Advising Cycle

May

What Who

Summer Term begins

umanitoba.ca/student/records/deadlines

Fielding admissions information

 

Year-end and convocation awards/medals/rankings for Faculty/unit meetings

Information from Financial Aid and Awards

Prerequisite report distributed (summer courses, based on winter term results)

intranet.umanitoba.ca/student/records/reports.html

Finalize academic assessments, reports for assessment/completion

intranet.umanitoba.ca/student/records/2322.html#Academic_Assessment

Run poor grade reports for academic assessment

intranet.umanitoba.ca/student/records/reports.html

Begin transfer credit review on new students’ programs

 

Welcome package/new student information (DE and transfer/transit)

 

NACADA Region 6 Conference

 

June

What Who
Year/class update (early June); check assessments intranet.umanitoba.ca/student/records/2322.html#Academic_Assessment
Check prerequisites -- based on prerequisite reports intranet.umanitoba.ca/student/records/reports.html
Warning, probation, suspension, Dean’s Honour letters (based on assessments completed in May) intranet.umanitoba.ca/student/records/2322.html#Academic_Assessment
U1 transit to Arts or Science opens up
Spring convocation (volunteer opportunity)
Final online academic calendar available umanitoba.ca/calendar
Orientation process begins -- What’s Next? event for new students umanitoba.ca/student/orientation/orientation-events.html
UM Essentials -- online orientation programming available in June umanitoba.ca/student/orientation/orientation-events.html
Review Senate changes that require implementation (Faculty/program-specific) – calendar, website, program information, UM Achieve umanitoba.ca/admin/governance/senate/minutes/2010_2019_senate_minutes_index_page.html
Review academic schedule for the next academic year
Major/Minor/Concentration declarations available by mid-June before registration intranet.umanitoba.ca/student/records/2322.html#Student_Record_Maintenance
Returning and new student planning/student communications  
Preparing, finalizing welcome and communication messages to new and returning students  
Documentation, information to students in preparation for registration
Meet with new students as needed – transfer courses, program planning
Pre-registration and information sessions for new students begin (ongoing into July)
Incoming student file preparation
Registration schedule (time tickets) information available to advisors intranet.umanitoba.ca/student/records/2322.html#Registration
Major declaration by students (before registration)

<>July

What Who
Registration (Aurora) youtube.com/watch?v=V3NsT39LGxY
umanitoba.ca/student/records/tutorial/#intro
Review new admits; holds; program information; update program guides; data verification  
Pre-registration and new student information sessions  
Returning student registration; troubleshoot any INB/Banner 9 programming intranet.umanitoba.ca/student/records/2322.html#Registration intranet.umanitoba.ca/student/records/2322.html#Student_Record_Maintenance
Prerequisite reports distributed intranet.umanitoba.ca/student/records/reports.html
Orientation process (ongoing) – Get Ready to Register; Career Choices; Making the Grade; Summer University Advantage sessions umanitoba.ca/student/orientation/orientation-events.html

August

What Who
Registration (Aurora) youtube.com/watch?v=V3NsT39LGxY
umanitoba.ca/student/records/tutorial/#intro
Advising troubleshooting
Update files (new and returning students); apply transfer credit
Orientation process (ongoing) – Academic Prep Boot Camps; International Orientation umanitoba.ca/student/orientation/orientation-events.html
October graduation checks/review umanitoba.ca/student/records/4942.html

September

What Who
Orientation events – Welcome Day; Indigenous Welcome; International Orientation umanitoba.ca/student/orientation/orientation-events.html
Classes begin (first Wednesday after Labour Day) umanitoba.ca/student/records/deadlines
Advising troubleshooting  
Revision period and fee payment umanitoba.ca/student/records/deadlines
First Six Weeks (F6W) programming umanitoba.ca/u1/first-six-weeks
Prepare nominal rolls Share with program/Faculty/departments as needed
October graduation list review  
Review student assessments following summer term intranet.umanitoba.ca/student/records/2322.html#Student_Record_Maintenance
Prerequisite report distributed (fall courses, based on summer results)  
Exam data information due to Registrar’s Office
High School Counsellors Seminar (hosted by Student Recruitment)  
Bursary applications due in early October – check website for deadlines  

October

What Who
Fall convocation (volunteer)  
Year/class update in mid-October; check assessments, documentation, information to students By Registrar’s Office – Faculty/program-specific
Preliminary Exam schedule published  
Faculty/program-specific bursary selection meetings  
Next Six Weeks (N6W) programming begins umanitoba.ca/u1/next-six-weeks
NACADA – Annual Conference  
Evening of Excellence (hosted by Student Recruitment) Student Recruitment

November

What Who
VW deadline for fall term courses umanitoba.ca/student/records/deadlines
Timetable/schedule rollover in INB  
Begin UG Academic Calendar revisions  
MAP Annual Conference (first Friday in November) mbadvisors.ca
Fall term break umanitoba.ca/student/records/deadlines/index.html

December

What Who
Exams and grades umanitoba.ca/student/records/exams_grades_hub.html
Deferred exam requests/processing umanitoba.ca/student/records/finals/682.html
Review Senate changes that require implementation (Faculty/program-specific) – calendar, website, program information, UM Achieve umanitoba.ca/admin/governance/senate/minutes/2010_2019_senate_minutes_index_page.html
Grade Changes intranet.umanitoba.ca/student/records/2339.html#Change_of_Grade

Janurary

What Who
Classes resume umanitoba.ca/student/records/deadlines
Revision period umanitoba.ca/student/records/deadlines
VW deadline for spanned courses umanitoba.ca/student/records/deadlines
Troubleshoot student programs/revisions  
Prerequisite reports distributed (winter courses, based on fall results); finalize student assessments from fall term (if needed) intranet.umanitoba.ca/student/records/reports.html
Update information for First Year Planning Guide (FYPG)  
February graduation list review UM Achieve: intranet.umanitoba.ca/student/records/UM_Achieve.html
Due to the Registrar’s Office -- intranet.umanitoba.ca/student/records
Preliminary exam schedule published
Update new student information on website  
Revision period and fee payment umanitoba.ca/student/records/deadlines
Inactive jobs run once/year after revision period in January – DNR (admitted in previous fall term but did not register in either fall or winter term – NR student status code in SGASTDN); Inactive job (no registration activity in previous three terms – IS student status code in SGASTDN)

February

What Who
Open House (sponsored by Student Recruitment)  
February convocation (no ceremony)  
Web updates, forms, prep for next academic year; review and update DE information Faculty/program-specific
Winter term break umanitoba.ca/student/records/deadlines/index.html

March

What Who
VW deadline for winter term courses umanitoba.ca/student/records/deadlines/index.html
Rotary Career Symposium (date varies) coordinated by Student Recruitment  
Summer term registration
Program planning for new academic year with returning students  
Preliminary May grad list and checks UM Achieve: intranet.umanitoba.ca/student/records/UM_Achieve.html
Due to the Registrar’s Office -- intranet.umanitoba.ca/student/records

April

What Who
Review Senate changes that require implementation (Faculty/program-specific) – calendar, website, program information, UM Achieve umanitoba.ca/admin/governance/senate/minutes/2010_2019_senate_minutes_index_page.html
May graduation checks/review UM Achieve: intranet.umanitoba.ca/student/records/UM_Achieve.html
Due to the Registrar’s Office -- intranet.umanitoba.ca/student/records
Academic/class schedule available online  
Academic calendar available online umanitoba.ca/student/records/academiccalendar.html
Exams and grades umanitoba.ca/student/records/exams_grades_hub.html
Deferred exam requests/processing umanitoba.ca/student/records/finals/682.html
Grade changes intranet.umanitoba.ca/student/records/2339.html#Change_of_Grade
Begin student assessments from winter term (into May) intranet.umanitoba.ca/student/records/2322.html#Student_Record_Maintenance

Ongoing

  • Committees/meetings, including Faculty and other, e.g., recruitment, admissions
  • Academic advising – email, phone, and in-office
  • Resource person to Associate Dean, Dean, academic staff
  • Course transfer credit evaluations
  • Letter of Permission processing
  • Deferred exam arrangements and follow-up; change of grade and assessment follow-up
  • Student appeals
  • Forms
  • UM Achieve – encoding, testing as required; program change reviews/testing
  • How-to documents
  • Professional development as available
  • University of Manitoba Advisor Exchange
  • Fielding admissions information

Administrative

  • How to … Documents - intranet.umanitoba.ca/student/records/2322.html
  • Course schedule/scheduling changes, Ad Astra bookings, instructor information loaded in INB/Banner 9    
  • Add special section prerequisites and reserves for registration  
  • Grade submission reminders to academic staff (end of fall, winter terms; summer term)
  • Exam data information to be completed for each term
  • Undergraduate Academic Calendar submission, changes/updates
  • Curriculum and course changes (varying deadlines)
  • Graduation processing
  • Course changes/program changes to 4Cs 
  • SEEQs
  • Marketing materials
  • Special projects and reporting (data)
  • Communications/information to students
  • Committees/meetings 
  • Performance reviews
  • Special events
  • Website updates
  • Admissions processing/deadlines; applicant bulletin review/updates
  • Student misconduct – follow-up throughout year; meetings; assessments; change of grades

Updated July 2019