Advising Supervisor's Tasks for On Boarding a New Advisor

Advising Supervisor's Tasks for On Boarding a New Advisor


Before New Advisor Arrives

  1. Create a Welcome Folder and review information with new advisor.  Folder might include:
    1. Training plan
    2. Department/unit mission/values
    3. Department and college organization chart
    4. Department directory
    5. Detailed curriculum description and information for major(s) and minor(s)
    6. List of undergraduate or graduate advising colleagues (in and out of the department)
    7. Department or college handbook/website address
    8. Department guidelines or procedures for special functions, events, services, etc.
    9. Team back-up plans or emergency contact lists for department/college.
    10. Department information on hours of operation, breaks, office coverage, sick time and requesting vacation time. 
    11. Expectations about overtime as well as participation in evening and weekend events.
    12. Detail how to request student worker help, if available
    13. Professional development guidelines, and process for requesting professional development time and or funds from the department.
    14. Promotion guidelines for department/college
    15. Information on how to order supplies
    16. Codes or set up processes for printing, copying, faxing and campus and U.S. Mail
    17. Campus maps
    18. Department committees as well as college committees that pertain to undergraduate education or other specific duties.  Confirm any work groups the advisor is expected to be part of.
    19. List of appropriate department, college or campus listservs.
    20. Campus Student Development Outcomes (SDS's)/(SLO's) Student Learning Outcomes
    21. A list of U of M commonly used acronyms
    22. Information about the AAN (Academic Advising Network) including the New Advisor Group that meets monthly to help new advisors get acclimated and connected on campus.
  2. Add new advisor to unit listserv or mailing lists
  3. Confirm existing computer is ready for use or order computer and/or iPad.
  4. Order business cards, and name tag.  Shirts or apparel for special events, if applicable.
  5. Set up desk phone
  6. Update/prepare mailbox
  7. Arrange key card access and/or secure a key to office
  8. Add new advisor to department/unit web page, or direct advisor to create/update profile on the site.
  9. Arrange preliminary desk supplies for first day.
  10. Prior to start date, send an announcement to staff, post announcements on college site, and AAN.
  11. Create formal training plan. Consider sending a copy of training plan out to all assisting with training. 
  12. Assemble schedule (paper if needed) for the first week
  13. Schedule regular individual check-in meetings w/ new advisor
  14. Add new advisor to the calendar for staff/team meetings and upcoming events
  15. Implement any local mentor or staff partner plans for new advisor

During the New Advisor's First Weeks on Campus

  1. Plan welcome note and/or meeting on the first day
  2. Consider a welcome gift or memento
  3. Discuss training plan with the new advisor.
  4. Introduce advisor to front desk staff
  5. Assure proper access to campus student data for advising via the Access Request Form (ARF) – coordinate with your Key Contact for Student Administration.  Include PeopleSoft, APAS access, and APLUS access.
  6. Help advisor add scheduling rights for front desk calendar
  7. Department/building tour. Cover emergency evacuation procedures.
  8. Campus walking tour.
  9. Send a reminder to appropriate department staff to implement protocols for sharing calendar access with the new advisor.  Remind new advisor to give the same access to all appropriate department staff.
  10. Provide student caseload list for new advisor to introduce him/herself to students. 
  11. Discuss department or college approach to customer service with students during initial start-up, and encourage new advisor to use other staff to help to answer student questions.
  12. Provide guidance on scheduling meetings with key contacts in department and college.  The new advisor can formally set up the meetings, but the supervisor can email staff ahead of time to alert them that meetings will be scheduled.
  13. Introduce department and college advising web pages. 
  14. Review department advising model/teams/relationships with college advising offices or other campus partners.
  15. Discuss strategy and actions for working with a threatening student:
  16. Provide the big picture of contacts in the college and their roles. Highlight those who will be most frequent contacts. Consider identifying key college contacts or introducing new staff to central college office.
  17. Introduce MyU Portal. Discuss left side bar information tabs and self-service items.
  18. Introduce technical support and steps to request technical assistance.
  19. Set up meeting with departmental contacts, supervisor, current advising team, and new advisor to introduce new advisor
  20. Shadow an Admissions information session with prospective student – coordinate with Admissions staff
  21. Provide access to transfer orientation and registration website request via unit tech resources
  22. Info on technical equipment that is available and how to checkout for use.
  23. Introduce the key offices and contacts outside of the department:
    1. College Office,
    2. OneStop,
    3. Academic Support Resources (Registrar),
    4. Student Counseling Services,
    5. Boynton Health Service,
    6. International Student Scholar Services,
    7. Center for Academic Planning and Exploration (CAPE),
    8. Classroom Management, etc.
  24. Best practices for replying to external email inquiries
  25. If needed, the best practices for lifting/placing advising holds.
  26. Review performance evaluation process and set individual goals for the next review cycle