1. 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

2. 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

3. 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

4. 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

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

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

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

8. 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.

9. 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.

10. Outreach and Assessment
Send specific messages to students ( s, 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).

11. 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 s.
Data is compared across different time periods.

12. AAC In the Last 5 Years
Total Visits Since 2011

13. AAC In The Last 5 Years
Cohort Visits from 2010

14. 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

15. 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.,)

16. 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.

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

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

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DEMONSTRATION