First Year Faculty Advisor Job Description & Time Line
Each First Year Faculty Advisor will be responsible for all academic advisement of assigned First Year Students during their first year at SUNY Oswego. They will also recruit and work closely with a First Year Peer Advisor. The following is a detailed outline of First Year Faculty Advisor responsibilities and dates for the 2012-2013 academic year.
First Year Advisement Responsibilities and Dates
- Serve as an informational resource for First Year Students and their parents through phone calls, email, etc.
- Work with Advisement Coordinator for the Major Department of assigned advisees to ensure that you are knowledgeable about both the major and general education requirements needed to graduate.
- Report any concerns about students to the Coordinator of First Year Programs and other appropriate SUNY Oswego staff (Triad of Support –FirstChoice instructors and Hall Directors).
- Establish and maintain a working relationship with your First Year Peer Advisor.
- Complete all necessary paperwork, including but not limited to: First Year Faculty Advisor Form, First Year Peer and Faculty Advisor Expectations, and Advisement notes in myOswego
- Attend all training sessions.
Spring Semester 2012
- Nominate First Year Peer Advisor, preferably within your department, prior to Fall Registration (February).
- Attend First Year Advisement Kick-Off Dinner on April 23rd Our meeting will be held from 5-6:30pm in 132 CC (the auditorium) and is required for both Advisors and Peer Advisors. A dinner afterwards is at 6:30 after the meeting and is optional
- Send email or letters to all advisees introducing yourself, your Peer Advisor, and the First Year Advisement Program. Advisee lists and sample letters will be emailed to you during the summer. (If sending letters, postage will need to be paid by each department).
- Check email for questions from advisees
- Touch base with Peer Advisor
Opening Week and Meeting #1 (Group Meeting)
August 23 11:00 Lunch & Training for Faculty and Peer Advisors
Lanigan 104 (Lunch to follow in the Quad)
August 24 4:30 First Year Advisement Group Meeting
For building and room locations see website below: http://www.oswego.edu/academics/opportunities/first_year/FYA.html
Opening Picnic and Torchlight
Fall Semester 2012
September/October – Meeting #2 (Individual Meetings)
- Hold individual meetings with advisees and get to know each student.
- Review CSI/RMS survey results with student.
*Please meet with any students who are at risk within the first two weeks of classes.
- Discuss any issues or concerns the student may have with current class work.
- Offer referrals or resources that the student may need on campus (i.e. OLS, Mary Walker, Tutoring, The Compass, etc.).
October/November – Meeting #3 (Individual Meetings)
- Review fall courses and midterm grades.
- Review spring course selection and make sure students are on track with general education and major requirements. Utilize CAPP report.
- Review registration procedures, including web registration.
- Distribute PINs (personal identification numbers) to students.
- Discuss the possibility of internships, independent study, and study abroad opportunities.
- If student is undeclared, suggest going to The Compass for a workshop on Major Exploration.
- Discuss preparing for finals.
January - Make contact with students on Academic Warning - These students may need to make adjustments to their schedules to retake courses in which they received D’s or E’s. They should contact the financial aid office so they are aware of any ramifications retaking a course may have on their financial aid.
Spring Semester 2013
February – Meeting #4 (This may be an individual or group meeting.)
Group Meeting with returning students in Good Standing (Peer Advisors can take a lead in this meeting.)
- Remind group of resources on campus.
- Discuss long term academic planning.
- Discuss The Compass, internships, study abroad, career planning, etc.
Students on Academic Warning and new Spring admits
*Please meet with new students and students on Academic Warning no later than the second day of classes to develop a plan for success, including retaking courses, if necessary.
Check on student’s academic progress.
- Discuss any issues or concerns the student may have with current class work.
- Make appropriate resource referrals.
March – Meeting #5 (Individual Meeting)
- Discuss the student’s selection of a major, if undeclared. If appropriate, discuss a double major or possible minor.
- Review course selections for summer, if applicable. Suggest possible internships, independent study, or study abroad opportunities. (Assist them in filling out an off campus approval form if needed) Be aware that there are new procedures in place. Off Campus Approval forms can be found under forms at oswego.edu/registrar
- Review course selections for Fall semester.
- Transition to new advisor based on department policy. Contact the Advisement Coordinator of your department to discuss procedures.
First Year Faculty Advisors may be eligible for compensation for travel related to professional development. This can be used to attend professional conferences to enhance your teaching or research/scholarly activities.
The amount of compensation depends on the number of advisees assigned to each individual advisor at firm enrollment.
There may be instances where there are more or fewer students admitted in the advisor’s department than the standard 25. If at all possible, we will request that departments add First Year Faculty Advisors as needed to ensure that faculty do not reach levels significantly higher than 25.
The following guidelines will be adhered to in regards to travel compensation:
1. Faculty advising 20 or more students will be considered advising a full load and are eligible for $1000 of travel money.
2. Faculty advising between 10-19 students will be considered advising a half load and are eligible for $500 travel money.
3. Faculty advising less than 10 students will not be eligible for travel compensation.
4. When appropriate, a Faculty Advisor may be offered to advise undeclared students in order to increase his/her load to a half load (10-19) or a full load (20+). This would be in consultation with the Advisement Coordinator for Undeclared Students. Faculty choosing this option would also be required to attend training on working with Undeclared Students.
5. If there are not enough declared majors or undeclared students for a specific Faculty Advisor, that advisor may not be needed for the academic year and will be given priority the next advisement year.
* Please remember that part of the requirements to receive travel compensation includes: attending the First Year Advisement trainings, completing all required meetings and paperwork, and working with a Peer Advisor.
Travel Reimbursement Procedures
The money set aside for this purpose is state money; therefore, you should follow regular state travel guidelines.
- Travel for 2012-2013 First Year Faculty Advisors must be completed between July 1, 2012 and June 30, 2013. Please note: all air travel needs to be purchased through the campus authorized travel agency. If you have questions regarding this procedure, please feel free to contact Tina Radley in the Travel Office or work directly with your departmental secretary.
- To request approval of your travel, you must submit a Travel Request (T-1) prior to your trip.
- The T-1 is available both online and in your department office. Send completed form to Diane Carroll, 703 Culkin Hall. She can be contacted at email@example.com or 312-2232, if you have any questions.
- After completing your travel, you must submit your Travel Reimbursement Form along with the original receipts within 60 days of your return. Travel forms can be found at http://www.oswego.edu/administration/provost/forms.html. However, if your trip is at the end of the year in June, your Travel Voucher reimbursement must be submitted to Diane Carroll, 703 Culkin Hall, by July 15, 2013. If the reimbursement forms are not submitted according to these guidelines, we will be unable to process your reimbursement.
Information Regarding Honors, EAP, and OLS Students
Students who have chosen to be part of the Honors Program are assigned a First Year Advisor designated by the Honors Program. These students may also be assigned an advisor by their major if the major department requests such an arrangement. Their primary First Year Advisor, however, is the Honors Advisor who is responsible for all First Year Advisement responsibilities including the five (5) meetings and administering the PIN for registration. Major Advisors may be asked to offer advice on specific major courses and requirements.
First Year International Students who are recommended to be part of the EAP program will be assigned to a First Year Advisor in their major. These students will also be assigned a supplemental advisor in the EAP program. Registration PINs will be sent to the First Year Advisor in the student’s major.
First Year Students designated as part of the Education Opportunity Program (EOP) are assigned an Academic Planning Counselor (APC) through EOP who assists students in identifying academic needs, career choices, and in beginning necessary planning for accomplishing their academic goals. These advisors will also act as the students First Year Advisor for their first semester. The First Year Advisor is responsible for the 5 meetings and administering the registration PIN. EOP students will be assigned an advisor in their department before the Spring semester and these advisors may be consulted for major specific requirements.