Module 1: College Advising
Academic Support Center - Undeclared Majors

Resources for Advisors (Cont'd)

AdvisorTrac

Any contacts with students should be recorded in AdvisorTrac. Consistent recording of interactions help advisors build strong relationships with students and advise more effectively. A contact is defined as an academically-oriented interaction with a student addressing a particular issue, question, or need. A contact occurs when specific academic advice, direction, or information is given to an individual student.

Student contacts can occur in the following contexts:

1. In-person conversation
2. E-mail correspondence
3. Telephone conversation
4. Letters

It is important to note that correspondence of a general nature (i.e. introduction letters/emails, invitation letters/e-mails, and bulletins) should NOT initially be considered a student contact. These tools are vital to assisting students and building strong advising relationships and are considered student outreach efforts. Once a student responds to an outreach effort, it can be considered a student contacted and documented.

When recording a student contact on AdvisorTrac, be sure to use the following guidelines:

• Include detailed facts about your interaction (i.e. classes you
  suggested, to whom you referred the student)
• Add relevant details (i.e. actual majors, major student is considering, what is happening in students’ life) about the students’ situation in order to effectively remember the context in which your advice was offered
• Include any insight that you believe is important enough to explain the context of the interaction (i.e. student tone, emotions, mannerisms, etc.)
• Be aware that while student records are confidential, the
  information you record is viewable by any University official with AdvisorTrac access. Include information that only has bearing on the particular advice you offered a student. Be careful when documenting regarding sharing personal information relating to the students situation.

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