Chapter 1 - Academic Advising

Academic Advising
Mission
Goals
Essentials
Legal and Ethical Issues
FERPA

Academic Advising

All students are assigned an academic advisor upon admission to Fort Hays State University. During or before early registration, new students will meet with advisors to learn about the requirements for their major.

Undecided students are served by the Academic Advising and Career Exploration Center at early registration. They will be advised throughout the school year by trained professionals. Students with declared majors are advised in their academic departments.

Every degree-seeking student is encouraged to meet with their advisor on a regular basis. Advisors and advisees should:

• Evaluate the student’s suitability to the discipline they have chosen;
• Review the requirements for the degree, options and possible electives;
• Identify deficiencies in the student’s record and ways to correct them; and
• Discuss career and graduate school options

Upon the completion of 60 credit hours, every degree-seeking student will be provided with a degree summary. The advisor and advisee should review this together, sign off in agreement with the summary and keep a copy for their records. The original document with signatures should be returned to the appropriate degree analyst in the Office of the Registrar.

Our Mission

The primary purpose of the FHSU academic advising program is to assist students in the development of meaningful educational plans that will be compatible with career aspirations and contribute to the process of preparing for a life of change, challenge, and individual fulfillment. At FHSU, academic advising is based on a system of shared responsibility between student and advisor, and a process of continuous improvement, clarification, and evaluation with the aim of furthering institutional advising goals and desired student outcomes.

Academic and Career Advising Goals

University Goal 1
To help students clarify individual values, career goals, and the challenges of life in the 21st century.

University Goal 2
To develop suitable educational plans and programs of study for each student.

University Goal 3
To help students select appropriate courses and other educational opportunities.

University Goal 4
To help students review and evaluate progress toward established educational goals and completion of requirements within individual programs of study.

University Goal 5
To develop student awareness and understanding that decision-making in the advising process and life is based on a system of shared responsibility.

University Goal 6
To encourage students to utilize University support services and related resources as needed (Kelly Center, Career Services, etc.).

University Goal 7
To clarify and improve the student's knowledge of career options and potential for career change in the workplace of the 21st century.

University Goal 8
To address the individualized academic advising needs of a diverse student population.

Essentials of Effective Advising

Advising Expectations

At FHSU, academic advising is based on a system of shared responsibility between student and advisor, and a process of continuous improvement, clarification, and evaluation with the aim of furthering institutional advising goals and desired student outcomes.

Advisor Responsibilities

• Be knowledgeable about university and departmental requirements, policies and procedures;
• Maintain adequate office hours throughout the semester;
• Provide a respectful, supportive atmosphere;
• Keep accurate records;
• Ensure that students are provided access to services on a fair and equitable basis;
• Avoiding any personal conflict of interest as well as the appearance of conflict;
• Refuse to participate in any form of sexual harassment;
• Discourage students from circumventing institutional policies and regulations; and when confronting situations in which students have violated policies, addressing the issues and referring students to the appropriate agency;
• Recognize the limitations of their positions and being familiar with university resources in order to make appropriate referrals; and
• Maintain confidentially according to established standards.

Advisors help students navigate the advising and registration process, choosing and/or changing your major, working to achieve academic success and trying to maximize career options.

Student Responsibilities

• Initiate and maintain contact with your advisor;
• Keep scheduled appointments
• Discuss information that affects your academic performance;
• Follow through on advisor recommendations;
• Learn requirements for your department, college, and the university;
• Determine programs and organizations available to you;
• Make use of all resources on campus;
• Seek the assistance needed to achieve YOUR goals; and
• Be responsible for planning a course of study and fulfilling all necessary requirements and regulations by accepting ultimate responsibility for decisions.

The University Catalog is the authoritative source of information on requirements and regulations. All courses for which a student may claim credit must be recorded on the official student schedule, which is on file in the Office of the Registrar in accordance with enrollment and add/withdrawal policies prescribed by the University. Students, who have questions about their official class schedule, are encouraged to check in the Office of the Registrar.

Things To Do Before You Meet with Your Advisor . . .

• Call or stop by to make an appointment.
• Have a list of questions you want to ask or concerns you would like addressed.
• Remind your advisor about what you have previously discussed.
• Be open and honest. Tell your advisor about things that may be affecting your ability to do your best.
• If you are registering for classes for the next semester, be sure you have reviewed the Schedule of Classes and outlined.

What An Advisor Does:

• Talks to you about your goals
• Helps you with your decision making process
• Helps you choose classes, makes suggestions for your academic plan
• Keeps your advisement file up to date (grades, graduation requirements, etc)
• Assists you with registration, major and advisor changes
• Reviews and signs your degree summary
• Reviews and signs petitions
• Refers you to other offices for assistance you may need

What Students Do:

• Make sure you know who your advisor is and how to contact them.
• Contact your advisor when you need help, especially before registration.
• Be prompt and well prepared for your advising sessions with information about yourself and your academic plan (be familiar with the FHSU Schedule of Classes and requirements).

To find out who your advisor is, contact:
Academic Advising and Career Exploration Center
100 Picken Hall
785-628-5577
advising@fhsu.edu

Legal and Ethical Issues in Academic Advising

Legal issues involved in academic advising generally fall under four categories (D. Parker Young, “Legal Issues Regarding Academic Advising,” NACADA Journal, November 1982):

• The contractual relationship between students and the institution
• Guidelines governing privacy of student records
• The concept of privileged communications
• Academic due process and the need for grievance procedures

Publications provided by the university (catalog, departmental materials, etc) establish contractual obligations between our institution and students. Although responsibility for knowing requirements ultimately rests with students; advisor will not be held liable for negligent, irresponsible, or capricious behavior of students. Advisors can avoid problems by keeping complete and accurate notes on each and every student they advise.

Advisors must recognize when and where to refer students who present questions or problems that are beyond the scope of their expertise. Advisors need to be informed of university policies provided through the University Catalog, Faculty Handbook or other publications.

Family Educational Rights to Privacy Act of 1974

FERPA protects the privacy of student records and provides for students’ access to information in advising files. All notes that are taken by advisors should be written with the prior knowledge taken into consideration. Notes of a personal nature should NEVER be included in an advising file.

NOTIFICATION OF RIGHTS UNDER FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:

1. The right to inspect and review the student's education records within 45 days of the day the University receives a request for access. Students should submit to the registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
2. The right to request the amendment of the student's education records that the student believes are inaccurate or misleading. Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the University official responsible for the record, clearly identify the part of the record they want changed and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for an amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
3. The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as an attorney, auditor or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.
   A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Upon request, the University discloses education records without consent to officials of another school in which a student seeks or intends to enroll.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Fort Hays State University to comply with the requirements of FERPA.

The name and address of the office that administers FERPA are:
Family Policy Compliance Officer
U.S. Department of Education
600 Independent Avenue, SW
Washington, DC 20202-4605

STUDENT DIRECTORY INFORMATION
The following types of personally identifiable information are designated as student directory information by Fort Hays State University. The student's:

1. Name
2. Address
3. Telephone number
4. E-mail Address
5. Date and place of birth
6. Major field of study
7. Participation in officially recognized activities
8. Weight and height of athletic team members
9. Dates of attendance
10. Degrees
11. Awards received
12. Most recent previous educational institution attended

The Vice President for Student Affairs is designated as the Student Privacy Officer. Students have the right to notify the institution that they do not want any or all of the types of information listed above to be designated as directory information. Notification must be in writing and must be received by the Student Privacy Officer prior to the beginning of the academic semester. Notification forms are available in the Office of the Vice President for Student Affairs, Sheridan 208.