Scenario 7: Advisor retrieves student academic records

 Goal

•  Acquire and review current academic status of student advisee (generally prior to a pre-enrollment appointment with the student, or in response to a request for academic guidance from the student)

Pre-Conditions

• Advisor is aware that the student is assigned to the advisor

Step #

Initiating or Other Actor

Advising System

1.

Advisor requests student academic records

2.

System interrogates all pertinent data base systems and displays current academic status of student at advisor’s work station screen

3.

Advisor evaluates academic status from the system interrogation (total hrs. completed, GPA, classes currently enrolled, classes completed, classed dropped, etc.) in preparation for advising session with student

Post-Conditions

•  Advisor is prepared for academic advising session with student

 Scenario 8: Advisor retrieves student non-academic records

 Goal

•  Acquire and review current status of student advisee (generally prior to a pre-enrollment appointment with the student, or in response to a request for academic guidance from the student) with respect to non-academic descriptors (financial aid, career counseling, placement, health and wellness, etc.)

Pre-Conditions

• Advisor is aware that the student is assigned to the advisor

Step #

 Initiating or Other Actor

Advising System

1.

Advisor requests student non-academic records, by specific descriptor

2.

System displays current status of student in each area for which available data is available

3.

Advisor compares these non-academic student records with the previously acquired academic records, in preparation for advising session with student

Post-Conditions

•  Advisor is prepared for advising session with student

 Scenario 9: Advisor examines student’s academic profile

 Goal

•  Acquire and review current academic status of student advisee (generally prior to a pre-enrollment appointment with the student, or in response to a request for academic guidance from the student)

Pre-Conditions

• Student is assigned to advisor

Step #

 Initiating or Other Actor

Advising System

1.

Advisor requests major degree requirements

2.

System provides requested data

3.

Advisor compares student’s academic profile against the requirements of his/her major

4.

Advisor requests minor degree requirements

5.

System provides requested data

6.

Advisor compares student’s academic profile against the requirements of his/her minor

7.

Advisor formulates recommendations for future course of study, based upon student’s academic profile comparisons to the requirements of his/her selected fields of study, then enters appropriate data into the academic profile

8.

System logs additional data

Post-Conditions

•  Advisor has examined student’s academic profile.

 Scenario 10: Advisor examines student’s educational goals

 Goal

•  Acquire and review current academic status of student advisee (generally prior to a pre-enrollment appointment with the student, or in response to a request for academic guidance from the student)

Pre-Conditions

• Student has shared educational goals with advisor in previous advising session

Step #

 Initiating or Other Actor

Advising System

1.

Advisor requests student’s educational goals

2.

System provides requested data

3.

Advisor compares student’s academic profile against those previously established educational goals

4.

Advisor formulates supports or adjusts recommendations for student’s educational goals, based upon student’s academic profile comparisons to his/her educational goals, logs those recommendations into the system

5.

System logs additional data

Post-Conditions

• Advisor has examined student’s educational goals

Scenario 11: Advisor informs student as to his/her responsibilities

Goal

•  Student gains a clear understanding as to the individual and joint responsibilities between the student and advisor in the academic advising process

Pre-Conditions

• Student knows his/her advisor

Step #

 Initiating or Other Actor

Advising System

1.

Advisor requests appropriate data from KATS (K-State Access Technology System), the online student information system, and specifically from one of the tools within KATS, called DARS (Degree Audit Report System) concerning the data information available from the system regarding student progress toward degree completion, as well as the processes required.*

2.

System provides requested information

3.

Advisor & student review aspects of degree completion process and infrastructure available (enrollment, use of e-mail, scheduling, course catalog, line schedule, fee payments, etc.)

4.

Advisor enters data into system, summarizing responsibilities of advisor and student

5.

System receives and logs additional data, updates files

6.

Student and advisor (through KATS) understand responsibilities throughout degree completion path

Post-Conditions

•  Student understands responsibilities in the advising process

 Scenario 12: Student and advisor build a Course Schedule, which Advisor evaluates and approves

 Goal

•  Student enrolls and obtains an appropriate course schedule

• Student has made an appointment with the advisor, and is present either physically or virtually
• Student has reviewed courses still needed, checked pre-requisites in advance, and looked at course schedule
• Student & advisor have verified appropriateness of degree plan and progress
• Advisor has reviewed student’s record to determine what courses are still needed
• Advisor has checked student’s academic progress to determine his/her status.
• Advisor has verified satisfactory progress with the student in his/her current semester

Step #

 Initiating or Other Actor

Advising System

1.

Advisor submits student’s proposed list of courses to system, along with schedule limitations/boundaries pertaining to student’s needs

2.

System matches list with available courses, produces list of course availabilities

3.

Advisor & student submit selections from the list of available courses

4.

System produces schedule

5.

Student and advisor review and approve schedule, request enrollment in courses

6.

System enrolls student & verifies completion of process

Post-Conditions

•  Student is enrolled for upcoming semester

 Scenario 13: Advisor gives program/degree/career advice

 Goal

•  Student receives guidance concerning his/her academic and career future

Pre-Conditions

• Student has made an appointment with the advisor, and is present either physically or virtually

Step #

 Initiating or Other Actor

Advising System

1.

Advisor reviews student’s academic profile, compares it with requirements for completion of intended degree, pursuit of intended career

2.

Decision to continue current pathway is reached, appropriate data is entered into system

3.

-or-

System receives information and updates data files

4.

Advisor recommends exploration by student of various campus resources (Career and Employment Services, Academic Career Information Center, Counseling Center, etc.). Decision to alter current pathway is reached after that exploration and discussion between advisor and student, appropriate data is entered into system

5.

System receives information and updates data files

6.

Both student and advisor have access to updated files

Post-Conditions

•  Student receives program/degree/career advice, adjusts program accordingly

Student