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Student Advising Policies and Procedures


Student Academic Support Services

Student Advising Policies and Procedures

2015-2016

To aid each student in realizing maximum educational benefits

available through resources at University of the Pacific.

The following policies and procedures apply to Student Advisors, instituted for the purpose of successful operations and promotion of the values of the Student Advising program.

I. Membership and Eligibility Policies

A. Student Advisors will be undergraduate students in their second year or greater or graduate students in an existing graduate program at the University of the Pacific.

B. All Student Advisors must maintain a 3.00 cumulative Grade Point Average, unless otherwise approved by the Associate Dean of Students to continue on staff.

C. The Student Advising program maintains and promotes a policy of non-discrimination and non-harassment in accordance with policy adopted by the University of the Pacific.

II. Selection of New Student Advisors

A. Policies

1) On average 40-55 students will serve as Student Advisors or as many as needed to support the size of each new cohort of Pacific students as determined by the Associate Dean of Students.

2) New Student Advisors are selected through an application and interview process that entails written responses, a requirement to speak about the position with one current Student Advisor or Faculty Advisor (provide the individual’s name and date of the conversation), as well as large group and individual interviews.

3) Specific criteria and timelines for the selection shall be set out by the Interview & Selections Committee and Student Academic Support Services professional staff.

B. Procedures

1) Student Advisors are expected to represent and main academic excellence (as reflected by a current Grade Point Average of 3.00). Freshmen may apply; however, selection will depend upon academic performance in fall courses. All applicants will be asked to provide progress reports from the faculty for all fall courses.

2) Preliminary qualifications are evaluated through the written application. Communication skills and attitudes, responses to case studies, and overall group interaction will be evaluated through group interview sessions conducted by the Interview & Selections Committee, current Student Advisors, and professional staff members from Student Academic Support Services.

3) The applicant will be required to participate in a final individual interview with a current Student Advisor and a professional staff member from Student Academic Support Services.

C. Training Course

1) After successful completion of the Interview & Selections process, newly identified candidates are referred to Student Advisors in Training (SATs) until official hire the following summer. SATs are required to register for a two-unit Foundations of Helping Relationships (SERV 57) training course offered each spring semester. The course covers topics relevant to successful peer advising and deep content knowledge related to resources and services at Pacific.

2) All newly selected SATs must complete the course to be officially hired. Exceptions may only be granted by the Associate Dean of Students.

III. Student Advisor Responsibilities

A. Student Advisors are all responsible for:

1) Modeling student success and embodying the tenants of servant leadership1

2) Remaining informed about promising practices for supporting students from varying backgrounds (first-generation, lower socioeconomic status, commuter, Veterans, freshman vs. transfer or hybrid, and underrepresented backgrounds)

3) Providing identity conscious information and guidance to new students regarding the transition to Pacific and higher education (i.e., orientation, Student Life programs, academic services, policies and procedures)

4) Maintaining a professional boundary with new students and refraining from dating any advisee while assigned as their Student Advisor.

5) Providing personal advice to facilitate self-understanding and academic achievement for new students (i.e., academic adjustment, study skills, personal adjustment, career development)

6) Providing effective referrals to available programs and/or services at Pacific and in the surrounding community

7) Responding to referrals and requests about supporting individual students made by the Associate Dean of Students and/or Student Academic Support Services professional staff

8) Completing a monthly advisee report related to contact and support provided to advisees (substantive interactions as well as aggregate monthly averages). This data is essential as it is used to substantiate program deliverables as well as monitor alignment between student needs and support resources available

9) Fostering relationships with faculty advisors and providing aligned support to advisees

10) Modeling professional and integrity standards of the program at University of the Pacific by upholding University policies (including SB 1349 of Education Code related to social media interactions with advisees/peers)

i. Respecting the confidentiality of student and program records by only accessing information necessary to perform duties as a Student Advisor. Only accessing the BANNER system from the Student Advising office in Hand Hall.

1 "A

servant-leader shares power, puts the needs of others first and helps people develop and perform as highly as possible" (http://en.wikipedia.org/wiki/Servant_leadership).

B. Committees

1) Student Advisors are encouraged to volunteer for one committee each semester. Committee meeting schedules are determined the Associate Dean of Students and/or Student Academic Support Services Professional Staff.

2) The number of committees is intentionally low to distinguish Program priorities for Student Advisors and maximize support provided by Graduate Assistants and other professional staff in Student Academic Support Services.

3) Each Committee Chair position is selected by Student Academic Support Services professional staff in consultation with the outgoing committee chair during the spring/summer prior to the coming academic year (term of appointment).

4) Description of Committees

  • Recruitment – Markets the SA position to the Pacific community. Plans recruitment events and participates in select Team Pacific recruitment activities.

Recruitment Chair: Represents Student Advising with Team Pacific. Coordinates committee meetings, member assignments, and execution of key tasks. Works in collaboration with the Interviews and Selections Chair.

  • Interviews and Selections – Responsible for the process and facilitation of interviews (group and individual) and selection of new Student Advisors.

Interviews and Selections Chair: Coordinates committee meetings, member assignments, and execution of key tasks. Established interview schedule, staffing coverage, and selection meeting. With the Graduate Assistant in Student Academic Support Services, coordinates the fall selection workshop. Works in collaboration with the Recruitment Chair and the SERV 57 Coordinator(s).

  • Spring Retreat – Plan and execute the spring retreat. Two primary objectives of retreat are: (1) community building among SATs and with Student Advising staff; and (2) transfer for existing Student Advisor knowledge and expertise to new SATs.

Spring Retreat Chair: Coordinates committee meetings, member assignments, and execution of key tasks. Works in collaboration with the Interviews and Selections Chair.

  • Additional hours will be granted to Committee members by Student Academic Support Services Professional Staff.

C. Community Service

  1. An essential tenant of servant leadership and the professional character of Student Advisors, community service opportunities will be provided throughout the academic year. It is requested that Student Advisors register with Reach Out (offered by the Center for Community Involvement/CCI) to log service hours. Service hours may be credited to any (other) campus organization so long as the hours are reflected in Pacific’s overall tracking of service hours via Reach Out.

D. Professional Development, and Retreat

  1. Professional Development Day is held each fall on a weekend to ensure all Student Advisors are able to attend without course time conflicts. Student Advisors are compensated hourly for attending Professional Development Day because it is mandatory and exceptions may only be granted by the Associate Dean of Students. Group/staff photos are taken and critical training is provided specific to duties of Students Advisors for the coming academic year.
  2. Spring Retreat is held each spring on a weekend to ensure all Student Advisors and Student Advisors in Training (SATs) are able to attend without course time conflicts. Compensation is not provided because retreat is optional for current Student Advisors and is mandatory for SATs as a component of completing SERV 57. SERV 57 exceptions may only be granted by the Associate Dean of Students.

IV. Office Hours, Sick Leave, & Timesheet Policies

A. Office Hours & Special Coverage

  1. Each Student Advisor is required to serve two (2) physical office hours per week (between 8:00am – 5:00pm) and one (1) additional hour will be granted during the month of October when pre-advising is occurring. The additional hour will take place in Hand Hall.
  2. During office hours, Student Advisors are required to uphold the following office requirements:

i. For office hours, sign in and out on the weekly schedule posted on the door of the Graduate Assistant for Student Academic Support Services. Student Advisors must sign in upon arrival. Timesheets will be compared to the schedule and only hours logged will be approved. Additional hours in October will be granted to students who have signed in on the schedule.

ii. Check personnel folder and office whiteboard for notifications.

iii. Support answering of office phones and utilize department message forms to ensure completeness of messages taken.

iv. Refrain from doing homework and/or personal matters (including meals) during your office hours. Please devote the hours to conducting outreach for students, engaging in professional development (such as reviewing the general catalog for advising information), and providing general support to the office/staff.

3. During office hours, Student Advisors should focus primarily on outward support to advisees (such as: meeting with advisees, sending advisees pertinent academic information, etc.) and secondarily on general work duties (such as: updating advisee progress reports, etc.)

i. While physically in the office, Students Advisors provide customer service to Pacific students, faculty, staff, administrators, parents and families (such as: answering phones, copying, office coverage, picking up and delivering documents to various department on campus, typing and producing documents, etc.).

4) Student Advisors choose their own office hours,

therefore, each Student Advisor MUST show up to scheduled office hours. Leaving the office for an extended period of time and/or getting lunch during office hours is not permitted or acceptable.

5) Special Coverage for office support during lunch (noon to 1pm daily) must be approved by the Associate Dean of Students. Compensation for this coverage will be provided in addition to weekly office hours.

B. Missed Office Hours

1) If you are expecting to miss your scheduled office hour, it is required that you get approval from Student Academic Support Services Professional Staff.

2) Office hours that are missed cannot be rescheduled for another time and/or date.

3) If a Student Advisor is not in compliance with these policies sanction guidelines (Section VIII. C.) will go into effect.

C. Sick Leave

1) Please refer to the Human Resources policy.

D. Overtime

1) There are 4 ways to accrue overtime. If you work more than 1 job on campus it is your responsibility to keep track of your hours and if you feel you might be about to begin working overtime you must alert a Student Academic Support Service professional staff before you begin working for Student Academic Support Services. Below are the ways an employee can accrue overtime:

i. Working over 40 hours in 1 work week

ii. Working over 8 hours in one day

iii. Working 7 days in a row

iv. Working on a holiday

E. Timesheets

1) It is mandatory that you submit your timesheets when they are due. Timesheets are due midnight the day after the pay period ends. For best practice please input your hours daily as you work. If you do not submit your hours on time it is your responsibility to send your hours to the Student Academic Support Services Graduate Assistant.

F. Federal Work Study

1) If you are eligible to receive Federal Work Study (FWS), it is asked that you use that funding for your Student Advising position

2) If you have more than one position on campus, FWS funds are to be split evenly between positions.

V. Orientation

A. Expectations

1) Student Advisors must be able to work at least one complete Orientation season, June or August, with no conflicts. Conflicts include but are not limited to summer school, family responsibilities, vacations, other employment, etc.

VI. Additional Student Advising Positions

A. Position Descriptions

1. Office Manager (1 position) – Social Media Coordinator (3-4 additional hours/week per semester)

i. In addition to responsibilities as a Student Advisor, obtain training in Pacific’s content management systems (CMS). Assist in designing and maintaining the Student Academic Support Services website. Monitor the Student Advising social media accounts (including recruitment events and Orientation groups), marketing plan, and birthday notifications. Monitor the department email account

sacenter@pacific.edu) and route questions and concerns to the appropriate staff and resources on campus.

ii. Selected by the Associate Dean of Students in the spring/summer prior to the coming academic year (term of service). Priority is given to applicants reapplying for the position.

2. Office Managers (2 positions) – Planning & Assessment Coordinators (4-6 additional hours/week per semester)

i. In addition to responsibilities as a Student Advisor, in coordination with Student Academic Support Services professional staff, monitor and execute assessments. Serve as lead related to planning and execution of key initiatives for Student Academic Support Services as a whole (in addition to Student Advising). If workload is slow during scheduled work hours, provide general office support for Student Academic Support Services.

ii. Selected by the Associate Dean of Students in the spring/summer prior to the coming academic year (term of service). Priority is given to applicants reapplying for the position.

3. Special Projects – Additional hours for special projects may be assigned by Student Academic Support Services professional staff throughout the course of the academic year. Special projects might include following up on referrals (for first year and continuing students) to provide personalized 1:1 support, Division/departmental initiatives, etc.

4. SERV 57 Coordinator(s) – 1-2 positions (15 additional hours total)

i. In addition to responsibilities as a Student Advisors, serves as key support person to Student Academic Support Services professional staff to plan (syllabus, resources, and assessments) and execute (attends the majority of sessions) the SERV 57 Student Advisor training course in collaboration with staff from New Student & Family Programs. Assist in identification and coordination of additional Student Advisor support in providing specific content for the course. Must be available to attend at least 75% of scheduled SERV 57 sessions and to attend the entire spring retreat.

ii. Selected by the Associate Dean of Students prior to each spring semester when the course is offered.

5. Orientation Director – Student Academic Support Services

i. In addition to responsibilities as a Student Advisor, assist in planning and execution of summer orientations (including block scheduling/advising). Supports Student Academic Support Services professional staff in planning for the coming academic year.

ii. Selected by the Associate Dean of Students and Student Academic Support Services professional staff in consultation with New Student & Family Programs staff each spring prior to the summer term of service.

VII. Compensation & Attire

A. Compensation

1) $10/Hour during Fall and Spring semesters

2) $9/Hour during New Student Orientation (serving as an Orientation Leader). Housing and meals provided during June orientation sessions (early check-in to on-campus housing is and meals are provided for August orientation sessions)

B.  Attire

1) Professional attire is required for official Student Advising work (such as orientation, interviews, tabling, etc.)

2) Each student advisor is given a black polo and nametag (worn on the right side).

3) Each student advisor is responsible for purchasing black and khaki bottoms (pants, skirt or shorts) in a solid color, no print or denim and if needed, a belt. The length must be no more than two (2) inches above the knee (no exceptions).

4) Polos must be tucked in unless Student Academic Support Services Professional Staff states otherwise.

5) Each student advisor is responsible for purchasing appropriate footwear

i. Orientation – shoes or sandals, no flip-flops, please tuck in your polo (with belt if needed)

ii. Professional Presentations, Meetings, etc. – shoes should convey interview attire; predominately black, white, orange or grey; matching the color scheme chosen for the day

6) Student Advisors should never wear attire representing the program when consuming alcohol or engaging in behaviors not reflective or representative of the integrity standards of the program and/or University.

VIII. Evaluation, Academic Probation, and Sanction Guidelines

A. Evaluation

1) Each Student Advisor is appointed as a Student Advisor for a single academic year term.

2) Each Student Advisor can re-apply for the position in the spring semester for the next academic year.

i. Criteria considered for reapplication process includes, but is not limited to, GPA, unexcused absences, professional/student conduct, etc.

3) Each Student Advisor will complete a self-evaluation at the end of each semester.

B. Academic Probation

1) Cumulative GPA checks will be conducted for all Student Advisors at the end of each semester.

2) Student Advisors in Training accepted to the program with below a 3.0 will be expected to show progress each semester toward a 3.0 each semester and cumulatively. Student Advisors working toward the 3.0 minimum (upon hire) will not be placed on academic probation so long as their semester GPA is a 3.0 or greater and advancing towards a cumulative 3.0 GPA.

3) Student Advisors who do not meet the minimum cumulative GPA (3.0) required for the program will be placed on academic probation, monitored the following semester, and encouraged to limit leadership roles within the program to focus on academic and work balance. While on academic probation, Student Advisors may be asked to complete a monthly progress report for each of the classes for which they are enrolled to be signed by the professor of the course. Thereafter, Student Advisors are expected to improve their GPA consistently each semester toward the minimum GPA (3.0) required.

4) Failure to comply with these procedures and/or GPA requirement may result in the Student Advisor taking a leave of Absence and/or dismissal from the program.

C. Sanction Guidelines

1) Violations will be dealt with on a case-by-case basis; however, the same professional and integrity standards will be held for all Student Advisors. Student Advisors who choose not to follow the guidelines for meetings, office hours, mandatory events or integrity standards will receive the following:

i. First non-compliant action

    • Student Advisor will be notified of the violation and warned of consequences of future violations via writing or person meeting.

ii. Second non-compliant action

    • A written warning from Student Academic Support Services professional staff will outline the action(s) to become compliant. The Student Advisor will sign two copies, one for him/her to keep and one to be kept on file.

iii. Third non-compliant action

    • The Student Advisor will meet with the Associate Dean of Students and to discuss consideration for dismissal or a leave of absence.

IX. Leave of Absence

A. Student Advisors may request a leave of absence, if they feel they are unable to fulfill their duties for a set period, but would like to remain part of the Student Advising Program.

1) Student Advisors who participate in Study Abroad programs or Co-Ops need to request in writing a leave of absence, if they wish to return when their program is complete.

B. Leave of Absences will not be granted to all Student Advisors who submit a request and will be managed on a case-by-case basis.

1) Some Student Advisors may be asked to take a leave of absence based on inappropriate behavior that does not align with the mission and vision of the Student Advising Program or for not meeting the academic requirements of the organization.

X. Resignation

A. Student Advisors may elect to resign their membership from the program, if they feel they are no longer able to fulfill their duties as a Student Advisor.

B. Student Advisors who have the intention of leaving the organization will be required to complete the following before their resignation is completed with the Student Advisor Program:

1) Student Advisors must meet with Associate Dean of Students to discuss the participant’s decision to resign.

2) Student Advisors must submit a signed resignation letter, detailing the reasons for the decision.

3) Student Advisors must return all organizational materials (i.e., keys, binders, books) to Student Academic Support Services, unless otherwise directed.

About This Policy
Last Updated
9/1/2015
Original Issue Date
9/1/2015

Responsible Department
Student Life