Study Abroad Advisor

Electronic Advising Tools

Using Technology to Improve Study Abroad Advising Services

By Jennifer Thomas

Three years ago, Boston College implemented a campus-wide initiative to wire every classroom, conference room, dorm room, and academic/administrative office for voice, data, and cable connections.

The Office of International Programs, which organizes and facilitates international study for more than 600 students annually, has been one of the first college offices to dramatically alter operations by using Internet and other electronic technology.

Like most international offices, Boston College's Office of International Programs uses the World Wide Web to post information for students on why and how to study abroad, what programs are available, upcoming events, and links to related travel resources. What distinguishes the Boston College site from that of many institutions is its interactive nature and the use of the site to provide customized student advising.

No More Paper!

Students who are just starting to investigate study abroad programs use a "registration" feature which initiates personal contact with an adviser. They fill out an electronic form with general information about themselves and their interests in study abroad. The form goes to the Office of International Programs. Within days, inquiring students receive a phone call or e-mail message from someone with expertise in the indicated area of interest.

Students further along in the process submit their program applications in electronic form. For internal purposes, paper applications have been completely eliminated. While the applications are very easy to complete (seven fields), they provide advisers with practically unlimited information on the student, and the information is automatically updated nightly. When students log into the application form with their Boston College ID number, they are asked to fill in the short questionnaire which asks for their native language, international program choice, a 300-word essay, and the names of two faculty members who can recommend them. The information on their application is merged with information stored in the college mainframe computer. This is downloaded into a FileMaker Pro database which can be accessed by Office of International Programs staff, deans, department chairs, and administrative offices--from campus or remotely.

Paper approvals for study abroad are being eliminated as faculty and staff learn to "sign off" electronically. Shared database access already enables deans to follow the status of their students' applications. Eventually, students will also have access to their records so that they can check their own application status from their rooms at any time.

The database, of course, is invaluable for generating e-mail lists, mailing labels, and enrollment reports--all the more useful since the student's address is always up to date, thanks to its relationship with the college mainframe.

Support to Students Abroad

Internet technology is also vital for providing on-site support to students who are out in the world. Individual and group advising is done by e-mail, and contacts with site coordinators and partner institutions is quick, cheap, and easy. In the works is a plan to create an e-mail discussion group to include current, former, and potential U.S. and international Boston College exchange students. The group will be moderated by peer advisers and student volunteers and supervised by a staff member.

Program evaluation is another area that is supported by the new technology. Student evaluation forms, now available on the Internet, will soon be posted on the Boston College site, making this information available to students, parents, faculty, and site-coordinators anytime and anywhere.

Non-Internet computer technology is also making an impact on how work is done in the Office of International Programs. Electronic agendas keep track of appointments, deadlines, and long- and short-term projects. Scanner technology will soon be introduced to eliminate paper files and make signature/consent forms available remotely in case of emergency.

Certainly, there are disadvantages to becoming too dependent on technology. Tech support is scarce for innovative projects, and, because technology rapidly evolves, what is state of the art today is obsolete tomorrow. There are cost issues (hardware is expensive) and security issues.

But the advantages are immediate and important. Less time spent chasing paperwork means more time for face-to-face advising. Students are able to research programs and apply according to their own (often nocturnal) schedules. They have more control over and responsibility for the process. Electronic materials are easier to update than print materials, and there are cost reductions in almost every area of operation (printing, time, space, staffing, etc.).

For more information, readers may access the Boston College site at www.bc.edu/bc_org/avp/acavp/inprg/.

JENNIFER THOMAS is the Assistant Director, Boston College Office of International Programs.