Academic Advising at College of Computer Sciences & Information Technology

College of Computer Sciences & Information Technology King Faisal University Student Advising 2016 1

outline Motivation Mission & Vision ABET SAC hierarchical diagram Advisers Roles Student Role Supporting Materials Final Notes Previous Experience 2 Q/A

Motivation The Academic Advising is an important unit at the higher education systems. It is a process to guide the students and exchange academic progress between the Adviser and the students. The student is in urgent need to find out how to identify the right choice that suit his/her ambitions The role of academic Adviser is to guide the student through sharing ideas and discus the options that make things easier to the student(s)! The process of advising serves as an early warning system! 3

Motivation The Vision Student with high level of academic and psychological stability. The Mission Create a vibrant and effective relationship between the students, our college and the academic environment by providing the necessary resources and the ideal expertise for optimum academic advising. ABET GENERAL CRITERION 1. STUDENTS ... Students must be advised regarding curriculum and career matters. 4

outline Motivation Mission & Vision ABET SAC hierarchical diagram Advisers Roles Student Role Supporting Materials Final Notes Previous Experience Q/A 5

Students Advising Committee SAC Academic Affairs SAC CN SAC CS SAC IS SAC General SAC Mr. Moahmmed Algwanim Dr. Abdullelah Algosibi Dr. Abd Elgafar Ali Male Sections: Male Sections: Male Sections: Male Sections: 5 Advisers 5 Advisers 3 Advisers 12 Advisers Female Sections: Female Sections: Female Sections: Female Sections: 4 Advisers 4 Advisers 0 Advisers 10 Advisers 6 Students (Around 860)

outline Motivation Mission & Vision ABET SAC hierarchical diagram Advisers Roles Student Roles Supporting Materials Final Notes Previous Experience 7 Q/A

Advisers roles Provide advising hours for academic advising activities. Bring student attention to the some academic polices and dates such as course registration, course dropping, academic and behavioral issues, and academic warning. Approving course registration, course or semester withdrawal. Developing a plan for early detection of potential failing students and helping them to overcome failures e.g. refer them to good online reference. Supervising outstanding students and proposing to them what could lead them to further success e.g. outstanding students in some skills may register graduate level course, meet with professor who share same interest, register course in different college. 8

Advisers roles Guide the students to attend college activities and update them about their schedule. Maintain SAC polices. Help students to overcome and pass their psychological, personal, family, social, economical problems with appropriate university s parties. Submit a report at the end of each semester, for direct committee, about what has been accomplished with the students (Week 12). Respect the students privacy. 9

Students roles The Adviser is your first contact. S/he is your voice in department/college. Students can ask his/her adviser for a meeting regarding any issues especially at the period of registration and/or dropping courses/semester. Prepare graduation plan, in cooperation with the adviser. It is an important reference that allows student and the adviser to have a concrete vision about graduation time. It includes the student s study plan. Know the advising hours for the Adviser and should adhere them carefully. Specify and record all questions or inquiries before meeting with Adviser in order to save time of the Adviser. 10

Students roles Introduce accurate information and/or data related to the topic or agenda of the meeting with an adviser. Review carefully the college rules that includes all requirements and write notes for any point he/she would like to ask about. The student should consult the adviser regrading his/her academic targets and aims. Meet the minimum advising requirements and keep records for each meetings. 11

outline Motivation Mission & Vision ABET SAC hierarchical diagram Advisers Roles Student Roles Supporting Materials Final Notes Previous Experience 12 Q/A

Supporting Materials Student Advising Committee provides some materials to facilitate the advising process. The materials are: Study Plans Advising Roadmap Self-Evaluation form for Student Advising Important forms Advising Flowchart 13

Supporting Materials Student Advising Committee will provide the study plans for the General level, CS Program, IS Program, and CN Program. Study Plans: 14

Supporting Materials Advising Roadmap, A visual guide that state the key important dates for advising. 15

Advising Roadmap Week 1 Week 6 Week 11 Early registration Check KAPP 28/04/2016 Check KAPP for: Performance check Discuss registration Postponed study (Optional) 23/01/2016 Drop a course 25/02/2016 Week 12 Week 7 Week 2 Week 13 Week 8 Week 3 Week 4 Week 9 Week 14 Week 10 Week 15 Week 5 Drop a semester 10/04/2016 Key 16 Adviser Form Adviser Report Check KAPP Self Evaluation Form SAC Report

Task 1 (weeks 1 & 2) The required tasks from the advisers in week 1 and week 2 are: I. Check KAPP II. Performance Check, mainly the core courses: 1) Introduction to Computing. 2) Fundamentals of IS. 3) Fund. of Programming. III. Discuss Registration IV. Postponed study (optional) Student should email the adviser his/her self evaluation form. Student should fill form 13 in case of postponed study and the adviser should sign the form. Advisers should fill the adviser s form, save it as a record and email it to the student. The name of the saved adviser s form should be: StudentNumber_Y_S_W. 17

Self Evaluation Form Student s details 18

Adviser Form Student Info Advice details Visit Information 19 Adviser details

Regulations To postponed study (till week 2) or withdraw (from week 3) the underneath form should be filled: For more details, please review the withdrawing and postponed regulations for KFU ( ). 20

Task 1 (weeks 1 & 2) The deadline to accomplish task 1 is 23/01/2016. An statistical report should be submitted to confirm the details and number of students that are met by the adviser and number of students postponed study, students in warnings or less than 2.5. The report should be submitted by the end of week 3. 21

Task 2 (weeks 3 to 6) The required tasks from the advisers by the end of week 6 are: I. The student should fill the self evaluation form and email it to the adviser. II. Discuss with the students who want to drop a course and mainly who their academic load will drop accordingly to less than 12 hours. The advisers need to explain to the students the consequences of the dropped course (the dropped course may have affect on 1- Co-op training, 2- Project proposal or 3- Graduation) III. If the adviser agreed, the student should fill form 6 and be signed by the adviser. Advisers should fill the adviser s form and save it as a record and email it to the student. The name of the saved adviser s form should be: StudentNumber_Y_S_W. 22

Regulations To drop a course or more the underneath form should be filled: For more details, please review course dropping regulations ( ). 23

Regulations The academic load according to KFU academic system: 20 12 5 2 25 15 2.5 2 35 19 4 2.5 40 23 4 For more details, please review the academic system for KFU ( ). 24

Regulations The academic load according to CCSIT proposed academic system: 12 5 2.5 2.5 16 4 19 4 CCSIT defines 2.5 as a minimum CGPA to register for 12 hours as academic load per semester. 25

Task 2 (week 3 to 6) The deadline to accomplish task 2 is 25/02/2016. An statistical report should be submitted to confirm the details of students that are met by the adviser, who dropped their courses and their loads become less than 12 hours. The form Should be submitted by the end of week 8. 26

Task 3 (week 3 to 10) The required tasks from the advisers by the end of week 10 are: I. The student should fill the self evaluation form and email it to the adviser. II. Discuss with the students who want to drop the semester and inform them about the consequences in graduation delay. III. If the student meet the regulations and the adviser agreed, the student should fill form 13 and be signed by the adviser. Advisers should fill the adviser s form and save it as a record and email it to the student. The deadline for dropping a semester is: 10/04/2016. 27

Task 4 (week 11) The required tasks from the advisers by the end of week 11 are: I. The student should fill the self evaluation form and email it to the adviser. II. Discuss with the students for early registration. III. The adviser should check the study plan according to the needs. IV. Set the recommended courses in the KAPP system. Advisers should fill the adviser s form and save it as a record and email it to the student. 28

Task 5 (week 12) The required tasks from the advisers by the end of week 12 are: I. The advisers should provide statistical records and the details for the students who are: in warnings dropped the semester failed in the core courses their academic load less than 12 hours the students who spent 4 years or more in CCSIT their CGPA above 4.5 their CGPA increased by 0.5 or more 29

Supporting Materials Advising Flowchart, A visual guide that shows, in simple steps, when the students must contact an adviser. 30

Student Advising Flow Chart 31

outline Motivation Mission & Vision ABET SAC hierarchical diagram Advisers Roles Student Roles Supporting Materials Final Notes Previous Experience 32 Q/A

Final Notes KFU email account is the primary and official communication channel between faculty members and students. Advising must be documented. The Supporting Materials and other handouts will be sent by email. 33

Previous Experience Yes, the advising may start a spark in a student life! A student may shift forever if the right advice at the right time delivered! Before end, here are some real stories happened with some faculty members in CCITS! 34

Thank you! Q/A 35