BGSU's Standard Operating and Advising Protocol documents intentional, best-practices for advising at Bowling Green State University. Best-practices include advising appointment documentation, graduation plans, early alert outreach, non-registered student tracking & reporting, and the use of Jabber communication.
Advisors manage their caseloads to ensure that students are receiving the support and resources they need to be successful. Advising appointments, notes and communication with students, should be documented in Navigate.
Documentation in Navigate summarizes major points covered during the meeting, such as the reason for the student’s visit and/or any challenges the student may be experiencing. Documentation in the online Navigate system provides a way to support students and advising practices across the University. Online documentation also provides a record of advising conversations that may prove to be essential and valuable if contentious or other unusual situations arise. Relevant documents (including drafted Graduation Plans) may be scanned and uploaded as attachments to Reports and Notes as applicable. Supplemental paper files should be maintained as necessary or as required by college/office protocol.
Every effort should be made by the advisor to complete documentation for each student with whom you meet (in person, on the phone, or via email) by the end of the day in which the appointment occurred.
BGSU has recognized and engaged early alert (consistent, intensive, and ongoing) faculty reporting as a best practice in student success and retention for a number of years. Equally, the importance of academic advisors, early intervention, and outreach has been long recognized and appreciated as an associated best practice in student success and retention. The Navigate platform offers the opportunity to bring predictive analytics and advisor case management technology to early alerts. Advisors can predict and identify at-risk students by isolating and combining characteristics, creating a campaign and/or a watch list, as well as documenting and tracking outreach efforts related to EA.
Cisco Jabber instant message technology is available to allow for efficient communication and collaboration between employees at BGSU. Instant message technology is not conducive for use in formal workflow of business processes and decisions. ITS recommends the following:
- Decisions and actions arrived at via instant message communications should be documented through the appropriate system of record.
- ANY communication has the potential to produce an official record. Please be advised that users of Jabber are responsible for identifying what constitutes a record.
- Jabber communications are not retained centrally by Information Technology Services (ITS). If the user requires that communications be retained for future reference, they must follow the process documented here