UCD Student Advisers help students deal with any personal issues that come up while they are studying, and to provide support when it comes to policies, procedures and services.
Academic integration/belonging, Financial needs, Personal mental health/well-being, Social integration/belongingOn campus | Online & in person (hybrid) | Live
Time lineWhat is the main idea or gist?
What does this initiative/support/project look like?
The role of Student Adviser was established in 2001 when a gap in the student support structure had been identified. It was clear that when students had academic concerns they could speak to their lecturers and those with personal or health concerns could speak to a health professional, there was very little opportunity for students to speak to someone within their own programme of study about how their studies were being affected by other aspects of their lives. The principle that underpinned the creation of the UCD Student Adviser Service was the belief that students needed to be supported as people, and that this could most effectively be achieved at a local level where programme-based knowledge could be combined with personal support in a way that ensured every student was given the best opportunity to succeed. UCD Student Advisers became embedded within the wider student support structures of the university, and they began to work closely with these other supports to provide a cohesive and seamless student support experience for all students.
This innovative and highly individualistic approach to student support meant that students now had someone to talk to who could not only provide a space for them to articulate their concerns but could also work with faculty and staff to ensure that appropriate practical considerations were given to these issues at programme-level. Students can easily identify their Student Adviser as being part of their academic programme whilst ensuring that any conversations they have will remain confidential and there is absolute insulation for their academic record.
The Student Adviser Service has grown over the past 16 years from an initial group of six to a team of sixteen Student Advisers. In 2016, the service was restructured from a decentralised model to a hub-and-spoke model. There are now fourteen programme-based Student Advisers, two Student Advisers who support specific student cohorts – international students and mature students as well as a Manager of the service. This model allows the service to benefit from key aspects of centralisation such as cohesiveness of strategy and training, while maintaining individuation in the delivery of service. In this way, Student Advisers provide strategic input to student support and its evolution in UCD while simultaneously maintaining their embeddedness within programmes, ensuring targeted support for the specific needs of students in each programme.
The supports offered are for all students and the approach is person centred. The formalisation of the service has meant that there are more standardised responses to students and that all advisors are given the same training. Since the Service has been centralised a framework of professional development has been identified. As a matter of course all UCD Student Advisers receive training in Applied Suicide Intervention Skills, Solution Focused Brief Therapy and Child Protection as part of their continuous professional development. They also received training from the Dublin Rape Crisis Centre to to assist and signpost students to appropriate services in the aftermath of a sexual assault. Additionally, student advisers are provided the opportunity to avail of external supervision on a monthly basis. The supervision service is supportive in terms of discussing student cases and understanding together their needs and how best to respond effectively. Furthermore, supervision offers self-care for the adviser which is an important aspect of the students advisers role and acts as a preventative measure towards burn-out.
Student Advisers support students individually and collectively in identifying and achieving their academic goals by empowering them to manage the various life challenges they may encounter. They seek to promote the integration of students into the UCD community by identifying and addressing their personal and social development needs. Offering one-to-one support for students and acting as the interface to other university support services are key components of the role. Student Advisers work closely with administrative and academic staff within programmes and across the university to ensure that students are supported to minimise the impact of their circumstances on their academic performance. Additionally Student Advisors work to foster a sense of belonging within the UCD community, encouraging student engagement and connection with their programme. They advise Academic Programme Boards on issues relating to individual student cases impacting on progression and retention. In addition, they have a key role to play in supporting and advocating for students during any disciplinary or other University process that they may encounter.
Key Functions of the Student Advisers
Support
The core function of the Student Advisory Service is the provision of individual support to students. The Student Adviser assists students in navigating challenges with day-to-day issues right through to more complex and serious issues, such as failed modules, academic non-progression, stress and well-being, bereavement, illness, financial distress and family breakdown. The Student Adviser creates a safe space for students in which they can articulate and explore their concerns and begin the process of developing ways to address them successfully. Students can self-refer to a Student Adviser or be referred on the basis of a recommendation from another member of staff. Student Advisers work on the principle of accessibility and make themselves readily available to students. The Student Adviser Team has an in-depth knowledge of UCD policies and procedures, supporting students through such processes and enabling them to respond to the needs of students in whatever context they come to see them.
Orientation
The management of the transition to third-level education is one of the key determinants to the successful academic and social integration of students. UCD Student Advisers play a vital role in the organisation and delivery of Orientation to incoming first year students; during Orientation, they assist in the management, organisation and support of Orientation in each UCD undergraduate programme. They also work closely with the Central Orientation Team to ensure the smooth running of all Orientation-related activities.
Peer Mentoring
UCD Student Advisers help to manage and run the UCD Peer Mentoring Programme. The UCD Peer Mentor Programme was initiated and introduced by three student advisers in the academic year 2006/2007 as a pilot programme. The original programme, in which 25 peer mentors and 250 mentees participated, was coordinated and managed by the respective student advisers, and peer mentors were drawn from older year students who each mentored a group of incoming first years. Following a very positive evaluation of the pilot, the programme was rolled out to all incoming undergraduate students who are allocated to a mentor group from their academic programme. The main aim of the UCD Peer Mentor Programme is to support the successful transition of new students to university life. It has been developed and refined since its inception and now has a well-developed philosophy consistent with best practice in this area. Peer mentors share their experiences, insights, and challenges of being a student and also offer guidance, practical support, advice, and referral information about UCD support services. The intended outcomes of the programme include the development of a sense of community and belonging for first year undergraduate students. This is achieved by helping them to make friends and guiding them through the early stages of their UCD experience. Through the creation of this informal student support network, routine problems and challenges experienced by first year undergraduate students are identified and addressed as early as possible. The Programme aims to facilitate enhanced academic and social engagement. The Peer Mentors help to create a sense of belonging and community for the new students, assist in the development of strong friendships, and support the new students while they transition into life at third level.
Student Advisers and Financial Aid
Financial difficulties can significantly impact a student’s academic progress and general well-being. Student Advisers have a key role in guiding students through the various UCD financial support funds. They assist students in the process of applying for funding, helping them to prepare the necessary paperwork, guiding them through the writing up of personal statements, and supporting their applications through letters of support. The close involvement of the Student Advisers in this process critically allows for the exploration of other issues that may be impacting on the student, as it has often been the experience of the Student Advisers that a student may present with financial issues and subsequently disclose other related concerns that are impacting on their lives and studies. This process guarantees a continuum of support across financial and personal issues.
Community Engagement
The Student Advisers are involved with the more celebratory aspects of student life such as student orientation and induction, awards, peer mentoring, conferring and career advancement. The Education Strategy encourages students to become members of student societies, clubs and to engage in other related activities. This is regarded as an important part of the student experience in terms of a student’s successful transition to University life, the formation of friendships, and student retention. UCD Student Advisers have been involved in a number of initiatives aimed at encouraging Community Engagement and a sense of belonging. One example of this is the building and development of UCD Purl Jam, a craft/creative community established by two Student Advisers in September 2017. This initiative brought staff and students together and also produced multiple items for donation to charity. Other key projects included collaboration with the HSE to bring their “little things” mental health campaign to UCD, a PhD club to provide a space for students who may feel isolated to come together, and a walk and talk to encourage people to connect and benefit from nature. These initiatives encourage staff/student interaction and enhance outreach with the broader community outside of UCD.
The service is managed and organised by a dedicated staff member, the Head of the Student Advisor Service.
The Student Advisor are a very visible part of the university and of the programme/school they are attached to.
Student Advisers are here to support students individually and collectively in identifying and achieving their academic goals by helping them manage the various life challenges they may encounter.
Each degree programme has a dedicated student adviser and there are additional advisers for Mature and PostGraduate Research Students.
What are the goals?
The key values of the UCD Student Advisory Service are integrity, fairness and commitment underpinned by respect.
Student Advisers have a significant and positive impact on a student’s educational experience and are often the first port of call for students when support, leadership, knowledge and direction are required to assist them in successfully and enjoyably completing their programme of study.
How are students involved?
Students have been asked to complete surveys over the last two years to give feedback on the survey – the feedback has been overwhelmingly positive.
The feedback from these surveys has been overwhelmingly positive and it indicates that student advisors are highly regarded and seen as an integral part of the university and of the programme’s/school structures.
Additionally the support offered is driven by students; it is their query, they set the context and interact with this vital support in ways which meet their specific and individual needs. This co-creative process has given the Student Advisers a unique insight into the issues facing students, and the Student Advisers have used these insights to assist in the formulation of University policies and procedures, such as the UCD Extenuating Circumstances Policy, the UCD Mental Health Policy, the UCD Fitness to Continue in Study Policy and the UCD Fitness to Practise Policy.
Student advisers also organize and support the UCD Peer Mentoring Programme. UCD students are trained as mentors to support incoming students to settle into college. Peer Mentors remember what it is like to come to UCD for the first time and they use that experience, and the knowledge they have gained to help new students integrate and begin to develop a sense of belonging to their programme of study and to the university more generally.
Peer Mentors help make coming to UCD a more welcoming, less daunting experience. As well as arranging meetings and social events for their mentees, mentors will also be available to assist with any queries or concerns which their mentees may have. In turn, mentors are supported by their student advisors or student progression manager.
What underlying constructs or ideas inspired the design?
The student advisory service started organically and grew out of an identified need. Vincent Tinto has identified the importance to student integration and engagement with the university which in turn leads to an improved academic outcome for students
Other universities have looked to UCD to help them adopt a similar model in their institutions.
What the success criteria and the points of attention?
That student advisors are integrated into programme and school structures which really helps them to understand the student experience at a local level and to have good working relationships with their lecturers & other relevant academic staff.
The student advisor service empowers students to achieve their academic goals.
(How) does the effectiveness get tracked?
The Student Advisers are regularly nominated by students for the President’s Awards for Teaching and Learning and in 2017 a member of the team received a University Award for Outstanding Contribution to Student Learning.
The student survey feedback is overwhelmingly positive.
strongly agree
(How) is this initiative/support/project evaluated?
It has not been formally evaluated but in the 2017/18 academic year, the Student Advisers recorded individual contacts with over 12,000 students indicating that this service is in demand.
UCD SAT Ongoing Research Group
A research subcommittee has been set up which has three main functions: monitoring and evaluation of the work of the student advisers; conducting relevant research and regularly hosting lunch and learn events to share best practice.
An important part of UCD Student Advisers’ work is to objectively appraise their own practices in terms of the impact of these practices on students and how these practices in turn can be improved and enhanced. The team engages in ongoing research and disseminates the findings of this research to the wider national and international student support community through their attendance at and participation in national and international conferences.
A monthly lunch and learn event held during the academic year brings the Student Adviser Team together to share and discuss relevant information, practice and research.
A number of student advisers presented papers and facilitated workshops related to students’ experience in third level at national and international conferences. These include Students Affairs Ireland (SAI) formally known as the Confederation of Student Services in Ireland (CSSI), European First Year Experience (EFYE), Association of Managers of Student Services in Higher Education (AMOSSHE) and National Academic Advising Association (NACADA). This year over 300 delegates from around the world attended the NACADA International Conference hosted in UCD by UCD Student Advisers.
NACADA is a global community for academic advising based at Kansas State University. Topics covered at the conference included student academic support, student retention, supporting underrepresented students in higher education, using peer supports and first year student seminars.
How is it communicated and advertised?
A Student Advisers Communications SubCommittee was established to ensure that key messages about the work of the service are delivered to students at appropriate times. The committee uses social media, instant chat through the Student Adviser website, traditional media (university newspapers), health and wellbeing campaigns, exam support campaigns, among others, to communicate the support offered by Student Advisers. The use and repetition of a clear and concise tag line ensures that students know who to turn to when the going gets tough. It is the simplicity of the tag line that is key to the success of the strategy: Remember that your Student Adviser is available for advice and support. This is repeated across all communications during the whole academic year.
It is a multi-pronged approach.
What is the current and ideal timing and duration?
Student Advisors offer one-to-one support to students throughout the academic year.
What resources are needed to run this initiative?
You need designated staff and a good management structure to successfully run the service.
It is also very important to have administrative support.
Currently there is a Head of Student Advisors and 16 individual advisors.
Funding is from the core university funding.
It is very important to have clearly defined role descriptions for the student advisors and to ensure clear boundaries are set in a safe way. They are there to support students to deal with challenges they might encounter throughout their student life, they are not an emergency service or a counselling service but can pathway students to deal with personal, social and emotional issues.
Is it easily transferrable to other contexts or groups?
We think it is easily transferable to other contexts or groups.
This model has been adopted by UCD and has expanded over the past twenty years to best meet the needs of the university and their student body. Three additional posts have been created with responsibility for managing peer mentoring and orientation, for the delivery of well being projects and for managing the disbursement of SAF funds.