Academic Advisor's Responsibilities
The academic and student advisor is the cornerstone of the success of the academic guidance process in the university and the achievement of the desired goals in the presence of an excellent academic and student guidance system and the cooperation and interaction of the university student with him.
Thus, the student must identify his academic advisor, present himself, learn from his guidance experience, and communicate with him during the semester.
Amon the most important tasks to be performed by the academic advisor are the following:
1. Implement the plans, programs and guidance of the faculty counseling unit and the academic and student counseling center in the university.
2. Coordination with the Head or Coordinator of department and the Academic guidance unit and the students in the faculty in order to accomplish his tasks.
3. Preparation of a special file for each of the students assigned to supervise them, it will include (student data / study plan / recent copy of the academic record / other administrative documents (such as deletion and addition form etc.)
4. Meeting with the guidance group students at the beginning of each semester and enlighten them with office hours and show a sincere desire to help and encourage outstanding
students to continue their outstanding performance and the failures to pay attention to the seriousness of their situation and urged students to commit to all the processes of registration, deletion, addition and withdrawal. . . . Etc.
based on their announced dates, their understanding of the university calendar and ensure that they collect their timetable and know the locations of the lecture halls and the academic staffs that will teach the syllabus, and that they are aware of their academic numbers and ensure that the student is enrolled in the required hours according to his cumulative grade. He urged them to attend lectures, adhere to rules and regulations and listen to their problems and suggestions.
5. Introduction of the students to the university rules and regulations, especially with regard to the rules of the tests, the study system, the disciplinary regulations for students, and other regulations related to the student to know.
6. If the student obtains a cumulative average of less than 2.0, he / she will be warned for the first time. The instructor should explain to the student what this is, the reason and the consequences, and send a copy of the warning (through admission and registration) to the student's guardian with informing the student about the step.
7. Helping students to adapt to the specialization and to select in the case student need to choose a specialization,
especially the freshers, and work to overcome the obstacles and problems facing them.
8. Respond to students' inquiries on topics: Course Registration / Course Selection/ Study Timetable/
Graduation Requirements/ quarterly and Cumulative grade/
Change of specialization / deletion and addition of courses / withdrawal from courses / student's absence / postponement / withdrawal from the courses/ student absence/ Postponement and drop-out of study/ withdrawal from the university.
9. To take care of the poor students and to intensify communication with them and urge them to improve their academic situation and help them solve their problems in their academic progress. One of the ways to deal with the low level student:
a. The advisor should contact the student by telephone or e-mail to set a near date to meet face to face and individually.
b. At the beginning of the interview (which should take enough time between 30 - 60 minutes) the advisor explains to the student that the goal of the interview is to help him out of this crisis while keeping all the information exchanged between them confidential.
b. The advisor through the dialogue tries to know the psychology of the student and the reality of the reasons behind the weakness of his performance (it is recommended that the advisor begins his dialogue with general information and similar stories about others so that the student begin to open his heart to his advisor).
c. Once the advisor puts his hand on the real cause, he should begin to develop a remedial plan for the student in close cooperation and coordination with the teachers of his courses.
d. Seeing someone other than the advisor may be part of the plan. The advisor should ensure that, and he may request a paper to prove the meeting and its outcome.
e. A schedule of meetings with the warned student should be arranged and followed up seriously.
f. The advisor should continuously encourage his student and instill the spirit of determination in his mind. This interpersonal relationship between the student and the advisor will stimulate the student to consistently make a greater effort as long as he feels that someone trusts his ability. Studies have shown that student commit to the performance of his duty as long as he felt that his advisor is following his performance.
g. Studies also indicate that student performance is high when the instructor uses an intrusive advising technique that focuses on the personal aspect.
10. Paying attention to the academically outstanding students and encouraging them on more excellence and helping them solve their problems.
11. Working on supporting and encouraging students with special talents and developing their talents and directing them to communicate with the concerned authorities, the relevant parties with the student affairs, and the Center for Academic and Student Counseling.
12. Taking care of scholarship students and paying attention to their affairs and problems and directing them to communicate with the relevant departments of students' affairs and the Center for Academic and Student
Counseling.
13. Providing students expected to graduate with
information about fields of employment of graduates and how to prepare for the start of a career life.
14. Referring student cases with the necessity of co- support to the competent authorities at the Center for Academic and Student Counseling at the University
according to the systematically approved transfer model to provide specialized counselling service.
15. Preparation of the end-of-semester report containing a summary of the work and suggestions. The report shall be submitted to the director of the academic guidance unit at the faculty through the head or coordinator of the
department.
16. Providing students with academic information and guidance on some of the skills that can help them develop their personalities such as study skills, tests and time management. . . Etc., and to guide them to websites from which they can obtain information on these skills and distribute bulletins prepared by the unit or center.
17. At the end of the semester (or the beginning of the following semester), the advisor will provide a statistical analysis of the situation of all the students who were guided by him including general information such as:
(total number / number of outstanding students / number of warned students / student classification by semester grade/
student classification by average cumulative grade) And their percentage / number of those with improved grade and their proportion/ number of those with declined grade and their proportion).
University Agency for Quality and Development
http: // www. ju.edu.sa/deanships/aca/pages/default.aspx
University Agency for Development and Quality Academic and Student Guidance Center
Responsibilities of Academic Advisor Academic
& Student
Guidance
s/n Procedures for Academic Advisor's work and follow-up for the University students.
1 Implement the plans, programs and guidance of the faculty counseling unit and the academic and student counseling center in the university.
2 Coordination with the Head or Coordinator of department and the Academic guidance unit and the students in the faculty in order to accomplish his tasks.
3 Preparation of a special file for each of the students assigned to supervise them, it will include (student data / study plan / recent copy of the academic record / other administrative documents (such as deletion and addition form etc.)
Preparation of a special file (paper or electronic) for each of the students assigned to supervise them it will include the following data: Basic student data - Study plan - A recent copy of the academic record - Guidance forms approved by the university's guidance center - Means of
communication with the student - Guidance forms for individual, group and case study - any other administrative document important for the guidance work.
4 Meeting with the guidance group students at the beginning of each semester and throughout the academic year and enlighten them with office hours and show a sincere desire to help the students with documentation of those meetings.
5 Introduction of the mentored students to the university rules and regulations, especially with
regard to the rules of the tests, the study system, the disciplinary regulations for students, and other regulations related to the student to know.
6 Encouraging the mentored students to adhere to execution of all registration process, deletion, addition and withdrawal etc. according to the dates announced by the Deanship of Admission and Registration on the electronic portal.
7 To ensure that the student registration of courses to the required limit of the hours according to the cumulative average grade, and his study plan
8 Informing mentored students about courses that have prerequisites in the study plan
9 Informing mentored students about electronic courses that do not have classrooms, integrated courses, and traditional courses listed in the course schedule.
10 Introduction of mentored students to the university calendar and make sure they receive their timetable from the electronic portal.
11 Ensuring that mentored students know the places of the classrooms, the academic staffs who will carry out the courses, and that they know their academic numbers.
12 Encouraging the mentored students to attend lectures, adhere to university rules and regulations, and listening to their problems and suggestions.
13 Helping students to adapt to the specialization and to select in the case student need to choose a specialization, especially the newcomers, and work to overcome the obstacles and problems facing them.
14 Response to students' queries through the Blackboard or other social media on topics such as:
Registration of courses/ Selection of course/ Study timetable/ Graduation requirements/ and
cumulative average grade / grade code for scores obtained by students/ Change of specialization / deletion and addition of courses / withdrawal from course/ student absence/ Deferment and
abruption of study / withdrawal from the university. . . Etc.
15 If the student has a cumulative average of less than 2.00, he / she will be warned for the first time.
The advisor should explain to the student what this is, the reason and the consequences.
16 To take care of the poor students and to intensify communication with them and encourage them to improve their academic situation and help them solve their problems obstructing their academic progress.
17 Ways to deal with the academically poor student:
a. The advisor should contact the student by telephone or e-mail to set a near date to meet face to face and individually.
b. At the beginning of the interview (which should take enough time between 30 - 60 minutes) the advisor explains to the student that the goal of the interview is to help him out of this academic struggling while keeping all the information exchanged between them confidential.
c. The advisor through the dialogue tries to know the psychology of the student and the reality of the reasons behind the weakness of his performance (it is recommended that the advisor
begins his dialogue with general information and similar stories about others so that the student begin to open his heart to his advisor).
d. Once the advisor puts his hand on the real cause, he should begin to develop a remedial plan for the student in close cooperation and coordination with the teachers of his courses.
e. Seeing someone other than the advisor may be part of the plan. The advisor should ensure that, and he may request a paper to prove the meeting and its outcome.
f. A schedule of meetings with the warned student must be arranged and followed up seriously.
g. The advisor should continuously encourage his student and instill the spirit of determination in his mind. This interpersonal relationship between the student and the advisor will stimulate the student to consistently make a greater effort as long as he feels that someone trusts his ability. Studies have shown that student commit to the performance of his duty as long as he felt that his advisor is following his performance.
18 Paying attention to the academically outstanding students and encouraging them on more excellence and helping them solve their problems.
19 Computing of the talented students and working on supporting and encouraging students with special talents and developing their talents and directing them to communicate with the concerned authorities, the relevant parties with the student affairs, and the Center for Academic and Student Counseling.
20 Computing of scholarship students and paying attention to their affairs and problems and directing them to communicate with the relevant departments of students' affairs and the Center for
Academic and Student Counseling.
21 Providing students with academic information and guidance on some of the skills that can help them develop their personality such as: (study, testing and time management skills), and to guide them to websites from which they can obtain information on these skills and distribute bulletins prepared by the unit or center.
22 Providing students expected to graduate with information about fields of employment of graduates and how to prepare for the start of a career life(career guidance).
23 Referring student cases with the necessity of co-support to the competent authorities(especially the students with special needs) at the Center for Academic and Student Counseling at the University according to the systematically approved transfer model to provide specialized counselling
service.
24 The advisor prepares report at the end of the semester containing a summary of the work, achievements and suggestions. The report shall be submitted to the director of the academic guidance unit at the faculty through the head or coordinator of the department.
25 At the end of the semester (or the beginning of the following semester), the supervisor will submit a statistical analysis of the situation of all the students who are guided by him to the academic guidance unit at the faculty including information such as:
Total number of
student
Categorizatio n of students using grade
A+ A B+ B C+ C D+ D F Numbe
r of talente d
Numbe r of special need student s
Re-
enrollmen t
seeking guidance
student s
Year Number
of
individua l
guidance meeting
Number of group guidance meeting
Number of situation study with those
seeking guidance
Number of preventive guidance meeting
Number of developmental guidance
meeting
Number of
remedial guidance meeting
Dean of faculty's approval
Guidance Unit Supervisor in the faculty
Head/Coordinatio n of department
Specializatio n
Academic Qualificatio n
Faculty Name of
advisor
Report on the follow-up of the office and guidance hours of the academic staffs
Academic Guidance
First: An approved form samples were formed by the Academic Guidance Unit to guarantee the quality of the academic guidance, improve it and develop it for the benefit of the student. They are as follow:
1 Academic follow-up form for the students of the department Sample (1).
2 Academic and student guidance form for the student, sample (2) personal guidance status form
3 Sample (3) Group guidance form for group guidance meetings conducted during the semester.
4 Sample (4) (Student help form/ Struggling student / academically troubled student in the university)
5 Sample (5) assigning of outstanding, average and struggling students to each academic advisor at the faculty.
6 Minutes of individual meeting of the social advisor with the students of the department (Sample 6).
7 Sample (7) form for the assigning and follow - up of the academic advisor for students who are struggling academically at the university.
8 Sample (8) The form for assigning and follow-up of the academic advisor for gifted students in the university with
the condition that the cumulative average grade of the student is (4.5 and above 5) + talent.
Second: the method of evaluation related to the academic guidance plan.
1. Distribution of the evaluation form to the students at the end of each semester to facilitate the process of amendment of any mistake and they should be given freedom to express their views through closed and other open questions without writing their names.
2. Examination of files submitted to the guidance office by the end of each semester and the reports of the meetings with the students for evaluation of the commitment to implement the activities of the plan.
3. Examination of the form samples and analysis of the statistics resulting from the questionnaires provided by the students and the faculty.
Third: Forming of a committee responsible for preparing and following up the plan:
Committee for preparation of the academic guidance plan in the department:
Dr Mustafa Muhammad Ahmad Mubarak Chairman Dr Muhammad Isra'il Hidan Khan Member
Ustadh Sami Shukr Member
Fourth: Approval of the guidance plan in the department:
The academic guidance plan was approved by the council of the department at its fifth session of the academic year 1438/1439 corresponding to Sunday 12/2/1439, as well as the approval of the faculty council at the fifth session on the date 15/2/1939.
Office hours:
- For office hours, 8 hours per academic staff were
approved, it will be distributed over the course of the week so that the f academic staff is available throughout the week to serve and assist the student at any time in order to receive consultation, advice and guidance.
- A follow-up committee was formed to ensure availability of the academic staff in his office to observe the office hours and forward a weekly report on it to the head of department, the committee consists of:
1 - Dr Jamal Khalil Chairman 2 - Ustadh Dari Al Shamari Member 3 - Ustadh Rehab Awad Al – Karim Member
Signature: Head of Department of Physics Dr Musaid Saud Al-humais
Signature: Dean of Faculty Dr Ziyad Awad Al-Ruwaili
TEMPLET OF ACADEMIC AND STUDENTS GUIDANCE CENTER
04/04/1440 AH
UNIVERSITY VICE PRESIDENCY FOR DEVELOPMENT AND QUALITY
Deanship of Quality and Academic Accreditation
Al Jouf University
Vice Rectorate for Educational Affairs Academic and students Guidance Center
Template (1)
Academic and students guidance template Personal Data
Academic number:
Student name:
Semester:
Department:
Number of hours passed:
Academic year:
Number of hours remaining Number of hours registered:
Semester GPA ( ) Cumulative GPA ( ) Number of warnings: (if any)
Other information:
Previous academic dismissal: (if any)
Topic of academic guidance meeting between the academic advisor and the student ( ) Courses registration
( ) processes of deletions and additions ( ) Apologize for the Course
( ) Apologize for the semester ( ) Re-Entry
( ) Deferral and dropping out study ( ) Study Plan Review
( ) Review progress in the curriculum ( ) Review and assess of attendance Problems that prevent the progress of study:
( ) studying problems ( ) social problems
( ) Psychological problems ( ) Family problems ( ) Other problems
Academic advisor recommendations:
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Signature:……….
Day and Date: ………
Name of the academic advisor:……….…….
Al Jouf University
Vice Rectorate for Educational Affairs Academic and students Guidance Center
Template (2)
(Academic guidance for Individual cases)
A copy of this template must be delivered to the supervisor of academic guidance unit prior to the final exams of each semester
Name of the academic advisor:……….……….College:………….……….Department:………
Academic year:……….……..…….Semester:……….……….…
Number of students in the group:………..………..
Academic number:
Student name:
Semester GPA ( ) Cumulative GPA ( ) Student specialization:
The date of guidance meeting:
Study Level:
The title of guidance meeting:
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The results of guidance meeting
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Student signature:……….
Al Jouf University
Vice Rectorate for Educational Affairs Academic and students Guidance Center
Template (3)
(Academic guidance for collective cases)
The Collective guidance meetings that have been carried out through the semester:……….…………
For academic year: 14……./14……….H
A copy of this template must be delivered to the supervisor of academic guidance unit prior to the final exams of each semester
Name of the academic advisor:……….……….College:………….……….Department:………
Academic year:……….……..…….Semester:……….………..………
Number of students in the group:………..
Number of collective guidance meetings that have been carried out during the semester:……….…………..
Day and Date:………..………
The results of collective guidance
meeting The title of collective
guidance meeting Student name
Student academic number Nu.
1 1 2 3 4 5 6 7 8 9 10 11 12 13
Al Jouf University
Vice Rectorate for Educational Affairs Academic and students Guidance Center
Template (4)
(Study delay evaluation form) Student
academic number
……….
Student name:
……….
Study Level:
………
College / specialization:
………/………
Semester GPA
……….
Cumulative GPA
………
Causes of study delay
1. ………
2. ………
3. ………
4. ………
5. ………
6. ………
7. ………
8. ………
procedures to get rid
of this delay
1. ………
2. ………
3. ………
4. ………
5. ………
6. ………
7. ………
8. ………
9. ………..
Follow-up the student in the next semester: 14 ……… H Semester GPA:………. Cumulative GPA:……….
Al Jouf University
Vice Rectorate for Educational Affairs Academic and students Guidance Center
Template (5)
(Determination of students' levels)
Nu. College Name
Academic
department A+ A B+ B C+ C D+ D F Total
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
Al Jouf University
Vice Rectorate for Educational Affairs Academic and students Guidance Center
Personal data for the student
Name of the academic advisor:
Academic number:
Student name:
Residence address:
Department:
Semester:
Academic year:
Number of hours passed:
Number of hours registered:
Number of hours remaining:
Number of warnings: (if any)
Previous academic dismissal: (if any) Semester GPA ( ) Cumulative GPA ( )
Other information:
Advisor signature:
Student signature:
Picture
Al Jouf University
Vice Rectorate for Educational Affairs Academic and students Guidance Center
The monthly report on the progress of academic guidance process
Academic advisor data Name:
E. mail address Phone number:
Number of students in the group:
Date:
Complaints of the students (if any):
Recommendations Titles of
complaints Names of the
students Number
complaints
Individual complaints
Collective complaints
Al Jouf University
Vice Rectorate for Educational Affairs Academic and students Guidance Center
(if any):
llowing up of the students Fo
Recommendations Actions have been
carried out Names of the students
Students
Delayed
Middle
Excellent
Problems that have hindered the guidance work through this month:
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Your suggestions to improve the academic guidance process:
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Signature
