Suggested Probation Process for Academic Advisors

  1. Office of the Registrar sends students on probation a short email, alerting them to their academic standing.
    No advisor action is needed in this step.
  2. Advising units utilize many different processes to identify students on probation.
    Check with your advising unit or access the Cognos reporting tool.
    Public Folders - PROD Student - PWL Validated Grades; List of Students by Academic Standing
  3. Within two weeks of grades posting, email each probation advisee with planning information and request to complete the university-wide Academic Intervention Assessment.
    1. It is recommended that advisors set up a BoilerConnect Campaign to track the probation intervention process with their students.
      1. Click Here: Campaign instructions for advisors who want to keep Probation appointment times and regular appointment times separate.
      2. Click Here: Campaign instructions for advisors who don'’t' mind probation and regular appointment times overlapping – i.e. if you don'’'t have very many probation students per advisor.
    2. See the Student Probation Email template as a recommended starting point.
    3. Click for Academic Intervention AssessmentAcademic advisors are the only ones who send this link to students. If you do not include the link, your students will not receive it.
    4. Suggestion: add the link at the end of the Student Probation Email.
    5. Different advising units may have additional requirements for students on probation please adjust your email message to include appropriate information.
  4. The advisor receives an automated email when the student completes the assessment.
    This will link the advisor to the completed form.
    1. Suggestion: advisors may set up email folders so messages are autiomatically filed together in Outlook.
      Click here for directions for setting up probation emails to automatically move to a designated folder
    2. Please forward any automated emails intended for another advisor or delete.
    3. Should the advisor not receive an automated email, access the database by an individual student's PUID.
  5. Ideally, the probation student schedules an advising appointment within the first two weeks of the semester to review their assessment answers and discuss a plan to to achieve good academic standing.
    1. Once advisor and student have met and reviewed student assessment responses, the advisor should lock the responses with the advisor lock button at the bottom of the form. Probation Community of Practice tracks completed assessmentsand when or if the student meets with their advisor.
    2. If the probationary student does not meet with the advisor, send follow-up emails or reminders after the first week and continue throughout the semester.
      1. You can utilize the Appointments Not Yet Made feature in BoilerConnect to resend the request or to send a message to students who have not created their appointments.
      2. You can extend the original deadline of the BoilerConnect campaign or you can create a campaign may be to target students who missed or failed to schedule appointments from the original campaign.
    3. For student compliance, follow your advising units policies. Suggestions include withholding students PIN until the probation appointment is complete; use a regularly scheduled registration appointment to discuss probation issues.

Timeline

Timeframe

Action Taken

Grades Post

Registrar notifies probation students of status by email to reach out to advisor

In 2weeks of grades posting

Advisor emails each probation advisee with assessment

Fri. 4 weeks after grades post

Student deadline to complete intervention survey

End of 2nd week after fall/spring semester

Student deadline to meet with advisor

During student meeting

Advisor student review intervention survey responses

Advisor locks results

Semester specific dates will be shared via email. Due to winter recess, this timeline may need some slight adjustments for individual advising areas.

Erin Schultz I am so fortunate to support my students within College of Education by helping them pursue their passion. Every day, I am amazed at their maturity, positivity, dedication, and desire to ‘go above and beyond.
-Erin Schultz