Advisor slow jams: pathway to a smooth and efficient process

1. Advisor Slow Jams: Pathway to
a Smooth & Efficient Process
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By Demetria Kelley

2. Introduction
Demetria Kelley
Administrative Coordinator I
Graduate Advisor
Department of Landscape Architecture
and Urban Planning at Texas A&M
University
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3. Agenda
1. Background
2. Application Process
3. Advising Process
4. Graduation Process
5. Q&A
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4. 1.
Background
Everything was Chaotic!!!
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5. Everything was Chaotic!!!
◍ When I started in the Landscape
Architecture and Urban Planning
Department, I undertook a big task
managing multiple academic
programs and processes including
advising.
◍ Quickly began to notice how
chaotic the processes were, and
looked for ways of simplifying how
the department handled these
important processes.
◍ It was important to look at each
individual process to better
optimize my effectiveness for our
department.
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6. 2.
Application Process
Streamlining applications in one convenient place
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7. Initial Process vs Current Process
Application Process:
Utilizing too many
applications to access
student information and
consolidating into two
documents in Excel and
Access.
Lots of File folders needing
to be create to house all of
the documents of the
student that is accumulated
over the years of their
program.
Transitions:
Applicant Information
System (AIS) - Houses all
the student applications and
related documents.
Easy access and no files to
be created. Data can now
be converted to Excel file
Laserfiche - All other
documents can be scanned
into a folder in the directory
and saved.
Laserfiche
Two years ago after
implementing Laserfiche I
had all file folders scanned
into Laserfiche by program
and year of graduation
under the name of the
students.
Now after each graduation
any remaining files are
scanned into Laserfiche.
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8. Application Process
Previous Process:
➔ File Folders for each
student; handling
stacks of files
➔ Printing documents
➔ Creating
Spreadsheets by
program based upon
documents received
from student
Transition:
➔ TAMU DOCs
➔ Reports
➔ Excel
➔ Access
Current Process:
Applicant Information
System
➔ No Files to be created
➔ Data can be exported
to Excel file
➔ All documents
uploaded to the
system by the
students
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9. 3.
Advising
Meeting with efficiency
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10. Logistic Training
Schedule Trainings at the
beginning of the semester
for all graduates including
the new incoming graduates
Student Organizations
invited to the first meeting of
the year for all programs
New Student Orientation
Student Organizations each
have a table to so new
incoming students can get
signed in and receive
packets.
Each new student gets added
to WhatsApp by program and
graduation date (i.e. MUP
2020).
Easy to disseminate
information to students on the
go.
Open Door Policy is
Possible
After the New Student
Orientation and Logistic
Training no need to
schedule as many
appointments
Only those who may need
to meet if they are
graduating, or they have
scheduling/course
registration questions
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11. Whats App
Staying connected with
students in a way they
understand
Insert
Screenshot of
whats app
message
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12. 4.
Graduation Process
Setting the stage for degree completion
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Discussion Questions
1. What is a process your
department does well with your
internal processes?
1. What is preventing you from
enjoying your slow jams?

14. Now kick back and enjoy your
slow jams!
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Any questions?
Contact me @ drdavis@arch.tamu.edu

15. Advisor Slow
Jams: Pathway
to a Smooth &
Efficient
Processs