advisor toolbox 1 tstc faculty advising advisor toolbox

ADVISOR TOOLBOXADVISOR TOOLBOX 11

TSTC FACULTY TSTC FACULTY ADVISINGADVISING

ADVISOR TOOLBOX ADVISOR TOOLBOX


HOW TO USE THIS HOW TO USE THIS PRESENTATIONPRESENTATION

For best results, use “slide show” viewFor best results, use “slide show” view Press F5 to begin the presentation in slide Press F5 to begin the presentation in slide

show view at the first slideshow view at the first slide You may use the navigation buttons in the You may use the navigation buttons in the

lower right corner to move forward or in lower right corner to move forward or in reverse order through the slidesreverse order through the slides

Notice the clickable action buttons for Notice the clickable action buttons for more detailmore detail


YOUR ROLE AS ADVISORYOUR 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.


SO WHAT DO YOU DO AS AN SO WHAT DO YOU DO AS AN ADVISOR? ADVISOR?

ListenListen Be a concerned mentorBe a concerned mentor Be approachable and availableBe approachable and available Be perceptive Be perceptive Initiate the contact when necessaryInitiate the contact when necessary

Know your limitsKnow your limits You are not an expert in all thingsYou are not an expert in all things Defer and refer to the expertsDefer and refer to the experts

Academic advising and registration Academic advising and registration

Click Here for More Detail

Click Here for More Details

Click Here for More Detail


TSTC MARSHALL CATALOGTSTC MARSHALL CATALOG

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


TSTC MARSHALL WEB SITETSTC MARSHALL WEB SITE

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


(DATATEL) COLLEAGUE(DATATEL) COLLEAGUE

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


COLLEAGUECOLLEAGUE

You should already have access to You should already have access to Colleague and your supervisor should Colleague and your supervisor should have shown you the basics of its use.have shown you the basics of its use.

If you do not have Colleague access, If you do not have Colleague access, please notify Mr. Jason Beach at Ext. please notify Mr. Jason Beach at Ext. 3244 or by email at 3244 or by email at [email protected]@marshall.tstc.edu to request to request Colleague access Colleague access


COLLEAGUECOLLEAGUE

Colleague has a number of screens that Colleague has a number of screens that you can access through you can access through mnemonicmnemonic commands. The next series are some commands. The next series are some helpful screens and reports, what they do, helpful screens and reports, what they do, and how to access themand how to access them

First, you need to know how to enter a First, you need to know how to enter a mnemonic command mnemonic command


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.


USEFUL COMMANDSUSEFUL COMMANDS

STAD – Student AdvisorSTAD – Student Advisor FADV – Faculty AdviseesFADV – Faculty Advisees STAC – Student Academic CreditsSTAC – Student Academic Credits TRCL – Transcript ListingTRCL – Transcript Listing RSTR – Class Roster ListingRSTR – Class Roster Listing XCRS – Roster listing or multiple class XCRS – Roster listing or multiple class

roster listings in report browserroster listings in report browser EVAL – Student progress toward degree EVAL – Student progress toward degree

planplan


STADSTAD

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


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.


STUDENT LOOKUP SCREENSTUDENT LOOKUP SCREEN

Student listing appears in this area.

Key in the number corresponding to the correct student.


STAD RESULTSSTAD RESULTS

The names of current and past advisors is shown.


FADVFADV

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


FADV RESULTSFADV RESULTS


STACSTAC

The STAC mnemonic command returns a The STAC mnemonic command returns a screen or series of screens showing screen or series of screens showing courses taken and grades received.courses taken and grades received.

The results can only be printed using the The results can only be printed using the “Print Screen” key, one screen at a time.“Print Screen” key, one screen at a time.

Advantages – STAC is quick.Advantages – STAC is quick.


STAC RESULTSSTAC RESULTS


TRCLTRCL

The TRCL mnemonic command returns a The TRCL mnemonic command returns a screen or series of screens listing courses taken screen or series of screens listing courses taken and grades received.and grades received.

The primary difference between STAC and The primary difference between STAC and TRCL is that TRCL does not include testing TRCL is that TRCL does not include testing scores to determine TSI status.scores to determine TSI status.

You may choose to see either official (OFF) or You may choose to see either official (OFF) or all (ALL) course listing.all (ALL) course listing.

The results can only be printed using the “Print The results can only be printed using the “Print Screen” key, one screen at a time.Screen” key, one screen at a time.


TRCL RESULTSTRCL RESULTS


RSTRRSTR

RSTR is the mnemonic command that RSTR is the mnemonic command that returns a screen or series of screens returns a screen or series of screens listing students enrolled in a particular listing students enrolled in a particular course section.course section.

The results can only be printed using the The results can only be printed using the “Print Screen” key, one screen at a time.“Print Screen” key, one screen at a time.


RUNNING A ROSTERRUNNING A ROSTER

Provide information about course name, number and section.


RSTR RESULTSRSTR RESULTS

Student listingappears in this

area.


XCRSXCRS

XCRS is a mnemonic command that XCRS is a mnemonic command that allows you to produce a printable roster for allows you to produce a printable roster for a particular class section, or a group of a particular class section, or a group of classes.classes.

The results are printable, can be saved as The results are printable, can be saved as a text file, or copied and imported into a a text file, or copied and imported into a spreadsheet.spreadsheet.


XRCS ProcessXRCS Process

Provide the informationwhere requested. Notethat in the “Course Section”area, multiple courses maybe entered.When finished press the F10 key.


XCRS PROCESS (Cont’d)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.



On this screen, simply pressthe F10 key.


XCRS RESULTSXCRS RESULTS

Student listing appears

in this area.


REPORT BROWSER MENU BARREPORT BROWSER MENU BAR

ExitBrowser

Export toText File Page

Navigation

Print to Local Printer


EVALEVAL

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


EVALEVAL

When invoking the EVAL report, the When invoking the EVAL report, the advisor has the option of requesting advisor has the option of requesting that the TSI Plan for the advisee be that the TSI Plan for the advisee be printed.printed.

Click the Details button to see a Click the Details button to see a series of slides on running the EVAL series of slides on running the EVAL report and the TSI Plan.report and the TSI Plan. DETAILS


TSI PLANTSI PLAN

The TSI Plan is an invaluable asset for The TSI Plan is an invaluable asset for advising students.advising students.

A A newnew student should have a printed copy student should have a printed copy of the TSI Plan when he/she comes to you of the TSI Plan when he/she comes to you for registration.for registration.

If not, have the student see their If not, have the student see their admissions advisor.admissions advisor.

To see how to use a TSI Plan, click the To see how to use a TSI Plan, click the “Details” button.“Details” button.

DETAILS


Early AlertEarly Alert If you know a If you know a

student is having student is having difficulty difficulty academically, academically, financially, or financially, or having personal having personal problems, take problems, take an interest – use an interest – use the Early Alert the Early Alert process!process! Details on Early

Alert Process


SUMMARYSUMMARY Remember that each new advisee must Remember that each new advisee must

have a TSI Plan.have a TSI Plan. For returning students, run an EVAL report For returning students, run an EVAL report

to see what courses are still needed for to see what courses are still needed for degree plan.degree plan.

When setting up to run the EVAL, request When setting up to run the EVAL, request the TSI Plan be printed.the TSI Plan be printed.

Stay engaged with your advisees.Stay engaged with your advisees. Take an interest in your advisees’ success.Take an interest in your advisees’ success.


IMPORTANTIMPORTANT

Student information is confidential, and that right Student information is confidential, and that right to privacy is protected under the law.to privacy is protected under the law.

When accessing student information, protect When accessing student information, protect that confidentiality.that confidentiality.

You may not discuss information about a student You may not discuss information about a student with anyone except the student, even family with anyone except the student, even family members, without a signed waiver on file in the members, without a signed waiver on file in the Office of Admissions and Records.Office of Admissions and Records.

advisor toolbox 1 tstc faculty advising advisor toolbox

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