I’m advising between 300 and 400 students this year, plus teaching two classes each quarter, meeting with 3 grad students, and being department vice chair. This makes my week a busy one—I don’t get any convenient large blocks of time for doing research, and I probably spend about 6 hours a week in one-on-one meetings with undergraduates.
Because I have to meet with students a lot, and I have a lot of scheduled classes and meetings, I need to keep an appointment calendar. But I’m not willing to have students signing up on it directly—no one gets to put things on my calendar except me.
I’ve set up two open office hours a week, for which students can reserve a place in line by e-mail, or just show up and wait until those with reservations have all been served. I stay until all the students have had their time with me (I made the hours 4–5pm), which means I’m usually doing 4 hours a week, not 2, but I can leave as early as 5pm if there is no one waiting (which has happened, but not often).
I also allow students to make appointments at other times—but they have to send me their schedules, and I look for an opening on my calendar. Because some openings are more valuable to me than others, I try to give them a slot that will fit their openings but minimize disruption to my day (an optimization that never happens if others put appointments on my schedule). I never give the students multiple options when they are asking for times outside my allocated office hours. They tell me when they are available, and I ask them to come in the first of those slots that fits my schedule. If they don’t come then, I mark them on my calendar as a no-show, and wait for them to reschedule (but I’m less generous about giving up prime slots to no-shows).
Why do I have so many advisees this year? Simple: the bioengineering major has been growing rather rapidly recently, which has converted a reasonable load into an unmanageable one. Also we completely revamped the curriculum last year, so that it is effectively 4 different majors, with only about 30% overlap in courses. That means that there are 7 different curricula students could be following (the 3 old concentrations or the 4 new ones), and considerable confusion on the part of students about what their options are—they hear something about the new curriculum and assume it applies to the old one, or vice versa.
There is a staff adviser whom students are supposed to see before coming to me (the bioengineering advising is a full-time job for her), but I have to handle all the exceptions and all the “what-elective-should-I-take” questions. I also have to sign the independent study requests and approve the senior thesis proposals. I like reading the thesis proposals and talking to students about what courses can help them learn what they want or need to learn—that is the rewarding part of the undergraduate director job.
One of the most useful questions I ask students is “what do you plan to do with your degree once you get it?” Somewhat surprisingly, many of them have never been asked that and never thought about it—they are so focused on the B.S. as a goal that they’ve never realized that the B.S. is not a goal: it is a means to an end, a stepping stone. Where they intend to go after that should be determining what electives they take, what concentration they choose, even what major they choose. My job is help guide them on their path, but if they don’t know where they’re going, I can’t help them get there.
Not all my interactions with students are that much fun, though. Just before the add/drop deadline and just before the declaration of major deadline, I get all the students who were too disorganized to do things in a timely fashion, who are also often those who’ve made a hash of scheduling their courses and are looking for exceptions so that they can graduate despite having missed some requirement that they should have fulfilled years ago. Dealing with these students is often a major pain—particularly since they are so late in making their requests that they often expect me to drop everything else so that they can make their deadlines. Sorry, kids, a failure to plan on your part does not constitute an emergency on my part. I’ll deal with them fairly and do what I reasonably can to help, but I’m not going to say “there, there, you don’t really have to take that tough course that you’ve been avoiding for so long that your financial aid has run out”. Luckily, I don’t have the power to waive prerequisites—I can honestly tell the students that they have to convince the instructor to give them an add code, as only the instructor can waive the prereqs.
I avoid some of the problems with handling so many advisees by sending out e-mail to the entire list of majors and premajors occasionally, when something comes up that I think will be a common question or that may students would benefit from hearing. I also handle a lot of routine questions and approvals by e-mail.
Based on the load last year and this quarter, I can tell that I’ll be inundated in the spring quarter, when all the sophomores will have to declare their majors. My teaching load will be a lot heavier then also, as one of my two classes will have 6 or 12 hours of lab time a week (depending how many students will be taking it), with no TA. So I’ll need help. I’m going to try to get some other faculty to start advising in a couple of the concentrations, so that the load can be spread a bit. I’ll still end up with the thesis proposals and the exceptions, but some of the major declaration and guidance for elective choosing can be done by others.
Update 2014 Nov 7: This week, I have gotten three other faculty to agreed to serve as faculty advisers for the students in Assistive Technology concentrations (the smallest part of the workload). I will be looking to get some faculty advisers for the biomolecular concentration (the largest part of the workload).