Best Practices for Faculty Advisors

To get to know your students, you need to ask questions that go beyond “What classes will you take?” This list is a quick example of the type of leading questions that can help you gain insight into your advisees.

• What do you hope to eventually do with your life?
• Why did you choose to come to WKU?
• What majors or minors are you considering?
• Why are you considering those majors? Simply to prepare for a career? Do you really like that area of study? Do you think it will lead to a high-paying or prestigious job?
• Are there any special situations that we need to consider in planning your educational program? For example, do you have a job? Are you responsible for your family? Do you have a disability? Do you have military obligations?
• What questions do you have about WKU? Your major? Requirements? Scheduling?
• Where will you be living? What kinds of outside activities do you like? (Sports, music, theater, student government, literary)
• Are you aware of the resources available to you? (Tutoring, counseling, career planning, study abroad, honors)
• What, if anything, worries you about your college career? Do you have concerns about adjusting to the University?
• How can I, as your advisor, help you most? (WKU policies, scheduling, career guidance, problems — personal, academic, or other)

The Ogden Advising Checklist includes all of these items (with links) and more. Asking your advisees to complete the checklist will cover all of the below communication items.

• "Make sure you have reviewed your 5th Week Check-In Assessment."
  • Students can access their assessment report via TopNet by following this path: Student Services > Student Records > View 5th Week Check-In Report > Term > Display 5th Week Check-In
• "Make sure you have reviewed your current academic standing."
  • Students can access their academic standing via TopNet by following this path: Student Services > Student Records > View Academic Standing and College Readiness Report
• "Freshman and Sophomores, make sure you have been advised through ACDC as well. Identify any courses about which you may have questions (prerequisites, corequisites, other restrictions, typical offerings). Identify any restrictions/holds. Do you need to retake any courses?
• "Think about the following topics you might want to bring up at your meeting."
  • Research, internships, study abroad opportunities, shadowing, student clubs, or departmental involvement
  • Study skills or resources for academic success, time management tips/advice
  • Changes to your degree path or your career path, graduate school, plans after graduating, or needs for letters of recommendation
  • Extra resources including financial help, counseling, transportation
• "Please be prepared to take notes during our meeting."

• Know who your advisees are.
  • TopNet > Advisors & Student Data Entry > Advisees Eligible to Register
  • This content can be downloaded directly into Excel.
  • You can email all of your advisees from this page.
  • You can email selected advisees.
• Plan to begin advising at least two weeks prior to priority registration. Use the 5th Week Assessment as an early warning that advising time is approaching.
• Email all of your advisees with the logistics of setting up an appointment BOTH early and often.
  • WKU offers a scheduling app via TopNet.
  • You can set up open advising hours.
  • Multiple reminder emails are advised.
• Communication timelines and content suggestions are available here.
• Consider that many of our students work as well as carry full schedules. These meetings are best face-to-face, but be prepared to conduct a meeting via Zoom off-hours in the rare case where a student is not available between 8:00 am - 4:00 pm.

• One advantage to having appointments is that you can prepare.
• Review your advisee's iCAP or Degree Works audit.
  • TopNet > Advisors & Student Data Entry > Advisees Eligible to Register
  • Click on the degree audit icon () for the student you wish to review.
  • Most students will have Degree Works audits. iCAP is being fazed out but some upperclassmen may still be using it.
  • Degree Works Tutorials for Advisors
  • Degree Works Training Request
  • Running an iCAP Audit
• Review your advisees' current academic standing and 5th Week Assessment.
  • TopNet > Advisors & Student Data Entry > Advisees Eligible to Register
  • Any "marks" will be clickable in the 5th Week column.
• Review any advising notes you may have entered from last term.

• Review the Finish-in-Four Plan for the majors you advise.
• Be sure you are up-to-date on the requirements for Pre-Professional Schools if you advise those students.
• Review the common course rotations for your department at the bottom of this page.
• Prerequisite and corequisite classes are often posted in the degree audit but are also available in the course catalog.
• Be well-versed on courses that allow students to participate in independent research projects or internships within your department.

• After and advisee session, select the student you have just advised
  • TopNet > Advisors & Student Data Entry > Advisees Eligible to Register > Select Student
  • Lift the hold
    • Advisors & Select Data Entry > Holds Update (under Student Info/Maintenance)
    • Change "Not Advised" to "Advised" under the "See Advisor" registration hold type.
  • Provide Feedback
    • Advisors & Student Data Entry > General Student Comments (under Advising/Administrative Tasks) > Overall Follow-Up
    • Check all of the boxes that apply to your session and add notes to describe the general advice given or any specific issues that may require follow-up.
    • These notes are available to anyone who may advise the student. They help keep messages consistent.
    • You can also use this tool to indicate the student was not advised despite your best efforts.
  • If the session was particularly in-depth, consider sending the student an email with a summary and links or documents you may have discussed.