Helping students accomplish their goals is often determined by how well advisors, staff, and faculty work together by sharing information, tracking students’ progress, and interjecting assistance at appropriate moments.
The Advising Staff at the University Advising Center created and has been using an electronic database advising information management system since 2000. It is a system designed by and for academic advisors to support students in reaching their goals. Here are your options at this point:
Assessment staff is able to have the students sign-in when they show up in one of three ways. They either are able to swipe their student ID through the card reader, write down their SSN, or input their SSN through our wireless keypad.
This is done when the student signs in. We select the reason the student came in and also the contact portal.
The advisor is able to select the student’s major status as undecided, uncertain, undeclared or declared.
The advisor is able to select a possible major for the student and record that in our database.
The advisor is able to select a referral for the student and verbally provide the referral information to the student.
Student records can be exported to another department that uses the system without compromising “department specific notes”.
View all instances where this student was visited by our staff. Staff can click on an instance and view information from that visit
Advisors are able to input comments specific and private to other advisors. No one else is able to view that information. These are important during quality assurance checks.
Advisor’s comments will be emailed to the student upon completion of the AXIS session. These notes are viewable by other advisors during quality assurance. If students request, they can access these notes from the web by requesting the advisor to set up a student AXIS account.
Every instance in AXIS must go through quality assurance. This is done to ensure accurate and timely advising for each student. By default, the advisors of record will not be able to perform quality assurance on their own work.
If there are problems with an advising event, both the student and initial advisor are notified through email, and the students name is put in the “file to fix.” Then, the initial advisor is able to go back and review the public and private notes for the initial advising instance as well as the quality assurance. They are also able to update the notes and ensure that there are no more problems with that particular advising instance. Each time an advisor updates the problem advising instance, the student is notified of the status.
Students are sent email receipts of all advising sessions they have with AXIS. This receipt informs them of all information that was discussed and left by the advisor including referral information. Students also receive an email when a file has been quality assurance checked to inform them that there are no problems. Students and staff receive emails if there is a problem with the advising session that needs to be addressed.
This is the common ground that both Advisors and Students agree upon. The content of the email (AXIS) is what the advising center understands is the most accurate information regarding the student’s future plans and/or current situation. The email sent to students gives them a moment to reflect upon the actual advising session and compare it with the summary received from AXIS. Any discrepancies should make students aware that the Advising Center needs to be notified.
Advisors have the ability to search the database for student information based on their SSN or search by first or last name. They are able to either view their academic record or can view all instances they have had with the ACTT and AXIS.
The assessment team keeps track of all contacts they have each day. This includes telephone calls, walk-ins, etc. They also categorize each contact into one of several areas. At the end of each day they input information to be used in reporting.
If a student requests, advisors can create an account so that students can go back and view the information that advisors put in their public notes through a web interface.
AXIS Administrators may add new users and update current user information (email, permission level, supervisor, description, etc).
This allows the Advisors to update and add different reasons for students to appointments. This information is tracked for reporting.
This allows the staff to update and add majors as they change. We are able to update the major as well as the major abbreviation.
This allows the staff to update and add referral information.
AXIS administrators are able to run a report that lists each student seen by each advisor, and then totals those numbers and calculates the percentage. We are also able to track ethnicity of students seen by each advisor and the percentage. As well, first generation college status for a specified range of dates may be tracked.
Staff can search the public and private notes for a common word and have a listing of those identifying numbers (ss# at TTU) where that word appeared. The staff member can then select the SSN and view that particular advising instance.
The system administrator updates the records we have in our database based on a new tech report pulled from the main frame.
Modules may be developed that can harness the information contained in AXIS without compromising security. These plug-ins take advantage of existing database connectivity as well as the group/application permission structure.
Functions or aspects of AXIS (like files to be fixed) may be elevated to the person’s supervisor when certain criteria is met (ex: the initial advisor being a part-time employee).
Integrated into the core of AXIS is a permission structure based upon user-created groups or individually assigned application permissions. With this setting a portion or plug-in of AXIS can be restricted.
The section that follows contains an outlined version of the coming entry to the AXIS interface for students, advisors, and others who may venture into the world of myAdvising.
We encourage you to check back frequently to monitor our progress toward this exciting and incredibly useful tool.
person clicks on the my.Advising link and is offered a pretty LCMS page (www.advising.ttu.edu/login) with: