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Advisor Slow Jams: Pathway to
a Smooth & Efficient Process
1
By Demetria Kelley
Introduction
Demetria Kelley
Administrative Coordinator I
Graduate Advisor
Department of Landscape Architecture
and Urban ...
Agenda
1. Background
2. Application Process
3. Advising Process
4. Graduation Process
5. Q&A
3
1.
Background
Everything was Chaotic!!!
4
Everything was Chaotic!!!
◍ When I started in the Landscape
Architecture and Urban Planning
Department, I undertook a big ...
2.
Application Process
Streamlining applications in one convenient place
6
Initial Process vs Current Process
Application Process:
Utilizing too many
applications to access
student information and
...
Application Process
Previous Process:
➔ File Folders for each
student; handling
stacks of files
➔ Printing documents
➔ Cre...
3.
Advising
Meeting with efficiency
9
Logistic Training
Schedule Trainings at the
beginning of the semester
for all graduates including
the new incoming graduat...
Whats App
Staying connected with
students in a way they
understand
Insert
Screenshot of
whats app
message
11
4.
Graduation Process
Setting the stage for degree completion
12
13
Discussion Questions
1. What is a process your
department does well with your
internal processes?
1. What is preventing...
Now kick back and enjoy your
slow jams!
14
Any questions?
Contact me @ drdavis@arch.tamu.edu
Advisor Slow
Jams: Pathway
to a Smooth &
Efficient
Processs
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Advisor slow jams: pathway to a smooth and efficient process

  1. 1. Advisor Slow Jams: Pathway to a Smooth & Efficient Process 1 By Demetria Kelley
  2. 2. Introduction Demetria Kelley Administrative Coordinator I Graduate Advisor Department of Landscape Architecture and Urban Planning at Texas A&M University 2
  3. 3. Agenda 1. Background 2. Application Process 3. Advising Process 4. Graduation Process 5. Q&A 3
  4. 4. 1. Background Everything was Chaotic!!! 4
  5. 5. Everything was Chaotic!!! ◍ When I started in the Landscape Architecture and Urban Planning Department, I undertook a big task managing multiple academic programs and processes including advising. ◍ Quickly began to notice how chaotic the processes were, and looked for ways of simplifying how the department handled these important processes. ◍ It was important to look at each individual process to better optimize my effectiveness for our department. 5
  6. 6. 2. Application Process Streamlining applications in one convenient place 6
  7. 7. Initial Process vs Current Process Application Process: Utilizing too many applications to access student information and consolidating into two documents in Excel and Access. Lots of File folders needing to be create to house all of the documents of the student that is accumulated over the years of their program. Transitions: Applicant Information System (AIS) - Houses all the student applications and related documents. Easy access and no files to be created. Data can now be converted to Excel file Laserfiche - All other documents can be scanned into a folder in the directory and saved. Laserfiche Two years ago after implementing Laserfiche I had all file folders scanned into Laserfiche by program and year of graduation under the name of the students. Now after each graduation any remaining files are scanned into Laserfiche. 7
  8. 8. Application Process Previous Process: ➔ File Folders for each student; handling stacks of files ➔ Printing documents ➔ Creating Spreadsheets by program based upon documents received from student Transition: ➔ TAMU DOCs ➔ Reports ➔ Excel ➔ Access Current Process: Applicant Information System ➔ No Files to be created ➔ Data can be exported to Excel file ➔ All documents uploaded to the system by the students 8
  9. 9. 3. Advising Meeting with efficiency 9
  10. 10. Logistic Training Schedule Trainings at the beginning of the semester for all graduates including the new incoming graduates Student Organizations invited to the first meeting of the year for all programs New Student Orientation Student Organizations each have a table to so new incoming students can get signed in and receive packets. Each new student gets added to WhatsApp by program and graduation date (i.e. MUP 2020). Easy to disseminate information to students on the go. Open Door Policy is Possible After the New Student Orientation and Logistic Training no need to schedule as many appointments Only those who may need to meet if they are graduating, or they have scheduling/course registration questions 10
  11. 11. Whats App Staying connected with students in a way they understand Insert Screenshot of whats app message 11
  12. 12. 4. Graduation Process Setting the stage for degree completion 12
  13. 13. 13 Discussion Questions 1. What is a process your department does well with your internal processes? 1. What is preventing you from enjoying your slow jams?
  14. 14. Now kick back and enjoy your slow jams! 14 Any questions? Contact me @ drdavis@arch.tamu.edu
  15. 15. Advisor Slow Jams: Pathway to a Smooth & Efficient Processs

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