Advisor Comment Screen Workshop

by Kari Ward

Last November, the UAC’s Professional Development Committee hosted an outstanding workshop on the correct use of the ISIS Admin Advisor Comment Screen. Deb Mayhew and Karen Bray, the advisors who organized the event, invited Wayne Griffin from the UF Counseling Center; Susan Blair, UF’s Chief Privacy Officer; and Everall Peele, Training and Education Coordinator for the UF Privacy Office to field advisors’ questions. There was quite a large turnout for this event and lots of engaging, informative conversation ensued. Below is a quick list of do’s and don’ts derived from that discussion. For a more in depth report on the event, see the Advisor Comment Screen Workshop notes.

When using the Advisor Comment Screen, advisors SHOULD . . .

• only make comments that are relative to the student’s education.

• have a legitimate educational interest to view a student’s record (i.e. don’t look up a student whose name appears in The Alligator because he was arrested).

• only use facts and direct, personal observation to describe their student interactions.

• always report when a student says he or she was sexually harassed, including who you referred the student to (and also notify your supervisor).

• always document troubled students.

• remember that student records, including advisor comments, can be subpoenaed.

When using the Advisor Comment Screen, advisors SHOULD NOT . . .

• go beyond the role of an advisor by using diagnostic language—advisors should only attempt to describe students’ behaviors (i.e. write “student seemed despondent/sad/unresponsive” NOT “student is depressed”).

• make comments that involve hearsay (i.e. say “student reported their professor told them . . . ,” NOT “student’s professor said . . .” ).

• write comments that they would have to defend.

• make disparaging or judgmental comments, like “student is clueless” or “student doesn’t have what it takes to succeed in our major”.

In addition, advisors were encouraged by the panelists to review UF Student Rights and FERPA guidelines.