Colleges split student support across several offices. Academic advisors help plan courses and degree progress, the registrar keeps official records and handles enrollment, the dean of students office helps with serious personal problems and campus policies, and student success services offer tutoring and study support. Knowing which door to knock on, and knocking early, solves most college problems before they grow. Names and structures vary by college.
Academic advising
An academic advisor helps a student choose courses, understand degree requirements and plan a path to graduation. Some colleges use professional advisors at first and faculty advisors once a student declares a major.
- Go when: planning next term, choosing or changing a major, thinking about dropping a class, or unsure whether courses count
- Bring: your degree audit, a draft schedule and a short list of questions
- Ask: “Am I on track to graduate on time?” and “What should I take next term to stay on track?”
See how to choose a major and how to graduate on time.
The registrar’s office
The registrar maintains official academic records. This is the office for the mechanics of enrollment rather than advice on what to take.
- Registration problems, holds, and add, drop and withdrawal deadlines
- Official transcripts and enrollment verification
- Degree audits, graduation applications and how transfer credit is posted; see transfer credits explained
- Grade records, name changes and student record privacy rules
The dean of students office
The dean of students office supports students through serious personal situations and oversees parts of campus life and student conduct. It is often the right first call when something outside class is threatening a student’s ability to keep up.
- A family emergency, serious illness or hospitalization that will cause missed classes
- Considering a leave of absence or medical withdrawal
- Housing, safety or conduct concerns
- Not knowing where to go: staff can usually point the student to the right office
For mental health concerns, the campus counseling center or another licensed professional is the right step. In a crisis, call or text 988.
Student success services
Many colleges have a center that offers tutoring, writing help, study skills workshops, peer mentoring and early alerts when instructors notice a student falling behind. Some also run programs for first-generation students. Disability services, a separate office, handles academic accommodations; students who had an IEP or 504 plan in high school need to register with it, since high school plans do not transfer automatically.
Other offices worth knowing
- The financial aid office for aid offers, verification and keeping aid in good standing; see financial aid basics
- Career services for internships, resumes and job searches; see college internships
- Residence life for roommate and housing issues; see roommate problems
- Faculty office hours for help in a specific course, which many students underuse
Which office for which problem
- Failing a class mid-term: the instructor first, then an academic advisor about options; see failing classes in college
- A hold blocking registration: the registrar, or the office named on the hold
- Missing a week for a family emergency: the dean of students, then each instructor
- Struggling with a subject: the tutoring or student success center and the instructor’s office hours
- Placed on probation: an academic advisor right away; see academic probation
Helping a student actually go
The most common obstacle is not knowing the offices exist or feeling awkward asking. Students do better when they save office contacts in their phone, book appointments during calm weeks rather than in a crisis, and write questions down beforehand. Parents can encourage this without making the calls themselves; privacy rules generally limit what colleges share with parents without the student’s consent. See building self-advocacy.
Where a mentor helps
A mentor does not replace advisors, the registrar or the counseling center. A mentor helps a student notice problems early, figure out which office to contact, prepare for the meeting and follow through afterward, week after week. Learn more about first-year college mentoring and mentoring for college students.
Related
- Helping a struggling college student
- First semester for parents
- College study habits
- For college advisors
Common questions
What is the difference between an advisor and the registrar?
An advisor helps you decide what to take and how to plan your degree. The registrar processes registration, keeps official records and issues transcripts.
Can parents talk to a college advisor?
Usually only in a limited way. Federal privacy rules generally restrict what colleges share about a student’s records without the student’s written consent.
When should a student see the dean of students?
When a personal situation such as an emergency, illness or safety concern is affecting school, or when they are unsure which office can help.
Get started
Is a college student unsure where to turn and slow to ask for help? Call (888) 305 5422, email contact@blackburnmentoring.com or start with a short assessment. A member of our team reviews every assessment personally and sets up a free intro call.