Destination: E-Advising

How We Navigated Towards the Paperless World of Advising.

Presented by: Stephanie Bailey, East Carolina University Academic Advisor Jennifer Abbott, East Carolina University Academic Advisor

Where It All Began

• Our Advising Process Before:– Individual Student Appointments

• Student Folders– Advising Forms– Major Checksheets

• GPA Calculations• Notation

– Group Student Appointments• Advising Presentation

– Orientation– Advising Resources

• Resource Room• Bulletin Boards

Input Coordinates

• What Is Paperless Advising? – Defined as the use of technology to aid with the

access and distribution of information used in our advising process by advisors, support staff and students.

• What is our Advising Process?– Defined as best practice for working with students

regarding academic planning and self-development.

Set Cruise Control• Why Choose Paperless Advising?

– 2009 Fiscal Concerns• Reduced Operating Budget and Lack of Resources

– Increase Efficiency• Quicker Access to Information for Both Students and Staff• Less Waste• Moving Towards the “Future”

– Empower Students to have Ownership Of Academic Planning

• Timeline– Idea Formulated April 2009– Creation of Electronic Resources/Forms and Website May – June 2009– Launch of Website June 15th, 2009 (1st orientation date)– Problem Solving June 2009 – Spring 2010 – Spring 2010 Student/Staff Focus Group– Spring 2010 Training for Faculty Advisors– Re-launch of Website Based on Student/Staff Feedback– Fall 2010 Launch of HHP Advising Module– Commitment to Paperless Advising: Maintenance Required!

Put the Pedal to the Metal

• How Did We Move to Paperless Advising?– Website, www.ecu.edu/hhp/advising – E-forms

• Checksheets• Registration Slips• GPA Calculations

– Shared Drive• E-folders are created for each student, organized by major and

advisor, that include a checksheet and registration slips. Other relevant student data like transfer transcripts, email correspondence, GPA calculations, advising notes, etc. are also included.

Pit Stop! A Look Under the Hood

• Technology Used:– Self Service Banner (SSB), Internet Native Banner and BIC

Report Manager– X-tender– CommonSpot– Shared Drive– Microsoft Word 2007

• Save As PDF• Developer

– Ctrl + Print Screen

BEFORE• Individual Appointments

– Manila Folders in Filing Cabinet– Carbon-Copy Registration Slips

• Group Advising Sessions– Held in Conference Room– Advisor Responsible for Course

Selection

• Orientation– Major Packets– Spoon Fed Information

• Advising Resources– Accessed from Advising Center

Only

AFTER• Individual Appointments

– E-folders in Shared Drive– E-Registration Slips

• Group Advising Sessions– Held in Computer Lab– Student Responsible for Course

Selection

• Orientation– New/Transfer Student Zip File Folders– Emphasis on Student Access of

Information

• Advising Resources– Accessed from both Advising

Center and Advising Center Website

Some Road Bumps and Detours

• Mixed Formats within Advising Collaborative and Declared Advisors– Impacts the Exchange of Information

• Technology Learning Curve• Adjustment to Personal Advising Habits– Taking Notes– Making Notations on Checksheets– How we Build Rapport

Enjoying The Ride

• No Additional Costs• Disbursement of Information Streamlined – More Information Given– Less Repetition– Increased Efficiency with Student Communication

• Saving Resources• Positive Student Response• Empowered Students– Meeting Them Where They Are At

RECALCULATING!RECALCULATING!RECALCULATING!

• Stephanie’s Second Experience Transitioning a Paper Advising Center to Paperless Advising.– My Point in The Transition Thoughts So Far:• Support• Timeframe• Viewpoint and commitment from others• Finding what works for me: old and new tools using

Off Road: Going from Paperless to Paper and Back Again!

Brainstorm Session:

• Think about questions/ Pair up/ Share Ideas – Could “paperless advising” be possible in your environment?

Is it a realistic transition?– What timeframe would you need?– What type of personnel (supervisor/ staff/ faculty) support

would be required?– What types of resources would you need/ want to “convert”?– What kind of technology is available to you? How could you

use said technology for paperless advising in your center?

Arrival At Destination!