A university education is a complex and multi-faceted experience, which is best undertaken in a supportive and encouraging environment. As part of its dedication to student success, the University of Guelph is committed to providing high-quality academic advising, in order to assist students in the development and pursuit of academic objectives consistent with their life goals and the available opportunities at the University. The responsibility for developing educational plans and setting goals rests with the student. Academic advising contributes to this process by identifying alternatives, exploring likely outcomes, and referring students to appropriate resources.

Academic advising at Guelph is delivered by a team which includes faculty advisors, program counselors / associate directors, the Academic Information Centre, the Associate Vice-President Academic and others. Coordinating all activity is the University Council on Undergraduate Academic Advising, which has responsibility for overall advising systems direction and policy. A University Academic Information Centre provides general walk-in assistance to students and, as appropriate, directs students to specialized advising resources. Each student has direct access to Faculty Advisors, who focus on subject-related issues and advice, and a Program Counselor, who assists with degree program requirements and expectations.

These components of the academic advising system work together to achieve goals and objectives that include:

• Helping students develop an educational plan and choose an appropriate course of studies to meet their academic and life objectives
• Ensuring that students are aware of opportunities and resources that can assist students in achieving their educational goals
• Assisting students in interpreting university policies and procedures, and applying general rules to their specific cases
• Facilitating resolution of academic problems, conflicts and concerns, as appropriate
• Referring students as necessary to other resource units
• Collecting and disseminating information on student needs, wants, perceptions, and trends in order to enhance institutional effectiveness and adaptability

Within the system, specific roles and responsibilities are distributed as follows:

Faculty Advisors

Role of the Faculty Advisor

The faculty advisor has particular expertise in the program specialization (major, minor, area of concentration, area of emphasis) and the fit of that specialization within the degree program. The role of the faculty advisor is:

• to provide information about the academic requirements of the specialization, including eligibility to declare the specialization and graduation requirements
• to refer to other campus services, as necessary
• to communicate information about the specialization to the department and the curriculum committee, program committee, and program counselor / associate director, and to bring forward any concerns or issues as students progress through the Schedule of Studies for the specialization
• to liaise with the program counselor / associate director for the degree program, in order to provide information about the specialization as it fits within the degree program

Responsibilities of the Faculty Advisor

Every major, minor, area of concentration or area of emphasis in a degree program is assigned a faculty advisor who advises students on the academic requirements of that particular specialization. The responsibilities of the faculty advisor are:

• to be familiar with the academic requirements of the specialization, including eligibility to declare the specialization and graduation requirements
• to assist students wishing to change or add specializations
• to approve the declaration of the specialization to the student's degree program and to sign specialization approval
• to assist the student to make academic decisions
• to refer students to the program counselors / associate director, as appropriate
• to offer advice about meeting the requirements of the Schedule of Study for the specialization
• to be reasonably available to meet with students, as requested
• to assist with graduation checks, as requested
• to approve substitutions or exemptions for the specialization
• to be aware of career and graduate study opportunities related to the field of study
• to assist with course selection issues related to the specialization
• to provide information to the department, curriculum committee, program committee, and program counselor / associate director about issues or concerns concerning the Schedule of Studies for the specialization
• to provide information and advice to the department and college, as requested, around enrollment management issues

Program Counsellors / Associate Directors

Role of the Program Counsellor / Associate Director

The Program Counselor / Associate Director has particular expertise in the diploma program requirements and regulations, as well as the various specializations and their fit within the diploma program. The Program Counselor / Associate Director is also familiar with the policies and procedures that govern university practice. The role of the program counselor / associate director is:

• to provide information about the academic requirements of the diploma program, including admission requirements, Schedule of Studies requirements, Continuation of Study requirements, and graduation requirements
• to refer to other campus services, as necessary
• to communicate information about the diploma program to the dean; chairs and directors; faculty advisors; curriculum committees; program committees (and their sub-committees); and to bring forward any concerns or issues as students progress through the Schedule of Studies for the diploma program
• to liaise with the faculty advisor for the specialization, in order to provide information about the diploma program and the fit of the specialization within the diploma program

Responsibilities of the Program Counsellor / Associate Director

The responsibilities of the program counsellor / associate director are:

• to be familiar with the academic requirements of the diploma program and its specializations, including admission requirements, the Schedule of Studies and Continuation of Study requirements, and graduation requirements for the diploma program
• to assist the student to make academic decisions and understand the implications of those decisions
• to assist with course selection and enrollment management issues as related to the diploma program
• to explain transfer procedures and requirements
• to explain appeal procedures
• to assist with graduation checks
• to sign program approval, as appropriate, for Special or Probation students
• to change student status, as appropriate (eg. from Special to Regular)
• to meet with students as requested, or required
• to refer to the faculty advisor, as appropriate
• to uphold the academic policies of the university
• to help interpret the academic policies and procedures to students, staff, and faculty
• to act as a source of referral to other campus services
• to be generally aware of career and graduate study opportunities related to the field of study
• to work closely with the faculty advisor on any changes to the Schedule of Studies
• to consult, as necessary, with other campus services
• to provide relevant information to the faculty advisors, departments, dean, curriculum and program committees (and sub-committees) about student issues with the diploma program
• to participate at liaison events, as requested

The Undergraduate Academic Information Centre

The role of the Undergraduate Academic Information Centre (UAIC) is to provide general academic advising information and advice to undergraduate students. This includes appropriate referral to the program counselor, or faculty advisor, as well as other support services on campus.

For some students, the Centre may function as a first point of contact for information or advice about academic program issues. Centre staff operate on an assessment and referral system - first helping the student to identify the problem or issue, and then, as necessary, referring her/ him to the appropriate resource (e.g. program counseling / associate director's office, faculty / specialization advisor, Career Services, Financial Services, etc.).

At the Centre, students will find general information on transfer requirements and procedures; Continuation of Study requirements; admission and graduation requirements; information about appeal process and procedures; help with interpreting the calendar; or help with different forms. Students who require more detailed information about their particular diploma program requirements, or who have more specific questions about changing or adding a specialization, or transfer to a different diploma program will be directed to the program counseling office or to the faculty advisor, as appropriate.

The Centre will be a resource for all students, with particular sensitivity to issues facing transfer (advanced standing) students, non-degree and general studies students, and "undecided"* students, including first year students or other students contemplating a change in program.

* Although most University of Guelph students declare a major upon entry, "undecided" in this context refers to students who may be declared in a major but are now not sure whether the program is the right fit for their educational, career, or life goals.

The Council on Undergraduate Academic Advising

The role of the Council on Undergraduate Academic Advising (CUAA) is to develop, review, discuss, and recommend to senior administration on an ongoing basis any and all advising-related strategies, policies, and processes.

The CUAA is responsible for managing and directing academic advising policies at the university. The CUAA reports to, and is chaired by the Associate Vice-President Academic. Membership includes broad representation from stakeholders across the university community including, but not limited to: program counsellors, faculty advisors, Office of Registrarial Services, Coordinator of Undergraduate Curriculum, deans, chairs, Student Affairs, Office of Open Learning/ SCOL, undergraduate students, Centre for International Programs, and the Director of the Undergraduate Academic Information Centre. The Council normally meets once per semester.

The CUAA develops strategic directions and formulates policy on advising issues, coordinates planning around academic advising issues, and serves as a permanent communication channel to help coordinate the work of the various individuals and entities engaged in academic advising activities.

A student who requires assistance in the interpretation of the academic regulations of the University or the method of their application in reference to the student's particular circumstances should consult one of the the Associate Registrars at Guelph, the Associate Director at their College or their program counselor.

Students at Guelph are advised to consult Section XIII-General Information in this Calendar, for information on the types and locations of non-academic counselling offered by the University.

At the Colleges, students who require non-academic counselling should contact their Associate Director or Program Counselor.

Students are advised that program approval is required under the following circumstances:

1. If your category is SPECIAL or PROBATIONARY -- see your program counselor for approval during the course selection periods or when adding/dropping courses; or

2. If you wish to register for more than the normal number of credits -- see your program counselor for approval; or

3. If you are adding or changing a program -- see your departmental advisor for that Associate Diploma program (usually a faculty member).

Note: It is the program counselor's responsibility to change a student from "Special" or "Probationary" to "Regular" category (see Section VIII--Associate Diploma Regulations and Procedures for definitions of categories.)

Students may find that program approval will be withheld if they do not adhere to the schedule of studies outlined in the Associate Diploma Calendar; or, they are identified either by the Admissions Sub-Committee or the Academic Review Sub-Committee as being "Special" or requiring additional stipulations; or, they have not taken the appropriate prerequisites or corequisites.

Students are cautioned that if their selection of courses does not give evidence of progress toward the completion of the conditions for graduation in their program, they may be required by the Academic Review Sub-Committee of their program to fulfill specific conditions for continuation in the program.

If your category is SPECIAL or PROBATIONARY see your program counselor for approval during the course selection process or when adding/dropping courses.

Admission inquiries: Admission Services ~ ~ ~ General calendar inquiries: Undergraduate Program Services
Last revised: 14 May 2003
© 2003 Office of Registrarial Services, University of Guelph