Student Advising Service

PROJECT OVERVIEW

Following close consultations with divisions, the University of Toronto is currently implementing an enterprise vendor application, Salesforce, to support academic divisions in transforming their student advising services. This innovative solution will present the interconnected student story, streamline the student and staff experience, promote evidence-based student support practices, ensure consistent and transparent service delivery, and increase administrative efficiencies.

Enterprise Applications & Solutions Integration is currently working in partnership with the Office of the Vice-Provost, Innovations in Undergraduate Education to implement the solution with the Faculty of Arts & Science and the Faculty of Kinesiology & Physical Education. After which, the service will be assessed for future expansion to other divisions.

What is the Student Advising Service?

U of T will be implementing the Salesforce Student Success Hub for Higher Education platform to enable consistent, best practice advising within and between divisions through effective access to, interaction with, and management of a comprehensive student advising record.

Why Transform the Student Advising Process?

Many current advising practices within the academic divisions rely on manual processes that are supported by a range of tools and varying practices. This poses challenges for students and staff as they seek and provide consistent, timely and holistic guidance regarding critical issues in their journey at the University. Given these challenges in the advising landscape, U of T is implementing the Student Advising Service to make it easier for students to navigate resources in the community and receive help when and where they need it.

Student Advising Service functionality surrounds a student in a circle

BENEFITS

The new Student Advising Service will establish a foundational system capable of meeting both student and advisor needs at its initial launch with the potential for future improvements as the system matures. When complete, the full solution will:

Staff 

  • Provide insights into the interconnected student journey.
  • Consolidate student details through advisor notes and comprehensive profiles.
  • Proactively identify issues students are facing, allowing advisors to develop success plans and follow students’ progress.
  • Allow advisors to efficiently refer students to Faculty-based and shared services.
  • Provide actionable intelligence and insights leading to improved decision-making capabilities.

Students 

  • Allow students to quickly find the information they need when they need it using a common advising solution.
  • Provide multiple ways to seek advising help, including with an advisor, attending a walk-in appointment, accessing the Student Advising Service knowledge base or submitting a support request.
  • Provide a supportive environment and equitable access to the opportunities available.

University of Toronto 

  • Support institutional goals for student success, quality service, and student retention and graduation.
  • Advance U of T’s mission to re-imagine and re-invent undergraduate education and demonstrate its commitment to helping students connect to the community and pursue enriching experiences.
  • Advance the Next Generation Student Information Services (NGSIS) Program, which creates and deploys technological solutions that help students fully engage in rewarding learning experiences and achieve academic and personal success.

SYSTEM INTEGRATION

The Student Advising Service will provide a comprehensive view of student data sourced from multiple U of T applications.

The Student Information Service will integrate with ROSI, Staff Single Sign On, SharePoint, TCard Photo, Security Auditing, and Outlook (Plugin)

PHASE 1: FOUNDATION – STAFF ONBOARDING

Faculty of Arts & Science and Faculty of Kinesiology & Physical Education:

  • Success Teams Assignment – structure of assigning staff to the student population they support
  • Interaction Tracking and Notes – to track student communications and staff tasks
  • Internal Knowledge – build categories and content
  • Reports and Dashboards
  • System Integrations (ROSI, SharePoint, TCard Photo, Security Auditing, Staff Single Sign On – SSO)

Features Specific to Faculty of Arts & Science:

  • Referrals – Internal, External, Student Facing (emailed referral information)
  • Staff Appointment Scheduling
  • System Integrations (Outlook)

PHASE 2: STUDENT ONBOARDING

PHASE 3: EXPANDED FUNCTIONALITY

TIMELINE

  • A – Milestone: Go Live, Occurs February 2023
  • B – Task: Salesforce Configuration, Starts June 2022, Ends January 2023
  • C – Task: Integration Readiness, Starts June 2022, Ends December 2022
  • D – Task: Change Management, Starts June 2022, Ends June 2023
  • E – Task: Train the Trainer, Starts October 2022, Ends January 2023
  • F – Task: Knowledge Management, Starts July 2022, Ends February 2023
  • G – Task: Testing, Starts December 2022, Ends February 2023
  • H – Task: Hypercare, Starts February 2023, Ends March 2023

CONTACT

Student Advising Service Team

advising.service@utoronto.ca 

 

EXECUTIVE SPONSORSHIP

  • Dwayne Benjamin – Vice-Provost, Strategic Enrolment Management
  • Cathy Eberts – Director, Enterprise Applications and Deputy CIO
  • Scott Mabury – Vice-President, Operations and Real Estate Partnerships & Vice-Provost, Academic Operations
  • Susan McCahan – Vice-Provost, Academic Programs and Vice-Provost, Innovations in Undergraduate Education
  • Bo Wandschneider – Chief Information Officer
  • Sandy Welsh – Vice-Provost, Students
  • Melanie Woodin – Dean, Faculty of Arts & Science

PROJECT LEADERSHIP

  • Dwayne Benjamin – Vice-Provost, Strategic Enrolment Management
  • Randy Boyagoda – Vice-Dean, Undergraduate, Faculty of Arts & Science
  • Vikram Chadalawada – Assistant Director, Student Information Systems
  • Sotira Chrisanthidis – Director, Information & Instructional Technology, Faculty of Arts & Science
  • Cathy Eberts – Director, Enterprise Applications and Deputy CIO
  • Lisa Feng – Faculty Registrar and Director, Academic Services, Faculty of Arts & Science
  • Susan McCahan – Vice-Provost, Academic Programs and Vice-Provost, Innovations in Undergraduate Education
  • Wendy Pais – Registrar and Director of Student Services, Faculty of Kinesiology & Physical Education
  • Angelique Saweczko – University Registrar
  • Julian Weinrib – Director, Office of the Vice-Provost, Innovations in Undergraduate Education
  • Melanie Woodin – Dean, Faculty of Arts & Science
  • Ryan Woolfrey – Registrar, University College