1 WP No. 27- 49

th ACM 23 Aug 2017

Working Paper # 27

Policy on UG Students’ Advisor System (SAS)

(Sponsored by Acad Dte)

Background

1. While dealing with cases pertaining to academic deficiencies of

undergraduate (UG) students, it has become evident that despite various

measures taken to apprise and educate the students about NUST Academic

Regulations, there exists considerable gaps and blanks in the comprehension

and understanding of the same by the students and their parents. Lack of

knowledge of relevant academic regulations have resulted in withdrawal of a

number of good UG students. In many cases such attrition could have been

avoided if prompt and appropriate action, as per relevant provisions of the

academic regulations, had been initiated within the specified time-limits by the

institutions and/or the affected students.

2. Additionally, it has been felt that many of the students need extra help

and attention during their first year at NUST. They need frequent advice and

guidance for coping with University’s academic environment and challenges.

Moreover, in addition to the technical knowledge being imparted to the

students, there is a need to groom the students in terms of values, nationhood,

etiquettes, and soft skills etc. NUST has always endeavored to adopt new

measures and practices to help its student achieve par excellence in all domains

of their lives. To make UG students well conversant with the NUST Academics

Regulations, and support them to overcome their personal and academic issues,

concept of Student Advisor was introduced in 2012. The institutions were

encouraged to implement the system in true letter and spirit, however, over the

past five years, it has been experienced that the policy could not bring about the

desired results.

2 WP No. 27- 49

th ACM 23 Aug 2017

3. The SAS policy has been revisited in the light of experiences gained in

past five years and with the aim to make it flexible and easily implementable at

NUST, especially keeping in view the NUST culture and international practices

to achieve the following objectives:

a. To facilitate new students during their settling down phase (Year 1

and 2).

b. To imbed a system of regular advice and guidance to the students

during their course of studies.

c. To ensure that all students clearly and timely understand academic

regulations/policies through regular coaching.

d. To install and nurture an effective system for monitoring of

academic progress of students.

e. To ensure regular dissemination and understanding of important

information / revised policies down to student level.

f. To provide an effective system for prompt handling of students’

personal issues.

g. To have a quick and regular, first-hand, informal feedback for

Principals / Commandants / Deans / HoDs and School administration

on quality of teaching, teaching aids, facilities, infra-structure and

efficacy of Academic Policies / Regulations, etc.

General Guidelines - SAS

4. The outline of SAS is given below:

a. For counseling, guidance and progress monitoring, all NUST

students shall be assigned as wards to different faculty members

within respective school who will act as their Advisors, mentors and

de-facto guardians.

3 WP No. 27- 49

th ACM 23 Aug 2017

b. As a matter of rule, the Student Advisor will not be changed (unless

particularly requested by a student or advisor) to ensure a continued

and healthy mentoring relationship throughout the student’s

academic pursuit at NUST.

c. Students (wards) would meet their respective Advisors during

Compulsory Advisor Mentoring Class (30 minutes, e.g., 4thperiod,

Thursday) on weekly basis.

d. Student Advisor will raise an evaluation report at the end of each

semester for every student in his/her group covering the students’

personality traits and academic performance during the semester.

e. Student Advisor will represent his/her academically deficient wards

in DBS and FBS meetings.

f. All students during their Freshman and Sophomore years will be

mandatorily part of an Advisor Group. However, only those students

in their Junior and Senior years will be included in Advisor groups

who have either of their Cum GPA or Semester GPA less than 2.50.

Good students wishing to continue with their Advisor Groups may

be accommodated.

g. Each Student Advisor group should have students from different

academic years (1st, 2

nd, 3

rd, 4

th) within the same school / department

so that senior students take leadership roles to guide junior students

in their group.

h. Effective implementation of the Student Advisor System (SAS) in

true letter and spirit is the responsibility of the Head of the

College/School. This aspect will be particularly measured in the bi-

annual NUST Academic Audit of the respective institution.

4 WP No. 27- 49

th ACM 23 Aug 2017

Key Benefits -SAS

5. The SAS shall provide several key benefits including grooming of

students, regular academic progress monitoring of students, opportunity for

counseling of weak / ill-disciplined students, seeking parents’ intervention as

and when required, etc. The SAS shall help in getting the true picture of the

problems faced by the students. The problems shall be gathered by the Student

Advisors and, in accordance with the nature of the problem, would be discussed

either informally with respective faculty members / HoDs or formally in DBS /

FBS for finding appropriate solutions. Some of the feedbacks that are typically

expected from the students through their Advisors for which timely remedial

measures could be put in place are given below:

a. Feedback about Faculty Members - how teaching is being

conducted.

b. Feedback about the quality of teaching aids being used in the class

rooms / lecture halls.

c. Feedback about the quality of support infrastructure / labs / lab

equipment / lab engineers, technicians / TAs / hostels / sports

facilities, etc.

d. Any other complaints /suggestions for improving the academic

environment, quality of education and support infrastructure at the

college / school / NUST level.

Responsibilities of Program Coordinators for Student Advisor Groups’

Allocation / Management

6. Program Coordinator’s office within each school will act as overall office

incharge of the SAS at NUST Schools / Colleges.

7. The Program Coordinator will be responsible for the following activities:

5 WP No. 27- 49

th ACM 23 Aug 2017

a. To allocate Students’ Mentoring / Advisor Course (0.5-0 Cr Hr) in

academic casting of Fall and Spring Semesters and designate one

Compulsory Students’ Mentoring Class of 30 minutes duration for

all students of 1st and 2

nd year and weak students (CGPA or Semester

GPA lesser than 2.50) of 3rd

and 4th

year in weekly classes schedule

(e.g. 4th period on every Thursday).

b. To assign one Student Advisor Group (comprising 10-12 students in

each group) to every faculty member against Students’ Mentoring /

Advisor Course (0.5-0 Cr Hr).

c. To ensure that female students are preferably allocated to female

faculty members / Advisors and vice versa. If adequate number of

female faculty members are not available in a School / Dept then

preferably a senior faculty member be assigned this responsibility.

d. To assign a unique ID No to each Student Advisor Group and

display the list of Student Advisor group on notice boards and on

CMS on the first working day of each semester for the information

of all students and Advisors.

e. In case of any addition or withdrawals of students from a Student

Advisor group, Program Coordinator will inform the concerned

Advisor.

f. To issue folders to Academic Advisors for each of the student in

their group for maintaining the student records i.e. Student’s

Personal and Academic History Form (Appendix ‘A’) and Student’s

Academic Progress Sheet (Appendix ‘B’).

g. To ensure that the Students’ Personal and Academic History Forms

(Appendix ‘A’)are filled up by the students within respective

6 WP No. 27- 49

th ACM 23 Aug 2017

Schools and are provided to Student Advisors before the first

Advisor Mentoring Class of the Fall semester.

h. To assign Advisor Supervision Round duties to the Advisors living

in H-12 Campus once a month for interaction with students living in

NUST H-12 Campus hostels.

i. To retrieve the Students’ folders at the time of a student’s graduation

/ termination of studies.

j. To liaise with ICT Directorate for ensuring automation of Students

Personal and Academic History Forms (Appendix ‘A’), Students’

Academic Progress Sheets (Appendix ‘B’),and End Semester

Advisor Feedback Form (Appendix ‘C’)through NUST CMS and

for ensuring Advisors’ access to these forms / sheets in respect of the

students allotted to them in their Advisor Mentoring Groups.

k. To prepare Monthly Statistical Return / Feedback (Appendix ‘D’)

for record purposes regarding efficacy and attendance of students in

Advisor Mentoring Classes through ICT Dte. This aspect will be

checked by the Academic Audit Team during their visit.

Responsibilities of Student Advisors

8. Every Academic Advisor will act as de facto-guardian of students in his /

her Student Advisor Group. He / she will be responsible for the following

activities:

a. To conduct Compulsory Students’ Mentoring Discussions of 30

minutes duration for all students of 1st and 2nd year and weak

students (CGPA or Semester GPA lesser than 2.50) of 3rd and 4th

year in weekly classes schedule (e.g., 4th period on every Thursday).

b. To be fully conversant with and knowledgeable on all provisions of

NUST Academic Regulations and administrative policies.

7 WP No. 27- 49

th ACM 23 Aug 2017

c. To educate all the students in his / her Advisor Mentoring Group

regarding relevant NUST Academic Regulations/ Administrative

Policies during Mentoring Classes.

d. To advise, guide and counsel all the students in his / her Advisor

Mentoring Group on general academic and administrative issues

brought up by them during Collective Weekly Advisor Mentoring

Classes (1st and 3

rd week of every month).

e. To review academic performance of all his / her weak students

(CGPA or Semester GPA less than 2.50) during Individual Weekly

Advisor Mentoring Classes (2nd

and 4th week of every month) while

discussing individual Academic Progress Sheets and advise, guide

and counsel them on their personal /specific academic and

administrative issues, as and when required.

f. To maintain telephonic contact with the parents / guardians of his

/her wards with academic deficiency / medical conditions / personal

problems affecting their academic performance and / or personal

development.

g. To arrange meeting with parents of academically deficient / ill-

disciplined students through respective HoD / Principal and maintain

a documented record of discussion held and remedial steps /

decisions taken during such meetings in Students’ Folders and record

to be maintained on CMS.

h. To recommend / raise HoD’s / Principal’s Appreciation Letters for

his group students who perform brilliantly in academics (e.g., SGPA

> 3.00 or 3.50 as decided by the School Principal) and extra-

curricular activities (e.g., sports, debates, community service,

entrepreneurship competitions, etc.).

8 WP No. 27- 49

th ACM 23 Aug 2017

i. To monitor attendance and maintain record of all students of his/her

group to ensure that they all meet the mandatory bench mark of 75%

attendance in all subjects being studied by them during the semester.

j. To update attendance record of Advisor Mentoring Classes

conducted on bi-monthly basis in respect of all students in his / her

group on CMS.

k. To raise first, second and third Warning Letters on third, fifth and

sixth absentee from Advisor Mentoring classes, respectively for

weak students only (CGPA or Sem GPA

< 2.5). These letters will be signed by the Advisor, HoD, and

Principal respectively. A copy of the letter to be kept in Student

Folder while one copy each to be given to student and his/her parents

/ guardian.

l. To raise his /her wards’ (students’) Feedback Reports (Appendix

Ç’) at the end of each semester manually (or through CMS as soon

as it becomes available online).

m. To approve and help in processing of his / her ward’s applications

related to long-leaves, sick leaves, deferment, counseling by C3A etc.

n. To liaise with subject instructors for extra coaching of weak students

in his /her Advisor group. If an Advisor makes a request to a

particular subject instructor for extra coaching of a weak student, the

concerned instructor shall make arrangements for the same during

the supervised self-study periods, library periods or problem solving

periods.

o. To coordinate informally (and, if required, formally) with the

concerned HoD in case of any valid academic complaints received

from students against another faculty member / instructor.

9 WP No. 27- 49

th ACM 23 Aug 2017

p. To maintain record of interactions with his group / individual

students in his/her Advisor group for follow-up actions.

9. The Advisors living in H-12 Campus will be required to visit their wards

in their hostels twice a semester (whenever assigned by Program Coordinator

with Principal’s approval). The purpose of these visits will be:

a. To join his / her students at dinner and guide them for personality

grooming, general conduct / behavior and dining etiquettes/manners.

b. To observe dress, appearance, interpersonal skills, self-confidence

and other personality traits of his/her students, help them improve

these traits / qualities and also reflect them in his / her End Semester

Feedback Report (Appendix Ç’).

Suggested Activities in a Student Advisor Mentoring Class

10. Collective Advisor Mentoring Classes (1st and 3

rd Week of Every

Month)

a. Each Student Advisor group is to meet his Advisor twice a month

(every first and third week of the month) as a Group at a designated

time for one period of 50 minutes (e.g. 4th

class every Thursday) at a

designated place (e.g. in his / her office or as assigned by the

Program Coordinator within the school).

b. In addition to the discussion on academics and extra-curricular

activities, the Advisor will select a general topic on manners /

etiquettes / norms / values /soft skills and discuss that in each

Student Advisor class for the grooming of his/her wards. Students

will be encouraged to participate actively in group discussions to

improve their confidence and communication skills.

10 WP No. 27- 49

th ACM 23 Aug 2017

11. Individual Advisor Mentoring Classes (2nd

and 4th

Week of Every

Month)

a. Each student will also meet his Advisor individually twice a

month (2nd

and 4th week of every month). This is mandatory for

weak students (CGPA or semester GPA less than 2.50) whereas

others may attend voluntarily.

b. During individual meetings, each student’s Academic Progress Sheet

(Appendix ‘B’) will be reviewed and academic progress and overall

attendance in each subject along with issues, if any, will be

discussed.

c. This Academic Progress Sheet (which contains marks obtained in all

Quizzes, Assignments and One Hour Tests etc.) will be maintained

manually in two copies (one kept with student and the other in each

student’s Advisor folder) until the data contained in the Progress

Sheet becomes available through CMS and is made accessible online

to both the students and their Advisors for review during Advisor

Mentoring Classes.

d. During individual meetings with Advisor (in 2nd

and 4th

week of

every month), students will share their personal academic /

administrative problems with the Advisor and he / she will guide,

mentor, counsel the student, as required, and initiate appropriate

actions to resolve their problems.

Maintenance of Students’ Records

12. Advisor has to maintain the folders (preferably on CMS) of their wards,

which would serve as a ready reference as far as the academic performance and

discipline of the student is concerned. These folders are to be returned to

Program Coordinator on the completion of a student’s education at NUST. The

11 WP No. 27- 49

th ACM 23 Aug 2017

documents / records to be maintained / included in a Student’s Advisor Folder

are given below:

a. Student’s Personal and Academic History Form (Appendix ‘A’).

b. Students’ Academic Progress Sheet (Appendix ‘B’).

c. Feedback Reports raised by the Advisors at the end of each semester

(Appendix ‘C’).

d. Letters of Appreciation / Warning on academic / discipline matters

(Appendix ‘E’).

Recommendation of Academics Directorate

13. The amendment was discussed in the UCAP meeting held on 11 Aug

2017 and recommended the proposed amendments.

14. This policy will supersede all previous instructions on the subject.

15. It will be applicable to all NUST Schools and Colleges with effect from

Fall, 2017.

16. The policy will be reviewed in June, 2018 after having been implemented

at all NUST Colleges / Schools for two semesters (Fall, 2017 and Spring, 2018).

17. Academic Council is requested to deliberate on the proposal and give it

decision.

12 WP No. 27- 49

th ACM 23 Aug 2017

Appendix A

Student’s Personal & Academic History / Record (To Be Filled With Black Ball Point Pen)

1. Student Details

First Name Family Name Student ID

Date Joined

NUST

Date of Birth Student e-

mail

Religion Nationality Mobile No

2. NUST Institution Details

School / College Department

Migrating

Student

YES / NO If yes, give

details

3. Address Details

Permanent

Address

Present Address

4. Family Details

Father’s/

Guardian’s

Name

Occupation Tel

Address

Mother’s Name Occupation Tel

Address

Next of Kin

Name

Relationship Tel

Address

5. Own Brothers and Sisters

S No Full Name Gender

(M/F)

Age

(Years) Occupation

6. Technical Education (if any)

Name of Institution Course Title

/Trade Duration Date Passed Diploma Award

7. Previous Employment, if any

Organization / Dept Designation Total

Service Reason for leaving

13 WP No. 27- 49

th ACM 23 Aug 2017

8. Any Disability

9. Any Medical

Condition

10. Games Played

11. Hobbies

12. Other Interests

13. Smoker Yes / No

14. Extra/ Co-Curricular

Activities &

Achievements

15. Primary School Education (Up to 5th Class)

(a) Name of School

(b) Place / Address

(c) Year Passed

(d) Final Aggregate in 5th Class

(e) Distinctions, if any

16. Middle School Education (Up to 8 th Class)

(a) Name of School

(b) Place / Address

(c) Medium of Instruction

(d) Year Passed

(e) Final Aggregate in 8th Class

(f) Distinctions, if any

17. Matric or Equivalent (O Level)

(a) Name of School

(b) Place / Address

(c) Medium of Instruction

(d) Year Passed

(e) Subjects with Score / Grade Phy Chem Maths Bio

(f) Final Aggregate 10

th Class

/O Lvl

(g) Distinctions, if any

18. Intermediate or Equivalent (FSc or A Level)

(a) Name of School / College

(b) Place / Address

(c) Medium of Instruction

(d) Year Passed

(e) Subjects with Score / Grade

(f) Final Aggregate 12

th Class/

A Lvl Phy Chem Maths Bio

(g) Distinctions, if any

19. Certified that the information given in paras 1 to 18 is correct to the best of my

knowledge.

Signature: _________________

Name: ____________________

Date: _____________ Student ID: _______________

14 WP No. 27- 49

th ACM 23 Aug 2017

Appendix B

UG Students’ Academic Progress Sheet

Student Name Student ID Semester No

Student e-mail Student Cell No Parents’ Cell No

Advisor Name School Name Department

Progressive Semester /Cumulative GPA Record

1st Sem 2

nd Sem 3

rd Sem 4

th Sem 5

th Sem 6

th Sem 7

th Sem 8

th Sem

Current Academic

Standing

End Sem GPA

Cum GPA

Current Semester Progress

Subject Cr

Hrs Teacher Quizzes Assignments

OHTs/ Mid Sem

Exam

Cumulative

Attendance (%)

Final

Grade

RESTRICTED

15

Appendix C

UG Students’ Advisor Feedback Report

Student Name Student ID Semester

Student e-mail Student Cell No Parent Cell No

Advisor Name School Name Department

Feedback During the Current Semester (Please tick the appropriate box)

Student’s Traits /

Performance Indicators Very Poor

Below

Average Average

Above

Average Very Good Excellent

Social Behavior

Determination

Confidence

Emotional Stability

Communication Skills

Time / Stress Management

Dress /Turnout /Appearance

Academic Progress

Overall Attendance in Classes

Attendance in Advisor Classes 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Aggregate

Present / Absent

Weak Areas / Challenges Identified in Academics / Discipline / Attendance / Personality Traits

(a)

(b)

(c)

(d)

Counseling / Measures Taken to Address the Challenges (Telephonic conversations with parents /Meetings with

parents thru HoD to be recorded with dates)

(a)

(b)

(c)

(d)

Additional Comments / Follow up (if any)

Date:_____________ ( ) Advisor Signature

RESTRICTED

16

Appendix D

NATIONAL UNIVERSITY OF SCIENCES & TECHNOLOGY (NUST)

(SCHOOL / COLLEGE / DEPARTMENT NAME)

MONTHLY STATISTICAL RETURN: STUDENT ADVISOR SYSTEM (SAS)

MONTH ___________YEAR__________

S

No Category Description

Number

(Current

Month)

Number

(Last

Month)

Percentage

Change Remarks

1

Advisor

Group

Allocation

Total Number of UG Students in Freshman (1st) and Sophomore (2

nd) Years

2 Total Number of UG Students in Freshman (1

st) and Sophomore (2

nd) Years

Allocated with Advisor Groups

3 Total Number of UG Students in Junior (3

rd ) and Senior (4

th) Years with

Semester GPA<2.50

4 Total Number of UG Students in Junior (3

rd ) and Senior (4

th) Years with

Cumulative GPA<2.50

5 Total Number of UG Students in Junior (3

rd ) and Senior (4

th) Years Allocated

with Advisor Groups

6 Total Number of Faculty Members

7 Total Number of Faculty Members Assigned Advisor Groups

8 Average No of Students in Each Advisor Group

9 Conduct of

Advisor

Classes

Number of Advisor Mentoring Classes Due in the Month

10 Number of Advisor Mentoring Classes Conducted in the Month

11 Number of Students Absent in Advisor Mentoring Classes

12 Average Absentees / Advisor Mentoring Classes in the Month

13 Appreciation

& Warning

Letters /

Counseling

Sessions

Number of Warning Letters Awarded for Poor Discipline/Academics

14 Number of Appreciation Letters Awarded for Good Performance

15 Number of Counseling Sessions Held with Students

16 Number of Counseling Meetings Held with Parents

17 Letters of Warning Awarded for Missing (3, 5, 6) Advisor Classes

18

Various

Feedbacks /

Complaints

Complaints Received Related to Training Aids

19 Complaints Received Related to Labs/ Lab Equipment

20 Complaints Received Related to Lab Engineers / TAs

21 Complaints Received Related to Hostels / Sports Facilities

22 Number of Extra Classes Arranged for Students

RESTRICTED

17

Appendix E

File Reference

Student Name : ___________________ Student ID : ___________________ Session : ___________________ Department : ___________________ School : ___________________

LETTER OF APPRECIATION

1. Excellence is hallmark of NUST and we always appreciate our students who bring laurels to it

through their untiring efforts, hard work and enthusiasm. In this regard, your performance in the

following is praiseworthy:-

[ ]* Secured semester GPA = 4.00

[ ]* Secured semester GPA > 3.50

[ ]* Secured semester GPA > 3.00

[ ]* Maintained an overall attendance > 95 % throughout the semester in all courses

[ ]* Participated in a sports / literary / debate competition and secured a position

[ ]* Participated in an entrepreneurship event and presented your project

[ ]* Successfully completed a community service related project

[ ]* Organized / actively participated in a blood donation derive

[ ]* Maintained an exemplary discipline throughout the semester

[ ]* Presented a research paper in a conference

[ ]* Other (specify): ___________________________________________________

[ ]* Details (if any): ___________________________________________________

_____________________________________________________________________

_____________________________________________________________________

2. You are hereby APPRECIATED for your abovementioned achievement and are encouraged to

continue with the same spirit and hard work in future as well. I wish you best of luck in your remaining

studies at NUST and hope that you will strive hard to perform even better, both in academics and extra

/ co-curricular activities, in the upcoming semesters.

*Note for the Competent Authority Awarding this Letter of Appreciation

The applicable / relevant field may please be ticked with your initials on the left

Signature : ___________________

Name : ___________________

Designation : ___________________

Date : ___________________

Copy to :

(a) Principal / Dean

(b) Student Advisor

(c) Parents

RESTRICTED

18

File Reference

Student Name : ___________________ Student ID : ___________________ Session : ___________________ Department : ___________________ School : ___________________

LETTER OF WARNING

1. NUST Regulations clearly dictate the code of academic and personal conduct that a student

should exhibit during his / her studies at this prestigious university. All students are expected to follow

the NUST Regulations and Policies in true letter and spirit. Any violation of these Regulations and

Policies speaks low on the part of the student and is bound to lead to serious consequences. In this

regard, following lapse(s) has / have been observed on your part and a very serious view of this / these

violation(s) has been taken:-

[ ]* Awarded First / Second / Third Probation due to Cum GPA < 2.00 (details below)

[ ]* Secured Semester GPA < 2.00 (details below)

[ ]* Accumulated Two / Three / Four / Five ‘F’ Grades (details below)

[ ]* Attendance < 75 % in a subject during first 8 weeks of the semester (details below)

[ ]* Absented from three mentoring classes with your Advisor during current semester

[ ]* Absented from five mentoring classes with your Advisor during current semester

[ ]* Absented from six mentoring classes with your Advisor during current semester

[ ]* An instance of poor discipline, in violation of NUST Regulations (details below)

[ ]* Other Reasons (Specify): _____________________________________________

[ ]* Details:___________________________________________________________

_______________________________________________________________________

________________________________________________________________________

2. You are hereby WARNED to be extra-careful in future and avoid repetition of such mal-

practices at any cost. It is expected that you will improve upon your conduct and adhere to NUST

Regulations in true letter and spirit. Any repeated academic / disciplinary lapses of similar nature will

make you liable for strict disciplinary action, which may lead to your withdrawal or termination of your

studies at NUST.

*Note for the Competent Authority Awarding this Letter of Warning

The applicable / relevant field may please be ticked with your initials on the left

Signature : ___________________

Name : ___________________

Designation : ___________________

Date : ___________________

Copy to :

(a) Principal / Dean

(b) Student Advisor

(c) Parents