VII. Academic Advising

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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 counsellors, the Undergraduate Academic Information Centre, the Associate Vice-President Academic and others. Coordinating all activity is the University Council on Undergraduate Academic Advising (CUAA), which has responsibility for overall advising systems direction and policy. The Undergraduate 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 Counsellor, 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:

Students

Responsibilities of the Student

Students admitted to the University are responsible for understanding and meeting certain responsibilities regarding Undergraduate Degree Regulations and Procedures, degree requirements, course requirements, Schedule of Dates, rules of conduct and accessing the University of Guelph email account. These responsibilities are described in Section I of the Undergraduate Calendar.

The responsibilities of students regarding academic advising are:

to seek when necessary information from the Undergraduate Academic Information Centre, as well as advice and assistance regarding academics from the program counsellor or faculty advisor.
to contact the program counsellor or faculty advisor for clarification of regulations and procedures.

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 counsellor, and to bring forward any concerns or issues as students progress through the Schedule of Studies for the specialization
to liaise with the program counsellor 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 counsellors, 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, or refer appropriately
to assist with course selection issues related to the specialization
to provide information to the department, curriculum committee, program committee, and program counsellor 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 enrolment management issues

Program Counsellors

Role of the Program Counsellor

The Program Counsellor has particular expertise in the degree program requirements and regulations, as well as the various specializations and their fit within the degree program. The Program Counsellor is also familiar with the policies and procedures that govern university practice. The role of the program counsellor is:

to provide information about the academic requirements of the degree 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 degree 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 degree program
to liaise with the faculty advisor for the specialization, in order to provide information about the degree program and the fit of the specialization within the degree program

Responsibilities of the Program Counsellor

The responsibilities of the program counsellor are:

to be familiar with the academic requirements of the degree program and its specializations, including admission requirements, the Schedule of Studies and Continuation of Study requirements, and graduation requirements for the degree program
to assist the student to make academic decisions and understand the implications of those decisions
to assist with course selection and enrolment management issues as related to the degree 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, or refer appropriately
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 degree 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 counsellor, 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 counselling 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 degree program requirements, or who have more specific questions about changing or adding a specialization, or transfer to a different degree program will be directed to the program counselling office or to the faculty advisor, as appropriate.

UAIC is 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 Coordinator 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.

2004-2005 University of Guelph Undergraduate Calendar