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Presentation on theme: "ADVISOR TOOLBOX 1 TSTC FACULTY ADVISING ADVISOR TOOLBOX."— Presentation transcript:


2 2 HOW TO USE THIS PRESENTATION  For best results, use “slide show” view  Press F5 to begin the presentation in slide show view at the first slide  You may use the navigation buttons in the lower right corner to move forward or in reverse order through the slides  Notice the clickable action buttons for more detail

3 ADVISOR TOOLBOX3 YOUR ROLE AS ADVISOR One of your “other duties as assigned” Advise students in your program. Your role as advisor is an important one. Quality advising is an important factor in student success, retention and persistence.

4 ADVISOR TOOLBOX4 SO WHAT DO YOU DO AS AN ADVISOR?  Listen Be a concerned mentor Be a concerned mentor Be approachable and available Be approachable and available Be perceptive Be perceptive Initiate the contact when necessary Initiate the contact when necessary  Know your limits You are not an expert in all things You are not an expert in all things Defer and refer to the experts Defer and refer to the experts  Academic advising and registration Click Here for More Detail Click Here for More Details Click Here for More Detail

5 ADVISOR TOOLBOX5 TSTC MARSHALL CATALOG  The College’s catalog is a valuable resource for advising. This catalog contains important dates, graduation requirements, general education requirements, degrees offered, majors available, course descriptions, contact information, etc.

6 ADVISOR TOOLBOX6 TSTC MARSHALL CATALOG  Students usually graduate based on the degree plan for the year that they first entered TSTC Marshall (if they are continuously enrolled); however, students do have the option of changing to any newer degree plan. Advisors must be sure that they are always working with the catalog that the student will use to file his or her degree audit to graduate.

7 ADVISOR TOOLBOX7 TSTC MARSHALL CATALOG  If a student takes more that 5 years to graduate, he or she must move to a catalog that is within the 5 year period. If a student leaves TSTC Marshall for more than two years, he or she must use the catalog in effect at the time of reentry.

8 ADVISOR TOOLBOX8 TSTC MARSHALL WEB SITE  The College’s website provides links for all programs of study. Program pages list contact information, degree requirements, recommended schedules for majors, etc. This information is useful for both the advisor and student.

9 ADVISOR TOOLBOX9 (DATATEL) COLLEAGUE  Colleague, the College’s database, provides advisors easy access to files containing vital information needed to accurately advise students. In Colleague, advisors can access an advisee’s current transcript, unofficial degree audit, demographic information, class schedule, course availability, and can register/add/drop a student’s courses online (during registration/add/drop periods).

10 ADVISOR TOOLBOX10 COLLEAGUE  You should already have access to Colleague and your supervisor should have shown you the basics of its use.  If you do not have Colleague access, please notify Mr. Jason Beach at Ext. 3244 or by email at to request Colleague access

11 ADVISOR TOOLBOX11 COLLEAGUE  Colleague has a number of screens that you can access through mnemonic commands. The next series are some helpful screens and reports, what they do, and how to access them  First, you need to know how to enter a mnemonic command

12 ADVISOR TOOLBOX12 From the main Colleague window, in the Quick Access box, simply type the name of the mnemonic command, such as “stad” in this case. Mnemonics are not case-sensitive.

13 ADVISOR TOOLBOX13 USEFUL COMMANDS  STAD – Student Advisor  FADV – Faculty Advisees  STAC – Student Academic Credits  TRCL – Transcript Listing  RSTR – Class Roster Listing  XCRS – Roster listing or multiple class roster listings in report browser  EVAL – Student progress toward degree plan

14 ADVISOR TOOLBOX14 STAD  STAD - When a student does not know who his/her faculty advisor is. Use STAD (student advisor). A window will appear as on the following slide to select the student. You may type in the student’s name or ID number. If you know the ID number, the process is quicker.

15 ADVISOR TOOLBOX15 Enter the ID number, or the student name here. The ID number is quicker. If you enter a name, you will have to choose the correct one from a list of close matches. See the screen shot on the next slide.

16 ADVISOR TOOLBOX16 STUDENT LOOKUP SCREEN Student listing appears in this area. Key in the number corresponding to the correct student.

17 ADVISOR TOOLBOX17 STAD RESULTS The names of current and past advisors is shown.

18 ADVISOR TOOLBOX18 FADV  Use this mnemonic to see a list of advisees for a particular instructor. The process for entering the mnemonic command and selecting the instructor is similar to the example above.


20 ADVISOR TOOLBOX20 STAC  The STAC mnemonic command returns a screen or series of screens showing courses taken and grades received.  The results can only be printed using the “Print Screen” key, one screen at a time.  Advantages – STAC is quick.


22 ADVISOR TOOLBOX22 TRCL  The TRCL mnemonic command returns a screen or series of screens listing courses taken and grades received.  The primary difference between STAC and TRCL is that TRCL does not include testing scores to determine TSI status.  You may choose to see either official (OFF) or all (ALL) course listing.  The results can only be printed using the “Print Screen” key, one screen at a time.


24 ADVISOR TOOLBOX24 RSTR  RSTR is the mnemonic command that returns a screen or series of screens listing students enrolled in a particular course section.  The results can only be printed using the “Print Screen” key, one screen at a time.

25 ADVISOR TOOLBOX25 RUNNING A ROSTER Provide information about course name, number and section.

26 ADVISOR TOOLBOX26 RSTR RESULTS Student listing appears in this area.

27 ADVISOR TOOLBOX27 XCRS  XCRS is a mnemonic command that allows you to produce a printable roster for a particular class section, or a group of classes.  The results are printable, can be saved as a text file, or copied and imported into a spreadsheet.

28 ADVISOR TOOLBOX28 XRCS Process Provide the information where requested. Note that in the “Course Section” area, multiple courses may be entered. When finished press the F10 key.

29 ADVISOR TOOLBOX29 XCRS PROCESS (Cont’d) Change the “p” to an “h” (for “hold” file) and press the F10 key. This is important if you want to get a printable or exportable report.

30 ADVISOR TOOLBOX30 XCRS PROCESS (Cont’d) On this screen, simply press the F10 key.


32 ADVISOR TOOLBOX32 XCRS RESULTS Student listing appears in this area.

33 ADVISOR TOOLBOX33 REPORT BROWSER MENU BAR Exit Browser Export to Text File Page Navigation Print to Local Printer

34 ADVISOR TOOLBOX34 EVAL  A particularly good tool for advising is the EVAL mnemonic, which allows the advisor to view and print a degree audit listing the course requirements for the advisee’s major. This report displays the advisee’s status toward completion of his or her degree plan.

35 ADVISOR TOOLBOX35 EVAL  When invoking the EVAL report, the advisor has the option of requesting that the TSI Plan for the advisee be printed.  Click the Details button to see a series of slides on running the EVAL report and the TSI Plan. DETAILS

36 ADVISOR TOOLBOX36 TSI PLAN  The TSI Plan is an invaluable asset for advising students.  A new student should have a printed copy of the TSI Plan when he/she comes to you for registration.  If not, have the student see their admissions advisor.  To see how to use a TSI Plan, click the “Details” button. DETAILS

37 ADVISOR TOOLBOX37 Early Alert  If you know a student is having difficulty academically, financially, or having personal problems, take an interest – use the Early Alert process! Details on Early Alert Process

38 ADVISOR TOOLBOX38 SUMMARY  Remember that each new advisee must have a TSI Plan.  For returning students, run an EVAL report to see what courses are still needed for degree plan.  When setting up to run the EVAL, request the TSI Plan be printed.  Stay engaged with your advisees.  Take an interest in your advisees’ success.

39 ADVISOR TOOLBOX39 IMPORTANT  Student information is confidential, and that right to privacy is protected under the law.  When accessing student information, protect that confidentiality.  You may not discuss information about a student with anyone except the student, even family members, without a signed waiver on file in the Office of Admissions and Records.


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