Illinois Institute of Art - Chicago

New Student Coaching Program

A New Student Coach is . . .• A knowledgeable and experienced guide who teaches (and learns)through a commitment to the mutual growth of both student and coach.

• A caring, thoughtful, and humane facilitator who provides accessto people, places, experiences, and resources outside the student’sexperience.

• A role model who exemplifies in word and deeds what it means to bean ethical, responsible, and compassionate human being.

• A trusted ally or advocate who works in conjunction with the student on behalf of student’s best interest and goals.

What a New Student Coach Is Not…• A (surrogate) parent

• A professional counselor or therapist

• A flawless or infallible idol

• A social worker

• A lending institution

• A playmate or romantic partner

• Academic Advisors/Tutors

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New Student CoachesThe New Student Coaching Program at The Illinois Institute of Art-Chicago seeks to enhance the experience of new students during their first quarter by providing support, encouragement, information, guidance, and a greater sense of community to those entering the school.

Coaches are dedicated to: Promoting the personal and academic success of all incoming students Serving as a good listener Acting as a positive role model Supporting incoming students in their transition to The Illinois Institute of Art-Chicago Maintaining high professional standards Ensuring confidentiality in all coach/student interactions Able to indentify resources on campus

Specific Responsibilities of Coaches

Attend Orientation to meet new students Host 2 face-to-face meetings per quarter Communicate 4 additional times via email or phone call per quarter Document contacts using the contact log (Appendix B)

Student information form/contact log: Document date, type of contact, activity, comments/concerns for each interaction Submit completed log to Dean of Student Affairs once congratulations card is sent

Training session/consultation: Quarterly meeting (before the start of a new quarter) Calendar invites will be sent to trigger required contacts Student Affairs department is available for consultation

New Student Coaching Program

Pre-Matriculation

First Point of contact would be a letter from the Dean of Student Affairs introducing the new student coaching program. The letter will also contain congratulations on choosing to attend ILIC and letting the student know we look forward to meeting them at orientation.

Letter/email sent one week before orientation -Appendix A

Orientation

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Coaches will be introduced at orientation with an overview of the program. The following points should be covered:

• Congratulations on choosing ILIC• Introduction of the coach and his/her role in the program• Introduction of the students in the group• Reason for the program (To help students know on campus resources and

connect to fellow students and college.)• Expectations of the coach and student:

i. Coach will: Contact the student throughout the quarter via e-mail and phone

ii. Coach will: Be available for appointments and via e-mail for students questions or concerns

iii. Student will: Use coach as a resourceiv. Student will: Get to know at least one other student and have three

conversations with that studentv. Student will: Attend at least one college-sponsored event/activity during

first quarter• Timeline for the quarter – touch base, phone calls, emails, and campus events• How to contact coach• How to contact the student

Student information/contact log – Appendix B

Week One (face to face group meeting)

Mandatory Meeting- In attendance are the coach and new students

• Icebreaker • Hand out FAQ• View the student portal (www.myaicampus.edu - login: AiChicago –

password: Edmc1234)• Talk about the importance of having and checking a working email account• GOoover requirement of attendance at one upcoming event, example Resource

Fair, Stud. Org. Fair, other campus activities (Summer Event Calendar)• Tour of Campus

ALC (Tutoring) Student Lounge Offices (Financial Aid, Advising, Accounting, Student Affairs) The Cage Library (Mart only)

Relevant documents can be found in Appendix C-FAQs/Talk One2One/MyAiCampus/Summer Event Calendar

Week Two

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Email students to remind them about ALC tutoring locations, phone number, and services. Also encourage students to communicate with their instructors if they are having academic difficulty. Reminder about requirement to attend at least one program in the first quarter.

Relevant documents can be found in Appendix D

Week Four

Call students to remind them about: registration for the upcoming quarter the importance of taking 4 classes register as soon as they can staring in week 5 so they can get their schedule

early to plan for next quarter Ask about about requirement to attend at least one program in the first quarter.

Reminder about upcoming events at the college. (Use Summer Calendar handout)

(Tip: ***Emails sent out in weeks two and four contained summer calendar and list of academic advisors.)

Week Six (face to face)

E-mail each student and invite them to stop by the coach’s office. Have a little gift for them (pen, candy etc.) When students stop by the coach’s office open-ended questions should be asked, such as:

How are things going? What mid-terms did you take? Why haven’t you registered for next quarter? When does the next student group/activity meet? Have you gone to a college sponsored event/activity yet? Why not? How many students have you made a connection with since starting school? If

none, how will you make that connection?

Relevant documents can be found in Appendix E

Mid-Quarter Starts (Week Six)

New Student Coaching Program will be introduced at Mid-Quarter Orientation .

Mid-quarter students will be added to the original groups.

Ask Mid-quarters students to stop by coach’s office for a one on one and use the information from the week one meeting.Relavent documents can be found in Appendix C

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Mid-Quarter Starts (Week Eight)

Start of the week: Email students to remind them about ALC tutoring locations, number, and services. Also encourage students to communicate with their instructors if they are having academic difficulty.

End of the week: Call each mentee and ask open ended questions, “what, when, how, who”. How are things going? When does the next student group/activity meet? Tell me about the student group or activity you attended. If you haven’t attended

yet, why haven’t you gone to a student group/activity yet?

Relevant documents can be found in Appendix D

Week Nine (All Students)

Send an email with attachment on stress management/study skills.

Remind about the “Talk one 2 one” program can stop by and see Student Support and Disability Services Coordinator, Sara Spiegel at Loop Campus Room 502. Attach the Talk One to One information.

Remind students to make sure they are using the student portal, “MyAI Campus”; this is how you will see your final grades.

Good luck on your upcoming finals.

Relavent documents in Appendices F & G

Week Eleven (All Students)

Send a card congratulating on completing the quarter and if they have any questions during their time at ILIC please stop by your coach’s office. ILIC Cards will be available for pick up at the Mart in Catherine’s office (Room 1265) and at the Loop in Sara’s office (Room 502).

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Outcomes and Assessment

Learning Outcomes

1. Students will be able to name and locate their coach within the campus.

2. Students will be able to locate the library, ALC, Advising Office, Financial Aid, The Cage, Accounting, Student Affairs, and Student Lounge on their campus. Students can identify the purpose and function of those offices.

3. Students will be able to positively identify at least one student (by name) that they have met and had at least three conversations with by the end of their first quarter.

4. Students will have attended at least one program.

Assessment for The New Student Coaching Program

1. How many students completed their first quarter?2. Survey Monkey for Students and Coaches

A. Students will be asked:a. Who was your coach?b. Were you in contact with your coach at least four times (via e-

mail, phone, or in person) during your first quarter?c. Can you locate the Cage, Student Lounge, Library, and offices

at your campus?d. What additional knowledge about ILIC did you gain from being

a part of The New Student Coaching Program?e. After completing this program how do you feel your coach

helped you connect to the campus community?f. How do you feel your participation in the program has led you

to have a greater connection with other students?B. Coaches will be asked:

a. Were you able you to complete the tasks of the coaching program? If no why?

b. How many of your student completed the coaching program?c. Do you have any suggestions or feedback on how to improve

the coaching program?

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Appendix ADate

Dear Future Student,

I am so pleased that you have chosen to attend The Illinois Institute of Art-Chicago. As you know, Orientation is quickly approaching. At Orientation, you will learn about your program of study, the resources available to you, and the numerous support systems that are in place for you. One of those support systems is the New Student Coaching Program.

At Orientation, you will meet your Coach. That individual will be assisting you with your transition to the Illinois Institute of Art-Chicago and working with you throughout your first quarter. Your first of many contacts with your Coach will take place at Orientation.

If you have any questions regarding the New Student Coaching Program, please feel free to contact me. Again, welcome to The Illinois Institute of Art-Chicago community!

Sincerely,

Catherine BrokenshireDean of Student Affairs312-777-8619cbrokenshire@aii.edu

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Appendix B

New Student Coaching ProgramStudent Contact Information

Please Print

Student Name:

Student ID#:

Program of Study:

Email:

Cell Phone number:

The above half sheet can be used at the initial meeting to obtain accurate contact information from each student participant.

Contact Log:

The contact log on the next page should be used to document contacts you make with students (meetings, e-mails, phone calls, etc). Any concerns or questions can be added, along with the student’s names, to the log as contacts are made. It is not necessary to use a separate log for each student.

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Contact Log

Orientation (Face to Face) Date:_______________

Comments & concerns:

Week One (Face to Face) Date:_______________

Comments & concerns:

Week Two (Email) Date:_______________

Comments & concerns:

Week Four (Email) Date:_______________

Comments & concerns:

Week Six (Face to Face) Date:_______________

Comments & concerns:

Week Six (Mid Quarter Starts – Orientation/Face to Face) Date:_______________

Comments & concerns:

Week Eight (Mid Quarter Starts- Email) Date:________________

Comments & concerns:

Week Nine (E-mail) Date:_______________

Comments & concerns:

Week Eleven (Card) Date:_______________

Comments & concerns:

Appendix C

FAQsWho do I contact if I need to change my schedule?If you need to make any changes in your schedule, please see an Academic Advisor.

Where do I go if I need supplies for a class?There is a Supply Store at the Mart Campus. You can purchase logo wear, and supplies at the store.

Who do I ask if I have questions about my academic program?Each major has an Academic Director that will be able to answer all your questions:

Dr. Richard Valente, Culinary – 8th floor Loop Campus Room 802Deann Grossi, General Education – Mart Campus, Academic Affairs Suite Room 1001Perrin Stamatis, Graphic Design and Digital Photography – Loop Campus, 2nd floor Room 202Scott Perry, Digital Film and Audio - Loop Campus, 2nd floor Room 202Jason Hopkins, Game Art Design, Media Arts and Animation – Loop Campus, 2nd floor Room 202Daniel Robison, Fashion Marketing Management, Advertising – Mart Campus, Room 1113Melissa McAtee, Interior Design - Mart Campus, Academic Affairs Suite Room 1001Victoria Sinon, Fashion Design – Mart Campus, Academic Affairs Suite Room 1001Karine Bravais-Slyman, Transitional Studies, Mart Campus, Academic Affairs Suite Room 1001

I would like to use my laptop here at school, what do I have to do?Go to “the cage” at either campus (Mart Room 1284 and Loop Room 211) and ask about installing the software that will enable you to connect while you are on campus.

To whom should I speak to if I have a personal issue?Any student who may have an issue she/he would like to discuss can call “Talk one 2 one” at 888-617-3362. The on-campus contact Student Affairs staff member is Sara Spiegel, Student Support and Disability Services Coordinator who can be reached at 312-777-8616 or sspiegel@aii.edu and her office is located at the Loop Room 502 floor.

How do I connect to the College-Sponsored Housing to lessen my commute to classes and meet more people in my program? Your first step is to speak with your financial aid officer so they can adjust your financial plan and then stop by the Mart Campus to speak with Ms. Rand, the Associate Dean of Student Affairs/Director of Housing. She can also be reached at 312-777-8622.

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Talk One-2-One Frequently Asked Questionsfor Students1. What is Talk One-2-OneSM?Talk One-2-One is a resource for confidential, convenient, and 24/7 support for a number ofproblems that may be challenging your health or well-being. We believe that no issue is toosmall. You can call us for a wide range of issues, such as dealing with stress and anxiety,family problems, roommate issues, and drug or alcohol abuse.

2. How does Talk One-2-One work?Talk One-2-One provides 24/7 instant access to professionals trained to deal with the specificchallenges of college students and provide them with support and assistance. To access TalkOne-2-One, simply call 1-888-617-3362 anytime, day or night. There’s somebody to talk to24/7/365, even during school breaks.

3. Do I talk to someone over the phone or in person?Initial support is provided over the phone. You start off by calling 1-888-617-3362 and talkingto one of our counselors on the phone. Many times problems can be resolved within thatphone call. But sometimes things are a little more complicated, and you may want to meet withsomebody in person to talk through your issues in-depth. In that case, we’d find you acounselor that’s close to campus so you could talk to somebody face-to-face. Talk One-2-Oneallows you to meet with a counselor for up to four sessions (not including the initial call) foreach issue you call us about.

4. Is there a charge?Talk One-2-One is offered at no cost to students through a partnership between individualcolleges and AllOne Health Resources.

5. Will my parents or anyone else know if I access this service?Talk One-2-One is completely confidential. Neither your parents nor your friends will know youcalled us, unless you tell them.

6. What are some of the kinds of problems that Talk One-2-One could help me with?You should feel encouraged to use this resource for a broad range of issues. Problems thatmay be minor for one individual can completely overwhelm another—which is why TalkOne-2-One abides by the philosophy that "no problem is too small." Examples of problemsyou can call us about include:

Stressed out about midterms Homesick Fight with roommate every night Parents are getting divorced

Having problems making friends Drinking too much Losing sleep over grades

7. How is Talk One-2-One different from assistance my school may provide?Because our support begins on the phone, Talk One-2-One encourages you to reach outwhen you are feeling overwhelmed, before small problems become big ones. Talk One-2-Oneis different from existing resources your school may provide because it is available 24/7, it canbe anonymous, and you don’t have to see somebody in person—we’re just a phone call away.

ANY PROBLEM, ANYTIME, ANYWHERE. 888.617.3362 Talk One-2-One is product of AllOne Health Resources.

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Appendix DWeek 2 Email

Hello,

It was so great meeting with you a few weeks ago and I hope things are going well.  I wanted to take an opportunity to and remind you that registration is right around the corner!  You’ll want to make sure you meet with your Academic Advisor. She will assist you in determining the best fall quarter schedule for you. Below is a list of Academic Advisors by program along with their contact information.

Academic Advisors Office - Mart Campus Room 1001

Beth CooperAcademic Advisor: Online; ADV; ID; ILDPhone: (312) 777-8626Email: ecooper@aii.eduMajors: Online, Fashion Design and Interior Design

Maja ColeSenior Academic AdvisorInternational Student AdvisorPhone: (312) 777-8625E-Mail: macole@aii.eduMajors:  Fashion Marketing and Management (Bachelors, Associates and Diploma); Advertising and Illustration and Design

Loop Campus - 2nd Floor Room 202

Valencia FunchesDirector of Academic AdvisingPhone: (312) 777-8620Email: vfunches@aii.eduMajors: Graphic Design

Megan WardSenior Academic AdvisorInternational Student AdvisorPhone: (312) 777-8621Email: mfanouth-nguessan@aii.eduMajors: All Culinary (Bachelors, Associates, Diploma), Baking and Pastry and Hospitality majors (Bachelors and Associates)

Brandi Aiken-McRaeAcademic Advisor Phone: 312-777-8623Email: bsaiken-mcrae@aii.eduMajors: Game Art Design; Audio Production: Media Arts and Animations; Digital Film Making; Web Design and Image Manipulations; Digital Photography; Digital Image Manipulation Certificate

Midterms are coming right up!  Have you been to the Acedemic Learning Center?  There are two locations – at the Loop Campus in room 513 and at the Mart Campus in room 1044. There are faculty members and student tutors that can proofread papers, help with software, and assist you with those math equations.   Please feel free to drop in ANY TIME!! Don’t forget about these upcoming events.  The following events are schedule for the next few weeks, so please check your calendar to see what you can fit into your schedule. 

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Healthy Relationships : Online and Offline – August 7th at the Mart Campus and August 8th at the Loop Campus. Both sessions start at 12:00 pm.

Community Service Project at the Greater Chicago Food Depository – August 22nd at 3:30pm. To sign up for this volunteer opportunity, please contact Ms. Sara Spiegel at sspiegel@aii.edu.

Throughout the month of August the Career Services Office will sponsor CAREER PLANNING CLASSES – for more information please contact their office either at the Mart or Loop Campus. Career Services can also be reached at 312-777-7752.

Good luck with mid terms and please let me know if I can assist you in any way.Sincerely,

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Appendix EWeek 6 Email

Hello Again,

It has been awhile since we have seen each other so I was wondering if you could stop by to see me. My office is located on campus. I am in my office ________(days) from ______ to ______ (time). I would love to hear how your first quarter is going and to know if I can assist you in any way. I hope you have been able to take advantage of the many events advertised on the Summer Quarter Programming Calendar, especially those sponsored by our Registered Student Organizations. As a reminder, all new students are required to attend one school sponsored program during their first quarter on campus. You can see the latest program offerings by logging into the Student Portal at www.myaicampus.edu.Looking forward to seeing you soon.Sincerely,

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Appendix F

Week 9 Email

Hello,

I hope your quarter is going well.  Now that you’ve made it through midterms, the next step is looking towards finals.  Remember, you have access to the Talk One 2 One program or you can stop by and see Sara Spiegel, the Student Support & Disability Coordinator whose office is on the 5th floor of the Loop Campus (180 N. Wabash) or you can call – 312-777-8616 or email – sspiegel@aii.edu if you want assistance with stress management.  It’s important that you are staying connected through My Ai Campus.  This is where you will go to find your grades (both midterm and final).  I wish you all the best with your finals and projects.  Please let me know if there is anything I can do to help. 

Sincerely,

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Appendix GWeek 9 Email

Time Management: You Need It

College life can be very demanding. Successful students develop a certain skill that helps them get work done on time and excel both in and out of the classroom. What's the secret weapon? Time management.

Make a Plan

Do you sometimes feel like time is managing you? That you have to scramble to get things done or stress about how to fit it all in? What you need is a plan. Creating a time management plan is a fundamental organizational skill that all college students need. The best place to start is to look closely at how you spend your time now.

Be Your Own Detective

By monitoring how you spend your days, you'll get a sense of your strengths and weaknesses in time management. This simple three-step process will help you analyze how you really use your time—including when you work best and when you may run into trouble.

1. Track a week. Write down everything you do for a week—when woke up, when you ate, when you had class, when you did homework, when you hung out with friends. Include the little things: the 20-minute phone call, buying a muffin at the coffee shop, checking e-mail. You don't need to describe things in detail; just mark them down quickly.

2. Crunch the numbers. At the end of the week, take a look at how you used your time. How much time did you spend studying each day? How long did you linger in the dining hall? How many times a day did you check e-mail or surf the Internet?

3. Note the patterns. Now you're equipped to draw conclusions about how you spend your time. Did anything surprise you? When were your most productive work periods? Where did you tend to lose time, like spending two hours channel-surfing, taking tons of coffee breaks or sleeping late? Did you procrastinate or find yourself forgetting to do things? How would you rate your overall efficiency as a time manager?

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If you miss any journal entries, don't give up. Just get to your notebook ASAP and write as much as you can remember. As long as you're reflecting on how you spend your time, you're on the right track.

The Big Picture: Planning

Now that you know your patterns, you can begin the most important step of time management—advance planning. Follow these tips to ensure you get everything done.

Set priorities and goals. In planning your time, you first have to think about what you want to accomplish and why. Make a list of all your priorities for the semester, big and small. Be sure your goals are:

Positive. Write "attend class every day" rather than "don't skip class." Positive focus is important for motivation.

Precise and measurable. Write "earn a 3.5 GPA" instead of "get good grades." You need to know how close you are to your goal and when you've reached it.

Achievable. Scoring 100 percent on every chemistry exam isn't realistic. Your goals should inspire you—putting them beyond reach sets you up for failure and discouragement.

Collect the big dates. Make a list of important dates for the entire semester, including dates from your class syllabi like exams and major deadlines, all personally important dates like birthdays, anniversaries, religious holidays and trips and dates of extracurricular activities and campus events.

Build a calendar. To get a sense of the big picture, put all your deadlines, due dates, exams, work hours, club meetings, sports practices and/or important personal dates into one calendar—then take a close look at what things overlap or happen close to each other.

To Do: Make a To-Do List

Seeing the big picture will only help you if you manage your time on a daily and weekly basis. One key to great time management is to make to-do lists, which help you break down commitments into small, achievable steps.

Your to-do lists should include everything you want to accomplish over a day or a week. Write it up before bed and reach for it first thing the next morning, and you'll know exactly how to stay on track. The great part is that checking items off the list is almost satisfying as completing the task itself. Try these tips:

Divide big picture responsibilities into small chunks. If your goal is to earn an A in calculus, your objective might be one hour of studying formulas every day for a week before an exam. That way you can measure your success and give yourself credit step by step.

Leave some wiggle room. One thing you can always expect is the unexpected—things will come up or sometimes take longer to do than you think. For important tasks, schedule slightly longer chunks of time than you might need.

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Be flexible with study time. You'll need to allow two to three hours of study time for each hour you spend in class—but you don't have to do it all at once. Any free 30 minutes is a good time to study.

Schedule downtime. Relaxation and fun are just as important as schoolwork. If you plan to play soccer with your friends, schedule it for an hour so you don't accidentally lose track of what you're doing.

Schedule bedtime too. Being sleep deprived can really mess with your success. Choose a regular bedtime and stick with it—the rest and routine will pay off.

Once you have all the pieces of time management in place, it's time to put it all together and make it work. Keep your calendar and to-do lists in a place you'll see them often. Prioritize—commit to doing the most necessary and important things first. Review your schedule often and revise as needed.

Tools for Better Timing

There are many resources out there that can help you manage your time. Some of them are people—make sure your friends know when you have a major commitment and make the most of the learning center, where staff members offer specific guidance for time management.

Pick up a daily planner or use the electronic version on your computer. Keep brightly colored file folders on hand for organizing different tasks. You can even use your mobile device to make calendars and lists.

You could also check out the Yahoo Calendar, which is free if you sign up and agree to a little advertising. If you're a Hotmail user, you might want to consider its calendar. Prentice Hall's Student Success site and Mind Tools also offer useful advice on time management.

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