Creating Your First Year/Semester Student s Group Advising session

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1 1 Creating Yur First Year/Semester Student s Grup Advising sessin This dcument is meant as a spring bard t get yu thinking abut yur wn grup advising sessins based n yur campus demgraphics. This is nt an exhaustive list f questins as I m sure yu ll find questins will arise each semester until yu have created yur wn well-iled Grup Advising machine. Will yu structure yur Grup Advising Sessins by Majr r simply guide them thrugh their Prgram Sheet as a grup f Fist Year/Semester Students (General Educatin Requirements)? What will yur Grups lk like? 1. Wh will run Grups a. Advisrs Faculty (bth) b. Wh is pint persn 2. Hw many grups will yu run each semester and when a. Weekends t lessen the I can t make it excuse What wuld yu like yur first year students t knw? Wh yu are and where yu re lcated 1. Where they can get mre help with registratin 2. What classes t register fr when 3. Overview f their specific prgram sheet Hw will yu prvide incentive t attend? Will yu use psitive (extra credit) r negative (hlds) reinfrcements? 1. Is there a faculty member wh culd rally the trps s t speak 2. Is tying grup t a class fr yur majr pssible a. d yu have a class r culd ne be created b. faculty buy in a must! Decide hw yu re ging t get them there Hw will yu ntify students? 1. Mail merge 2. Hld n accunt preventing registratin a. Wh will generate list f students b. Hw will the hlds be placed/remved c. Wh manages hlds Behrend-Nelsn

2 Grup Advising Respnsibilities Each semester, Reprts Persn (ur reprts persn fr IUIE-similar access as Registrar) will run a list f undergraduate, new admits Including TRANSFERS and INTER-CAMPUS TRANSFERS and transfers frm ther divisins as well as students enrlled in EDUC-F100 the day after census is cmplete. This is an Aut-run reprt and the list shuld include student s IUSB.edu s as well as their Secndary if listed. Thse names are added t the running list f students wh didn t cme t grup frm the last semester. We need the fllwing data fr ur reprts: Cded EDUC at IUSB Undergrad nly Last Name First Name Student ID Majr IUSB Other Phne Reprts Persn cmbines the lists f students, deletes duplicates, and s list t Crdinatr and her supervisr. Crdinatr saves the list t the H: and sends invites t students (with link attached fr days and times) Sets-up tracking spreadsheet fr Recrder and s when it s ready Sends t Faculty Crdinatr asking him t remind faculty t make annuncement in their class that students shuld check their . (Many EDUC-F100 faculty chse t put the days and times f Grup Advising in their class syllabus) Often the F100 Crdinatr mentins Grup in Admin Cuncil meetings and in Schl f Educatin Meetings as anther way f reminding faculty the dates are appraching. Reprts Persn- Place hlds in batch effective immediately and sets them t expire the day befre pen enrllment fr the next semester. Behrend-Nelsn Page 1

3 Crdinatr and Facilitatr(s) When students attend grup, they are given a prgram sheet t write ntes n. We ask them t sign in (clearly with their student ID r birth date) using the sign-in sheet We MUST check the list befre anyne leaves the rm t ensure we can read every name and that they have included their ID r birth date. After Grup is ver we hand ut the evaluatin frms t each attendee. They cmplete the evaluatin, write their name at the tp f the page and turn that dcument in t their F100 instructr wh then gives them credit fr attending The instructr cuts r blacks ut the students name and returns the cmpleted evaluatins fr their class t the Crdinatr wh distributes accrdingly. (The initials n the frm and the frm itself tell wh shuld receive that evaluatin) Crdinatr and Facilitatr(s) Attendance lists shuld be turned in t Recrded after each grup Recrder Will cut their name frm the Nt Attended tab (spreadsheet lcated n the H:) and paste that name under the Attended tab then manually remve their hld in Onestart. Sends an t the Reprts Persn, Crdinatr and Facilitatr(s) after grup advising is ver explaining spreadsheet is cmplete. Crdinatr Reviews spreadsheet and sends the names frm the Nt Attended tab (thse wh didn t attend grup) t the Reprts Persn wh remves their hlds allwing fr pen registratin. Hwever thse names are added back t the batch hlds list fr the next semester which starts the prcess ver again fr thse wh chse nt t attend. In thery, the end result shuld be anyne wh desn t cme t grup will never be able t make their early registratin until they attend. They will always have a hld during early registratin that will be remved fr pen registratin but put back n 2 weeks int the start f the next semester t blck them frm early registratin fr the next. Recrder Checks the new admits list fr the next set f Grup Advising against the previus semester s Attended list t ensure thse wh are enrlled in EDUC-F100 during their secnd semester in the Schl f Ed. are remved frm the new hlds/mailing list as they have already cmpleted grup in the semester prir We set ur Grup days and times an entire semester in advance s that faculty are able t use thse dates in their syllabus and ur web site is always current. We send that inf t ur Web Master fr psting n ur Student Services page and t the EDUC-F100 Crdinatr wh distributes t F100 faculty requesting they include this infrmatin in their syllabus. Behrend-Nelsn Page 2

4 2-3 weeks befre the start f each semester, the Crdinatr r Supervisr sends a friendly reminder (with the up-cming grup days and times attached) t the EDUC-F100 Crdinatr asking that he fllw-up with faculty t ensure they include Grup Advising inf in their syllabus. 3 weeks befre the semester ends, the Crdinatr r Supervisr sends anther friendly reminder t the EDUC-F100 Crdinatr requesting he remind faculty t return the evaluatin frms they received. Crdinatr cllects and cmpiles Elementary Educatin surveys and sends final reprt t Supervisr Facilitatr cllects and cmpiles Secndary Educatin surveys and sends final reprt t Supervisr And the prcess starts ver again fr the next semester. Behrend-Nelsn Page 3

5 Key t Webpage Any dcuments n this website are saved in a frmat t allw mdificatins. Please feel free t edit as needed. Abut IU: Simple Demgraphics saved as (iusb_demgraph.dc)- Simple demgraphics f ur students t cmpare with yurs Overview: New Student Orientatin saved as (ns_rient_verv.dc)- Very brief verview f what is typically cvered during ur New Student Orientatin and blded items f what is cvered again during Grup Overview: One Hur Appintment with Advisr saved as (first_meeting_cklist.dc)- What s cvered in their hur appintment with their Advisr in the Schl f Ed. and blded items f what is cvered again during Grup The Start-up kit: t Students saved as ( _students.dc)- This is the actual invite students received this semester fr Grup Advising days and times. Please check this link first because the link embedded in this dcument will nt be valid after ur Fall 2011 Semester starts Sample Elementary Ed Pwer Pint saved as (el_ed_present.ppt)- Sample Elementary Ed Pwer Pint Presentatin Sample Secndary Ed Pwer Pint saved as (sec_scial_st.ppt)- Sample Secndary Scial Studies Pwer Pint Presentatin Breakdwn f Slides in Outline Frm saved as utline_during.dc- What we cver during Grup (a breakdwn f each slide in utline frm) Ratinale saved as (utline_prcess.dc)- The thinking behind what is said and why during Grup Student Survey saved as (assessment.dc) The is the student s Glden Ticket a cpy f survey students cmplete and return prving they attended Grup Final Reprt saved as (final_ reprt.dc)- This is the actual Final Reprt Submitted t my Supervisr frm F10 Respnsibilities Defined saved as ()- Wh des what and when it shuld be cmpleted Behrend-Nelsn Page 1

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