Advising Documentation

Each advising session’s notes should be documented in comments (spacmnt.) Personal advising sheets/notes may be kept in addition to comments (spacmnt) documentation in one’s office as supplemental advising documentation, but not in lieu of official documentation in comments (spacmnt.) If documentation is not entered electronically in comments (spacmnt), that documentation must be kept for 5 years from the date of a student’s last attendance.

Include a brief synopsis of the session and what was discussed, such as schedule and campus preferences, financial aid and scholarship requirements, and directives and referrals for the student. Include enough notes to inform your colleagues of prior background information to help guide the student in subsequent contacts.

Sample Documentation:

Ok: Advised student to take ENG 101, BIO 101, ART 101, MAT 120, and CPT 170. Tasheka Johnson

Better: Student plans to transfer to Clemson for Psychology. She lives in Anderson and would prefer to take all of her classes at the Anderson campus. Based on major and LIFE scholarship requirements, recommended she take ENG 101, BIO 101, ART 101, MAT 120, and CPT 170. Discussed maintaining 3.0 GPA and 30 LIFE-eligible credits to maintain LIFE scholarship. Tasheka Wright

Ok: Student is unsure about her major. Referred to Career Services and Early Childhood Education program director.

Better: Student is unsure about her major – she is deciding between a 2-year Early Childhood Education degree and transferring for a 4-year elementary education degree. Referred her to ECE Program Director and Career Services to clarify major/career goals. Tentatively recommended ENG 101, COL 103, ART 101, PSY 201 as these courses satisfy requirements for both. Directed student to follow-up after speaking with ECE and Career Services to verify/update courses as needed. Tasheka Johnson

Ok: Student needs to take all online courses. Recommended CPT 170, COL 103, and ENG 101, and MAT 101 – all online. Tasheka Johnson

Better: Student is currently sharing transportation with her mother making it difficult to attend classes multiple days a week, so she requested all online courses. Discussed the importance of time management and self-regulation in being successful in online courses. Also discussed how online classes work and the importance of communicating with instructors. Referred the student to the tutoring center for online tutoring and time management. Recommended CPT 170, COL 103, and ENG 101, and MAT 101 – all online. Tasheka Johnson