Academic Advising Records: Implications for Electronic Documentation

Last updated November 19, 2014

Course Length

1h 25m

Last Updated

November 19, 2014

Academic Advising Records: Implications for Electronic Documentation

Last updated November 19, 2014


Electronic communication between academic advisor and student has become more transparent with the advent of technology. The reliance upon electronic records raises substantial questions about privacy, notation, and storage. Is your campus effectively addressing the legal and ethical implications inherent in advising documentation?

Join us and learn how to minimize risk and maximize student engagement using electronic advising documentation as a part of your campus’ overall retention strategy. In this online training, actual examples of entries in student records and emails will be used to illustrate ineffective communication and documentation that put an institution at risk. These examples will also be used to show how to improve your documentation’s effectiveness. Attendees will leave this online training with resources to assess and improve their institution’s electronic advising documentation process.

Who should attend?

Both faculty/staff academic advisors and directors of academic advising units will benefit from the practical and strategic elements of this online training. In addition, registrars, academic support IT professionals, and any other staff members working closely with academic advising records will find value in this overview of electronic documentation processes.


  • Introduction
    • Record-keeping overview
    • Recap of current systems/practices
  • Federal, State, and Institutional Policy Examination
    • FERPA, ADA, and others
    • Application to advising records
  • Channels and Scope of Interaction
    • Electronic interaction (email, social media, discussion boards, chat)
    • Documentation of interaction (above + in-person, phone)
  • Examples of Good/Bad Documentation Processes
    • Assessing learning exercise
    • Ethical treatment of records
  • Using Records to Improve Advising Quality
    • Demonstrating learning effectiveness
    • Creating a decision-making process
  • Questions and Answers