For Mass Communications Faculty Advisors

Faculty advisors play an essential role in student success at VSU. As a faculty advisor, you serve as a mentor, guide, and advocate for your assigned students. This resource center provides the tools, policies, and best practices you need to provide effective academic advising. Access training materials, understand university policies, utilize advising technology, and connect with professional development opportunities. Our Faculty advising team is here to support you in supporting our students.

The Faculty Advisor Role

Faculty advising combines your disciplinary expertise with guidance on university policies and academic planning. Unlike professional advisors who may work with students across multiple majors, Faculty advisors bring specialized knowledge of your field, career paths, and the specific requirements of your department's programs.

Core Responsibilities

Faculty advisors in the Mass Communications Department are expected to fulfill several essential functions that support student success and degree completion. These responsibilities ensure students receive consistent, informed guidance throughout their academic journey. While the specific needs of each advisee vary, all faculty advisors share these core responsibilities:

• Meet with assigned advisees at least once per semester, particularly before registration periods when necessary
• Help students understand degree requirements, course sequencing, and academic policies
• Review and approve course schedules during registration periods
• Monitor advisees' academic progress and intervene when concerns arise
• Connect students with appropriate campus resources when they need specialized support
• Maintain accurate advising records and documentation
• Stay informed about university policies and new resources

What Makes Faculty Advising Distinctive

The Faculty advising role extends beyond policy guidance to include mentorship, professional networking, and field-specific expertise that professional advisors cannot provide. Faculty advisors uniquely combine academic counseling with disciplinary knowledge, creating richer advising relationships. Your distinctive contributions include:

• Field-Specific Mentorship: You can discuss career paths, professional expectations, and opportunities specific to your discipline
• Academic Development: You understand the intellectual progression of your major and can help students see connections between courses and their applications
• Letters of Recommendation: You're positioned to write strong, detailed recommendations based on your knowledge of students' academic work and development

Preparing for Advising Appointments

Effective advising requires preparation and access to student information. The quality of your advising improves significantly when student allow enough time when setting up appointments to records before appointments rather than discovering issues during the meeting. Taking time to prepare allows an advisor to focus the appointment on meaningful conversation rather than information gathering.

Before Each Appointment

Faculty advisors review relevant student information to understand their academic situation and identify potential concerns or discussion points:

• Review the student's degree audit to understand their progress and remaining requirements
• Check their current and past academic performance (GPA, course grades, academic standing)
• Review any notes from previous advising sessions

During the Appointment

Create a productive environment and conversation that serves the student's needs while documenting important information:

• Create a welcoming environment that encourages open communication
• Ask open-ended questions to understand the student's goals, challenges, and interests
• Listen actively to both what students say and what they may be hesitant to share
• Provide clear, accurate information about policies and requirements
• Help students think through decisions rather than making decisions for them
• Document the meeting and any action items or plans discussed

After the Appointment

Follow through on commitments and ensure continuity for future advising interactions:

• Record notes about the meeting in the advising system
• Follow up on any commitments you made (sending information, making referrals, )
• Require that students through on action items, and reach out if they don't

Understanding University Policies

Faculty advisors are expected to have working knowledge of academic policies that affect advising. While you don't need to memorize every detail, understanding key policies helps you provide accurate guidance and recognize when to consult additional resources. The following policies most frequently impact advising conversations:

Registration and Course Policies

These policies govern how students enroll in courses and make schedule changes throughout the semester:

• Course Load Requirements: Full-time status is 12-18 credit hours; overloads require approval
• Add/Drop Deadlines: Students can make schedule changes without penalty during the add/drop period
• Withdrawal Policies: Withdrawals after the add/drop period result in W grades on transcript
• Prerequisites: Students must complete prerequisites before enrolling in advanced courses
• Repeat Policies: Students can repeat courses, but VSU have specific rules about grade replacement. Students are to follow up with the Registrar’s Office.

Academic Standing Policies

Understanding academic standing helps you identify students who need intervention and explain the consequences of poor academic performance:

• Good Standing: Requires maintaining minimum GPA standards
• Academic Probation: Warning status for students whose GPA falls below standards
• Academic Suspension: Students may be suspended for continued poor performance
• Satisfactory Academic Progress (SAP): Federal financial aid has separate progress requirements

Degree Completion Policies

These fundamental requirements apply to all students pursuing bachelor's degrees:

• Minimum Credit Hours: Most bachelor's degrees require 120 credit hours
• Residency Requirements: Students must complete a minimum number of credit hours at VSU
• GPA Requirements: Both overall GPA and major GPA must meet minimum standards
• Graduation Application: Students must apply for graduation by published deadlines

For detailed policy information, consult the undergraduate catalog or contact the College of Humanities and Social Sciences Advising Office.

Using Advising Technology

Several systems support your advising work. Familiarity with these tools enhances your effectiveness and helps to provide accurate, timely guidance to students. Each system serve a specific purpose in the advising process.

Degree Audit System

The degree audit shows advisors students' progress toward degree completion and serves as the primary tool for tracking requirements:

• Displays completed courses, courses in progress, and remaining requirements
• Shows how transfer credits apply to VSU requirements
• Identifies missing prerequisites or requirements
• Helps identify the most efficient path to graduation

Access degree audits through the student information system using your faculty login.

Student Information System

View comprehensive student information including academic history and current status:

• Current and past course enrollment
• Grades and GPA (overall and by semester)
• Academic standing status
• Contact information and advisor assignment
• Test scores and placement information

Advising Notes System

Faculty advisors document the interactions with students to create continuity and accountability:

• Record the date, topics discussed, and recommendations made
• Note any action items or follow-up needed
• Create a record that other advisors can reference if needed
• Track patterns in student concerns or questions

Maintain student confidentiality when documenting advising notes. Record factual information and guidance provided, but avoid subjective judgments or sensitive personal information.

Common Advising Situations

The Underprepared Student

Some students enter an advisor’s office without having reviewed their degree audit, considered what

courses to take, or thought about their academic goals.

Approach: Advisors will use the appointment as a teaching moment. Walk you through how to access and interpret their degree audit. Explain how to identify required courses and plan ahead. Emphasize that effective advising requires their preparation and engagement.

Goal: Help and encourage a student to become independent planners who come to future appointments prepared.

The Struggling Student

Students facing academic difficulties need both practical guidance and emotional support.

Approach: Advisors may ask open-ended questions to understand the root causes. Are they struggling with time management, study skills, motivation, or external circumstances? Provide specific, actionable strategies and connect them with appropriate resources (tutoring, counseling, academic support programs).

Goal: Create a concrete plan for improvement while ensuring the student feels supported, not judged.

The Overcommitted Student

Some students want to take excessive course loads, add multiple minors, or balance too many commitments.

Approach: Faculty advisors may realistically assess their capacity. Discuss the implications of overload (stress, reduced performance, burnout). Encourage prioritization and strategic planning rather than trying to do everything at once.

Goal: Guide students toward sustainable choices that support both success and well-being.

The Career-Uncertain Student

Students who are unsure about their post-graduation plans may struggle to see the purpose of their coursework.

Approach: Explore their interests, values, and strengths through conversation. Suggest informational interviews, job shadowing, or internships to gain exposure to career options. Connect them with Career Services for assessment tools and career exploration resources.

Goal: Faculty advisors may help to identify concrete steps to explore options, even if they're not ready to commit to a specific path.

The Major-Changer

Students who consider changing majors need realistic guidance about implications.

Approach: Review how much progress you have made in their current major and how it would translate to potential new majors. Discuss the time and financial implications of changing majors. Help a student to think critically about their reasons for changing.

Goal: Ensure a student make informed decisions, whether that's changing majors or finding renewed purpose in their current program.

Making Appropriate Referrals

Recognize when students need support beyond academic advising:

Mental Health Concerns

If a student expresses thoughts of self-harm, severe depression, or overwhelming anxiety, refer them to the Counseling Center immediately. For urgent situations, walk the student to the Counseling Center or call campus police for emergency support.

Counseling Center: (804) 524-5939

Financial Difficulties

Students facing financial challenges should connect with the Financial Aid Office to explore options such as payment plans, emergency loans, or scholarship opportunities.

Financial Aid Office: (804) 524-5517

Disability Accommodations

Students who need academic accommodations due to disabilities should register with Disability Support Services, which coordinates appropriate accommodations with faculty.

Disability Support Services: (Contact information)

Academic Support

Students needing help with study skills, writing, or specific subject tutoring should use campus academic support resources.

Academic Support Resources: Tutoring services, Writing Center, subject-specific support

Career Planning

While Faculty advisors can provide field-specific career guidance, students benefit from Career Services resources for resume' development, interview preparation, and job search strategies.

Career Services: (804) 524-5691

Professional Development

Faculty advisors offer ongoing support. Effective advising requires staying current on policies, developing skills, and connecting with other advisors.

Training Opportunities

Regular training and/or communications helps Faculty advisors stay informed about policy changes and refine your advising approach.

Resources

Practical tools and reference materials support Faculty advisors day-to-day advising work:

• Template emails and documents for typical advising communications
• Updates on policy changes and new resources

Consultation and Support

If you encounter complex advising situations or have questions about policies, contact the ACE Center Professional advising staff can provide consultation, policy clarification, and support for challenging cases.

ACE Advising Office: (804) 524-6755 | ace@vsu.edu

Advising Best Practices

Build Relationships Early

Faculty advisors may connect with advisees at the beginning of their time in your program, not just when they need advising for registration. Early relationships create trust and open communication.

Set Clear Expectations

Faculty advisors tell students when and how to schedule appointments, what to bring to meetings, and how to reach you between formal appointments. Clarity about your availability and communication preferences prevents frustration on both sides.

Ask Good Questions

Open-ended questions reveal more than yes/no questions. Ask "What are you considering for next semester?" rather than "Are you taking [specific course]?" Questions that start with "how," "what," and "why" invite deeper conversation.

Document Everything

Keep records of advising conversations, recommendations made, and student commitments. Documentation protects both you and the student if questions arise later about guidance provided.

Faculty Advisor Limits

Faculty Advisors may not know every policy detail or have answers to every question. When you're uncertain, commit to finding the answer rather than guessing. Complex situations may be referred to professional advising staff when appropriate.

Stay Current

Academic policies, course offerings, and campus resources change regularly. Attend training sessions, read email updates from the advising office, and consult the current catalog when making recommendations.

FERPA and Student Privacy

The Family Educational Rights and Privacy Act (FERPA) protects student education records and limits what information and advisor can share about students. Understanding FERPA requirements protects both the advisor and your students while ensuring appropriate communication with parents and others.

What Faculty Advisors Can Discuss

FERPA permits sharing information in specific circumstances with appropriate parties:

• Academic progress and performance with the student themselves
• General policy information with parents (without specific student details)
• Information with other university officials who have legitimate educational interests

What Faculty Advisors Cannot Discuss

FERPA prohibits sharing educational records without proper authorization:

• Student grades or academic standing with parents without student permission
• Student information with other students
• Educational records with anyone outside the university without written consent

Students can grant permission for you to speak with parents or others about their academic records. Encourage students to complete a FERPA release form if they want you to communicate with their parents.

Recognition and Appreciation

Effective advising makes a profound difference in student success, retention, and satisfaction with their VSU experience. Your time, expertise, and genuine care for students contribute directly to their academic achievement and personal development.

The Department of Mass Communications is committed to student success.

We are dedicated to outstanding advising as indicated by developing a Department of Mass Communications Advising Website. our work shapes students' educational experiences and prepares them for meaningful careers and lives. We are here to support you in this important role.

Contact Information

Department of Mass Communications
Location: New Harris Hall Building, First Floor
Phone: (804) 524-5000

For advising consultation, policy questions contact us. We're here to help you provide excellent advising to your students.