THE ADVISORY PROGRAM DUTIES & RESPONSIBILITIES of the ADVISOR & PROCEDURES in DEALING with a Student's ACADEMIC PROBLEM

Objective:
Prince Sultan University aims to develop its students, not only into technically and academically proficient individuals, but most especially to develop them into well-disciplined and law-abiding citizens, with high-moral values and respect for long-established traditional customs. The University can achieve this goal with the implementation of the ADVISORY PROGRAM, wherein a student is assigned an Advisor during the course of his stay with the University. Further, the Advisory Program can only succeed when all those concerned: the Teachers, the Advisors, the Chairmen/Directors, the Vice Rector and the Rector, as well as, the student’s father/guardian, work closely together in dealing with each student, especially with those students whose academic performance is below the University standards.

A) The Advisory Program – General Rules:
- For the Orientation Year Program (OYP), each student will be assigned a temporary Advisor during the periods of the student’s stay in the OYP.

- At the College Level, each student will then be assigned a permanent Advisor during the periods of the student’s stay in the University

- Each Advisor, both for the OYP and the College Levels, will assist during the Registration Process so that each Advisor will become familiar of the students who will be under his advisory group. Please refer to “F” (Page 7)

- The Student’s Affairs Officer (SAO) NOT the Advisors has the authority to contact the student’s father/guardian.

- The list of these students shall be distributed as provided by the Registration & Admission Center, to the assigned Advisor as well as the SAO; the information to the SAO shall contain general information about the student, including:

* Father’s name and/or a Guardian, as designated by the father
   Father’s/Guardian’s verified telephone numbers (Mobile/land line)

- The flow of information of a student’s problems is: Teacher/Advisor – Chairman/Director – The SAO – Vice Rector – Rector, (the student’s father/guardian, in-between, as may be necessary).

- Advisors should deal only with problems of students assigned to them..

- Any academic problem facing a student should be resolved by following the “Standard Procedures in Resolving a Student’s Academic Problem ”. Please refer to “C” (Page 4)

- PSU enforces the Policy on MANDATORY ATTENDANCE, and any absences are dealt with based on the “Procedures in Dealing with Absences”. Please refer to “D” (Pages 4&5)

- MEDICAL ABSENCES may be considered as VALID only if the Medical Report is confirmed as true and authentic. Please refer to “E” (Page 6)

- For all other absences, students can avail of their ‘absence allowance’ for each academic course.

* OFFICE HOURS refer to the non-teaching hours wherein the teacher is available in his office for advisory matters. Schedules of Office Hours of each faculty is posted outside his office door.

B) Duties and Responsibilities of the Advisor:
1 The Advisor shall prepare and keep an individual academic record of his advisory students, as he sees fit.

2 The Adviser shall make sure that each of the students under his advisory group, knows his working schedules, in particular, his OFFICE HOURS.

3 The Advisor shall review and evaluate any student’s academic problem as necessary. (Please refer to the Standard Procedures in Resolving a Student’s Academic Problem – “C”) (Page 4)

4 The Advisor shall discuss with the student about his problems (such as: attendance, standing in class, personal problems that may affect his studies, etc.), at the earliest possible time, during his Office Hours.

5 If a student is lagging behind in his academic standing, the Advisor with the coordination of the student’s Teacher shall discuss this matter with the student and advise him how to correct or improve the situation. If necessary, additional tutorial services may be arranged.

6 The Advisor should also deal with any misdemeanor committed by the student and appropriate action should be taken, as necessary, and recorded in the student’s file.

7 Any grave misdemeanor or misconduct on the part of the student shall be reported first to the Chairman/Director of the Department. The Chairman/Director shall take appropriate action as he deems fit. Any action taken shall be recorded accordingly in the student’s file. If the Chairman/Director sees fit to take this matter to the Vice Rector, he may do so.

8 Any action that may require drastic measures shall be discussed with the Vice Rector (and with the Rector whenever necessary and/or as may be required), to make the final decision on the matter. Such action(s) is/are recorded in the student’s file. For OYP’s students only, the Vice Rector may require the involvement of the student’s father/guardian, at this point.

9 The Advisor should have a close and friendly attitude towards each student, to develop mutual trust and confidence, but must maintain professionalism at all times because Advisors should be ready to answer any queries or concerns regarding the students, whenever necessary and/or as may be required.

10 The Advisor is encouraged to have regular meetings, during his office hours, with his students, and let each student be aware of the advisor’s concern to the student’s individual needs. He should take particular attention to students whose academic performance is below the University Standard and he should meet with them, whenever he sees fit or as necessary.

11 The Advisor should have a study plan of the student and his academic record, as provided by the Admission/Registration Center, on file and let the student know where he stands and the things he needs to be doing not only to maintain good grades and good standing but also how to improve his performance.

12 The Advisor should assist the students in the pre-registration and registration processes. (Please refer to “F”). (Page7)


C. Standard Procedures in Resolving a Student’s Academic Problem:
1 The Teacher should always try to resolve the problem of any student under his class. All such action(s) should be recorded, to show evidence that the Teacher has tried to resolve the student’s problem

2 If the problem of the student persists, more discussions will be required between student’s Teacher and the student’s Advisor as well as the student himself.

3 The Advisor discusses with the student his academic situation, based on the “Duties & Responsibilities of the Students’ Advisor”. Please refer to “B” (Pages 2 & 3)

4 When the Advisor has exhausted all his means and failed to resolve the problem of the student, the case is then referred to the Chairman/Director of the concerned Department.

5 If the Chairman/Director is unable to resolve the problem of the student, the case is then elevated to the Vice Rector for Academic Affairs, (and to the Rector whenever necessary and/or as may be required) for the final resolution on the case.

D. Procedures on Absences:
1 A student who has exceeded the maximum allowable absences, (please refer to the “Process of The Warning & DN System), is given a Letter of Warning (1st Warning), by the student’s class Teacher.
NOTE: Each teacher should know the name of the Advisor of EACH STUDENT.

2 The student should sign on the Warning Letter…original is handed to the student and a signed copy in the student’s file and another copy is sent to his advisor.

3 When the absences of a student reach the maximum numbers (on this level), a 2nd Warning is initiated by the Teacher and hands the Warning Notice to the student and have the student sign his name on a copy which is filed in the student’s file, and copy to the Advisor.

4 If the student continues to miss classes, and the absences reach again the maximum numbers (on this level), a 3rd Warning Letter is initiated by the teacher and copy to the student’s advisor.

5 For OYP’s students only, the Advisor contacts the SAO to contact the student’s father/guardian to come to the University to meet with them. The 3rd Warning Letter is served to the student, and the student and the father/guardian both sign on the Warning Letter.

6 If the above procedure, (No. 5), is not possible, the student concerned would be required to have his father/guardina sign on the 3rd Warning Letter before he can be allowed to attend class again.

7 The SAO informs the parent/guardian the grave consequences if the student misses any more classes, or (No. 6), did not occur for one reason or another.

8 If the student continues to be absent, or shows no cooperation from him or his guardian after the 3rd Warning, the Chairman/Director, the Advisor as well as the Teacher concerned, with the SAO representative, should discuss the status and the situation of the student. The Chairman/Director shall consider the following:

- The student’s academic standing
- His class attendance of other classes
- His attitude towards other teachers of his other classes

9 Based on their discussions, one of the following actions will be recommended:
- The student is given the last chance to continue attending classes , on the condition that he does not miss classes for a maximum number of absences (depending on the status of the student). If the student exceeds this limit, the Teacher concerned shall inform the Chairman/Director, accordingly. The student shall then be given an automatic DN recommendation for immediate processing.

- A DN status is initiated and recommended for approval by the Vice Rector for Academic Affairs. A Consolidated DN Status Report is sent to the Rector on a regular basis throughout the semester, for his information.


E. Procedures When a Student Submits a Medical Report:
1 When a student reports back to class, after being absent, for medical reasons, the Teacher directs the student to report to the Student’s Affairs Officer (SAO).

2 The SAO issues a Form Letter addressed to the Hospital concerned, requesting for a Medical Report and/or to verify and confirm a Medical Report issued by the concerned hospital.*

3 The student brings back the verified Medical Report, to the Student’s Affairs Office.*

4 The Student’s Affairs Officer directs the student to see the Vice Rector, with the Medical Report, (with notation by the SAO that it has been verified).


5 The Vice Rector confirms the validity of the Medical Excuse with the student to determine the duration and the timing of the absences as “Excused” and responds accordingly.

6 The student is directed to proceed to the SAO to secure the “Excuse Form” (EF) (please refer to “Excuse Form”).

7 The SAO fills out the form based on the department Chairman/Director concerned and advises the student to secure the Chairman/Director’s signature, on the “EF”.

8 After the “EF” is signed, a copy is kept at the Students Affairs Office for the student’s official file records. The original is given to the student who will present it to the teacher or teachers concerned.

9 The student is directed to report to Class, with the “EF” to be presented to the teacher, who shall in turn adjust his records.

* NOTE: Optional



F. The Advisor’s Responsibilities in the Registration Process:
POLICIES AND PROCEDURES ON THE REGISTRATION PROCESS HAVE FORMULATED BY THE ADMISSION & REGISTRATION CENTER. THESE POLICIES AND PROCEDURES ARE MADE KNOWN TO ALL TEACHERS AND ADVISORS INVOLVED IN THE REGISTRATION PROCESS.
1 To assist the student in the selection and choosing of appropriate Courses based on the PYP existing program…001 courses to 002s before progressing to UEP.

2 To familiarize the student with the PSU Academic Programs, in relation to his academic interest and personal potentials.

3 To introduce the student and make him be aware of PSU Academic Regulations.

4 To make the student understand fully the PSU Policies and Regulations in relation to Attendance, Absences, Tardiness, Medical Excuses, Discipline, and others.

5 To assist the ‘old-timer’ students in the selection of courses to take, adding or dropping of approved courses, (for College level students only) keeping in mind that the student must maintain a FULL TIME STATUS.


PROCESS OF THE WARNING AND DENIAL NOTICE (DN) SYSTEM
1 The Teacher is responsible for the compulsory attendance of students in his class, taking particular attention to absences and recording such absences in an appropriate attendance record.

2 When a student exceeds the limit of his allowable absences, and falls absent, for example, five (5) times (this limit of absences might be different among courses and departments), the Teacher gives a First Warning Notice to the student and the student must sign on the Warning Notice and a copy is sent to the Advisor

3 After 15 absences, for example in the PYP English course, (this agian might be different among courses and departments), the teacher gives a Second Warning Notice and then, the student is required to sign on the Warning Notice.

4 When absences reach up to 20, in PYP English ( also, this might be different among courses and departments, the teacher issues the Third and Final Warning.
In the Final Warning, For OYP’s students only, the Teacher and the student’s Advisor must involve the Student’s Affairs Officer (SAO) to contact the parent/guardian of the student to have the student as well as the parent sign on the Final Warning Notice. The SAO should inform the student and the parent of the grave consequences if the a student will be absent again…that he will be issued a Denial Notice (DN), which means, the student will not be allowed to attend class of that particular course from thereon, nor will he be allowed to take exams.

5 When a student falls absent, after the Final Warning has been issued, the Teacher starts the process of DN by filling out the DN Recommendation Form and submits the same to his Chairperson/Director of his department.

6 The Chairman/Director approves or denies the DN Recommendation accordingly. For the COLLEGE LEVEL students, DN’s final approval rests on the the concerned Chairman.

7 The DN Recommendation is forwarded to the Vice Rector, (Chairman/Directors, as the case may be) who will in turn forward it to the Students Affairs Office.

8 The Students Affairs Officer will contact the parent/guradian to disucss the action being taken.

9 The DN is returned to the Vice Rector (Chiarman/Director) for his final decision to approve or “Return to Class” action.

10 The approved DN is copied (xeroxed) for distribution: to the Chairman/Director, (to inform concerned teacher); Registration & Admission Center (for proper entry into the student’s official records.); to Students Affairs Center (for records purposes). The original DN with its attachments is filed with the Vice Rector’s office, (Chairman’s/Director’s office

11 An Over-all DN Status Report is maintained in the Vice Rector’s Office (Chairman’s/Director’s office) to be up-dated as necessary. A copy is sent to the Rector for his information.

12 The same Report is posted on beulletin boards, minus the names of students, but Student’s ID numbers are included.


General Guidelines Regarding Attendance Records and DNs:
- Attendance summary records are submitted to the Rector’s office by each Chairman/Director for the first four (4) weeks of the semester, or as required by the Rector.

- Medical certificates for absences are dealt with by the Teacher as per approved policies.

- A Status DN Report is prepared after every 4th week and this is posted on bulletin boards. The report should only include the Student’s ID Numbers but NOT the names.

- A DN is FINAL, once it is approved by the concerned Chairman (for UEP students) or by the Vice Rector (for OYP students).

- Under very exceptional circumstances, a DN can be reconsidered. However only the College Council has the authority to revoke or cancel such approved DN.

- For detailed procedures on attendance, absences, Medical certificates, DNs and resolving academic problems of students, please refer to “THE PSC ADVISORY PROGRAM”.