Departmental Advising Supervisor Tasks

Departmental Advising Supervisor's Task for On-Boarding

  1. Prior to start date, send an announcement to staff, post announcements on college site, and AAN.
  2. Assemble schedule (paper if needed) for the first week
  3. Schedule regular individual check-in meetings w/ new advisor
  4. Add new advisor to the calendar for staff/team meetings and upcoming events
  5. Welcome note and/or meeting on Day 1
  6. Consider a welcome item
  7. Implement any local mentor or staff partner plans for new advisor.
  8. Create formal training plan.  Review the plan with the new advisor.  Consider sending copy of training plan out to all assisting with training. 
  9. Introduce advisor to front desk staff
  10. Help advisor to add scheduling rights for front desk calendar
  11. Cover emergency evacuation procedures.
  12. Discuss strategy and actions for working with a threatening student:
  13. 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. List of undergraduate or graduate advising colleagues (in and out of the department)
    6. Department or college handbook/website address
    7. Campus Student Development Outcomes (SDS's)/(SLO's) Student Learning Outcomes
    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. Create codes or set up processes for printing, copying, faxing and campus and U.S. Mail
    17. Campus maps
    18. Detail 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 join.
    19. Introduce advisor to appropriate department, college or campus listservs. Contact list owners to remind them to add new advisor to the listserv
    20. U of M commonly used acronyms
  14. Send a reminder to appropriate department staff to implement protocols for sharing calendar access with new advisor.  Remind new advisor to give the same access to all Student Services staff.
  15. Provide student caseload list for new advisor to introduce him/herself to students. 
  16. Discuss department or college approach to customer service approach with students during initial start-up, and encourage new advisor to use other staff to help answering student questions.
  17. Review performance evaluation process and set individual goals for the next review cycle
  18. Provide guidance on scheduling meetings with key contacts in department and college.  New advisor can formally set up the meetings, but supervisor can email staff ahead of time to alert them that meetings will be scheduled.
  19. Introduce department and college advising web pages. 
  20. Review department advising model/teams/relationships with college advising offices or other campus partners.
  21. Provide 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.
  22. Introduce UM’s MyU Portal.  Discuss left-hand margin information tabs and self-service items.
  23. Introduce technical support and steps to request technical assistance.
  24. Set up meeting with departmental contacts, supervisor, current advising team, and new advisor to introduce new advisor
  25. Shadow an Admissions information session with prospective student – coordinate with Admissions staff
  26. Provide access to transfer orientation and registration website request via unit tech resources: 
  27. Info on technical equipment that is available and how to checkout for use.
  28. Introduce the Office of First Year Programs, including orientation for freshmen and transfer students, Welcome Week, Transfer Orientation, Parent and Family Orientation, First-Year Experience. 
  29. Best practices for replying to external email inquiries
  30. If needed, the best practices for lifting/placing advising holds.