This page provides you with an overview of Academic Advising activity and process for referring students to other services in visual and text form.
In this section:
Academic Advising at a glance and referral process
To do before the semester begins:
- Read the Academic Advising policy (PDF)
- Complete the mandatory training
- Review the available resources
- Review your list of Advisees using Argos or Virtual Office (Moodle)
- Decide on your tutorial approach and complete the tutorial request form
- If offering 1:1 tutorials, set up in Google calendar and invite students
- Decide on drop-in hours and add these to your calendar
The Engagement Coordinators (ECs) follow up with students where there are concerns about attendance and/or engagement for all taught sessions (including AA tutorials).
Only AAs can make an EC referral for a student.
It is important to maintain expected contact with an Advisee after an EC referral (see Academic Adviser process).
Description text for Process for contact with Advisees during each semester
- 1. During each semester
- 1.1. Attend scheduled AA induction session
- 1.2. Send a follow-up email reminding Advisees when the first tutorial will be
- 2. Meet Advisees in scheduled tutorials (1st session should take place between weeks 1-4)
- 3. Log attendance and non-attendance for scheduled tutorials on Moodle course (Training video)
- 4. Do you have concerns about an Advisee?
- 4.1. No = Stay in regular contact via email/student drop-in hours [and return to step 2. Meet Advisees in schedules tutorials]
- 4.2. Yes = Are you in contact with the Advisee?
- 4.2.1. Yes = Move to AA referral process (which includes referral to Engagement Coordinators for attendance concerns) [and move to step 5.2 Stay in regular contact via email/student drop-in hours]
- 4.2.2. No = Is attendance and LA data adequate and consistent based on what is known about the student?
- 4.2.2.1. No = Move to AA referral process (which includes referral to Engagement Coordinators for attendance concerns) [and move to step 5.2 Stay in regular contact via email/ student drop-in hours]
- 4.2.2.2. Yes = Do you still have concerns?
- 5.Do you still have concerns?
- 5.1. Yes = Move to AA referral process (which includes referral to Engagement Coordinators for attendance concerns) [and step 5.2 Stay in regular contact via email/ student drop-in hours]
- 5.2. No = Stay in regular contact via email/student drop-in hours [and move back to step 2 Meet Advisees in scheduled tutorials]
If you have not had contact with your Advisee you may need to refer the student to the Engagement Coordinators. Ensure that all of the following have been met before making a referral.
- a student did not attend an academic advising tutorial, AND
- the Academic Advisor feels their overall level of engagement on the course is a concern (referring to the Learning Analytics dashboard), AND
- the Academic Advisors has already attempted contact with the student about this concern but has not had any response within an acceptable time period.
If you have had contact with your Advisee, follow this process which includes referral to other services.
Description text for Process for when you are in contact with an Advisee (including referral to other services)
- 1. Are you in contact with your Advisee? Yes
- 1.1. Is the support needed within your remit? (If Yes, no referral required).
- 1.2. Is the support needed within your remit? No
- 1.2.1. Are they in distress, crisis, or at risk? No
- 1.2.1.1. Would the student benefit from support to study? No Refer to Student Support. Help the student to complete the Student Support Contact Form OR
Refer to Student Support Coordinators (SSCs). SSCs can initiate support to study at the request of an AA. - 1.2.1.2. Would the student benefit from support to study? Yes
Refer to Student Support Coordinators (SSCs). SSCs can initiate support to study at the request of an AA.
Tier 1: Routine referrals for general academic and pastoral needs (Level of Advisor concern = Low)- Covers: Long-term health and well-being, advice/support; Inclusive Support; Caring responsibilities; Course-related support; Accommodation, and Travel.
- Student Support can also be contacted directly at studentsupportservices@brookes.ac.uk +44 (0) 1865 535 222.
- 1.2.1.1. Would the student benefit from support to study? No Refer to Student Support. Help the student to complete the Student Support Contact Form OR
- 1.2.2. Are they in distress, crisis, or at risk? Yes
- 1.2.2.1. Are they in immediate risk or harm? No
Refer to Student Welfare. Fill out the Student Welfare Referral Form.
Tier 2: Referrals to welfare where there are concerns but no immediate risk to a student (Level of Advisor concern = Moderate)- The Student Welfare Team aims to reach out to students at risk within 24 hours if ‘at risk’, otherwise within 3 days.
- 1.2.2.2. Are they in immediate risk or harm? Yes Contact emergency support. Phone 999 AND Refer to Student Welfare. Fill out the Student Welfare Referral Form.
Tier 3: Emergency referrals where there is a risk to a student (Level of Advisor concern = High)- You can also call the Student Welfare Team if you need to speak to someone: +44 (0) 1865 535 222.
- 1.2.2.1. Are they in immediate risk or harm? No
- 1.2.1. Are they in distress, crisis, or at risk? No
Low level of concern: Routine referrals for general academic and pastoral needs
- Covers: Advice/support; Inclusive Support; Caring responsibilities; Long-term health and well-being; Course-related support; Accommodation, and Travel.
- Student Support can also be contacted directly at studentsupportservices@brookes.ac.uk +44 (0) 1865 535 222.
- Student Support referral form and Student Support Coordinator referral form.
Medium level of concern: Referrals to welfare where there are concerns but no immediate risk to a student (Level of Advisor concern = Moderate)
- The Student Welfare Team aims to reach out to students at risk within 24 hours if ‘at risk’, otherwise within 3 days.
High level of concern: Emergency referrals where there is a risk to a student
You can also call the Student Welfare Team if you need to speak to someone: +44 (0) 1865 535 222.