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What are the best practices for documenting academic advising?

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Documenting academic advising is a crucial part of ensuring quality, consistency, and accountability in the delivery of services to students. However, many advisors may struggle with finding the best practices for recording, storing, and sharing their notes and interactions with advisees. In this article, we will explore some of the benefits and challenges of documenting academic advising, as well as some of the tools and strategies that can help advisors create effective and ethical records.

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Kelly Johnson

Associate Director @ RIT | Counseling, Staff Development
Bruno Vilas Boas Dias

Enfermeiro | Mestre | Coordenador de curso de gradua??o em enfermagem e Professor Universitário: gradua??o e…

1 Benefits of documentation

Documenting academic advising can have several positive impacts on both advisors and students. For advisors, documentation can help them keep track of their advisees' progress, goals, needs, and preferences. It can also help them prepare for future meetings, follow up on action items, and communicate with other stakeholders. For students, documentation can provide them with a clear record of their academic plan, expectations, and achievements. It can also help them access relevant resources, referrals, and feedback from their advisors.

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Prof. Dr. Khalid Farhod Chasib

Professor of Chemical Engineering at Petroleum & Gas Engineering Department-University of Thi Qar. Top 10% of Researchers Contributing to the Peer Review of the Field of Chemical Engineering of 2016,released by Clarivate
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Best practices for academic advising documentation include maintaining detailed and organized records of each session, using standardized templates, and ensuring confidentiality. Utilize a secure digital platform, track student progress, and regularly update records. Encourage student involvement in the documentation process, and provide advisor training for consistency. Clear, concise language enhances accessibility, contributing to effective support for student success and institutional accountability.

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Bruno Vilas Boas Dias

Enfermeiro | Mestre | Coordenador de curso de gradua??o em enfermagem e Professor Universitário: gradua??o e pós-gradua??o | Acadêmico de Quiropraxia
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Temos tantos benefícios em rela??o aos documentos para orienta??o acadêmica que é difícil até de priorizar para relatar. Mas certamente, o respaldo é um deles. Também gostaria de pontuar a coerência. Possuir documenta??o ajuda a termos registro dos fatos, com detalhes importantes já que os documentos podem ser atualizados e adaptados a cada realidade. A coerência significa, em outras palavras, o “Porto Seguro” já que temos sempre as mesmas tomadas de decis?o sobre determinados fatos, uniformiza o que precisa ser feito. Evita que um tenha “benefícios“ e outro n?o nas orienta??es. O propósito do documento é ajudar, dar continuidade por isso importante adaptar sempre. Ele serve para os momentos difíceis, como um contrato.

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2 Challenges of documentation

Documenting academic advising can also pose some challenges and risks for both advisors and students. For advisors, documentation can be time-consuming, tedious, and inconsistent. It can also expose them to legal and ethical issues, such as privacy, confidentiality, and accuracy. For students, documentation can be confusing, overwhelming, or misleading. It can also create barriers to trust, rapport, and autonomy with their advisors.

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Bruno Vilas Boas Dias

Enfermeiro | Mestre | Coordenador de curso de gradua??o em enfermagem e Professor Universitário: gradua??o e pós-gradua??o | Acadêmico de Quiropraxia
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Ressalto que ao elaborar uma documenta??o ou implementa-la, esteja aberto aos ajustes necessários. Apresente ao maior número de pessoas para argumenta??es e adapta??es antes de chegar nos alunos. Evite documentos repetidos ou que n?o refletem a prática. Se isso ocorre a atua??o do professor fica tediosa e n?o há aderência. O documento deve facilitar, por isso, se feito ou discutido por quem conhece sua necessidade e forma de aplica??o ele se torna uma ferramenta e todos aderem.

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Joeli M.

Consultant at Sivaro Investment Consultant
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When you're doing fieldwork, it is usually considered unprofessional, to publish your work, at the same time. The level of risks involved, when you are pursuing your own interest research is heaps, compared to those who are involved on the same, from within universities and colleges. When there is no one there to provide social, financial and backup support, apart from your own family and well wishes, the endless journey into the unknown, is sometimes challenging indeed. Imagine pursuing fieldwork, then suddenly the world is striked by a pandemic and you are all by yourself. When you're in the watchful eyes of your global perpetrators, nothing could conceal the degree of both hatred and harm that comes your way, when you're busy.

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Dr. Jaimine V

Professor | Author | Interdisciplinary | Mental Health
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Privacy concerns. Advisors must be careful to only record relevant details and keep sensitive information confidential. Overdocumentation can violate privacy. Time constraints. Thorough documentation often gets sacrificed due to advisors having large caseloads and inadequate time with each student. Lack of training. Advisors may not receive guidance on what, when, and how to document interactions properly to satisfy regulatory requirements. Outdated systems. Some institutions rely on paper files or spreadsheets. Digital systems with better search, automation, and analytics are needed. Compliance risks. Incomplete or inadequate documentation can put institutions at risk of failing audits, accreditation issues, or lawsuits.

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3 Tools for documentation

To overcome some of the challenges and enhance some of the benefits of documenting academic advising, advisors can use various tools and platforms to create, store, and share their records. Electronic advising systems, such as DegreeWorks, Starfish, and Navigate, enable advisors to manage their caseloads, schedule appointments, create notes, and monitor students' progress and outcomes. Learning management systems like Canvas, Blackboard, and Moodle allow instructors and students to access course materials, assignments, grades, and feedback. Advisors can use them to review students' academic performance, communicate with instructors, and provide support and guidance. Email is a popular tool for sending reminders, confirmations, referrals, and follow-ups; however it has limitations such as security issues, spam filters, and miscommunication.

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4 Strategies for documentation

Advisors need to apply the best strategies for documenting academic advising, such as using simple and direct language, avoiding jargon and acronyms, and summarizing the main points of each meeting. It is important to use factual and objective information, avoid assumptions and opinions, and follow the same format and style for each record. Additionally, advisors should use inclusive and positive language, avoid bias and judgment, and respect the privacy and confidentiality of students. Records should be created and updated as soon as possible after each meeting, avoiding outdated or irrelevant information. When records are no longer needed, they should be deleted or archived.

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Dr. Jaimine V

Professor | Author | Interdisciplinary | Mental Health
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Record objective facts and concrete details rather than subjective impressions. Quote student statements when relevant. Note important themes or trends across multiple meetings to identify progress or concerns. Review notes before each meeting. Summarize any recommendations made to students along with rationale and intended outcomes. Set reminder alerts about important follow-ups or deadlines related to student issues. If documenting sensitive information, obtain written student consent and limit access. Provide advisor training on documentation best practices, school policies, legal requirements, and using advising systems. Perform periodic reviews of a sample of advisor notes and provide constructive feedback for improvement.

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Bruno Vilas Boas Dias

Enfermeiro | Mestre | Coordenador de curso de gradua??o em enfermagem e Professor Universitário: gradua??o e pós-gradua??o | Acadêmico de Quiropraxia
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Procure elaborar documentos que s?o realmente necessários. Converse com os pares. Uma outra estratégia é ter os documentos como anexo a um regulamento, por exemplo, assim sendo necessário o professor faz uso. Procure optar, se possível por digitalizar a maioria deles, evita acúmulo de papel ao longo do semestre ou depois nos arquivos. Reflita: reuni?es remotas e gravadas será que precisam de documenta??o? Reuni?es presenciais seria interessante um documento com data, hora, o que foi discutido, o que ficou de tarefa e assinatura dos presentes? Portanto, as melhores estratégias n?o est?o somente em elaborar os documentos, mas no momento certo para aplicar cada um deles.

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5 Tips for documentation

To improve their documentation skills and practices, advisors should review the policies and guidelines of their institution, department, and program. They should also seek feedback and support from peers, supervisors, and mentors to learn the best practices of other advisors. Advisors should also take time to reflect on their own documentation and evaluate its strengths and weaknesses. Additionally, they can use documentation as a learning and development tool to track their own growth and performance as an advisor, as well as identify their professional goals and needs.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Kelly Johnson

Associate Director @ RIT | Counseling, Staff Development
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It’s very important to include what/how/when to document as part of the advisor training process. Each advisor may still have slight differences in their style, but specific guidelines such as what to leave out of documentation for legal reasons should always be covered. It is also vital for the institution to find student documentation systems that make things the least time consuming for academic advisors if they want the advisors to be able to handle a high caseload.

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What are the best practices for documenting academic advising?

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1 Benefits of documentation

2 Challenges of documentation

3 Tools for documentation

4 Strategies for documentation

5 Tips for documentation

6 Here’s what else to consider

Higher Education

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What are the best practices for documenting academic advising?

1

2

3

4

5

6

1 Benefits of documentation

2 Challenges of documentation

3 Tools for documentation

4 Strategies for documentation

5 Tips for documentation

6 Here’s what else to consider

Higher Education

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