Undergraduate Academic Advisory Guide

Appendix Ca

As of January 5, 2022

During the undergraduate education, the academic staff are called "advisors" who are assigned to lead the students in the subjects such as course registration, planning of four-year undergraduate education, solution of the problems encountered during this process. Advisory is a process that must be followed carefully by both the advisor and the student. This guide is designed to make this process more efficient for everybody.

1. The advisor is responsible for guiding the student in academic matters. In particular, first-class advisors should also help the student to be familiar with the campus and the business school.

2. The student must feel guided and can easily communicate with the advisor when it is necessary.

3. The advisor and the student must conduct face-to-face or virtual interviews and situational assessments at least twice during a semester (preferably at the beginning of the semester and at the end of the semester).

4. The advisor should keep a file for each student. This file should contain information about the student such as the student's contact information, courses taken at the beginning of the semester, attendance in these courses at the end of the semester, academic issues faced by the student during the semester, a copy of the petitions related to these issues, and a copy of the decision of the board.

5. Advisor should be informed about the university regulations. In addition, the advisor is expected to know the decisions and practices of the relevant academic unit, to monitor and implement the changes made.

6. The advisor is expected to have mastered the four-year course curriculum and the requirements of the curriculum of the program concerned. In this way, it is necessary to plan the course schedule of the student appropriately and to select the areas that the student is interested in from the elective courses.

7. At the beginning of the academic term, the advisor evaluates the registration in which the student is enrolled and, if appropriate, approves, if not, requests the student to make the necessary corrections. In order to minimize the problem of communication between the student and the advisor in this process, it is expected that at least two full days of registration will be made in the advisor's office for the approval of the registration, and these days and hours should be announced to the students in advance. The advisor becomes fully responsible for the student's registration from the moment the student approves the record, and this responsibility continues until the end of the period concerned.

8. The advisor should serve as a bridge between the student and other academic and administrative units (student affairs, relevant department headships, chair's office, etc.). The student must pass all petitions to the advisor in academic matters first. The advisor should assess the situation and communicate the advisory opinion containing this evaluation to the department secretary concerned with the petition of the student. The advisor's memo must clearly state the student's credentials (name, surname, department, class, number, etc.), what the student's petition is about, and the reasons for his or her own opinion. In addition, the advisor's opinion regarding the student's situation or the result of the decision of the faculty committee must be followed by the advisor and the final solution for the student must be notified by the advisor.

9. In case that there is no problem about the time in the petition process, the advisor should notify the secretariat of the related department within maximum 3 working days of giving the student petition. If this is overdue, the advisor is expected to provide a written explanation for overdue reason.

10. The advisor should keep a copy of all documents related to the student in the student file.