Academic Counseling of the Department Plan of the Academic Counseling of the Department First: Plan The Academic Counseling Unit seeks to provide counseling services for students in a way that would improve them academically and socially as well as hone their skills in varies fields. This goal is to be achieved through the academic advisor from the beginning of the semester until the end of that semester. Second: Plan Objectives 1-Spread the knowledge of the importance of the Academic Counseling among students. 2-Advise student to select the suitable courses based on the academic plan to successfully graduate. 3-Remove the obstacles faced by student during her study and provide advice for her. 4-Help students with special needs to handle the academic problems and promote their academic attainment. 5- Raise students’ awareness about academic regulation and rules, and make sure that the study plan and its systems are understood. 6- Supervise under-achieving students, and hone their skills, aiming to improve their academic achievement. 7- Provide students with accurate information about the programs and the university regulations and rules 8- Encourage outstanding students, stimulate them for hard work, and advise them to invest their abilities and skills. Third: Plan Procedures The coordinator of the academic counseling carries out the following procedures: 1-Distribute the academic counseling guide to new students at the beginning of the academic year. 2- Assign academic advisers to new students and old students continue with their academic adviser. Fourth: The Academic Advisor’s Tasks and Responsibilities The technical tasks can be defined as follows: 1-Prepare student’s profile which includes the following: -Form of student information. – Form of registration in the Deanship of Admission and Registration. – Recent copy of transcripts. -Medical reports. – other administrative documents. – Answer student’s enquiries and discuss the following aspects:
Course Registration: The academic advisor studies the student's file, and a registration form is filled out by each student before the date of registration. Selection of courses: 1- The academic advisor ensures the following information: • The student has passed all the required courses and the prerequisites of each course. A student will not be permitted to register for a course if she did not meet its prerequisite. • Knowing the minimum and maximum credit hours that allow a student to be enrolled in her status (the student's study load). 2- The academic schedule: The academic advisor ensures that the students know the places and times of their lectures and the absence of any conflict in the students’ schedule. 3- Explaining Graduation Requirements: The student must pass the required credit hours to obtain a bachelor degree as follows: 1- Completion of the requirements of specialization. 2- Completion of all courses required at a cumulative rate of not less than 2/5. The advisor helps the students prepare their timetables and plan to complete the graduation requirements without exceeding the maximum number of years allowed. 3- Illustration of the Grading System (quarterly and cumulative): The student's quarterly and cumulative performance is measured by calculating the quarterly and cumulative points. They are calculated using the following equation: Grade score (cumulative grade) = Grading points X the number of assigned hours by the total calculated credit hours.
Second: Administrative Responsibilities Changing specialization 1- The student shall be transferred from one specialization to another after the approval of the Dean of the College on the transfer per the regulations set by the College Board. The academic records of the transferred student concerning the completed courses shall include her marks and GPA throughout her study on campus. 2. Course Selection and Withdrawal: The academic advisor distributes forms of Course Selection and Withdrawal to the students who wish to make changes to their original registration during the first week of the semester (according to the regulations). 3 – Course Withdrawal: The academic advisor signs the Withdrawal Form of students wishing to withdraw from the course. A Withdrawn sign shall be recorded in their academic records during the specified period. 4 - Absence: students’ absence hours are calculated from the first day of study. The general policy of the College dictates that a first warning of absence shall be given to the student in case of exceeding 5% of the teaching hours of the course. A second warning shall be issued when reaching 10% of the teaching hours. Absence of more than 25% denies student entry to the final exam, and hence she fails the course. Postponing Study and Withdrawal: The student may apply for a postponement to study within the specified period by submitting a postponement form of study to the department of Student Affairs at the college. Complete Withdrawal from college: This means permanent withdrawal from college without the possibility of return. A form of discharge from the college is obtained from the Deanship of Admission and Registration at the university. Third: General and organizational functions: 1- Problem Solving: The academic advisor can help students face the difficulties related to their studies by identifying the causes of the problem and suggesting suitable solutions. Course Management: It covers any part of the course that requires more attention and how to spend time studying the course and how to organize the review of lessons. Time Management: Do students understand the time required by the study? Do they waste their time? What are their priorities? How can they distribute the time to study the course?
Academic Counseling Relationship between faculty and students: Do students face problems with the faculty member or the course? Exams skills: Do students suffer from exam anxiety and how do they deal with it? Do they have the basic skills of exam preprations? Dropping a course: it is advisable to take steps of dropping a specific course before the deadline in the following cases: 1-When study load of student increased and need to pass the level. 2-to improve the performance in the other courses. Non-academic problems that impede student’s academic achievement: the academic advisor must provide support and help for student to cope with her problems so that they do not affect its academic achievement. Student sometimes fails to familiarize with university life, and then she faces mental and social challenges. Therefore, student must be moved to the next step of advising which is Student Counseling. Fifth: Schedule of Tasks and Activities of the Plan The activities of the plan should be carried in the Business Department Weekly Tasks and Activities
The Academic Counseling of The Department Weeks, tasks, activities Week 1 - Prepare the study plan and familiarize the students with university life. - Distribute delet/add forms for students who want to change their schedules. - Guide students to their classrooms. - Answer students’ questions, guide them, and provide support. Week 2 - Schedule a meeting with new students to welcome them and explain the tasks of academic advisor. - Assign faculty members for new students and old students continue with their academic advisor. Week 3 - Organize the first meeting between academic advisor and her students to discuss the academic advisor role, deletion, addition, withdrawal, and etc) - Distribute the Academic Counseling Unit forms to fill them and inform students about any problem encountered in the schedules. - Activate counseling hours for each academic advisor to meet students. Week 4 - Schedule a meeting with academic advisors of Department of Business Administration to coordinate with them the implementation of the tasks - Receive a list of academic counseling students’ names - Open a profile for each student. Week 5 - List the names of students and their academic status, whether they are excellent or under-achieving students. - Make a list of under-achieving students in their academic achievement, discuss their problems and find appropriate solutions. Week 6 Make a list of students who did not attend 75% of the lectures and contact them to provide assistance if needed.
Week 7: Psychological preparation and problem solving related to the first quarterly test. Holding a series of individual counseling sessions for students who suffer from academic problems, including sessions for students who face psychological problems such as anxiety of exams and frustration. Week 8: A questionnaire was conducted to measure the satisfaction of students with the Academic Advising system. Week 9: The second meeting of each academic advisor was held with the assigned students. Making a list of students whose attendance was below 50% and inform them about their case and the reasons behind it. Week 10: Identifying the best students through their grades in the semester exams and guide them to the best ways to improve their skills and develop their study skills via individual and group counseling sessions. Week 1: Making a list of the names of students who did not attend 25% of the lectures and contact them to inform them of their position and to find out the reasons for their absence, and whether it is possible to provide assistance. Week 12: Obtaining a report from the academic advisors in the Department of Business Administration on the development of students. Week 13: A meeting of the advisors at the Department of Business Administration, which deals with the conditions of students with learning difficulties based on the results of the semester tests and the support provided to them, as well as high achievers and their motivation. Additionally, Advisors should identify students who suffer from test problems and ways to overcome them. Week 14: The third meeting of each academic advisor was held with all the students of the academic advising, where the "test anxiety and how to deal with it" is dealt with as part of the preparation of the students to the final exam of the semester. A student survey was conducted to identify their impressions of the academic advising activities at the Business Administration Department in general in the second semester.