Unified Advising Records

The First Steps for Student Success Committee recommended an intentional advising system for Portland State undergraduates for Student Success and Retention group. In conjunction, the Academic Advising Council presented an intentional model of advising to the Faculty Senate. This model was implemented with the fall 2010 cohort. Portland State University has approved funds for the first phase of a campus-wide initiative to improve academic advising. The initiative intends to improve student success by coupling professional advisors with faculty to provide intentional advising throughout a students education while at Portland State. Project Working Group Dan Fortmiller, Sukhwant Jhaj, Robert Mercer, Mary Ann Barara, IT Representatives (TBD), Academic Advising Council Representative (TBD) Project Description Advisors maintain a common online record of their interactions with students, adding detailed notes when appropriate. Multiple advisors contribute to a single students record allowing viewers to get a complete understanding of the students history of interactions with advising and support resources across the university. The system also includes key information on the students academic plan and alerts advisors to unfulfilled graduation requirements.
These actions will reduce

Action Items Develop unified advising records system Implement pilot system with small advising team Full implementation of system

Key Barriers Lack of continuity Lack of cross communication Communication gaps

These actions will achieve

Goals 1. Comprehensive and unified Advising Records 2. Advisors have access to notes from previous sessions 3. Students have access to notes from previous sessions 4. Consistency of advice when advisors can see old records
These actions will ultimately lead to

Effective advising leading to higher student retention and higher graduation rates.

Associate VP for Student Affairs

Special Asst. for Student Success

Council of Academic Deans

Academic Advising Council

Faculty Senate Committee

Admissions and Records

Project Working Group

Executive Committee

Input Provider 2

Public Meetings

Faculty Senate

VP EMSA

Website

Provost

ARC

Decision Matrix Key: (R) Recommend, (A) Agree, (P) Perform, (I) Input, (D) Decide. Establish user need Develop project specifications Review existing products

CIO

Recommend software for implementation Recommendations and Decisions To be determined Funding Required This project is to be funded by existing funds from Phase-1 of the academic advising initiative. Timeframe and Metrics Timeframe (TBD) Metric Name/Description Degree Map Reach (Students): Percentage of students developing degree maps Degree Map Reach (University): Percentage of departments that To have completed degree maps Degree Map Application: Percentage of students interacting with advisors using degree maps Degree Map Misapplication: Percentage of students who create degree maps, but do not interact with advisors Formula # Students creating maps Total # of students # Of departments creating maps be determined, Summer 2012 Total # of departments # Students interacting w/advisors using maps # Of students creating maps # Students create maps, dont meet w/advisors # Of students creating maps # Non-interacting students, follow maps # Non-interacting students # Non-interacting students, drop courses # Non-interacting students # Non-interacting students, graduate # Non-interacting students Ratio for year over year comparison, Does it justify the cost of system? Survey faculty/staff and students Survey Students involved Q: Are you satisfied with the information received in advising sessions? Survey

Non Interaction Analysis: Follow those students who create maps, but do not interact with advisors with regards to course load, course drop rate, graduation rates

Advised Grads to Unadvised Grads: Comparison of number of students advised who graduate, to those unadvised System Use: Information related to the use of the system for improved advising Student Satisfaction: Students feel more informed as a result of unified advising records Advising System Effectiveness: Feedback from Faculty and staff on ease of use of system and methods for improvement