CIC Advising Administrators Benchmarking

Prepared by The University of Michigan–May 4, 2001

Updated March 15, 2002; May 10, 2006; November 17, 2006; April 5, 2007*

 

TOPIC

(1)

Indiana

(2)

MSU

(3)

NWU

(4)

OSU

Arts & Sci

(5)

OSU

Eng

(6)

OSU

Computer Sci

(7)

OSU

Business

(8)

Penn State

(9)

Purdue

Sci

(10)

Purdue

U/G Studies

% Direct Enrollment

12%

13%

 

100%*

90%

90%

20% major program

80% pre-major prog.

20%

100%

100%

*Comments:From OSU: % Direct Enrollment to school- 100%; % Direct Enrollment to degree program - no degree available (must transfer to degree granting college)

Beginning advisor salary

$30,400

$35,000

 

$31,000-32,000

$27,000-$33,000

$27,000-$33,000

$26,000-$31,000

$32,000

$24-28,000

$32,000

# of students assigned to each advisor

Freshman advisors: 300; Sophomore and above: 400-500

170 undecided students; 580 for assistant dean's functions

 

approximately 350:1

Varies in dept.

450

550

250

 

150 or less

Total # of undergraduates

29,062

45,520

 

approximately 4,000

4,500

900

4100 (includes 1600 pre-majors)

34,000

30,835

30,835 PU/1100 USP

Is the advising staff unionized?

No

No

 

No

No

No

No

No

No

No

Is there a career ladder for advisors?

No

Minimal

 

Yes; Program Coordinator

No

No

No

*

No

No

*Comments: From Penn State - No formal career ladder, but advisors have different grades depending on which college they are in, so it is possible to move up grades by moving from one college to another.

What basis are raises determined?

Equity plus merit

Merit

 

Base + merit

Merit

Merit

Merit

Merit

Base plus merit

Base plus merit

What is the average % raise for past & future yrs?

1-3%

2.5-4%

 

2-4%

2-4

2-4%

4% last year*

3-4%

2.8%

2%-4%

*Comments: From OSU Fisher College - For 2001-2002: an across-the-board $396 raise which covered increase in cost of benefits.

Do you have electronic access to student files?

Yes

Yes

 

Yes, homegrown; in the process of moving to PeopleSoft

 

Yes

Yes

Yes, via the University Web

Yes

Yes

Yes

Do you use electronic files exclusively for advising? What parts of the student file are available electronically?

Almost*

Yes; all information is available or can be made available electronically

 

Yes; notes, petitions (registration & curricular), transfer evaluations, degree audits, advising reports

Yes

Yes

No*

*

No; student record

No; student record

*Comments: From OSU Fisher College - Advising report (unofficial transcript), DARS audits, some records comments such as DARS exceptions, cross-registration courses taken through Higher Education Council of Columbus which consists of 11 colleges and universities in the greater Columbus metropolitan area, dismissals and probations, petitions to pay fees late, etc. (Fisher College still uses paper folder as official record including transaction documents, advising reports, transfer credit reports/transcripts/evaluations, petitions, correspondence, significant e-mails, etc.)

From Indiana - All except high school transcript and University application.

From Penn State - We do not use electronic files exclusively, but have access to and use a tremendous amount of electronic data on students.

Do you teach and/or require an orientation course?

A few sections

We teach a Freshman Seminar but it is not required

 

Yes/Yes

Yes

Yes

Yes*

*

Yes/No

Yes/Yes

*Comments: From OSU Fisher College - NFQFs are required to enroll in one-hour orientation course taught by their advisor their first quarter. There is some variation across campus. (FCOB does not require satisfactory completion for graduation; some other OSU programs do.)

From Penn State - A first-year seminar is required of all incoming first-year students. These are taught by the colleges by people with academic rank. We (as DUS advisers) do not teach seminars, but yes all of our students must take one.

What types of advisors are included in your service? E.g. professional, faculty, peer, GSI, etc.

Professional and a few faculty

Professional

 

Professional

Professional, GAA, faculty

Professional, GAA, faculty

Professional, GAA (varies across campus)

Prof

Prof, faculty, grad

Professional

Do you use interns?

No

No

 

No

No

No, but GAA's

No

No

No

No

Where is academic advising housed in your institutional structure?

*

Associate Provost for Student Academic Services

 

Linked with Arts and Sciences Colleges and Executive Dean's Office

College & Dept

Dept

Central & College

Undergrad Education

Provost for Academic Affairs

Within schools

*Comments: From Indiana - For most freshmen, in University Division. Most students spend at least one year in this unit before they enter their degree-granting unit. Then their advising is provided by their department/school.

 

TOPIC

(1)

Indiana

(2)

MSU

(3)

NWU

(4)

OSU

Arts & Sci

(5)

OSU

Eng

(6)

OSU

Computer Sci

(7)

OSU

Business

(8)

Penn State

(9)

Purdue

Sci

(10)

Purdue

U/G Studies

How are re-enrollments (readmits) decided? Centrally? Individual unit?

Unit

Centrally by UUD for freshmen and sophomores (except those in residential colleges); in colleges for upperclassmen

 

Individual unit consultation

Committee by college

Committee by college and dept.

College level via petition process

Unit

Both

Both

Do your advising administrators have regular advising assignments?

Not usually

Yes

 

No

Yes

No

Yes*

Yes

Yes

Yes

*Comments: From OSU Fisher College - Assistant Director for Pre-major Program has 108 assigned. Assistant Director for Honors has 478 assigned. Associate Director has approximately 100 assigned. Director has none assigned. Associate Director and Director also see referrals from advisors. All advisors see anyone who requests them although full-time advisors have different administrative functions which may affect which students request them (i.e., honors, scholarships, graduation certification, etc.). Students in pre-major program are required to see advisor of record.

Is there an advising organization on your campus?

Yes

Yes; MICADA

 

Yes, sanctioned (not mandated)

Yes, ACADAOS

Yes, ACADAOS

Yes

No

Yes, PACADA

Yes

What advising, if any, is mandatory?

*

Academic probationary students

 

1st qtr freshmen; targeted populations

1st qtr and prob

1st qtr and prob

1st qtr

No

All

All

*Comments: From Indiana - For freshmen a conference prior to each registration. For transfer students, a matriculation conference. Probation students also have required advising conferences. Certain other at-risk populations are required to have advising conferences prior to registration.

What calendar basis do you follow and how many weeks comprises?

(2) 16-wk semesters; (1) 6-wk summer; (1) 8-wk summer

15-wk semesters; (2) 5-wk summer

 

Quarter system (avg. 10 weeks)

10 wk qtr

10 wk qtr

10 wk qtr

15/15

16-wk semesters

Semester/16 wks

Grading scale used.

4.0

4.0

 

4.0

4.0

4.0

4.0

4.0

4.0/4.0

4.0/4.0

Do you have a degree audit and, if so, what program is used?

Yes PeopleSoft (modified)

Degree Navigator

 

Yes, DARS*

Yes, DARS

Yes, DARS

DARS from Miami University of Ohio

DARS

Yes, home grown

Non-degree granting

Do you have campus-wide requirements?

No

Yes - Integrative Studies; math, writing*

 

GEC*

GEC

GEC

GEC*

GE

No

No

*Comments: From OSU Fisher College - The GEC (General Education Curriculum) which consists of approximately 60 hrs or more of liberal arts course work in addition to the math and stat courses that fulfill the university's "Quantitative and Logical Skills" part of the GEC. FCOB math/stat course work exceeds the amount required in the GEC. In addition to the GEC and college course requirements, in order to meet graduation requirements, students must have completed 196 quarter hours (may require completion of electives in some programs) with a 2.00 GPA or higher and a 2.00 GPA in the major. (There are no required electives in the BSBA curriculum although most students will need some to meet the minimum hours required.

From MSU - There is a 4-credit writing requirement as well as a 23-credit Integrative Studies requirement. There is a math requirement which can be met by taking one math course (not including the remedial math) or scoring a 19 on the math placement exam. This does not include additional math required by certain majors.

From OSU Arts and Sci: But we are changing our curricula to allow for greater university-wide flexibility with the GEC, and the oversight of the GEC will reflect that university-wide orientation by having a university-wide oversight committee.

From OSU Arts & Sci: We may go to PeopleSoft Academic Advising instead of DARS by '09/'10. The PeopleSoft 8.0 version of Academic Advising is more versatile and robust than the 8.0 version reviewed in December/January. 

 

 

TOPIC

(11)

U of Chicago

(12)

U of Ill

 

(13)

U of Iowa

(14)

U of Mich

(15)

U of Minn

(16)

U of Wisc

Educ

(17)

U of Wisc

Eng

(18)

U of Wisc

L&A

 

% Direct Enrollment

100% on-line

100%

 

100%

100%

 

 

100%

 

 

Beginning advisor salary

$24,500

$30,000-$40,000 (professional advisors)

 

$32,775

$41,000

(LSA only)

 

 

$32,000

$28,000

 

# of students assigned to each advisor

275

Varies*

 

180-360 depending on advisor percent appointment

600+

 

 

400

Varies

 

Total # of undergraduates

4000

30,453

 

20,300

18,000 LSA

 

 

3500

5740 freshmen

 

Is the advising staff unionized?

No

No

 

No

No

 

 

No

No

 

Is there a career ladder for advisors?

Yes*

No

 

In progress

Limited*

 

 

*

Not formally

 

*Comments: From University of Chicago - It is possible with time and additional responsibility to be appointed to Assistant Dean.

From University of Michigan - LSA has established 3-4 advising coordinator positions, intermediate in responsibility between advisors and directors.

From U of Wisc Eng - There are distinct advisor titles - advisor, associate advisor, senior advisor with corresponding pay scales.

What basis are raises determined?

Satisfactory performance

Merit

 

Merit

Merit

 

 

Merit & cost of living

 

 

What is the average % raise for past & future yrs?

4%

2-4%*

 

2-3%

3%

 

 

3-6%

2-5%

 

Do you have electronic access to student files?

Yes, through Registrar's Ofc

*

 

Yes*

Yes

 

 

Yes

Yes

 

*Comments: From U of Ill - Based on a figure recommended by campus with a small percentage going toward a merit increase.

From U of Ill - All advisors have access to grades, course histories, GPA, etc. The College of Business uses a program called STARS which gives access to all student records including notes on office visits, petitions, etc. LAS General Curriculum uses a home grown electronic database and note system. While various departments across campus are also experimenting with AdvisorTRAC.

From U of Iowa - Currently we use a mainframe based student information system that provides access to all UI student records. We also use an Access database (developed internally) that pulls relevant SIS information on the Center's caseload from the mainframe system. Advisors can query the database about students in specific courses, majors, status (e.g. probation, year in school). Advisors pull up students when populates with a standard set of student information. The template includes a space for advisors to write conference notes. Most, though not all advisors use the Access database for conference notes.

Do you use electronic files exclusively for advising? What parts of the student file are available electronically?

*

No

 

Yes*

Yes*

 

 

*

No, All

 

*Comments: From University of Chicago - All advisers keep notes on their students. All advisers have access to each other's notes. This is maintained on a FileMaker Pro database. Grades, addresses, and registration are all available electronically.

From U of Iowa - All advisors have folders. Advisors may keep notes on forms or use Microsoft Access database which is updated from Registrar data warehouse each semester. Advisors use DARS system for grade reports, schedules, degree evals, etc.

From University of Michigan: This project has been phased in. All students entering LSA in Fall 2003 or later have an e-file.

From U of Wisc Eng - We do not use electronic files exclusively. We have electronic access to student records: admissions, test scores, AP test credits, transfer credits, course grades, and courses at Madison. We also keep paper files. We tried keeping anecdotal notes on the computer and hated it. We don't scan anything. We mainly use electronic data when talking to students on the phone (or helping with e-mail) and paper files when we talk to a student in person.

Do you teach and/or require an orientation course?

No

Yes*

 

Yes*

No

 

 

*

No

 

*Comments: From U of Ill - This varies between colleges but the campus is moving toward mandatory courses.

From University of Iowa: Three courses are housed administratively in the Academic Advising Center: The College Transition. a first-year experience course; Transfer Transition, a "first-year experience" course for transfer students; and College Success Seminar, a course for first-year students placed on probation after their first semester. CT and TT Instructors are recruited campus-wide, but many advisors teach the course; CSS is taught by academic advisors only.

What types of advisors are included in your service? E.g. professional, faculty, peer, GSI, etc.

20 professional staff

Professional, graduate assistants, peer and faculty

 

Professional

Peer, staff. Faculty advising discontinued in 1997.

 

 

*

Prof, faculty, some peer

 

*Comments: From U of Wisc Eng - My "pre-engineering" operation is all staff advisors. We have peers who work in the office (and at orientation) and answer questions constantly, but we don't have a formal program.

Do you use interns?

No

No

 

No

Cr/Grad

 

 

Occasionally

Yes

 

 

 

TOPIC

(11)

U of Chicago

(12)

U of Ill

 

(13)

U of Iowa

(14)

U of Mich

(15)

U of Minn

(16)

U of Wisc

Educ

(17)

U of Wisc

Eng

(18)

U of Wisc

L&S

 

Where is academic advising housed in your institutional structure?

*

Colleges and departments

 

Associate Provost

Student Academic Affairs (general advising) and Academic Units (concentration advising)

 

 

*

College

 

*Comments: From University of Chicago - Advisers report to the Dean of Students who reports directly to the Dean of the College.

From U of Wisc Eng - Under the Provost, but we don't have enough centralization of anything, including advising, to make that a very meaningful arrangement. There is a campus wide Council on Academic Advising, but we really don't make policy or spend anybody's money, so it isn't part of the administrative structure.

How are re-enrollments (readmits) decided? Centrally? Individual unit?

*

By college

 

By college

By school

 

 

*

Individual unit

 

*Comments: From University of Chicago - Students who leave the College must request, in writing, a resumption of studies from the Dean of Students. There is no other reapplication process.

From U of Wisc Eng - I review requests for readmission, and I assume each school or college on campus does the same.

Do your advising administrators have regular advising assignments?

Yes

*

 

Yes

Yes

 

 

Yes

Some do.

 

*Comments: From U of Ill - Most are Assistant and Associate Deans with myriad responsibilities. Some departments have administrators that also do student advising.

Is there an advising organization on your campus?

No

Yes

 

An informal organization

No

 

 

Yes, MAACA

Yes

 

What advising, if any, is mandatory?

*

Varies by college

 

All

1st term, probation, concentration declaration, degree clearance

 

 

*

Freshmen

 

*Comments: From University of Chicago - First-year College students must see their adviser once each quarter; upperclass students must see their adviser once a year.

From U of Wisc Eng - We have mandatory group advising, with advising holds on registration until they fulfill that obligation. Probably 60% also see an advisor individually.

What calendar basis do you follow and how many weeks comprises?

10 wk qtr

16 weeks semesters

 

16 weeks semesters

Term/15 wks

 

 

15 weeks semesters

15 weeks semesters

 

Grading scale used.

4.0

4.0

 

4.0

Scale varies by school

 

 

A-F

A-F

 

Do you have a degree audit and, if so, what program is used?

*

DARwin

 

DARS

Yes, PeopleSoft audit is available for all departments beginning spring 2006.

 

 

DARS*

DARS

 

*Comments: From University of Chicago - Currently our degree audit is done internally on a FileMaker Pro database, and each adviser maintains a degree program for each student. There will be an automatic degree audit available through our new registration system, Exeter Student Services System, once the appropriate programming is completed (probably two years in the future).

From U of Wisc Eng - There is much pressure to replace it with Peoplesoft, but only from administrators who don't actually deal with student issues first hand. Unfortunately, there are a lot of those and they have a lot of power.

Do you have campus-wide requirements?

Yes*

GEC

 

Yes*

None

 

 

*

Gen Ed, Comm, Quantitative

 

*Comments: From University of Chicago - 42 courses are required for graduation. There are a set of 15 General Education requirement courses that must be taken by every student: 30 social sciences, 2-3 humanities, 2-3 civilization, 1-2 art/music/drama, 1-2 mathematics, 2-3 physical sciences, and 2-3 biological sciences. Students must complete another 27 courses that are distributed between Concentration (major) courses and General Electives. Concentrations require between 9 and 18 courses depending on their own requirements. Therefore, students must take between 9 and 18 courses as General Electives.

From U of Wisc Eng - We have General Education requirements, or GER: Beginning and advanced communication; beginning and advanced quantitative reasoning; humanities and literature; social studies; lab science and ethnic studies. When they legislated GER in the early 90s, it made virtually no impact on the engineering curricula (and most others), because such classes were already required.

 

Institutions comparing data:

  1. Indiana University, University division
  2. Michigan State University, Undergraduate University Division
  3. Northwestern University
  4. Ohio Statue University, Exploration Program/Colleges of the Arts and Sciences Advising and Academic Services and University Exploration
  5. Ohio State University, College of Engineering
  6. Ohio State University, Department of Computer & Information Science
  7. Ohio State University, Max M. Fisher College of Business
  8. Penn State University, Division of Undergraduate Studies
  9. Purdue University, College of Science
  10. Purdue University, Undergraduate Studies Program (undecided students)
  11. University of Chicago
  12. University of Illinois
  13. University of Iowa
  14. University of Michigan, College of Literature, Science, and the Arts
  15. University of Minnesota
  16. University of Wisconsin, College of Education
  17. University of Wisconsin, College of Engineering
  18. University of Wisconsin, College of Letters and Science


*Updated 3/15/02
*Updated 5/10/06 (Indiana, OSU/Eng, OSU/Computer Sci, OSU/Arts & Sci, U of Ill, U of Iowa, U of Mich)
*Updated 11/17/06 (Michigan State University)
*Updated 4/5/07 (Purdue, U/G Studies)