Graduate Advising Protocol
Department of Industry and Technology, Ball State University
2-9-05, J. Flowers

Dir. of Online Ed. | Admissions Coordinator | Advisors | Advising Assignments | Follow-up

Introduction

Students considering a graduate degree from the Department of Industry and Technology at Ball State University typically contact the Director of Online Education for initial information. Those who apply are aided and reviewed by the Admissions Coordinator (typically, the Department Chair). Once admitted, students are assigned a graduate faculty member from the Department as an advisor according to an assignment protocol.

Graduate advisors are graduate faculty within the Department of Industry and Technology who have the responsibility for advising a set of students majoring in graduate degrees in the department. Their task is to provide these students with personalized advice regarding program fulfillment.

This responsibility does not extend beyond the period of the advisor's employment with the University; in particular, faculty on a nine-month contract may choose to have the Department Chair serve as an interim advisor for their advisees during summer months.

Responsibilities of the Director of Online Education

1. Provides information to pre-applicants and applicants regarding the programs.

2. Annually surveys graduate students majoring in the Department.

(For more information about the responsibilities of the Director of Online Education, please see: web.bsu.edu/iandt/official/directordescription.htm.)

Responsibilities of the Admissions Coordinator (Department Chair)

1. Begins and updates written records (folders) for each applicant upon notice of application.

2. As needed, discusses admissions and credit transfer with applicant.

3. Prior to an admission decision, analyzes coursework for consideration as transfer credit, and notes approved substitutions.

4. For applicants entering on probationary admission, the Chair determines an initial 9-hour plan of study.

5. Determines Departmental approval of admission for each candidate, authorizes the Graduate School to admit the candidate, and codes the new student into the appropriate program.

6. Upon final approval of admissions, assigns advisor according to Departmental protocol and delivers the information on the new student to the advisor.

Responsibilities of the Graduate Advisor

1. Works with other Departmental advisors to ensure equity and efficient service.

2. Receives official student records (i.e. folders) from the Admissions Coordinator and keeps folders up-to-date with a copy of all correspondence, current plans of study, and other documentation regarding that student.

3. Sends introductory message to each new advisee to welcome that individual to the program and introduce the advisor and her or his methods for advising.

4 Discusses with each advisee their goals, the program options (i.e., thesis option), and future graduate degrees.

5. In consultation with the advisee, develops a "plan of study" for each advisee, outlining courses taken, courses needed, approved substitutions, transfer credits, and planned semesters for each course, as appropriate.

6. After admissions, determines official course substitutions for advisees in coordination in keeping with Departmental and University parameters, and coordinated with other Departmental advisors.

7. Discusses course registration with advisees, providing information as needed.

8. When necessary, provides advice to advisees concerning academic, logistical, and professional issues.

9. When necessary, refers advisees to other people and resources at the University and elsewhere to best meet their needs.

10. Monitors the progress of advisees, and in particular, seeks to help those who are threatened by low grade point average or credits becoming stale.

11. Submits to the Graduate School Departmental recommendations for advisees' graduation on the appropriate form.

Exit and Follow-up Responsibilities

1. The Department Chair sends the graduating student a letter of congratulations.

2. The Graduate Program Committee regularly conducts of survey of graduates.