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