October 2001 University Reporter

By Robert W. Guimond

Last spring I was invited to appear before the University Retention Committee to provide information on the Biology Department’s advising practices. Here is a summary of our current advising processes for undergraduates.

As soon as an individual declares a biology major, he or she either chooses or is assigned an adviser and is required to make an appointment with the adviser to review the student’s current status and projected course of action. The student also is given our 37-page Biology Department Handbook for Undergraduates containing pertinent information that is updated yearly.

In addition to a student’s assigned faculty adviser, the department has an advising committee, the chairman of which is the departmental director of undergraduate advising (DUA). The DUA works closely with the department chairman, and supervises and coordinates all advising functions for Biology’s more than 450 majors.

In order to maintain uniformity of standards and procedures, students wishing to transfer credits, seeking permission to take certain course credits elsewhere, or requiring waivers or modifications of departmental requirements must secure formal approval, in writing, from the DUA and/or the chairman. All transactions agreed upon by faculty in their advising capacities are kept with the DUA in a central repository. Those materials then are referred to when a student’s transcript is evaluated for potential graduation.

Twice a year, prior to the fall and spring registration periods, the faculty-advisee lists are updated and posted in the hallway and biology faculty members receive updated lists of their current advisees.

About one month prior to registration periods, letters are sent to all biology majors informing them of the need to see their advisers before registering. On the reverse of the letter is a complete list of faculty advisers, along with their office locations, phone numbers, and office hours. In the letter, students are apprised that they must see their advisers to review course selections and remove the hold on their names in the Registrar’s Office in order that they may register.

At about the same time that student letters are sent out, informational memoranda and packets are sent to all biology faculty members, reminding them of the forthcoming registration and their advising responsibilities.

Finally, the DUA remains available during intersession and in the summer to handle all advising matters that may arise. The DUA is also the liaison between the department and the registrar’s, admissions, and university advising offices to keep the department informed of changing practices or policies.

Two elements play a key role in the department’s success in its advising efforts. The mandatory nature of student advising prior to student registration compels students to see an adviser in order to be able to register for courses. Also, especially useful in large departments is the existence of an individual faculty member, other than the chair, who is entrusted with the responsibility of coordinating all aspects of a department’s advising activities. This promotes continuity in departmental practices from one year to the next.

Robert W. Guimond, Ph.D., J.D., is a professor in the Biology Department. This column is a part of a continuing monthly series featuring best practices at UMass Boston. Interested in highlighting your best practices? Submit your ideas to news@umb.edu.

A Best Practice: Biology Advising

By Robert W. Guimond