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, and non-registered student tracking & reporting.
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 SSC.
Documentation in SSC 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 SSC 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 SSC 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.
Throughout the year and particularly toward the middle/last third of each semester, advisors and other student support professionals monitor students and advisees who are not enrolled for the following semester, communicate with them about their plans, and document related notes and comments.
The purpose of this outreach is to determine and document reasons why students have not yet enrolled, assist them in registering for courses, and determine if there are any opportunities to support them in continuing at BGSU in subsequent semesters. While the information gathered through this process is used primarily to assist advisors and others in helping students enroll for courses, it is also used for identifying students who might benefit from financial support, ensuring that students studying abroad or completing a co-op are properly enrolled, analyzing reasons students leave BGSU, and categorizing students who might be stopping out or leaving due to military obligations/orders.