2. PRE-ADVISING
GA’s will do now!
• Things to check BEFORE student comes in
Student Folder
ImageNow
• Things that should be prepared BEFORE
appointment
Student Folder
3. Outside of the STUDENT FOLDER
• Just from the outside of the folder you should be able to tell
several things
– Fall 2012 student (green folder) Tackett, Cody 500000000
Management
– Student Name (last, first)
– Student ID Number
– PASSages Student (RED LABEL)
– GATE Student (BLUE LABEL)
– CAP Student (GREEN LABEL)
Tackett, Cody 5000000000
Management
Tackett, Cody 5000000000
Tackett, Cody 5000000000
Management
Management
4. Inside the STUDENT FOLDER
• Inside the student’s
folder, there should be a
phone call checklist with
the top portion filled out
(student worker and GA)
• The bottom portion is
for us, the advisor, to fill
out once we check all the
student’s information out
after the appointment.
5. IMAGENOW SOFTWARE
• Applet: Admissions PS
• Student ID search
• We are searching for several different things from
admissions:
– FERPA certification*
– Meningitis certification*
– Truth certification*
– Application fee Information*
– High school TAKS scores (H.S. transcripts)*
– Transcripts of dual credit or AP scores*
*You might choose to print out this information
6. • We utilize myUTTyler to find out more information about the
student before he/she gets to our office
• Student Services Center
– Student Center Tab
• Holds
• To Do List
• Admissions status
– Admissions Tab
• Plan
• Last School Attended
• External Education
– Academics Tab
• Admit Term
• Statistics (sometimes show transfer credit hours if they have been received by
Admissions)
7. • UTZ Customizations
– TSI Status Tracking
• Overall Status (making sure student is complete and
eligible to register for UT Tyler courses)
• Student Admissions
– External Test Score Processing
• Academic Test Summary
– GA’s will print a copy of all test scores that Admissions has
entered just for reference purposes (if test scores are not
entered, we submit them to the Admissions processing team to
enter them)
8. Prepping the STUDENT FOLDER
THINGS THAT SHOULD BE INCLUDED IN PAPERWORK THAT NEEDS TO BE
THE FOLDER: FILLED OUT PRIOR TO STUDENT’s
ARRIVAL:
• All printed information from ImageNow and
myUTTYler • GA Checklist
• GA Checklist & Advisor Checklist • UT Tyler Core Curriculum Check-Off Sheet
• Phone Checklist Sheet
• Copy of student’s intended degree plan YOU MUST RE-EVALUATE STUDENT’s
• UT Tyler Core Curriculum Check-Off Sheet SCORES BEFORE THEIR
• Schedule Grid (except engineering students) APPOINTMENT IN ORDER TO
CONACT THEM IN ENOUGH TIME TO
• Important Things to Know GET ALL THEIR PAPERWORK IN. The
• How to Purchase a Parking Permit GA’s should do this prior; however, as an
• Any handouts that you might think you will advisor it is always important to double
need to discuss with the student upon arrival check their work and make sure the student
(ex: TSI handout, PACE exam has been informed properly.
information, College Math Getting Started
Handout, Change of major form)*
* Everything should be provided by the GA’s except for this last bullet. This will be up to
the advisor to determine.
9. ADVISING
“High impact advisors realize
that the positive outcomes of
advising sessions are not just
limited to students; in
fact, the real joy of advising
occurs when advisors
understand how fulfilling it is
to really impact other
peoples’ lives and how much
they can learn from their
advisees.”
-Jennifer Bloom
2008 NACADA President
NACADA, 2005
10. ADVISING
• You have an hour appointment to:
– Cover the freshman checklist
– Get the student registered
– Answer any questions that parents/guardians have
– Answer questions the student has
– Administer the freshman advising survey
13. DISARM • DISARM
Behaviors
Important Advisor
– Meeting students at the door
– Introducing yourself
– Welcoming the student and parents
– Remember how intimidating you are
– Decorate your office in a way that discloses
who you are and what your interests are.
– Try and make a connection early–
hometown, baseball, t-shirt, etc.
– Look at their application and see what they
participated in during high school
– SMILE!!!
– Lean forward in your chair
– Keep arms uncrossed
– Look at the student directly in the eye
– Use the student’s name early and often in
the conversation
– Act interested
14. DISCOVER
• Wait until they complete their sentence before responding
• Asking positive follow-up questions that help clarify
students dreams
• Affirming/rephrasing what the student is saying:
– I’m impressed by. . .
• Listening specifically for students passions and interests
– Non-verbal communication
– Para-linguistics
– Recurring themes
– Skill sets
– What they are not saying
15. DREAM
• Listen purposefully
• Make connections between information from
the Discover phase and dreams being shared
during this phase. Is there congruency
• Encourage students to be open to possibilities
and remind them that there is more than one
right answer
16. DESIGN
• Explain technical information in easy to
understand language
• Avoid confusing acronyms
• “That’s a good question. . .”
• Encourage them to get involved in things they
are passionate about
• Make effective referrals
17. DELIVER
• “Do you have any questions for me?”
• “Is there anything else that I should have asked
or informed you of ?”
• “Thank you so much for coming in – I really
enjoyed meeting with you. Please don’t hesitate
to contact me if you have any questions.”
• Shake hands and escort them out of the office
18. DON’T SETTLE
“There comes that mysterious meeting in life
when someone acknowledges who we are and
what we can be, igniting the circuits of our
highest potential.”
~ Rusty Berkus ~
19. POST-ADVISING
Student Folder
• Make sure all paperwork is stapled with the Advisement Form on top
• Place the Phone Call Checklist (yellow copy) on the outside of the folder
for the student workers to enter information into our database
Follow up:
• Make sure and follow up with anything that you have promised the
student
• Something Bill and I have found useful, is keeping that student file out
so you can make sure to follow up with the student
• If you see the student around, talk to them (an excellent place is in the
food court area during lunch hours)
