hollis Family Student Success Center-second floor of the duPont-Ball Library).
- Athletic. This does not stop a student from registering. This is to make the advisor aware that the advisee is a student-athlete. If a student has a question about their compliance or registration as it pertains to eligibility, direct them to the Office of Student Services, Academics, and Compliance in Athletics (bottom floor of the Edmunds Center).
- Community Standards. The student needs to speak with the Office of Community Standards. (386-822-7205; email@example.com; Student Life Building).
Process for Removing “Meet with Advisor Hold” before Registration:
- PIN’s are no longer required for registration, except for students who receive priority registration.
- The practice of students seeing their advisor in order to register does not change.
- All currently enrolled students will have a hold placed on their registration approximately three to four weeks before the start of the official advising period begins.
- Once a student has completed her or his advising session with the faculty advisor, the advisor will remove the registration hold.
How an Advisor Removes a Hold:
- Navigate to My.Stetson/Faculty/Advisor Menu/Current List of Advisees.
- Select the term for which the student is being advised to register.
- Enter a check mark in the box located by the student name in the column titled “Advised Student.” This will remove the registration hold in the system for this student instantaneously. However, it will remove only the registration hold; it will not remove any other holds (e.g., financial).
- There is no need to submit, save, or do anything after entering the check mark, and check marks may be entered for more than one student. Close the browser window once the process is finished.
- The student will now be able to register.
- PINS will continue to be processed for students who have priority registration.
- Advisors must give these students their Registration PIN and enter a check mark in the box in the “Advised Student” column.
What Happens When An Advisor or Department Chair advises a student who is not their advisee?
- Contact the Registrar’s Office to remove the hold.
- How will I know whether a student has priority registration? If you see the student ID and a Registration PIN combination (e.g., 800123456/123456). Give the student the Registration PIN along with placing the checkmark in the box to remove the hold.
- What if I put the checkmark in the box of the wrong student? Remove the checkmark from the student that should not have the hold removed and enter the checkmark for the correct student.
Advising 101 & Advising 102 Labs
All first-year students are required to complete Advising 101 in their first semester and Advising 102 in their second semester. Students access these online tutorials through the Advising 101 and Advising 102 Blackboard organizations (not courses). Completing these tutorials should prepare students for impactful advising meetings with their faculty advisors.
- Advising 101 focuses on the tools, requirements, and logistics of advising
- Advising 102 gives students an opportunity to reflect on their Stetson narrative thus far, envision career aspirations, and become aware of and plan for incorporation of high-impact practices into their educational plan
Advising 101 Learning Outcomes- Lab for spring 2019 first-year students
- Students will be able to articulate what they would like to learn and demonstrate how they can use the Stetson University curriculum and campus resources to design a unique learning experience.
- Students will be able to demonstrate knowledge and understanding of the General Education Curriculum.
- Students will be able to navigate the three major registration systems: degree audit, course search, and course selection. These tools will be used to give students autonomy over their course schedule.
- Students will prepare suggested courses and key questions for meeting with faculty advisors.
Students are instructed to watch the three videos below about Stetson’s various tools and resources that will assist them through registration and advising.
- Students are instructed to complete the planner assignment where they will identify four courses for fall 19. This assignment is required to satisfy the Advising 101 lab hold.
- Students are instructed to complete a five-question quiz based on the three Stetson Tools videos. Students must score a 3 out of 5 on the quiz to pass. This assignment is required to satisfy the Advising 101 lab hold.
Advising 102 Learning Outcomes- Lab for continuing fall 2018 first-year students
- Students will begin to explore and write their personal narrative by reflecting on their transition into higher education and first semester at Stetson.
- Students will be able to identify and articulate places in their chosen curriculum where learning and their individual values meet.
- Students will identify areas for continued success and/or improvement in academic choices.
- Students will prepare suggested courses and key questions for meeting with their faculty advisor.
- The student will learn about the high impact practices available at Stetson, which include internships, community engagement, study abroad, research, and leadership development. Students are encouraged to consider how they will integrate these practices into their academic experience.
Students are required to answer the questions below as part of their reflection activity. This assignment is required to satisfy the Advising 102 lab hold.
- Reflect on your personal and academic growth since you arrived this fall. How has your Stetson experience helped you develop new skills, new attitudes, different beliefs or values, or new goals/interests? (Wirth & Christiansen, 2017)
- Identify and describe a challenge or failure you experienced during this past semester. What have you learned about yourself that will shape the way you face challenges and/or failures in the future? (Wirth & Christiansen, 2017)
- What goals do you want to set for yourself for the semester and future? As part of your goals pick one high impact practice you are interested in pursuing (Wirth & Christiansen, 2017). To prepare for your faculty advising meeting, write at least one question related to the high impact practice you chose to discuss with your advisor. For example, “does my major require an internship?” “What are some of the study abroad experiences students in my major have gone on?” “What is the best time for an internship or study abroad experience in my major or course sequence?”
Stetson’s general education requirements are based on and align with the Association of American Colleges and Universities Liberal Education and America’s Promise initiative, including LEAP’s essential learning outcomes. Access general education information for each college/school with the links below.
Populations with Secondary Advisors
- The Stetson University Honors Program provides a select group of students an academically enriched and intellectually stimulating experience. In place of the general education classes required of all Stetson students, Honors students experience a uniquely integrated curriculum consisting of specially designed Honors core courses and special educational opportunities and experiences. In addition to meeting with their faculty advisor, honors students have access to an honors advisor.
- Honors Advisors: Michael Denner (firstname.lastname@example.org); Andy Eisen (email@example.com)
First-year Discovery students
- Students who have not yet chosen their major are automatic members of the Discovery Program. All students, however, are welcome and encouraged to participate in the program. For those students who are undecided when they enter Stetson, the aim is that they will be able to identify and transition into their major by the end of their first year. Students who have not yet declared a major must complete additional requirements. In their second semester, Discovery students must have an individual meeting with their secondary advisor, the Coordinator of First-Year Academic Advising.
- Discovery Advisor: Miguel Ortiz (firstname.lastname@example.org)
- Students with more than one major will have a faculty advisor for each major. On degree audit, the names of each faculty advisor are listed at the top on the righthand side. Requirements for any declared majors will appear on degree audit. However, if the student is earning more than one degree (e.g., a Bachelor of Arts and a Bachelor of Science), select the drop-down menu within the degree option at the top of the screen in order to see the audit worksheet for each degree.
Resources Across Campus
- The Stetson Office of Student Financial Planning promotes financial literacy, the ability to use knowledge and skills to manage financial resources effectively for a lifetime of financial well-being. The goal is to help equip students with knowledge and skills to make better decisions about their financial resources. This includes personal finances, investing, budgeting, paying for college, how to protect themselves from identity theft, understanding their financial aid and the FAFSA, and preparing for life after college with career and professional development.
CLaSS (Campus Life and Student Success)
- The Campus Life and Student Success (CLaSS) division offers resources, information and services to empower students to achieve success and significance at Stetson and beyond. The CLaSS umbrella includes a set of offices: Career and Professional Development, Residential Living and Learning, Diversity and Inclusion, Public Safety, Health Service, Student Development and Campus Vibrancy, Religious and Spiritual Life, Community Standards, Dining Services, Wellness and Recreation, Title IX, Student Counseling Services, Community Engagement, and Academic Success. For students who are interested in getting involved or are trying to find their place on campus, there are over 140 student organizations and multiple opportunities for leadership development in various departments on the CLaSS website.
Career and Professional Development Resources
- Career readiness is the attainment and demonstration of requisite competencies that broadly prepare college graduates for a successful transition into the workplace. The Stetson Office of Career and Professional Development portal shows internship and job opportunities posted by employers specifically for Stetson students and alumni. Other features include online resume reviews, a video interview practice program, and the Self-Discovery Tool Kit that includes links to Traitify, “What Can I Do with This Major?” and O*NET OnLine. Faculty and Staff can also access other resources to guide discussions with students on topics including Major and Career Exploration, Job Search Resources, Internship Preparation, and Graduate School Preparation.
- NACE Competencies help advisors focused on ensuring new college graduates have the skills necessary to enter and become part of a strong, productive workforce by providing for the development of strategies and tactics that will close the gap between higher education and the world of work. They lay the foundation for the work necessary to prepare college students for successful entry into the workforce by providing
a common vocabulary and framework to use when discussing career readiness metrics on campus, within employing organizations, and as part of national public policy; establishingdefined competencies as guidelines when educating and advising students, and establishing
defined competencies to identify and assess when hiring the college educated.
- If you are concerned about a student, report on SSC as an alert or note (SSC Alert vs Notes), see the SSC Case Tier System for what outreach steps will be taken by Academic Success and use the How to Report Student Concerns Flowchart to find the best way to give them support.
- Kognito is a 30- to 45-minute interactive online simulation program that is available to for faculty and staff. It can help advisors to identify students experiencing high levels of distress, Approach and discuss your concern with a student in distress, and make an effective referral to Student Counseling Services (if necessary). All new faculty and staff members are encouraged to complete this simulation. To access Kognito for new and returning users: Go to my.stetson.edu >Employee tab> My Job box > Kognito At Risk for Faculty and Staff Suicide Prevention Training > Select At-Risk for Faculty staff box > Click launch.
In the case of a mental health concern, refer or walk the student to Student Counseling Services.
- During Business Hours: Call 386-822-8900 or visit Student Counseling Services located in Griffith Hall (next to the CUB, in front of the Hollis Center).
- If not urgent, make an appointment with Student Counseling Services.
- Evenings, Weekends, or University Holidays: Call WellConnect at 833-848-1765 to reach an on-call counselor.
- If a student discloses a disability to you and needs accommodations, direct them to Accessibility Services. See Accessibility Faculty Resources for links that provide further information about general resources to support students academically, as well as specific information about classroom accessibility and accommodations.
- Academic Advising Today, NACADA quarterly electronic publication
- “Establishing Effective Advising Practices to Influence Student Learning and Success” by Lynn Freeman, published in the AAC&U’s winter 2008, volume 1, number 1 edition of Peer Review