Streamlining Your Academic Advisement Center Going From Pen & Paper to a Click or Swipe Howart Francis Academic Advisement Center John Jay College of Criminal Justice City University of New York

Agenda For This Session AdvisorTrac Use in Advisement at John Jay Appointment scheduling Recording visits and notes Viewing documents Outreach and Assessment Reporting features Things to Consider when Going Electronic Advantages of Going Electronic

About John Jay College One of the Senior Colleges in CUNY Established in 1964 Academic Programs 31 Majors- CRJ (BA/BS):41%, FOR PSY: 17% 40 Minors 13 Master’s Programs- PAD:43%, CRJ:24% , FOR PSY:15% 2 Doctoral Programs Student Enrollment and Faculty 13, 000 Undergrads 2,000 Graduate 39% Hispanic, 28%White, 21% Black, 130 Nationalities

John Jay Academic Advisement Shared structure with split model Academic Advisement Center Established in 2008 Primarily Developmental Advisement In AAC Student Population Advised Freshmen Transfers-Including CUNY Justice Academy Probation Readmit In-Service and Veterans Gen Ed advising for currently enrolled students Criminal Justice BS Major Advisors

Student Success: Advisement 101 One-on one advising Group Advisement sessions Email and phone E-advising (online)

Student Success: How We Do It Staffing and staff alignment with functions Technology Management CUNYFirst (PeopleSoft) Degree Works AdvisorTrac Web-based forms

Appointment Scheduling Currently use AdvisorTrac for both faculty and regular advising appointments. Students schedule own appointments online (94%). Email confirmation sent to both students and advisors with follow up reminders. Option to add to College Outlook calendar.

Recording Visits and Storing Notes Track all student interaction with advisors (online, phone or in person). Able to track student visit history to Academic Support Services such as tutoring or anywhere on campus that does academic advising. Store notes on all student interaction (walk-in, quick visits or even batch visits). Notes easily accessible for all to view and print.

Viewing Advising Documents All relevant advising forms/documents can be viewed immediately after upload. Each document is attached to the student record. Able to track student progress from freshman year to senior year. Students can view academic plans created with advisor online.

Outreach and Assessment Send specific messages to students (emails, texts or notes) which is saved on their record. Surveys created and automatically sent to students at different intervals of the year. Results are linked to student record and can be customized to pull in appointment, visit and student data (including courses and grades).

Reporting Create standardized and customizable reports which revolve around student interaction with our office (appointment and visit specific). Save and share our favorite reports-even group rosters for sessions. Reports are automated and are received in emails. Data is compared across different time periods.

AAC In the Last 5 Years Total Visits Since 2011

AAC In The Last 5 Years Cohort Visits from 2010

Things To Consider When Going Electronic Technology does not solve all your problems Be knowledgeable of your current business practices Flexible during implementation Establish good working relationships with Information Technology Project manager should be technologically savvy

Advantages of Going Electronic Less phone calls and student traffic for appointment scheduling and cancellations (usually 3 phone calls) Proactive towards advisement- taught how to schedule next appointment and bring needed requirements Better attendance rate for appointments Transparency of advising notes Increased interaction between student and advisor Immediate center usage information (peak time, total missed appointments, etc.,)

Where Are Going in the AAC? John Jay is currently providing online advisement via AdvisorTrac- Q2 will change this Considering purchasing the Mobile version of AdvisorTrac - easier for appointment scheduling. Increased communication between Advisement Center and individual academic units.

What Kind of Technology To Use? Appointment Scheduling Calendar Software Email Survey Software

Thank You for Your Participation! Questions/Comments Thank You for Your Participation! Feel Free to Contact Me At Any Time Howart Francis : hfrancis@jjay.cuny.edu Academic Advisement Center John Jay College of Criminal Justice City University of New York

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