The Petroleum Institute

Academic Advising
Procedures
Petroleum Geosciences
Program

This Academic Advising document is specific to the academic

advising process in the Petroleum Geosciences program, and
should be used in conjunction with the Petroleum Institutes
Academic Advising Manual.

Table of Contents:

1. Introduction and Background

2. The Role of Academic Advisors in the Petroleum

Geosciences Department

3. Defining At Risk Students

4. Career Advising

5. Assessment of Academic Advising

November 18th 2012, Stephen Lokier Petroleum Geosciences Program

1. Introduction and Background
Regular academic advising forms a critical component in ensuring trouble-free academic
progress through university education. Advising is a shared responsibility between the academic
advisor and the student. It is the role of the advisor to provide students with information and
advice on academic requirements, campus resources, and future professional plans. Similarly, it
is the responsibility of the advisee to meet regularly with their advisor, familiarise themselves
with academic policies and ensure that their academic record is accurate and up-to-date.

All advising for students enrolled in the Petroleum Geosciences Undergraduate Program is
undertaken by faculty nominated by the Department Chairman and is co-ordinated by the Deputy
Chairman of Petroleum Geosciences. By providing a common source for undergraduate
advising, the program aims to establish consistency in information provision and streamlining of
the advising system.

2. The Role of Academic Advisors in the Petroleum Geosciences Department.

Within the Petroleum Geosciences Program it is the role of the Deputy Chairman of Petroleum
Geosciences to coordinate the advising of all undergraduate students and assist them in making
clear and informed decisions as to their academic progress and future career. This is achieved by
helping students to understand and comply with the institutional requirements and procedures of
The Petroleum Institute as laid out in the Undergraduate Catalogue and the Students Guide to
Academic Advising. Where students are experiencing difficulties in their studies it is the
responsibility of their advisor to help the student identify the root of the difficulty and to plan
toward a resolution.

Pre-major students are provided with advice as to their choice of major either informally on
meeting with any of the program faculty, formally with the advisor, or at the Department Open
Days held each semester.

Petroleum Geosciences students are strongly encouraged to meet with their advisor on a regular
basis with reminders being sent by email prior to all of the student deadlines throughout the
semester (e.g. start of Add/Drop, Next Semester Advisement, etc.). In addition, students are
encouraged to meet with their advisor at any time they feel they need advice or guidance in their
progression through the programs curriculum. All documentation of meetings, etc. is maintained
in line with the Petroleum Institutes policy on Confidentiality and Privacy of Academic Records
(PIP 3025).

The Deputy Chairman of Petroleum Geosciences sits on the Petroleum Geosciences Program
Curriculum Committee and The Petroleum Institute Undergraduate Catalogue Committee
thereby streamlining the flow of information to and from the student cohort.

In the absence of the students advisor from the Petroleum Institute, the Deputy Chairman of
Petroleum Geosciences or his designated nominee will act as locum advisor.

3. Defining At Risk Students

The Petroleum Geosciences Program defines as At Risk those students who have received
warning letters or are on academic probation. Students in good academic standing but with a
borderline CGPA may also be considered as at risk students depending on the individual
students circumstances. Any student who fails to meet with the advisor during the official

November 18th 2012, Stephen Lokier Petroleum Geosciences Program

Advisement Period for the next semester, as detailed in the Academic Calendar, shall be
considered as At Risk until as at such time as they have been to see their advisor and discussed
their academic plan.

Students defined as At Risk will receive additional advising and supervision in a manner
appropriate to their situation and to be decided on a case-by-case basis.

4. Career Advising
The advisor will call upon their academic and industrial experience to provide practical,
informed career advice to Petroleum Geosciences students. Where students intend to follow
careers outside of the area of expertise of the advisor they shall be encouraged to discuss these
topics with other members of faculty whose areas of proficiency may be more relevant.

5. Assessment of Academic Advising

An annual assessment of undergraduate student advising is made in the Graduating Senior Exit
Survey and reported to the program ABET assessment committee.

November 18th 2012, Stephen Lokier Petroleum Geosciences Program