Gary Wood has dreamed of having a paperless advising system for the last 10 years, but it wasn't until the Undergraduate University Division teamed up with the Office of the Registrar that his dream became a reality.
Students in three MSU colleges will no longer have to lug an academic folder across campus when meeting with an adviser, following the creation of the Electronic Student Academic Folder, a program designed to eliminate paper in the advising system.
"We had wanted a paperless system for a number of reasons," said Wood, coordinator of the Undergraduate University Division's office in Bessey Hall. "(UUD officials) were the ones who were spearheading it. We have been working for a number of years on trying to develop something."
The program, which allows advisers to see grades, test scores and academic standings - as well as create notes in the different folders - was developed in the Registrar's Office.
A pilot version was launched this fall with the UUD, working with no-preference students, the College of Communication Arts & Sciences and The Eli Broad College of Business.
"We are in the very initial phases," Wood said. "People seem to be pleased with it. One of the things everyone seems to like is the continuity of advising."
He added that in two years, the entire university will be exposed to the program, because students who start as no-preference majors and transition into other colleges will carry the program with them.
Wood said the new system is a lot easier for students who often have to see several advisers.
With all the information on file, different advisers can look at the notes made and not have the students repeat their situations to multiple people.
Wood said having all the information online was a security question at first, but the program is tied to the university's main security system, with adviser- and department- based access.
Deb Dotterer, director of undergraduate affairs for the College of Natural Science, participated in brainstorming sessions to create the model. She said the program is very user-friendly and has a high level of potential to improve communication. Her college isn't an official "piloting site," but is sporadically using it, she said.
Associate Registrar Roberta Kelley doesn't personally use the system, but said it is a great addition to the advising system.
"Advisers will have more accurate information at their fingertips," Kelley said. "We have been surprised. Right after it had been in production for one week, there was already at least 2,000 notes made.
"One of the main reasons (the UUD) wanted it was because they have four advisement centers and students had to go to (only) one," Kelley added. "Now, students can go to any of the four."
Although the system is different for many advisers, Dotterer said it is a positive change and something that must happen to keep up with advancing technology.
"There is always some resistance to change," she said. "It might take some people some getting used to. Students are very used to being online. We as advisers need to be comfortable online as well."
