Advising Folders

Academic advisers should keep an active advising folder on each advisee. If the student moves to a new adviser or if the College assigns a new adviser during the Declaration of Major process or at any other time, the adviser should take the folder to the new adviser (or have it delivered by a member of the department’s staff). If the student withdraws, the adviser should return the entire folder to the Office of Academic Services.

The folder should contain the following information:

1. New-Student Materials
   • Student’s application for admission, which includes the student’s autobiographical statement;
   • ACT or SAT scores (often found on the high-school transcript);
   • High-school transcript(s);
   • Transfer credit evaluation, if applicable;
   • Mathematics placement information; and
   • Writing Competency Examination placement information
2. Copy of the student’s Curriculum Plan.
3. Copies of grade reports.
4. Correspondence pertaining to the advisee, e.g., academic probation notices, Academic Program Council approvals for course substitutions or other actions, and anything else pertaining to the student’s Progress Toward Graduation.
5. Notes resulting from conferences or other meetings with the student. The Adviser Conference Note form is useful in detailing conversations with students.
   Regardless of what method is used, both adviser and advisee should document their discussions to avoid potential misunderstandings or mistakes.