Welcome!

BEST PRACTICES: EAB ADVISING SUMMARY REPORTS & NOTES

Presenters: Professional Academic AdvisorsAna Fernandez, College of NSSGerardo Lopez, College of ECSTJoaquin Franco, College of B&EMelissa Salas, College of HHS

Evelyn Espinoza, College of A&L

NEED?......Some Observations….

• Inconsistencies in the documentation among advisors.• Need for clarification on what to document on Advising

Summary Reports and Notes.• Need to discuss how to verbalize sensitive and personal

information.• Need to clarify how descriptive the advising summary

reports and notes should be.

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OBJECTIVE:• To review and discuss the differences between an

Advising Summary Report and EAB Notes.• To provide specific tips and examples that advisors may

use when documenting information in EAB.

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Why document an Advising Summary Report?

Reason# 1 Reason# 2

To record the logistical details associated with an advising exchange or interaction,

including attachments relevant to the session.

Effectively communicate among professional and faculty advisor in an effort to personalize

the advising experience for the future advising follow-up.

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Why document Notes on EAB?To provide easy reference to documentation (e.g. curriculum, roadmap)

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EAB Communication Content - ADVISING SUMMARY REPORT

The content of an Advising Summary Report aims to communicate:

• A summary of the communication exchange during the advising session as it relates to student success.

• What was the student’s concerns?

• What was the student seeking help with?

• What steps were taken to address student’s concerns?

• What advice and recommendations were made?

• What are agreed upon follow-up actions?

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EAB Communication Content - EAB NOTES

The content of EAB Notes aims to communicate:

• Information not associated with an advising exchange.

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EAB Audience - ADVISING SUMMARY REPORTWho can see the EAB Advising Summary Reports?

Academic Advisor & Campus Personnel

Advising Summary Reports can be viewed by the advisor who enters the report and other campus personnel who have access to the student’s profile.

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EAB Audience - EAB NOTESWho can see the EAB Notes?

College Advisor & Student

EAB Notes can be viewed by EVERYONE who has access to the student’s profile!

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Advisors & Campus Personnel

Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) entitles students to have access to any notes considered

part of their academic record. Any notes completed in the Student Success Collaborative (SSC) advising platform

are considered part of student’s academic record and are accessible by students, open records requests, and cour

subpoenas. This applies to notes whether they are designated as shared in the platform or not.

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Advising Summary Report vs. EAB NoteAcademic Related Documentation Not Associated with an Advising Exchange

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ADVISING SUMMARY REPORT….

Is this something the student would want other people to know?

Is this something another advisor would need to know? Why?

Is this something that is within my scope of practice to say? (I.e. Do I have the necessary training, and is this something related to my area of professional expertise?)

Are the details in my report based on fact?

Describe, don’t evaluate.

When in doubt, leave it out.

The Advising Summary Report should be academic related and avoid including personal potentially sensitive content, including:

Medical/Mental Health concernsLegal ProblemsRelationship problemsFamily concernsConflicts with specific instructors

Helpful Tips to consider when writing an Advising Summary Report

Questions to consider when writing an Advising Summary Report

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EAB NOTE

Are these notes associated with an advising exchange/interaction? If so, this information should be included in the Advising Summary Report and NOT under EAB notes.

Include information not associated with an advising exchange/interaction such as:

Attachments (i.e., LD/UD GE sheet, curriculum sheet, roadmap, campus resource list, forms, etc…)Student organization Information

Questions to ask yourself when writing EAB Note Helpful Tips For Writing EAB Note

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DOBriefly summarize what was discussed as it relates

to the student’s academic success

DON’TSummarize everything that was discussed.

Sensitive & Personal Information:• Student disclosed experiencing a difficult situation that

is having an impact on her academic success. Referredstudent to a student support service for additional support.

Sensitive & Personal Information:• Recommended student to Counseling and

Psychological Services (CAPS). I suspect depression.

• Referred student to Office for Student with Disabilities (OSD). I suspect a learning disability.

• Asked student to confer w/ Mr. Y about difficulty getting accommodations for visual disability.

• Student will see University Police about being stalked by ex-girlfriend.

ADVISING SUMMARY REPORTS: DO’S AND DON’TS

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DOBriefly summarize what was discussed as it relates to

the student’s academic success

DON’TSummarize everything that was discussed.

Judgements:• Student is concerned about grades in two courses.• Student is considering whether his current major is a

good fit. I helped him consider options.• Student needs to complete BIO XXXX before she can

apply for her major.

Judgements:• Student is not motivated to succeed in classes

this semester.• Student is struggling. I think he would have

been better off at a community college.• I doubt student’s ability to succeed in this

major.

Student instructors;• Encouraged student to take ENGL XXXX.• Recommended student take MATH XXXX.

Student Instructors:• Student is having a personality conflict with his

English instructor.• Student is considering dropping Math XXXX

because of a problem with the professor.• Student indicated that she is considering filing

a sexual harassment charge against her political science professor.

ADVISING SUMMARY REPORTS: DO’S AND DON’TS

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DOBriefly summarize what was discussed as it relates to the student’s academic success

DON’TSummarize everything that was discussed.

Personal Concerns:• Student reported extenuating circumstances

related to his academic progress.• Student discussed a difficult situation and

requested help from a campus support service.• Student disclosed a personal situation that’s

having an impact on how things are going this semester.

Personal Concerns:• Parents are going through a divorce.• Student was assaulted earlier this academic

year.• Sister has cancer; student is having very difficult

time staying focused on academics.• Student has to go to court next week; will miss

classes.• Student shared problems she is having with

motivation and time management. Referrals:• Referred student to Student Support Service on

campus.• Referred student to Financial Aid Office.

Referrals:• Referred student to OSD.• Referred student to CAPS.• Referred student to Health Center.

Attachments:• Attached important documents discussed.

Attachments:• Do not attach emails with sensitive/private

content.

ADVISING REPORTS: DO’S AND DON’TS

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SAMPLES

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EAB ADVISING SUMMARY REPORT EAB NOTES

• Brief and concise summary associated with an advising exchange/interaction • Information not associated with an advising exchange

• Student’s concern(s)

• Advisor recommendation or advice

• Action/Next Steps (between Advisor & Student)

• Referrals

SUMMARY

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ReferencesAdvising Summary Reports & Notes http://www.calstatela.edu/sites/default/files/groups/Undergraduate%20Studies/EAB/eab_training_guide_advising_summary_reports_vs_notes.pdf

Advising Connect: Note-Taking and Other Documentation in advising Connecthttp://www.u.osu.edu/advisortraining/files/2014/04/notetaking-14biai7.doc

Advising Notes: Best Practice3s Best Practices SSChttps://www.ndsu.edu/fileadmin/enrollmentmanagement/ssc/NDSU_Advising_Notes_Guide.pd

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February 20181

Holistic Repeat Checking - Done Checked the entire academic record and remove any duplicate credit

EAB Student Success Collaborative - Done

New Categories:

Service Indicators (Holds)

Denied Graduation

Ed Leave

Graduate and Credential Student Data

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Preferred Name - Done

Students have been be able to request since early January

Preferred Name Policy California State University, Los Angeles recognizes that some students may prefer to use a first name other than their legal name to identify themselves. The university acknowledges that a "preferred name" can and should be used where possible in the course of university business and education.

Students who would like to use a preferred name must formally make a request. If approved, the student's preferred name will be used in the university directory, in campus communications, on class rosters, on the student's Golden Eagle One Card, and in reporting, except where the use of the legal name is required. For example, some records, such as paychecks, legal documents, and transcripts, require use of a legal name; in such circumstances, the university will not be able to use the preferred name. However, whenever reasonably possible, the preferred name will be used.

Inappropriate use of the preferred name, including but not limited to misrepresentation or attempting to avoid a legal obligation, may be cause for denying the request.

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Final Exam Schedule The student’s final exam schedule will be available in GET after Spring Census

including time and location

EAB Student Success Collaborative – Winter Release targeted March 1 Campaign improvements:

Ability to include attachments with the campaign emails Active campaigns show on student profile Custom email text when resending an appointment campaign invitation

Ability to search for all grade symbols (W, NC, etc.) in advanced search And more!

Automated Nudges to Graduation Candidates Based on mass ‘Degree Audits’ notifies candidates who are not running clear with in-

progress reports. First notification after census for Spring candidates to promote timely resolution or moving

graduation date before fall appointments.

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Year Round Pell Grant

The Summer 2018 Pell Grant Website is live including a cost worksheet:

http://www.calstatela.edu/financialaid/summer-pell-grant.

Featured Topic at Spring Advisor Institute, April 13:

Admission Consideration for Native Students Applying to Majors with Major Specific Criteria – including use of the Degree Audit, EAB and the Degree Planner! Students interested in pursuing majors with major specific criteria must meet the specified

criteria in order to ‘declare the major.' Qualified freshmen will begin as pre-majors and then declare the major when they complete the major specific criteria. Pre-majors will be expected to meet these major specific criteria.

Major specific criteria provide a clear path to entrance to the major as well as degree completion.

Criteria also serve as an early alert for students who may need to explore other major options.

Except for Nursing, native Cal State LA students may ‘declare a major’ if they meet the major specific minimum cumulative GPA and required lower division preparation and are on-track for timely graduation (current policy requires completion within 120% of degree units – 144 for 120 unit degrees).

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Repeat Checking Automate Grade Forgiveness

Student and HR System Upgrade Project Required project Changes should be transparent to users (students, faculty, staff)

GET will be unavailable from about 5pm on Thursday, April 5 until Monday, April 9 at 8am.

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Created at University of Arizona within PeopleSoft

CSULB led CSU implementation with Chico and San Marcos

Oct 2014 First Majors Live

11 CSU campuses live - LA, Bakersfield and Channel Islands are wave 5 of the CSU implementation.

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Recommendations based on ideal timely progression

Plan is based on the student’s current progress and updates based on registration, course completions, transfer credit, and substitutions. Adds extra requirements when needed such as developmental math or calculus preparation.

Plan is customizable by the student and advisor including unit load, shopping –style course selection and drag-and-drop re-arrange courses.

Plan is integrated with degree audit, schedule planner and registration.

What-if capability for change of major, add a major/minor.

Who will be able to use the Planner?Must be on semester curriculum for GE and Major (Fall 16

or later)

Students cannot have any Cal State LA Quarter Credit

Major must be built and tested

How do you find it?

How do you know if it is available for the student?

NOTE: Screen shots in this presentation include samples from other institutions for illustration purposes.

If the ‘Degree Planner’ link is displayed in the Advisor Center – it is available for that student.

If the Degree Planner is not available for that student (prior GE or major/catalog year not built has quarter credit), the current basic planner appears.

Degree Planner Available:

Degree Planner Not Available:

Some Key Concepts…

Runs the Academic Requirements Report to see what is already met by any means.

Constructs a recommended plan based on the Advising Road Map setting unit preferences and course priorities.

Adjusts based on ‘co’ and ‘pre’ requirements built within the plan.

Ensures courses are placed in terms when typically offered.

Changing Preferences

Selecting Courses

Arranging the Plan

Changing Unit Load

Adding Summer or Winter

Educational Leave

Reprioritizes classes unless course is ‘locked’

Relooks for ‘co’ and ‘pre-reqs’ – may result in moving courses later

Checks courses for when they are ‘typically’ offered – may result in moving courses later

Attempts to move courses earlier to promote timely graduation if there is room in a term based on units and ‘typically’ offered

Drag and Drop!

Helpful ‘Hover text’

Warning and Error messages

Moving a critical course later

Moving a course with a pre-req too early

Courses can be ‘locked’ to prevent them from moving Selecting Courses to a meet a requirement.

Only Courses which meet the requirement and are typically offered display

Filters for exploring options

Advising Report with Planned Courses... Uses courses from the Planner if they have been selected and displays

with the Blue Star

Degree Planner

Advising Report with Planned Courses...

Additional Requirements

Overlap Requirement Check

Majors with ‘subplans’

Removing requirements

Future Use:

Off-track and warning indicators

Pre-major approach

Used for ‘free electives’ not required in the roadmap, additional English and Math needed based on their support needs and major…

Requirements are only ‘added’ until satisfied

In many instances, the system can double check the student made appropriate choices that meet the ‘overlap requirements’ like Civic Learning and add a requirement (prefixed with AUR:) and provides the student a message.

Student can select option once – no Advisor Request needed!

Student will be required to select by specific point, determined by major.

Generic version contains the ‘common’ requirements so will not add up to 120 until subplan is chosen

Remains at bottom of page including who did it. Hover over the ‘reason’ icon to see “why” Use “restore” to bring it back

Ability to make Alerts very visible

Share the same experience and review the exact same record with two exceptions: Advisors can add a message for the student on the specific requirement.

The student can only view it. Requirements can be set up so an advisor much do the course selection

rather than the student.

Degree Planner Page: The student’s current plan and where they can select courses Edit Preferences: Adjust terms the student plans to attend and how many units will be taken

per term Arrange My Plan: Drag and drop courses from one term to another Degree Planner Report: Shows the 4 year advising plan and the student’s progress in

meeting it What-If Report: Shows students what a new plan would look like if they are considering a

change of major or want to add a major/minor Overview: Provides a graphical overview of degree progress and planned coursework Advising Report: Run a student’s Academic Advisement Report (ARR) directly from the

Degree Planner page Advising Report Planned: Shows the same information as the Academic Advisement Report

(ARR) plus it includes planned courses

Students can access the Schedule Planner from Degree Planner in addition to the current ways.

One click to load the plan into Schedule Planner

Which majors will be ready?

How can I learn more about this new tool?

When will students have access?

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Our AA Team: Lisa and the Analysts

Our Consultants and ITS

Directors of Advising and Student Success

Degree Planner Specialists

Graduation Evaluators

Wednesday, February 14, 3:30 pm (SH C240) at 3:30 for those who couldn’t make the Forum

Try out the planner on any of the majors that are ready! These are open labs on a walk-in basis with experts to assist you as you work with real student records in a ‘test’ database.

Stop by during any of these times…No need to RSVP

Wednesday, February 21: 8:30 to 10:00 SH C363 10:30 to 12:00 SH C362 1:00 to 2:30 LN B105 (LEC 2) 3:00 to 4:30 SH C363

Thursday, February 22: 8:30 to 10:00 SH C363 10:30 to 12:00 LN B105 (LEC 2) 3:00 to 4:30 SH C363

College Major Code Major NameAL ART BA Art

AL COMM BA Communication

AL MUS BA Music BA

AL TVF BA Television and Film

BE BADA BS Accounting

BE BADF BS Business Administration – Finance

BE BADM BS Business Administration – Management

BE BADK BS Business Administration – Marketing

BE CIS BS Computer Information Systems

ED RHBS BS Rehabilitation Services

ET ME BS BS in Mechanical Engineering

ET CE BS Civil Engineering

ET CS BS Computer Science

ET EE BS Electrical Engineering

HHS COMD BA Communicative Disorders

HHS CRIM BS Criminal Justice

HHS KIN BS Kinesiology

HHS NTS BS Nutritional Science

HHS PH BS Public Health

HHS SW BA Social Work

NSS BIOC BS Biochemistry

NSS BIOL BS Biology

NSS POLS BA Political Science

NSS PSY BA Psychology

NSS SOC BA Sociology

Here are our key dates from a student perspective:

3/5 Summer SOC live 3/5 Fall SOC live 3/12 Fall validation appointments begin 3/12 DEGREE PLANNER LIVE 3/19 Summer appointments begin 4/2 Fall priority reg begins 4/11 Fall other undergrad reg begins

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Degree Planner: March 2018: Go-live of initial majors for Fall 2018 advising and

registration! Spring 2018: Review new changes and clarifications (GE, GWAR,

Academic Preparation) and adjust Degree Audit and Degree Planner

June 2018: Continue to active additional majors and pre-majors in preparation for orientation.

October 2018: Goal: All majors live! March 2019: Goal: All minors live!

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The Future is now!

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

Think About ItDr. Jen Miller, Dean of Students

Carol Roberts-Corb, Assistant Dean for Student Conduct

It Is Important• At Cal State LA, we are committed to doing everything possible to make this campus

safe, so that students can get the very most out of their educational experiences• On March 7, 2013, the Violence Against Women Reauthorization Act (VAWA) was signed

into law. This act requires universities to provide sexual violence prevention and awareness programs that educate students about prohibitions, reporting procedures, the university’s response to incidents, and resources for victims and survivors

• Cleary Act amendments, state audits’ recommendations and legislation• CSU policy (EO1095) and Title IX module requirement• The “Think About It,” course fulfills our mandatory annual online sexual and gender-based

misconduct awareness training requirement

Current Stats

Inform

Summer 2017:• July: invitation/message sent to all Cal State LA students• August: Reminder message sent to all students• All incoming students required to bring completion certificates to Golden Eagle Orientation

(OEDI presentation enforced message)• All student athletes reminded by their coaches• Housing residents reminder to take training• Think About It/Campus Clarity website development• FAQ development and distribution

Warn

Fall 2017:• Additional reminder to all students sent • OSD students sent reminder with additional accessibility

information• Additional reminder sent to U-SU and Student Life student

employees• Added to required training checklist for new student employees• Messaging sent via social media

Enforce

Winter 2018:• Messaging sent via GET to students who have not fulfilled their

requirements• Additional social media marketing • Hold Indicators placed• Automated completion/hold release process• Emergency release process

Messaging

Resources and Support

• FAQ• Office of the Dean of Students• Vice President for Student Life• Office for Equity, Diversity and Inclusion/Title IX Coordinator• Enrollment Services• Information Technology Services• You!

Phone Call Favorites• Why is it so long?• “I am a virgin, do I have to take this?”• I am too old for this training• I am married, why does this matter?• Why are you doing this to me, I would never do this?• Do I have to do this every year?• Is this just a Cal State LA thing?• I am triggered• I am graduating, do I have to take it?

Questions?

Contact UsUndergraduate StudiesCALIFORNIA STATE UNIVERSITY, LOS ANGELES5151 State University Drive, Los Angeles, CA 90032

Phone323.343.3830

Emailundergraduatestudies@calstatela.edu

Webcalstatela.edu