Reminder: Next Advising Forum is on December 9, 2016 10:00am-11:30am

KH C4075Topics coming soon…

Agenda

1. E-Advising Update

2. Coordinated Care Network for Cal State LA students

3. Professionalization, Growth, and Development:Establishing an advisor identity in the changing landscape of Higher Education

November 20163

Proactive Advising Degree Planning Timely Decisions Accurate and

Integrated Tools for Advisors and Students

4

Improving processes and automation to support timely: Admission Transfer Credit Financial Aid Scholarship Selection Advisor approved changes (substitutions, waivers,

change of major, etc.) Graduation Application and Checks

5

Goals: New Fall 2017 Transfer students will have an initial

transfer credit evaluation including courses through Fall 2016 before their orientation/advising session.

New and continuing students will have all transfer credit evaluations up to date prior to each registration/advising session.

Transfer Credit should be applied to satisfy as many degree audit requirements as possible.

6

Enhancing our Transfer Credit Rules: Undergraduate Studies targeting feeder community

colleges and high transfer areas for articulation. They are streamlining the recommendation/approval process.

The Registrar Office is building General Education and General elective rules for our feeder community colleges based on Assist.

Goal: To build as many rules as possible by mid-March. About 70% of transcripts come from 15 schools!

7

Enhancing our Transfer Credit Processing: Admitted transfer students will be required to submit

official transcripts in addition to the ECD by May 1 to secure a place in the class.

Admissions has been increasing our e-transcript partnerships and has implemented technology that scans paper transcripts to read the courses speeding up the data loading.

Admissions and the Registrar Office will be sharing the responsibility for the evaluation of the transfer credit leveraging automation wherever possible.

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Advisor Request SystemSimple, Paperless, Transparent, Accountable

Goal: Timely processing of Approved Changes and Adjustments so the Degree audit always accurately reflects what remains to graduation.

Requesterinitiates in GET

Student Advisee Center

Responder (Graduation/Records)

Updates GET

GET Sends Confirmation Email Notice to Student

and Requester

Change MajorUse this Request Type when changing a student's major.

Change OptionUse this Request Type when changing a student’s Option.

Adding 2nd Major or MinorUse this Request Type when making change to the student’s academic plan: adding or dropping a 2nd major or minor.

Transfer Credit EquivalencyUse when transfer courses have been approved by the major/minor department to satisfy specific Cal State LA courses.The course will be treated as if it was the Cal State LA course for graduation purposes, including satisfying enrollmentrequisites (prerequisites).

Major Course SubstitutionsUse this Request Type when substituting a Cal State LA or external credit course for a major requirement.

GE Requirement Term ChangeUse this Request Type when making change to the GE (General Education) Requirement Term (catalog year).

Major Requirement Term ChangeUse this Request Type when making change to the Major Requirement Term (catalog year)

Associate Dean, Department Chair, Director, AdvisorRequests are initiated by the administrator or faculty/professional advisor as authorized by the college

Types of Requests:

◀ Select Request Type

◀ Read Instructions

◀ Enter Updates

◀ Enter Optional Comment

◀ See status◀ Confirm student was notified

◀ Extensive logging that includes text of email sent to student

◀ Emails encourage students to review the change in GET including their Degree Audit (Degree Planner in the future!)

Request Status and history are available in GET!

View access will be granted to other areas that work with students.

Implementation Timeline

Current paper and email process as well as use of Authorized Student Exception functionality will continue to be supported during implementation.

1. Directors of Student Success and Advising pilot system

starting by Dec 1

2. Available to most professional advisors by end of fall

semester (some security/access updates may be required)

3. Direct Course Substitutions in GET disabled by end of fall

semester

4. Available to faculty advisors starting in January 2017

Goal: Full adoption by the end of the Spring semester!

Improving tools to support: Proactive Advising Communication between advisors and students Identification of students not on-track in their major Exploration of majors Multi-year Degree Course Planning

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©2015 The Advisory Board Company • eab.com

Student Success Collaborative TM

Cal State LA EAB CampusImplementation Strategy

©2015 The Advisory Board Company • eab.com

17

Recommended Features and Users involved in Spring 2017 Go-Live

Cal State LA’s Phase I Approach

User Base

• Center-based Academic Advisors

– Academic and Student Affairs

– Athletics

• Faculty Advisor Pilots

• Students

Advising Management

– Advising Center (Front Desk Mode)

• Appointments/Scheduling

– Appointment Campaigns

– Advising notes/summary reports

– Text/email communication with student

– Advisor calendar integration

– Student Profile Page

– Watch lists and saved lists of students

– Advanced Search

Student Platform

– Schedule advising appointments

– View class information, progress reports, shared notes, personal calendar

Groups Moving Forward

Key Platform Functionality

©2015 The Advisory Board Company • eab.com

18Outlining Key Milestones- Phase IMilestone Planned Date Dependencies

Professional Advising Go-Live May 1 Production site validated, Phase I users trained, soft launch complete

User Trainings –Professional Advising staff

April Consider spring semester schedule

Permissions and configurations final in production site

March Professional advising workflow updates, all configurations and permissions reviewed and signed off

Success Markers Workshops February Institution Reports complete

Specialist/ Success Markers Training January

Specialist selected, Specialists complete eLearning Modules. Institution Reports validated by leadership team, success marker engagement team identified

Permissions and configurations final in training environment

January Professional advising workflow updates, all configurations and permissions reviewed and signed off

Specialist Kickoff Webinar December Specialists/training team selected

Training site validation December Initial configurations/permissions in site, workflow development team assists with functional site validation

Data Validation & Signoff on Test Site Build

October -November

Data complete

Initial Configurations & Permissions in Shell Site November

Site shell available, Application Administrator in place, leadership team review of new/existing permissions and configurations

Introduction to Institution Reports November Data complete, Institution Reports generated

©2015 The Advisory Board Company • eab.com

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Recommended Features and Users involved in Fall 2017 Go-Live

Cal State LA’s Phase II Approach

User Base

• All remaining advisors (faculty/professional)

• All faculty-only

• Students (expanded actions)

• Tutor admins

• Tutors

Faculty-specific

– Proactive progress reporting, alerts

– Message, add notes on students

Student Platform (additional permissions)

– Schedule advising appointments

– Send message to advisor, professors

Tutoring Management

– Kiosk/Check-In to track student attendance

– Scheduling

– Reporting

Early Alerts

– Progress Report Campaigns

– Issue an alert

– Referrals through cases

Groups Moving Forward

Platform Functionality

Beginning with Fall 2017 Registration in March: Ensure course ‘typically offered’ values are accurate

Implement ‘validation’ functionality so students can check course eligibility before enrollment appointment

Beginning with Spring 2017 Grading in June Automate repeat checking including grade forgiveness.

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April/May 2017: Program kick-off◦ Identification of pilot majors and creation of road

maps October 2017: Go-live of pilot majors for

Spring 2018 advising and registration! March 2018: Additional majors go-live October 2018: Goal: All majors live! March 2019: Goal: All minors live!

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The Future!

23

Aligning our community, processes and technology in support of student success.

SUPPORTING THE SUCCESS OF OUR STUDENTS

Dr. Jonna Fries, Director, CAPSDr. Jen Miller, Dean of Students

Carol Roberts-Corb, Assistant Dean for Student Conduct

• What does supporting the success of our students ultimately look like?

• What services are provided?

• Who is involved?

Dream Big

Dean of Students Family• Career Development Center• Center for Student Involvement• Counseling and Psychological Services • Office of Students with Disabilities• Student Conduct Office• Student Support Services• Student Health Center• Associated Students Inc.

Food and Housing Security Support

• Director of Student Success• Community Temporary Housing Options• Future Food Pantry• Short-Term Loans• Cal Fresh Applications• Educational Outreach Campaigns• Farmers Market Collaborations• System-Wide Research and Conference

Student CARE Team

• Resource for faculty & staff to report and/or get guidance on how to respond to concerning student behavior.

• Proactive approach to respond to non-emergency concerns and to develop appropriate courses of action for referred students.

• Goal is to support students who may be in distress and/or whose behavior is of concern to others before they rise to crisis levels.

• Emergencies in progress-call 911 or University Police at (323) 343-3700.

CARE Team Membership

• Counseling and Psychological Services (CAPS)• Dean of Students Office• Housing Services• Student Conduct• Office for Students with Disabilities• Student Health Center• University Police• Others as needed (Academic Affairs, Title IX Coordinator, Veterans

Resource Center)

• Let’s brainstorm a few scenarios

• For each scenario:• How might the CARE team assist?• What would be the best possible outcome?• What might be key considerations for the scenario?

CARE Team Reporting

Supporting the Success of Our Students as a Campus

President's Mind Matters Campaign

• Presidential Leadership• Campus Culture of Wellness• Programs/Initiatives• Mind Matters Video Series• Therapy Dog Program• Mental Health First Aid Training• Women’s Heart Alliance

http://www.calstatela.edu/mindmatters

Student Health Center

• Counseling and Psychological Services• Health Services

• Psychiatry• Chiropractic Clinic• Dental Clinic• Optometry

• Health Promotion and Education• Preventative Care

http://www.calstatela.edu/studenthealthcenter

CAPS (Counseling and Psychological Services)

• Student Health Center, Top Floor, Station #4• Hours:

• Monday-Thursday: 8:30-5:45• Friday: 8:30-12:00 and 12:30-4:45

• Appointments by phone (3-3314) or In Person• Triage (criteria on next slide)• Individual, couple, and group psychotherapy• Psychiatric Services• Workshops and Trainings for students and employees• In-class presentations• Consultation to faculty and staff

• Yadira Anguiano, PsyD• Jonna Fries, PsyD, Director• Cameron Holliday, LCSW• Jackie Meltz, PsyD, LCSW• Maritza Nigro, LCSW• Jennifer Reyes, LCSW• David Rudesill, LCSW• Paris Silva, ABD, LCSW• Thea Winkler, LMFT• And we are hiring!

Triage/Same Day Appointments

• Thoughts of killing yourself• Thoughts of harming yourself• Thoughts of harming/killing others• Concerned about your safety (such

as: violence or stalking)• Concerned about safety of another

(such as: peer, child/teen)

• Recent trauma (such as: sexual, physical abuse, assault, death)

• Hearing voices• Seeing things• Recent diagnosis of a new serious

illness• Recent discharge from a psychiatric

hospitalization• Medication refill

What is an Education Record?

• Records that are: • Directly related to a student• Maintained by an educational agency or institution or a party acting for or on

behalf of the agency or institution.• These records include but are not limited to:

• Grades, transcripts, class lists, student course schedules, health records (at the K-12 level), student financial information (at the postsecondary level), and student discipline files.

• The information may be recorded in any way, including, but not limited to:• Handwriting, print, computer media, videotape, audiotape, film, microfilm,

microfiche, and e-mail.

Family Policy Compliance Office

HIPAA or FERPA: Which Protects Therapy Records?

• Treatment records (HIPAA protected) are excluded from the definition of education records (FERPA protected) unless they are disclosed for any other purpose other than treatment, at which point that portion of the record is converted to education records (FERPA protected):

• Students inspecting their own treatment record• Letters to the court• Disclosures to other campus entities

• Who can then see that portion of the record? • Anyone the school determines has a legitimate educational interest

Joint Guidance on FERPA and HIPAA

What is Not Protected by FERPA?

• FERPA does not prohibit a school official from disclosing information about a student that is obtained through the school official’s personal knowledge or observation and not from the student’s education records.”

• Classroom behavior and students’ personal disclosures (unless recorded and maintained as part of the educational record).

• Records of a law enforcement unit of an educational agency or institution.

Family Policy Compliance Office

When are FERPA Disclosures Permissible?• §99.36 What conditions apply to disclosure of information in health and safety

emergencies?• An educational agency or institution may disclose personally identifiable information from

an education record to appropriate parties, including parents of an eligible student, in connection with an emergency if knowledge of the information is necessary to protect the health or safety of the student or other individuals.

• (c) …an educational agency or institution may take into account the totality of the circumstances pertaining to a threat to the health or safety of a student or other individuals. If the educational agency or institution determines that there is an articulable and significant threat to the health or safety of a student or other individuals, it may disclose information from education records to any person whose knowledge of the information is necessary to protect the health or safety of the student or other individuals. If, based on the information available at the time of the determination, there is a rational basis for the determination, the Department will not substitute its judgment for that of the educational agency or institution in evaluating the circumstances and making its determination.

Family Educational Rights and Privacy Act Regulations

Questions?

Professionalization, Growth and Development:

Establishing an advisor identity in the changing landscape of higher education

The Theory and History of Advising as a Profession – Marcedes Butler

Advising Leadership: Setting the example – Andrew Long

Tales from the South: Professional takeaways from the 2016 NACADAAnnual Conference in Atlanta, Georgia – Maria Anzaldo, AlisaCarithers, Julissa Gutierrez,

History, Leadership, ParticipationAdvising on the move at California State University, Los Angeles

The Theory and History of Advising as a Profession

Dr. Marcedes Butler

The Theory and History of Advising as a Profession

Marcedes ButlerHistory of Advising

Prior to the 1960s, “in loco parentis”- Faculty took on the role of the parent & educator.

The landmark 1961 case Dixon v. Alabama was the end for in loco parentis.

Since the1960s- Introduction of theories & models of student growth, change and development (Astin,1970; Tinto,1975).

The influx of 'baby boomers’ on college campuses in the 1960/1970s brought an increased demand for student advising and counseling.

Functions of an Academic Advisor

An academic advisor is not someone who simply hands out schedules! What does the research say?

• Students who are the happiest and academically the most successful have developed a solid relationship with an academic advisor, a faculty member, or an administrator who can help them navigate the academic and social aspects of the university campus (Pascarella& Terenzini, 2005).

• Regardless of institutional type, solid academic advising has an important impact on student persistence (Heisserer & Parrerre, 2002).

In his book, Four Critical Years, A.W. Astin (1977) proposed the three main functions of an academic advisor:

1. Advisor as a humanizing agent, whose interaction with students occurs outside the classroom and in an informal setting, so that the student feels comfortable seeking the advisor out.

2. Advisor as counselor or mentor, who helps guide students through academic policy and procedure, offers advise and listens, and refers them to support when needed.

3. Advisor as educator or instructor, who teaches students strategies for success and helps them understand curriculum, the purpose of their academic program, and encourages problem solving, critical thinking, and decision making.

The Profession of Academic AdvisingCAS Standard:The Council for the Advancement of Standards in Higher Education (CAS) was established in 1979 with the purpose of helping to foster and enhance student learning, development, and achievement at institutions of higher education.

CAS promotes the development of standards (ethics) in student affairs, student services, and student development programs.

Professional Organizations:• National Academic Advising Association (NACADA)-1977• National Association of Student Personnel Administrators (NASPA)-1919• American College Personnel Association (ACPA)-1924

Higher Education:• BS/MS -Rehabilitation Service• M.S.-Counseling-Student Development in Higher Education • Ed.D.-Educational Leadership• Ph.D. -Higher Education

Advising Leadership: Setting the example

Andrew Long

Advising Leadership

The Five Practices of Exemplary Advising Leadership: How to Help Academic Advisors Accomplish Extraordinary Things (2016 NACADA Annual Conference, Atlanta, GA)

Julie Enciso, Prince George’s Community College

Steve Young, University of Maryland

Adapted from Kouzes. J.M. and Posner, B.Z. (2012). The Leadership Challenge. San Francisco: Jossey-Bass

Advising Leadership

What values matter to you as an Advising

Professional?

Review the list of values in the table below and circle the

5 values that are most important to you.

Values impact the decisions we make as leaders and

advisors. Advisors who are clear about their values set

standards and expectation guidelines for their students.

Adapted from Kouzes. J.M. and Posner, B.Z. (2012). The Leadership Challenge. San Francisco: Jossey-Bass

Advising LeadershipAligning Values with Actions

Choose one or your Five Values. Identify an advising action or behavior that matches the value.

Example:

Listening is something that I value as an Advisor. What actions can my Advising Center and I take that reflects this value?

• Host open forums for students

• Create a suggestion board in the Advising Center

• Develop a survey for students about their advising experience

• Ask colleagues their opinions during department meetings

Adapted from Kouzes. J.M. and Posner, B.Z. (2012). The Leadership Challenge. San Francisco: Jossey-Bass

Your Value Advising Behaviors That Reflect This Value

Advising LeadershipAdvisors as Leaders

Advisors play a crucial role in the student experience. Literature has shown this, students have reported it, and advising staff and administrators know this.

But

Leadership and professionalization is not accidental. Advisors must intentionally practice leadership and professional qualities by:

• Seeking out opportunities for growth and development

• Stay current with professional publications and theories

• Participate and collaborate in advising initiatives

• Understand new technologies and advising trends

• Develop professional values and standards and apply those to all professional

interactions

Tales from the South: Professional Takeaways from the 2016 NACADA Annual

Conference in Atlanta, Georgia

Maria Anzaldo, Alisa Carithers, Julissa Gutierrez

Marcedes Butler

Professional Participation