Is an electronic advising signature legally binding?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, electronic signatures are valid when intent, consent, attribution, and reproducible retention are present.

Can I include FERPA-protected details in the guide?

Yes, but restrict access and document consent. Ensure only authorized users view protected education records and log disclosures to third parties.

Who may sign advising exceptions?

Signatory authority depends on institutional policy; typically advisors document recommendations and department chairs or registrars provide final approvals for curriculum changes.

When is notarization required?

Notarization is uncommon for routine advising notes but may be required when the form contains legal authorizations or is used as an evidentiary document in some states.

How do I correct an error on a completed guide?

Create a new version that documents the correction, include rationale, obtain required signatures, and retain both versions for auditability.

How long should advising records be kept?

Retain according to the longest applicable rule: commonly 3–7 years for administrative records, and 6 years for records tied to HIPAA-regulated activities.

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Faculty Guide to Advising

Faculty Guide to Advising

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A Faculty Guide to Advising

Information and Resources provided by CFA Advising

Advising..................................................................2

Important Dates & Deadlines..................5

Grading..............................................................6

Curriculum.........................................................9

Resources........................................................13

Appendix

Guide to Incompletes

CFA Curriculum Exception Form

Registrar’s Petition for Exception to Policy

Advising

What the Advisors do for Students, Faculty, and Departments:

For students:

• Explain curriculum, including General Education, Bachelor’s Degree, and Major Requirements.

• Declare Majors.

• Explain University and College policies and procedures, including Registration, Holds, Withdrawals, Incompletes, and Curriculum Exceptions, and refer appropriately.

• Start Petition processes

• Mandatory Advising appointments, a.k.a. MAP appointments, which usually take place during their 1st and 4th semesters.

• Assist with semester-by-semester course planning.

• Maintain records of the issues and plans discussed during advising appointments.

• Provide references to campus resources like the Financial Aid and Scholarship Offices, Career and Professional Development Center, Counseling Center, and tutoring services.

• Compose and send messages as part of the Create Success Campaign.

For faculty:

• Answer educationally relevant questions about student records.

• Answer questions about University policies and procedures.

• Discuss options, including Curriculum Exceptions, for students with special circumstances.

• Raise awareness about trends or concerns that may impact student success.

• Create lists of students in particular emphases for area heads.

For departments:

• Review proposed curricular changes to check for agreement and consistency with prerequisites, overall requirements, etc.

• Review PERC reports at the beginning of each semester

• Facilitate articulation agreements by overseeing TES

• Collect and disseminate data related to student success.

• Meet regularly with Department Heads to exchange information.

• Share information from the department with students.

• Pass along information from students regarding concerns, challenges, or barriers to graduation/continuation.

How to contact/make appointments

The University uses an online system for scheduling appointments. Students can make appointments by visiting createsuccess.utah.edu and clicking the “Book an appointment” link.

Important Dates & Deadlines

• Academic Calendar

• Curriculum Deadlines

• Grading Deadlines

• PERC Deadlines

• Admissions

o First-Year Students

o Transfer Students

Grading

Grading Timeline

Posting grades by the required deadline means that students receive the grade that they earned.

New instructors must complete the FERPA Review. After completing the FERPA Review, full grading security access is automatically granted to primary instructors.

Quick E-Grading Tips

• The link to the University’s E-Grading Reference Guide

• How to find the View/Enter Grades tile in the new CIS system

• How to find a list of all classes you are eligible to grade

• The difference between the “save” and “post” features in the grading system

Curriculum

Changing the Curriculum

When you make changes to the curriculum for your program, we would like for you to check several things and provide us with some important information about the changes.

• Adding one or more required courses

• Removing one or more required courses

• Offering new ways to satisfy an existing requirement

• Adding or removing a prerequisite from a course

• Changing the order in which courses are offered

Campus Resources

Advisors commonly refer students to the following campus partners:

• University Counseling Center

• Center for Disability and Access

• Career and Professional Development Services Center

• University Writing Center

• Math Center

• Registrar’s Office

• International Student & Scholar Services

Guide to Incompletes

If your instructor agrees to give you an “Incomplete,” ask for clear instructions about what you need to do in order to complete the class. Record this information below.

Course Name:

Semester Enrolled in Course:

Assignments or Exams to be Completed:

Date(s) Assignment(s) will be Completed:

OR

Date(s) Exams will be Taken:

Student Signature:

Instructor Signature:

Application for Curriculum Exception

Students requesting a course substitution or waiver must complete the following form, attach justification, and include the published description & syllabus for the replacement course(s), if applicable.

Name:

Student ID:

Major/Minor:

Email:

Academic Advisor:

Date:

Catalog Year:

Phone:

Requirement(s) to be Waived/Substituted

Course(s) to be Used to Replace Requirement(s)

Justification

Departmental Action

Approved

Partial Approval

Denied

Comments:

Approved By:

Departmental Position:

Signature:

Petition for Consideration of Exception to Policy

Use this section for retroactive changes and other exceptions to policy. Select all that apply and provide the necessary details.

Student ID:

Name:

Phone:

Email:

Date:

College:

Major:

F1 or J1 Visa: Yes No

Select petition type(s):

• Withdraw from class(es) for a past term

• Add class(es) for a past term

• Change credit hours for a past term

• Section change for a past term

• Change a cross-listed course for a past term

• Elect or Revoke CR/NC Option

List classes included in your request

Written statement / supporting details

Student Signature:

Date:

Signatures

Faculty/Advisor Signature:

Registrar/Department Signature:

What the Faculty Guide to Advising Is and Who It Helps

The Faculty Guide to Advising is a structured document that centralizes advising policies, stepwise procedures, and student-specific records for academic advising interactions. It combines contact and eligibility details, recommended course sequences, degree progress checks, hold and accommodation notes, and follow-up actions. The guide supports consistent advising outcomes across departments, documents decisions for accreditation and appeals, and provides a single source that faculty, advisors, and administrative staff can reference during registration windows and student consultations.

Why a Standardized Advising Guide Matters

A clear Faculty Guide to Advising reduces miscommunication, documents advising rationale, and promotes compliance with institutional and federal privacy rules such as FERPA. It helps preserve academic integrity, speeds onboarding for new advisors, and creates an auditable record for student petitions and appeals.

Primary Users and How They Interact with the Guide

Typical users rely on the guide to standardize advising conversations, capture approvals, and route follow-up tasks.

Faculty advisors: Use the guide to record degree checks, recommend courses, and note student exceptions after consultation.
Academic administrators: Use it to monitor advising quality, approve exceptions, and archive completed records for reporting.
Students: Receive copies of advised plans and confirmations; use as reference for registration and appeals.

Each user group applies a different subset of fields and has distinct access or signing authority.

Representative Signers and Reviewers

Faculty Advisor

A full-time or adjunct instructor who documents the academic plan, confirms prerequisites, and signs the advising record to attest to accuracy and recommended next steps. The advisor must ensure FERPA-safe handling of student data when completing the guide.

Department Chair

A departmental administrator who reviews exception requests, confirms curricular substitutions, and provides final authorization when program or graduation requirements are affected. Chairs retain responsibility for maintaining an auditable decision trail.

Essential Privacy and Security Elements

Encryption: TLS 1.2/1.3 in transit

Data at Rest: AES-256 encrypted storage

Access Controls: Role-based permissions

Audit Trail: Timestamped action log

FERPA Safeguards: Restricted student access

BAA Option: HIPAA BAA available

Key Risks of Incomplete or Incorrect Advising Records

FERPA Violation: Unauthorized disclosure risk

Degree Delay: Incorrect progress tracking

Appeal Exposure: Weak documentation for petitions

Regulatory Noncompliance: Audit findings risk

Data Integrity: Mismatched student identifiers

Operational Delay: Missed registration deadlines

Common Preparation Pitfalls to Avoid

Leaving key student identifiers blank or inconsistent, which complicates matching to institutional records and can delay degree certification.
Failing to record consent or FERPA release status when discussing protected information with third parties or parents.
Using vague language for course substitutions or overrides, making later approvals or audits difficult to support.
Neglecting to capture follow-up actions, deadlines, or responsible parties, which causes missed tasks and student confusion.

How to Complete a Faculty Guide to Advising — Step by Step

Follow a consistent sequence to ensure accuracy, consent, and an auditable record for student advising sessions.

01

Collect ID: Confirm student's legal name and ID number.
02

Review Records: Check transcript, degree audit, and holds.
03

Document Plan: List recommended courses and alternate options.
04

Sign & Distribute: Advisor signs; student receives copy.

Typical Workflow for Advising Records

A predictable routing flow reduces errors and captures approvals for escalation when exceptions are required.

Initiate Record: Advisor creates or opens the guide.
Populate Fields: Fill in student, term, and course recommendations.
Request Approvals: Route to chair or registrar as needed.
Complete Archive: Store final copy in student file.

Core Sections Every Professional Advising Guide Should Include

A complete guide blends administrative metadata, academic planning, authorization fields, and an auditable signature trail to support advising consistency and institutional recordkeeping.

Student Info

Full legal name, student ID, program, major, contact details, and preferred communication method to ensure accurate identity matching.

Academic Status

Current GPA, completed credits, holds, probation status, and transfer credit notes relevant to degree progress and eligibility checks.

Advising Plan

Term-by-term course recommendations, alternatives, prerequisite reminders, and sequencing considerations for on-time graduation planning.

Exceptions & Approvals

Document substitutions, waivers, overrides, approval authority, and any conditions or expiration dates for granted exceptions.

Signatures

Designated advisor signature block, date, student acknowledgment area, and optional department chair authorization when required.

Follow-up Tasks

Assigned action items, deadlines, responsible parties, and archival instructions to support continuity of advising.

Technical Requirements for Digital Completion and Distribution

Choose a platform that supports common file types, integrations, and adequate authentication based on institutional policy.

File Formats: PDF, DOCX, and fillable forms supported
Integrations: Salesforce, NetSuite, Google Workspace integrations
Authentication: SSO/SAML and multi-factor available

Recommended Digital Workflow Settings

Configure workflows to balance signer convenience with authentication and audit requirements for advising records.

Field	Configuration
Authentication	Email link or SMS code; use MFA for sensitive records
Auto-detection	Enable Magic fields to extract names and dates automatically
Conditional Fields	Show fields only when exceptions or approvals are selected
Notifications	Auto-send signed copy to student and registrar

Comparing eSignature Pricing and Key Features for Advising Workflows

Basic pricing and feature availability vary by vendor and plan; institutional buyers should match features to compliance and volume needs without assuming envelope caps or HIPAA coverage are standard.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Yes, trial available	Yes, trial available	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World Examples of Digital Advising Records in Use

Institutions and organizations use digital signing to streamline approvals and preserve compliance evidence across workflows.

Optica Ventures (Operational Use)

Optica centralized advising forms for consistent processing across teams

Rapid internal adoption across mobile and desktop
Brian Fitzgibbons noted the interface was simple for staff and customers, enabling efficient completion and improved turnaround while preserving a clear audit trail for transactions.

Fertility Centers of Illinois (Healthcare Context)

A healthcare client integrated electronic forms into patient workflows

HIPAA controls applied with a BAA
John Butler praised the responsiveness and API flexibility, enabling secure collection of patient authorizations and reducing manual handling while maintaining regulatory safeguards.

Practical Tips for Accurate, Efficient Advising Records

Adopt small, repeatable practices that reduce errors and increase compliance when completing advising guides.

Standardize Field Labels

Use consistent labels and tooltips so all advisors enter the same data in the same format, reducing reconciliation work and downstream errors during audits.

Verify Identity

Confirm the student's legal name and ID before documenting recommendations to prevent mismatches and ensure records tie to the correct academic file.

Record Consent

Document student acknowledgment or consent for release of restricted information, especially when parents or third parties are involved, to comply with FERPA.

Keep an Audit Trail

Preserve timestamps, signer attribution, and a version history to support appeals, accreditation reviews, and administrative inquiries.

Key Timing Considerations for Advising and Registration

Advising guides should align with institutional academic deadlines and allow sufficient lead time for approvals and registration changes.

Advising Window:

Open prior to pre-registration; ensure plans are recorded before registration begins

Add/Drop Deadline:

Complete any course change approvals before the academic calendar's add/drop cutoff

Exception Requests:

Submit substitutions or waivers early to allow departmental review and registrar processing

Graduation Audit:

Finalize advising entries before degree audit deadlines for commencement eligibility

Record Retention Start:

Retention period begins on document creation or final signature date

Frequently Asked Questions About the Faculty Guide to Advising

Answers to common questions on validity, privacy, signing authority, and record handling for advising guides used in U.S. institutions.

Need help? Contact support

Is an electronic advising signature legally binding?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, electronic signatures are valid when intent, consent, attribution, and reproducible retention are present.
Can I include FERPA-protected details in the guide?
Yes, but restrict access and document consent. Ensure only authorized users view protected education records and log disclosures to third parties.
Who may sign advising exceptions?
Signatory authority depends on institutional policy; typically advisors document recommendations and department chairs or registrars provide final approvals for curriculum changes.
When is notarization required?
Notarization is uncommon for routine advising notes but may be required when the form contains legal authorizations or is used as an evidentiary document in some states.
How do I correct an error on a completed guide?
Create a new version that documents the correction, include rationale, obtain required signatures, and retain both versions for auditability.
How long should advising records be kept?
Retain according to the longest applicable rule: commonly 3–7 years for administrative records, and 6 years for records tied to HIPAA-regulated activities.

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