Undergraduate students could make use of the academic advising service at Schools/Departments to help them make informed and intelligent academic decisions/choices about their major and GUR study that suit their intellectual, professional and personal goal.

Academic advising also helps students in important events and decisions in different Student Learning Checkpoints. Each undergraduate student will be paired up with a designated Academic Advisor from their school or department.

Through academic advising, students will:

• understand their curriculum (both Major and GUR) and get advice and guidance if they face any academic challenges.
• plan their study better to help them realise academic, career and personal goals.
• learn about opportunities, resources and support available to students on campus to enrich their educational experience and foster their future success.

Students are encouraged to meet with their Academic Advisors for consultation on their programme of study and study plans at least once in a semester.

As an advisee, you are responsible for your educational choices and decisions. You are expected to:

• Clarify your personal abilities, interests, and goals for academics and life.
• Prepare for the advising meeting. Think of some questions to discuss with your Academic Advisors, for example, study plan, career opportunities, final-year project ideas, internship or other learning experiences.
• Understand and review your academic progress before meeting your Academic Advisor. Study the Programme Requirements Document.
• Become knowledgeable and adhere to institutional policies, procedures, and requirements.
• Be punctual and notify your Academic Advisor in advance if you cannot attend the scheduled meeting or need to reschedule your meeting.
• Have an open mind and be ready to consider advice given by your Academic Advisor and other staff.
• Read your PolyU e-mails and other important communications from the University (particularly from your School/Department and Academic Advisors)
• Access and use eStudent for academic updates, updated information, registration, and other purposes.
• Accept the final responsibility for all decisions made and your graduation requirements.

Academic Advisors are expected to:

• Have a clear understanding of:

         1. University policies on undergraduate studies;
         2. Study pathways;
         3. Discipline-Specific Requirements;
         4. General University Requirements; and
         5. Opportunities and resources within PolyU.

• Communicate effectively, listen to the students and respect their views and choices.
• Assist students to identify their academic, career and personal goals, and help them develop plans to achieve these goals.
• Assist students to understand their academic performance and areas of strengths.
• Assist students to understand the graduation requirements.
• Keep accurate record about academic advising.
• Be available to answer the questions of students through different means.
• Make appropriate referrals when necessary.

• You are strongly encouraged to make appointments with your Academic Advisors in a proactive manner (at least once in a semester). Each School/Department will set out their own practice in arranging meetings with Academic Advisors. You are also welcome to send emails or make phone calls for setting up meetings with your Academic Advisors.
• You could find the contact information of Academic Advisors under “My Advisor” in eStudent (see below) or you could also contact your home departments for details.

Checking Student Advisees’ Information
 
Academic Advisors are encouraged to check their student advisees’ background before the advising meeting via eAcademic and/or Student Lifecycle Management Platform (SLMAP) so as to give appropriate advice. In particular, the SLMAP provides comprehensive information which can facilitate the advising process.
 
Academic Advising Record Keeping
 
Documentation is required for all advising meetings in which important and/or relevant information is discussed or delivered. Advising meetings including those conducted face-to-face, online, via phone, email, other electronic media. Documentation is a crucial element of quality advising. Keeping proper and timely records of interactions with students is essential for the following reasons:

• Provide an overview of the student’s progress and assistance provided
• Refresh Advisor’s memory prior to return visit and help when planning next steps
• Increases Advisor’s efficiency by focusing on key issues rather than revisiting the all the information
• Communicate information to other University personnel if necessary

Currently, Academic Advisors can keep the advising record via eAcademic or use the advising record templates designed by OUS. Academic Advisors can also use the format(s) adopted by their home departments if necessary.
 
General guide for documentation
 
Documentation should include appropriate details and the date of the interaction, as below:

• Issues raised
• Goals and outcomes of the meeting
• Advice/Recommendations made
• Agreed follow up actions

Academic Advisors should also pay attention to the following:

• Use general and objective language based on facts
• Be as clear, concise, complete, and professional as far as possible
• Avoid using acronyms, abbreviations, and jargon as far as possible
• Do not evaluate, judge or include your personal opinion or assumption
• Consult a supervisor or colleague(s) when you are not sure about what information to include in advising record

Undergraduate Secretary: Ms Kathy Li (Executive Officer II)

Tel: 2766-7043

Email: Kathy.Li@polyu.edu.hk