I.  Employee’s name:  Scot Stephenson                      Job title:  International Student Advisor
     Division:  ELS Language Centers                Location:  St. Paul              Supervisor:  Elaine Matyi
     Date of hire:  7/9/96                                Period of report:  7/9/98 – 7/9/99
     Next scheduled review date:  7/9/2000                             Type of report:  Annual

II. JOB SUMMARY

Reporting directly to the Center Director, the International Student Advisor is responsible for providing student services in non-academic areas of student life such as orientation, immigration counseling, college counseling, legal counseling, medical assistance, personal counseling, housing and social activities, and performing other duties as may be necessary or assigned by the Center Director.

III. JOB DUTIES AND STANDARDS OF PERFORMANCE

The International Student Advisor is specifically responsible for performing the following duties:

1. Planning, coordinating and presenting the new student orientation program in conjunction with other center personnel.

New students attend the orientation program and they have a general understanding of ELS Language Centers.

_____  Exceeded standard         __X___  Met standard        _____Did not meet standard

Comments: New students attend the orientation and they have a general understanding of ELS Language Centers. When I went to part-time, the schedule was revised to meet the new needs. I feel that the quality of the service of orientation day has remained high. On Monday, July 12, some new ideas for a special homestay and dormitory orientation will be tried out, so innovative improvements are always possible.
 

2. Counseling and assisting students with immigration matters.  Maintaining up-to-date information on INS regulations.

Students are counseled and assisted with immigration matters such as change of status, school transfer, and reinstatement as necessary and requested.  The Student Advisor stays current regarding INS regulations through participation in NAFSA, attendance at appropriate local workshops, and reading pertinent materials.

__X___  Exceeded standard        _____  Met standard        _____Did not meet standard

Comments:  This year there were several students who needed special help with immigration matters. I worked very closely with Eleni Hoffhines at UST to ensure that students, such as Lisa Chen and Peter Cernam were able to transfer from ELS to UST with as little problems as possible. When Peter Cernam had a major last minute difficulty, I was able to assist him with a Change of Status in his special case. Chutima Rattanacheeworn was successful in receiving F-1 student status. Xufen Hu also has done a change of status with my help.
 

3. Counseling and assisting qualified students with college selection and admission.  Keeping an extensive library of college catalogues and placement guidebooks.  Communicating with admissions officers to verify admissions requirements for international students.

Individual appointments are made and/or group workshops are held each session as necessary to counsel and assist students with college selection and placement.  The library of college catalogues and placement guidebooks is inventoried at least annually to keep the library current.  Admissions officers at area schools are contacted frequently enough for the Student Advisor to stay informed of admissions requirements for international students.  The ELS Language Centers Student Survey results reflect the system-wide average on the item pertaining to assistance with college admission.

__X___  Exceeded standard        _____  Met standard        _____  Did not meet standard

Comments:  I feel that I have gotten much better at this responsibility. I have become more comfortable with helping students in the difficult process of selecting and applying to a school, without making the decision for them. I help them fill out the applications when they need it, and often check over the application and their letters. I believe that at least a few students have ended up at UST partly through my efforts. Mankato State University and local community colleges are other schools that many of our students go on to. My personal contacts with admissions representatives, such as Bill Bieber, Ann Hansen, and Tom Black really helps to assure the students that everything is on track. I can often give them a brief call and make sure that their applications are complete. This visually makes worried students much calmer.
 

4. Maintaining a list of qualified doctors, dentists, personal counselors and lawyers and acting as a referral source for students.

An up-to-date list of qualified doctors, dentists, personal counselors and lawyers is provided to students as part of the orientation program and materials.  Students are assisted in obtaining medical, legal and other personal assistance as requested or as determined to be necessary based on information brought to the Advisor’s attention by other staff or students.  The ELS Language Centers Student Survey reflects the system-wide average on the items pertaining to providing such assistance.

__X___  Exceeded standard        _____  Met standard        _____  Did not meet standard

Comments:  Most of this information is already in the orientation folder, which the Director of Admission prepares, and the students are made aware of it in orientation, which I no longer personally do. Again this year, where I feel that I have exceeded the standard is in personally helping sick and injured students obtain medical care. Faleh Al-Subaie had serious intestinal problems shortly after arriving, and I took him to the UST nurses office, helped explain the situation, took him to a pharmacy and explained the doctors directions to him. Ricki Onishi was reported sick and I checked up on him, which in his case he said he did not need any help at the moment, but it was nice to know that someone was there. Just yesterday was able to make an emergency dental appointment for Renato Meister and  I accompanied him to the dentist’s in downtown St. Paul. I know that the extra care I show to these students is greatly appreciated, and helps to make what can be a very scary experience in a foreign country a little less scary.
 

5. Assisting students in filing claims for medical insurance.  Keeping accurate records and communicating with the insurance company.

Students are assisted in filing medical claims and follow-up with the insurance company is done as necessary to expedite these claims.

_____  Exceeded standard        _____  Met standard         _____  Did not meet standard

Comments: Not applicable to this position.
 

6. Maintaining information including, but not limited to, the following areas and acting as a referral source for students:  banks, post offices, area transportation, travel agencies, rental car agencies, recreational facilities, social services, campus resources, international student organizations.

An up-to-date list of information in the specified areas is provided to students as part of the orientation program and materials.  Students are assisted in obtaining additional information as requested.  The ELS Language Centers Student Survey results reflect the system-wide average on the item pertaining to providing such assistance.

__X___  Exceeded standard        ___EM__  Met standard        _____  Did not meet standard

Comments: As we just found out again in the move, I have lots and lots of stuff. Most of it is information of some kind and it is all in paper form. Believe it or not, I do have a pretty good idea of what information I do have available, so when a Japanese student asked me last month, “Do you have information about camping in Minnesota and Wisconsin?” I did and was able to supply him with it. (Despite all appearances to the contrary, there was some order to my old office. With the new office I have an excellent opportunity to put it in greater order.) If I do not know something, for example how a student who happens to be an American citizen can sign up for high school, I am capable of finding out, as I did for AbdulAziz Al-Shamery last week. There haven’t been too many times when I was not able to find out some information students were looking for, even if it was not exactly the answer they wanted.
 

7. Planning, promoting and conducting student activities and maintaining student activities budget.

A minimum of two all-Center student activities is held each session with at least one being an out-of-Center activity.  Activities are planned and promoted to encourage maximum student participation and contact with Americans.  The ELS Language Centers Student Survey results reflect the system-wide average on the item pertaining to student activities.  Student activity expenses are within approved budgetary guidelines.

__X___  Exceeded standard        __EM___  Met standard        _____  Did not meet standard

Comments:  As you know, the student activities have been a little too far under budget. There have continued to be an average of four activities per session, with at least one off-campus activity. By focusing on what students are interested in based on the continuation forms, a higher student participation level has been attained. By cooperating with the UST Center for Student Leadership and Activities, costs have been reduced and more American students are involved.
 

8. Assisting students with housing

Guaranteed accommodations are secured as requested by Central Admissions.  Other students are assisted with housing upon arrival.  Housing-related problems are discussed with the dormitory representative, homestay coordinator to achieve student satisfaction.

__X___  Exceeded standard        _____  Met standard        _____  Did not meet standard

Comments:  Both with dormitory students and students looking for apartments I believe I have done an outstanding job. The move from Cretin and Grace to Ireland went fairly well. I did a lot of extra work hunting down blankets and bedding and bringing them to the students rooms. When there was a mixup about where some students would be staying I was able to resolve it by working directly with the UST residence life staff. When there was a problem with Eid Al-Otaibi and a UST student, I handled the situation tactfully in a manner that satisfied the UST residence life office as well as not being horrible for our student. I have helped several students, most recently Yasuaki Matsumoto, find apartments in the area. For some of them, such as Ahmed, this has made the difference between them staying at ELS or leaving. With homestay student problems I have not been as successful in swiftly fulfilling their desires, but that is another issue.
 

9. Supervising the Assistant International Student Advisor.

A job description is provided and the AISA is supervised so as to insure the standards of performance are met.

_____Exceeded standard        _____  Met standard        _____  Did not meet standard

Comments:  Not applicable.
 

10. Performing other duties as necessary or assigned.

The International Student Advisor performs other duties as necessary or assigned by the Center Director

Comments:  (Include accomplishments not specifically covered by the job description.)
Consider immunization records and involvement at University of St. Thomas.

Through my new position at UST, a lot of contacts have been improved, of course especially between ELS dorm students and food service. Because of that I feel the food service during holiday periods has improved for ELS dorm students. Also I have been able to obtain permission to play soccer on the athletic fields once a week, which I was unable to obtain last year. Contacts with Common Ground have really been beneficial for our students. During the move to our new building I did many extra jobs, such as taking down and putting up pictures and shelves, and moving furniture, that I know were very helpful to ELS. The matter of immunization records is something that I have clearly failed at, as really nothing has been changed on how that issue is dealt with.

IV. REVIEW OF OBJECTIVES

Met     Not met

_X__       ___    1. Further strengthen the contacts made with such UST organizations like GMSA, Common Ground, Grace/Cretin Hall Association, the International Students student worker in charge of liaisoning with ELS, and the Center for Student Leadership and Activities to create more interaction between ELS and UST students.

___       _X__  2. Develop a more organized system of counseling and tracking the progress of academically bound students, meeting with individual students in the intermediate levels and the new AB students session by session.

This is still not as formalized as we would like it to be, but I think that the students are being counseled adequately. Of course it could be a little better.
 
___       __X_  3.  In lieu of a first or second Friday afternoon cultural adjustment session, offer a downtown Minneapolis tour to acquaint the students with the recreational possibilities available there.  This could also serve as an informal forum to address cultural adjustment issues.

___       _X__  4.  Increase the percentage of UST students who participate in ELS activities.  This will work in conjunction with the Intercambio Program, a new name for the conversation partner program.  We will try to get the partners to come along on ELS activities.

___     _X___  5.  Create a “this week at ELS” flyer and distribute to instructors and post in classrooms.

___    _X___  6.  Revise and update the immunization procedures to ensure compliance with applicable laws.
 

V. OBJECTIVES FOR 1999

1. Organize all the various forms of information so that it is readily accessible and available to the students who need it.

2.  Develop a more organized system of counseling and tracking the progress of academically bound students, meeting with individual students in the intermediate levels and the new AB students session by session.

3.  Increase UST participation in activities.

4. Increase ELS student participation in activities.

5.  Create a “this week at ELS” flyer and distribute to instructors and post in classrooms.
 
 

VI. SUPERVISOR’S COMMENTS

There have been big changes in Scot’s position this year, as he became a part-time employee in order to go back to school.  Other admin staff members have taken on more ISA responsibilities in order to accommodate this schedule, and it has worked out well.

Scot continues to concentrate on student activities, college counseling, and immigration matters, as well as assisting students with everyday concerns and personal counseling.  He’s busy the short time he’s at ELS every day.

Scot has done a good job of budgeting student activities this year and has been especially mindful of cutting costs.  He’s creatively planned activities with UST activities so that students get to meet Americans, and ELS doesn’t have to pay for a bus.  He’s also planned more activities on campus, such as soccer and volleyball games.  An objective for the coming year is to get more UST students to participate in activities, as well as increase the ELS student participation.

Scot works very well with individual students.  He is calm and cheerful and handles all kinds of student requests and problems with ease.  He counsels academically-bound students in the same manner, and he’s had several very successful college orientation meetings using the Internet.  However, Scot needs to develop a more organized system of tracking students – to make sure he’s met with all academically-bound students and assisted them as much as possible.

Scot did not meet many of his objectives for the past year based on his status change and emphasis in other areas.  He indeed has been working to meet the needs of our students.
 
 
 

EMPLOYEE’S SIGNATURE ______________________________    DATE  __________

___  I do not concur with this appraisal.  (See my comments attached.)

SUPERVISOR’S SIGNATURE _____________________________  DATE __________