Survey results: New KU advising structure shows early signs of effectiveness

LAWRENCE — The embedded advising structure that the University of Kansas implemented in fall 2022, dubbed Jayhawk Academic Advising, is showing some early signs of positive outcomes, according to nearly 1,900 students who responded to a recent survey. A strong majority of respondents indicated their academic adviser has been available when needed (77%), provided prompt and accurate information (76%), and been knowledgeable about campus support services available for academic and personal success (75%).

Further, students who completed the survey agreed that academic advisers create an open, respectful and supportive environment (88%), actively listen to their concerns (85%), care about their overall well-being (80%) and support their academic exploration (75%).

The survey elicited some positive comments about the role of professional staff advisers in the academic journey of students:

• “She’s very encouraging and very approachable about any questions or hypotheticals when trying to splice together a cohesive plan. She’s also just very kind and empathetic, which makes it so much easier to be open and honest when trying to tackle tough decisions about next steps.”
• A nontraditional student said her adviser “truly gets what I am doing and how to help. I am absolutely impressed with the level of advising and help that is available and how KU advising really delivers on helping even someone like me.”

Preliminary retention and enrollment data also appear to reflect efforts of advisers to reach out to students and assist those struggling with certain barriers. Earlier enrollments allow advisers to help students get the classes they need.

“We’re seeing a level of early registrations we’ve not seen before,” said Susan Klusmeier, vice provost for academic success. “We won’t have exact numbers for a few months, but it certainly appears that the work advisers are doing to help students is having a positive effect.”

Exact numbers will be available after the 20th day of fall classes.

This trend addresses a key goal of KU’s administrators to close the retention gap between underrepresented minority students, Pell-eligible students and first-generation students and retention rates of students who are not among those groups. Embedded advising ensures KU meets all students where they are and provides needed services without additional barriers.

“The embedded advising structure has great potential,” said Rick Ginsberg, dean of the School of Education & Human Sciences. “We might experience some growing pains, but the issues are solvable. An important strategy is to provide wrap-around services – a one-stop shop that lets students get the help they need.”

Mario Medina, associate dean of engineering, also said that embedded advising has been a step in the right direction. “The open-door policy is what we needed to do to make sure students get time with advisers, because they are really on top of what students need to progress in their academic program.”

Medina also said that the forms students need to fill out for course substitutions are being processed much more quickly than in the past, which helps students stay on track.

KU’s embedded advising model utilizes a proactive approach where professional advisers are physically located and engaged within a department or academic program. These advisers use coordinated resources and tools to guide students through degree requirements. Advisers also connect with students through common activities including first-year courses, student organizations, events and the like.

“Strong communication and engagement between departments and academic advisers must exist for this approach to work,” Klusmeier said. “We’ve hired new advisers and have achieved our goal of reducing caseloads below 300 (students per adviser), which is critical for giving students sufficient time to meet with their advisers.” In addition, Jayhawk Academic Advising has launched new onboarding and training initiatives for all advisers.

The Kansas Board of Regents intensified its focus on academic advising in its strategic plan, Building a Future, which in part emphasizes increasing access, strengthening affordability, boosting completion and reducing equity gaps. KBOR established a goal for each of the state universities to implement the National Institute for Student Success (NISS) best practice recommendations for academic advising, training and technology. The NISS playbooks were presented to the state universities in April 2022. In fall 2022, Klusmeier presented an update to the board demonstrating KU had completed the NISS recommendation to restructure undergraduate academic advising into a single unit, Jayhawk Academic Advising. By September 2022, all students had been assigned a designated professional adviser. KU added new advising positions to ensure adviser-to-student ratios were 1:300 or below. The university also established new advising hubs, standardized the use of advising technology and launched adviser training and professional development.

The positive results of the student survey indicate that the new embedded advising model is working and students’ advising needs are being met more effectively and consistently than in the past.

One student said, “I am extremely pleased with the feedback and advice I have received from my academic adviser, who has gone above and beyond to ensure that I have the resources and knowledge I need to finish my degree.”