Training Objectives Day One
Summer 2013 NSO Training PACE Academic Advising Center
* Take Individual Staﬀ Pictures * Review NSO * Calendar & Scheduling * Stations & Staﬃng * Prep Days * Folder Items * Building Schedules
* NSO Days
Agenda Day Two
* 8:30-‐9:30 – Applied Arts * 9:30-‐10:30 – Education * 10:30-‐11:30 – Fine Arts * 11:30-‐12:30 – Health Professions * 12:30-‐1:30 – Lunch * 1:30-‐2:30 – Liberal Arts * 2:30-‐3:30 – McCoy College * 3:30-‐4:30 -‐ Science
Summer 2013 Calendar * SARS Grid Codes * NSO Prep * NSO PACE * LAB 124 * LAB Derr * No OPEN days till 8/5 with additional NSO PACE and NSO Prep days for Late NSO, 8/15-‐8/20.
Summer 2013 PACE Academic Advising Appointment Policies * The front desk will not schedule appointments for the 2013-‐2014 PACE students until August. * PACE Academic Advisors will be the only ones creating appointments on their calendars between now and the aforementioned date in August. These appointments are for speciﬁc students that each advisor will evaluate on a case-‐by-‐case basis. * Only when an On-‐Call is available, will the front desk utilize the SAR Drop-‐In.
Push Week – Regular 2-‐Day – Single Day Sessions
* Push Week: Overlapping, overnight NSO sessions. Regular 2-‐Day: Overnight sessions. No overlapping. * Single Day: Day 1 Admissions & Day 2 Advising are done in a single day. * Day 1: NSO Check-‐in, admissions information, etc. * Day 2: PACE NSO advising and registration, PACE workshops.
Summer 2013 Calendar
PACE Academic Advising NSO Teams and Duties
* NSO Teams * Ashley: Ryanne, Georgeann, Bailey * Lupe: Stephanie, Jaimie, Juan, Chanell * Staci: Janet, Jeanette, Robert, Lindsay
* NSO Duties in addition to NSO Advising * Lab 1: UAC 124 * Lab 2: Derrick Hall 114 * On-‐Call: Attend to the SARS Drop-‐In and the PACE Advising emails, review orientation advising forms, change majors, ﬁling, etc.
Summer 2013 Calendar
PACE Academic Advising NSO Duty Times * Push Week Duties: * 3:30-‐5:00 * Regular Two-‐Day Duties: * 4:00-‐5:00 * Single Day Duties: * 4:00-‐5:00
NSO Daily Schedule: Summer 2013
NSO Daily Schedule: Summer 2013 Student Numbers and Lunches
* 3 Diﬀerent Schedules: * Push Week Schedule: Start at: 8:15 am, 259 Students, 10 Groups * Regular 2 Day Schedule: Start at: 8:10 am, 302 Students, 20 Groups * Single Day Schedule: Start at: 12:00 pm, 200 Students, 10 Groups
* Lunch: The “gaps” between of Single Days.
with the exception
* Push Week: 11:30-‐12:30
* Regular 2-‐Day: 12:00-‐1:00 * Single Day 11:00-‐12:00
NSO Student Groups
On-‐Deck, Advising, & Registration!
NSO Staﬃng & Duties * PACE Academic Advisors * The advising portion of NSO, registration lab leaders, on-‐call
* STAFF * Boko’s Room/Triage
* University College Student Workers * Making copies, building folders, distributing folders to students on NSO days, check-‐in process, waiting area monitoring
* Any adjustments to the day will be reviewed by Angie on a case by case basis.
Further Staﬀ Information
* http://www.admissions.txstate.edu/admitted/ orientation/staﬀ.html * http://www.admissions.txstate.edu/admitted/ orientation/staﬀ/ol.html
* PACE Mentors & Academic Coaches * Registration lab assistants during the lunch hour
* Orientation Leaders & Coordinators * Registration lab assistants, communication between Admission’s NSO team and PACE Academic Advising
Contact Information Folder Station
UAC 142: Boko’s Room
* All advisors will receive a small index card with important contact information. * * * * * *
Angie Claudia Eric Tradup Javier US 1100 Etc.
NSO Days Stations, Staﬃng & Descriptions * Folder Station
* Staﬃng: University College Student Workers * Location: Immediate Entrance * Description: NSO Student will form an alpha sorted line to retrieve their NSO folders. The folders will be distributed to students as they enter the building.
* Check-‐In Station
* Staﬃng: University College Student Workers * Location: By the lobby computers * Description: NSO Student will form an alpha sorted line to check in for advising.
* Waiting Area
* Staﬃng: Orientation Leaders/University College Student Workers * Location: Lobby * Description: OL’s and Student Workers will help NSO students ﬁll out the NSO advising forms while waiting for an academic advisor to retrieve them for the advising portion of NSO.
UAC 124: Computer Lab 1
UAC 174: Student Retrieval UAC 159: Athletic Academic Center
NSO Days Stations, Staﬃng & Descriptions * Advising
* Staﬃng: Academic Advisors * Location: Academic Advisor Oﬃces * Description: Academic Advisor will advise the student on courses they should register for.
* Boko’s Room/Triage
* Staﬃng: * Location: * Description: If an student needs additional time for the advising portion they will be assisted by the Boko’s Room staﬀ.
* Computer Labs
* Staﬃng & Location:
* UAC 124; STAFF, Orientation Leaders, PACE MAC * Derrick 114; Claudia, Orientation Leaders, PACE MAC
* Description: Students will register for their recommended courses
15 Minute Break
NSO Prep Days
* Make copies of the folder items * Build a schedule for each student * Build student folders * Alphabetize student folders
NSO Prep Days Folder Items
ü PACE Academic Advising Syllabus ü Degree Audit Hand Out ü Orientation Advising Form ü NSO Survey * Student Proﬁle Sheet * COGNOS Evaluated Transcript * One Bobcat Schedule Builder Schedule
NSO Prep Days Building Schedules
* Folders will be sorted by college and distributed to the college liaison pairs. * The college liaison pairs will not get the same college each time.
* Use the Student Proﬁle Sheet, the COGNOS Evaluated Transcript, and Bobcat Schedule Builder to build one sample schedule. * These Student Proﬁle Sheet and the COGNOS Evaluated Transcript will be in the student folder and available for you to use. * If the COGNOS Evaluated Transcript is not provided, check COGNOS for any updates.
Student Proﬁle Sheet
Student Attributes: Learning Communities, PreMed/ PreDent, etc…
Verify Test Scores and Developmental Placement with INB SZATXSI and SOATEST!
Other Special Student Populations
* Learning Communities * Honors * Athlete * Pre-‐Med/PreDent * Etc.
Math Placement INB SOATEST
* Not listed as attributes but should be kept in mind… * * * * *
45+ Hours ROTC ESTARS Veterans Fine Arts: * Stephanie: Art & Music * Ashley: Dance & Theater
* Not College Ready/Not Satisﬁed * College Ready/Satisﬁed * Waived * Exempt * Read Carefully!
Developmental Courses and Blocked Courses TSI TEST AREA
ENGLISH 1310, 1320
MATH 1300, 1311 MATH 1315, 1316, 1317, (DEPENDING ON SCORES) 1319, 2417, 2471, 1329, ETC.
HISTORY 1310, 1320; PSYCHOLOGY 1300; POLITICAL SCIENCE 2310, 2320; ENGLISH 2310, 2320, 23330, 2340, 2359, 2360
SOME UNBLOCKED CORE COURSE OPTIONS: UNIVERSITY SEMINAR 1100, COMMUNICATION 1310, ART/DANCE/MUSIC/THEATER 2313, PHILOSOPHY 1305 OR 1320, SOCIAL SCIENCE CORE: SOCIOLOGY 1310, ANTHROPOLOGY 1312, GEOGRAPHY 1310, ECONOMICS 2301 OR 2314, NATURAL SCIENCE CORE.
COGNOS Evaluated Transcript
NSO Prep Days Building Schedules
* In Bobcat Schedule Builder, use sections with larger quantities of available seats. * Be aware of speciﬁc student attributes * Highlight any sections that are required for speciﬁc student attributes * * * *
Residential College, Learning Communities University Seminar Honors Etc…
* Write any helpful notes on the suggested schedule.
* Return all content to the folder, alpha sort and ﬁle when you are done.
NSO Prep Days
SO, you know how to use Bobcat Schedule Builder.
How to Use Bobcat Schedule Builder
For your consideration, here are some tricks of the trade from your fellow colleagues:
When you receive your stack of students for the day, start by doing some sorting.
Sorting– ﬁguring out a system that works for you– will save you from continually resetting the specs on your Bobcat Schedule Builder for each individual student.
What works for
Start by sorting students by learning community, regardless of major or other attributes. After you’ve built schedules for learning community students, sort remaining profiles by:
is what is what I’m calling the flip-flop method. Robbie sorts his students much like Ashley, except he flip-flops his learning community students.
DAY 1 Gen Pop
DAY 2 Res College
LESSON: Preparing your Bobcat Schedule Builder for LC students, particularly Residential College students, can be time consuming.
Find a method that works for you. Stephanie has one final suggestion:
Good Questions to Ask Is this schedule “walkable”? Is this schedule “doable”? Is this schedule a good model for students’ future schedule building?
Remember that Bobcat Schedule Builder and SSB mirror one another. If a class is listed as “off campus” on SSB, you’ll have to select the “off campus” option in BSB If a class doesn’t appear on the list of options in BSB, that’s probably because it’s full in SSB. ***maaaybe.
…But Remember …But Remember
As summer goes on, and classes begin to disappear, asking these questions will become a luxury.
Simply make your best effort to make solid sample schedules for students, and feel free to use these tips, methods, and questions as a guide J
* Folder Station, Check-‐In, & Retrieval * NSO Advising * Registration Lab * After Advising is Over
Folder Station, Check-‐In, & Retrieval
* Student workers will distribute folders to the NSO students as they come in to the building. * After receiving their folders, NSO students will line up to check-‐ in. Student workers will place labels with the NSO student names on a sheet of paper in the order that they check in. * Art, Dance, Music, and Theater students will be speciﬁcally highlighted for Ashley and Stephanie.
NSO Days NSO Advising
* Not your typical advising session! * Approximately 10 minutes! * Good tools to have ready: * INB * PACE Binder * Business card for email follow ups
* Advisors will need to speak with one of the student workers to retrieve a student for advising.
Before NSO Advising
* * * * *
Before advising the student on courses, verify/document the following: The top part of the NSO Advising form has been ﬁlled out Any updates AP, DC, IB, or currently enrolled credits that are not listed in the on the student’s COGNOS Evaluated Transcript Any updates to TSIP/Math Placement that may eﬀect their TSI status/applicable courses. Holds on the student’s account. The student’s Major. Submit a Change of Major form if needed.
* Any student that needs more attention and will take more than the approximate 10 minutes. * If the student has 45+hours * If the student is undecided between majors * If the student provides any additional information that requires more attentions
During NSO Advising
* Discuss the prepared schedule with the student.
* Explain any speciﬁc sections that were chosen due to the student’s unique attributes.
* Fill out recommended courses on the student’s NSO Advising form.
* Consider putting the Course Registration Number (CRN) as well.
* Be sure to document any additional information that pertains to the student’s courses or other referrals. * Make sure the NSO Advising form is signed by you and the student and that all information is legible. * Provide the student with a business card for any follow up questions.
After NSO Advising
* After the advising portion is complete, escort the student back to the waiting area where they will be directed either to the computer lab in UAC 124 or Derrick 114. * Shampoo, Rinse, and Repeat.
* Keep copies of: * * * * *
The advising form Student Proﬁle Sheet Change of major form Evaluated Transcript Any other critical information that eﬀected the advising decisions
DOCUMENT, DOCUMENT, DOCUMENT!
After NSO Advising
* When you have an opportunity, review your advising forms and process any change of major forms you have received. * Follow up with the student if necessary via email for documentation purposes. * Be sure to attach any follow up information to the advising form. * File the forms when you are done.
NSO Tips! * It may be your twentieth orientation, but it is that student’s ﬁrst and only! * It may be the billionth time you have said it, but it is the ﬁrst time that student has asked it. * Don’t be afraid to ask questions and rely on each other. * It’s ok to knock on someone’s door and ask questions.
* Take the break when you need it. It needs to be done! * Eat and go to the bathroom.
* Take care of yourself. Get plenty of sleep and vitamins. * Go fast, wear comfortable shoes, have quick non-‐messy snacks * Emphasize healthy food selections for lunch!
NSO Tips! * Exercise and stress relief, physical and mental stretching! * Have a positive attitude! * Be patient with yourself.
* Give yourself 5-‐points to cover during the session: 1. Explain advising appointment, not typical appointment 2. Check test scores, math placement and TSIP 3. Check DC and AP 4. Check major status 5. Stay on Task
* Feng Shui! * If you do not want to be checking the time on your computer place your clock behind the student * Inform the student that this is not a typical meeting/ advising session * Use spotify to create a 15 minute playlist to help keep track of time. No Metallica /distracting music.
* Use the PDF PACE ﬁle * Don’t try to memorize everything * Don’t make assumptions * Know when to use the BOKO/Triage room * Always double check the TSIP scores on the Student Proﬁle Sheets
* Having clear and concise notes! * Document, document, document! * Don’t pressure yourself to go so fast that’s when mistakes are made. * Make sure to give out your business cards to help make connection to the university.
When things get rough, as they sometime do, remember that Pacheco cares about you!