Academic planning and advising
Who We Are
Under the leadership of the Director of Undergraduate Programs, the Office of Academic Advising and Student Services has seven Professional Academic Advisors, and a Student Support and Program Coordinator. The advising and student services team is a highly decorated cadre of early, mid, and senior career student services professionals with multiple nominations for University Academic Advising Awards, conference presentations, and service in the professional development of colleagues across higher education.
What We Do
We utilize a student support apparatus that is structured, nuanced, and holistic. Efforts include planning, implementation, and oversight for onboarding, transition, retention, and graduation initiatives specific to student success and wellness. Specific timelines, deadlines, processes, procedures and tasks related to academic planning, wellness, academic recovery and targeted outreach have been developed to successfully manage the matriculation, enrollment, and completion goals of Computer Science’s large population of students enrolled in the major and minor programs.
How We Do It
Academic advising practices that combine intrusive, developmental, and appreciative advising approaches and high-tech and high-touch practices are tailored to each student. Although one-on-one advising is the standard, the CS academic advising team engages in practices, in addition to individual advising sessions, that proactively embody the NACADA principle of “advising is teaching” and combine with structured advising to support the whole student. For the Computer Science Department, academic advising is much more than the physical act of sitting down with a student to plan and requires innovative solutions to meet the student where they are (including in class, when necessary).
What's New for the 2025-2026 Academic Year
Beginning in Fall 2025, the department will implement new advising procedures. These changes are designed to help advisors better support students and ensure more productive advising meetings. We look forward to working with you!
- The Computer Science Department is implementing mandatory advising for all CS, DCC, and SC majors. Students are required to meet with their assigned advisor each fall and spring semester with the advising session taking place within the date parameters shown below; otherwise, a hold will be placed on their account that will block registration activities. There are no exceptions to this policy.
- Fall semester: August 1st-December 19th
- Spring Semester: January 5th- May 29th
- When scheduling your advising session, please include specific details about topics of discussion in the comments in Navigate. This is not intended to be arbitrary and/or difficult. This tremendously helps your advisor to ensure that they are prepared for your session and will be ready to address your specific topics in a way that respects your time. If no comments are included in the advising appointment schedule request, the appointment will be canceled and your advisor will request that you reschedule and include comments
- All virtual advising sessions require both cameras on to verify identity and working microphone and speakers. If technology does not work during the session, you will have to reschedule the session.
- For in-person and virtual advising sessions, there is a 10-minute late policy. After ten minutes from the scheduled start date of your session, your advisor will not be able to meet with you, and you will need to reschedule.
- To ensure that every student has ample time to meet with their advisor and not feel rushed, we do not offer walk-in or drop-in advising as we have found that it doesn’t really benefit students, especially when the wait time become lengthy.
- To ensure that appointments do not run into each other, appointments will end on time and if additional time is needed, your advisor will recommend that you schedule a follow-up session.
- While you can certainly reach out to your advisor via email, we have found that sometimes emails back and forth get confusing, and after about the 3rd email exchange, if there are additional questions, your CS advisor will recommend that you schedule an advising session. Live conversations whether in-person or virtual can often help with working through complicated questions and situations.
- Be available during scheduled appointment times.
- Support students in strategizing future personal/professional goals and formulating an academic plan.
- Remain updated and educate students regarding institutional policies and procedures, important academic dates and major/minor degree requirements using Checksheets or Program Requirements.
- Share resources on how to use student systems.
- Holistically review students course recommendations, explain progress to graduation, recommend key strategies for program success, provide honest feedback, and document notes of advising sessions in Navigate to be reviewed by the student.
- Assist students in understanding the purpose and goals of higher education as well as aid in exploring interests and abilities related to the student's chosen academic program.
- Actively listen to student concerns, respect individual values and choices, empower students to make informed decisions, and refer to campus services and organizations if necessary.
- Provide accurate and relevant information regarding curriculum, program requirements, and co-curricular opportunities to engage learning outside of the classroom.
- Maintain confidentiality of student records according to the Family Educational Rights and Privacy Act (FERPA).
- Schedule an appointment in advance and show up on time to meet with your academic advisor at least once a semester.
- Check your Virginia Tech email address daily and communicate with your academic advisor as needed.
- Take ownership and be held accountable for your academic actions or inactions.
- Notify your professor and academic advisor immediately if you are experiencing academic or personal difficulties that are impacting your coursework.
- Utilize campus resources to cultivate skills, build networks, overcome challenges and implement strategies to reach your academic, personal, and professional goals.
- Ask questions if you are unsure how courses impact your future, if you are unclear about academic policies or have concerns.
- Learn how to utilize university and college websites to search for policies and procedures, program requirements and the academic calendar. Learn how to self-register for classes, view your academic status and track your progress towards graduation.
- Thoroughly review and understand your Degree Audit Report (DARS) in Hokie Spa to ensure timely graduation.
- Make the final decision. While your advisor will discuss your concerns and provide all the available information to support your decision-making, ultimately each student will have to make their own decision.
- Go to Navigate.
- Click "Schedule an Appointment."
- Select "Advising" for type of service.
- Select "Computer Science Advising" as service category.
- Click on the day and time that works best for your schedule.
- Let the advisor know what you would like to discuss by entering comments into the text box. (This is a requirement or your appointment will be canceled.
- Review your information, including the advisor's Zoom URL (if it is a virtual appointment).
- Click Schedule.
- Check your Virginia Tech email for an appointment confirmation.
1) Request and Review Your DARS Report
Before requesting a DARS Report you must first submit an Application for Degree through your Hokie SPA account.
- To request a DARS report
- Log onto Hokie SPA
- Click on "Degree Menu"
- Click on "Undergraduate Degree Menu" or "Associate Degree Menu"
- Click on "Degree Audit Report Menu"
- Click on "Request a Degree Audit"
- Click "Run Audit"
- Click “Run Declared Programs”
- Click "View Audit"
Organization of a DARS Report
- Heading- Located at the top of the report; includes your name, student ID number, prepared date, and your graduation date. The degree, major, and option (if applicable) used in producing the report are also included in the heading.
- Status-There is a line that will indicate your degree status. The line will say one of the following:
- At Least One Requirement Has Not Been Satisfied
- All Requirements Completed-In Progress Courses Used
- All Requirements Identified Below Have Been Met
- Requirements - The DARS takes each of the requirements for the program (General Education, College, and Major) and divides them into requirement sets. Each block indicates a requirement set and contains a status indicator (NO - at least one requirement is not complete, IP - requirements completed with in-progress courses, or OK - all requirements met). The requirement will indicate what courses have been used to complete the requirements and what course(s) (if any) need to be taken to complete the requirement.
- Free electives - At the end of the report after all the requirements are listed is a block called free electives. This is where all other courses will appear that were not used to fulfill a specific requirement in the other areas on the DARS.
- Informational – There are multiple informational areas that may appear on a DARS. This includes course history, and useful links. Some students may also receive a notification regarding the repeat course policy. This is dependent on a student’s in-progress courses.
2) Set Your Graduation Date on Your DARS
If your DARS shows no graduation date at the top, you will need to "apply for your degree" using the steps below. If you are uncertain as to what date should be selected, simply count 3 years out from the semester that you began at Virginia Tech. You can apply for your degree using the steps below.
- Log onto Hokie SPA
- Click on "Degree Menu"
- Click on "Undergraduate Degree Menu" or "Associate Degree Menu"
- Click on "Application for Degree"
- Select your appropriate level and click "Submit"
- Click on the "Apply" button next to the appropriate major
- Review your name as it will appear on your diploma
- Indicate your expected term of completion (graduation term)
- Select "which degree is this"
- Indicate your hometown information
- Indicate which ceremony you will be attending (please note that choosing "I will not be attending" will excuse you from the departmental ceremony* in the Spring).
- Click "Submit"
- If prompted, enter an address for your diploma, click "Submit"
3) Review Notes From Previous Advising Sessions
Using Navigate, under the Notes Section, refresh your memory of the items discussed in your previous advisng sessions. This will lead to a more productive discussion and ensure that if any concerns are pending from the previous session, you can address them.
4) Gather Your Questions
Sometimes in the moment, it is difficult to remember all of the things you want to discuss. So make some notes of your questions and concerns to ensure that at the end of the advising session, you have found it to be productive and useful for you. If you have documents to be reviewed, pleas send all documents requiring an advisor’s signature 10 business days in advance.
Review courses offered next semester and create a mock schedule.
5) Test Your Technology (if your session is virtual)
If your advising session is scheduled as a virtual appointment, your advisor will utilize the Zoom platform. Before your session, go to Zoom and check your setup to ensure that both your camera and microphone are working. Al virtual appointments require students to have their cameras on, be present in the camera frame and have a working microphone. If you experience technical difficulties during the session with your camera and/or microphone, you will need to schedule a new virtual session when your technology is working again or come into the office for an in-person advising session.
Effective academic advising is a give-and-take process whereby both the advisor and student are actively engaged in both talking and listening. All advising sessions begin with your advisor asking how you are doing. This is not an idle question and is the most important part of the discussion. How you are impacts every other thing, and if you are not doing okay, we will focus on that before moving to any other topics that you want to discuss.
During the session:
- Ask questions. Advisors will always try to provide all of the information we find pertinent to discuss based on our review of your academics and the comments you include when scheduling your appointment, however, as the discussion progresses if new questions arise please ask them.
- Take notes. While your advisor will provide advising notes posted in Navigate after the session, only through taking your own notes, can you ensure that you full understand what was discussed and the next steps.
- Be present and engaged. Advising is not meant to be a lecture nor a scolding. By talking with your advisor, you can get the most out of the session.
1) Review your notes and compare those to your advisor's session summary in Navigate. Instructions for accessing Navigate appointment summaries can be found here in the 'How Do I' section here.
2) Complete any to-do items identified during the session.
3) Follow-up with your advisor as needed.
There are a wealth of resources that our student service professionals may reference and/or direct students to for assistance. Navigating larger classes, a large and bustling campus, and more demanding coursework require support. According to our Transfer Advising Guru, Tonisha Montgomery, taking advantage of university resources and reaching out to advisors are integral parts of a positive experience as a student. Below is a sampling of the resources available to support you! To see a comprehensive list of resources curated for College of Engineering students, click here.
The College of Engineering Office of Academic Affairs supports Departments and students across the College including questions about changing your major, transferring credits, orientation, absence verifications, academic relief and much more.
Gilbert Place Suite 3309
220 Gilbert Street
Blacksburg, VA 24061
coeacademicdean@vt.edu or Academic Affairs contacts
540-231-3244
Embedded Counselor- College of Engineering
Samantha Wilhelmi, M.S.W., is the embedded counselor with the College of Engineering. She earned her B.A. in Psychology and Sociology and a Master’s Degree in Social Work from the University of North Carolina at Chapel Hill. Samantha is a Licensed Clinical Social Worker with a background working in community mental health, private practice and higher education.
Samantha enjoys working with college students and recognizes the unique challenges that students often face in this stage of life. She has experience working with a variety of presenting concerns including anxiety, depression, adjustment issues, substance use, trauma, LGBTQ+ and relationship issues. Her approach to counseling is influenced by humanistic and interpersonal therapies. She also incorporates aspects of cognitive behavioral therapy, motivational interviewing, positive psychology approaches and is trained in EMDR (Eye Movement Desensitization and Reprocessing). As an embedded counselor, Samantha is available to any engineering student who might be interested in counseling. She is also available to faculty and staff for consultation, outreach and training related to student mental health and well-being.
Samantha can be contacted:
Email: samanthaw22@vt.edu*
Phone: 540-231-6557
*Email is not a secure form of communication and confidentiality cannot be guaranteed.
Please keep this in mind when deciding whether to send personal information through email.*
Cook Counseling Center
Available services include:
- Individual counseling
- Couples counseling (both members of the couple must be enrolled VT students)
- Consultation with students and parents
- Groups and workshops
- Psychiatry / Medication management
- Referral to appropriate campus offices
- Referral to off-campus providers
The Cook Counseling Center offers various groups, support groups, and workshops. For more information: CCC Groups and Workshops.
The Hokie Wellness team offers a variety of educational services and works to provide programming and resources which will enhance health and well-being by focusing on the physical, emotional, spiritual, social, and financial well-being of all Hokies.
Hokie Wellness has many different health and wellness resources available to help you live your best life at Virginia Tech. Explore information about individual topics, or help us guide you to the right resource on campus.
Services for Students with Disabilities (SSD) strives to create an accessible and inclusive campus community. We collaborate with campus partners to remove barriers and meet the individualized access needs of disabled students in the learning, living, and dining environments. SSD supports success through the promotion of student learning and the development of advocacy skills.
The following broad categories represent common accommodations supported at Virginia Tech. These are not exhaustive. To request accommodations, please follow the instructions on the How to Connect page.
Examples
Students going through the interactive process will work with an access team advisor to pinpoint disability related barriers and accommodations to remove them. As stated above, the categories below are not exhaustive. They describe in broad terms the most common accommodations that we support.
Please note: this is not a menu of accommodations students can choose from. It is provided for informational purposes only. Instructors are invited to reach out to us if they need guidance on how an accommodation might be implemented in their course. Likewise, students are welcome to reach out to their access team advisor if they are unsure if or how an accommodation might apply to a particular course.
VT Engage is Virginia Tech's center for service learning, leadership education, & civic engagement. There are many opportunities for students to build community, hone their leadership skills and serve through VT Engage. Students are encouraged to see all that VT Engage has to offer through their student programs.
Healthy Eating
The Schiffert Health Center Nutrition Support network offers students hands-on support through workshops, assessments and opportunties to meet one-on-one with registered dietitians and HFNE nutritition counselors.
Food Support
If you are a current Virginia Tech student, please check out the following resources to assist you with getting your needs met:
- The Dean of Students office: has two programs that may be able to support you. The Market of Virginia Tech is an initiative that provides students with weekly bags of groceries. Learn more about this program on the Dean of Students website. The office also offers emergency grants that help with issues such as food and housing needs. Contact the team at 540-231-3787 (after hours number: enter 540-231-6411 then press 1) or dean.students@vt.edu
- 209 Marketplace at Virginia Tech: VT students can shop for food, toiletries, and school supplies each week at this pantry. While the organization is located inside a Methodist campus ministry, all are welcome. Learn more on their website.
- Interfaith Food Pantry: qualified residents of Blacksburg and McCoy are welcome to shop at this pantry, which is open weekly Monday and Tuesday from 4–6 p.m. and Wednesday and Friday from 10–11:30 a.m.
- Thrive/Food Access Network provides resources located throughout the New River Valley that can be utilized to increase access to food.
1. What is academic advising? What is the point?
According to Noel-Levitz Participant Book/Resource Guide (1997). Introduction and Foundation, Academic Advising for Student Success and Retention. Iowa City, Iowa : USA Group Noel-Levitz, advising is, "
- a process of giving students guidance, support and encouragement. (Noel-Levitz, 1997, p. 3.)
- a process of helping students diminish the confusion that comes with a new environment, clarify their goals and get the most out of their education. (Noel-Levitz, 1997, p. 3.)
- an interactive process in which the adviser helps the student set and achieve academic goals, acquire relevant information and services, and make responsible decisions consistent with interests, goals, abilities, and degree requirements. Decisions concerning careers and/or graduate study may be part of the advising process. Advising should be personalized to consider the special needs of each student, which may include appropriate referral services".
In practical terms: advising is when advisors listen and provide feedback, check that plans align with program requirements, and provide referrals that provide further support. The point is to demystify the university, its processes, procedures, and the very language used to communicate important information. Through this demystification, students are empowered to find and plan their way to their goals.
2. Isn't advising just talking about classes? I already do that with my friends.
Yes, part of academic advising is discussing course options. And yes, peers are a wonderful resources for discussing courses and imparting their knowledge and experiences to help you better prepare for what's ahead. Where discussing courses with your friends gets tricky is when program requirements change from year-to-year, new courses are offered, and new processes emerge that differ from your friends particularly if they began at Virignia Tech in a different academic year and/or planned their courses differently. Meeting with an academic advisor is a holistic process that discusses courses but also looks at the other obligations on your schedule, how the courses align with your goals, how best to manage the rigor of coursework, and how research and other experiential learning opportunities can further bolster your time in CS, among many other topics.
3. Why is advising now mandatory?
To provide a more holistic experience that plans in advance, but also addresses concern while they are happening. Meeting with your advisor regularly also builds your support system semester-to-semester and year-to-year.
4. I already know what I want to take. Why does my advisor keep bothering me?
We try not to bug you more often than necessary, and only with the most important information at key times of the semester. However, your advisor may choose to reach out to you outside of those key times to provide special information, follow-up on a pending concern, see how you are doing, and to simply say hello/provide encouragement. Again, in CS we believe that students are people first, and we balance academic advising with student development and support person-to-person.
5. Can I change advisors?
Generally, advising assignments are strategic and changing advisors is not a decision we take lightly. Should you desire to change to a different CS advisor, please contact Dr. Johnson, CS Director of Undergraduate Programs.
6. I'm not currently in a CS major? How can I meet with a CS advisor?
CS will be offering overview and group advising sessions throughout the semester, outside of the course request weeks. Keep an eye on the undergraduate programs homepage for more information as well as the undergraduate programs' events calendar.
7. I'd like to speak to someone about applying to the 4+1 accelerated program in Computer Science? Who do I contact?
For information about the Master of Engineering (MEng), Kristy Morrill, Graduate Recruiter, is based in Blacksburg, and will be meeting with students regularly as well as hosting information and working sessions throughout the semester. To contact Kristy, 540-553-5254 (text or call) or Schedule a meeting.
For information about the Master of Science Program, contact Andrea Sirles, Graduate Program Coordinator, who is based in Blacksburg and like Kristy, will be meeting with students regularly as well as hosting information and working sessions throughout the semester. To contact Andrea, asirles@vt.edu or (540) 231-8945.
8. I'm a current accelerated student. Can my undergraduate CS advisor help me plan for my graduate courses?
Each accelerated student will have both an undergraduate CS and graduate CS advisor. Both will be assigned in Navigate. While your advisors will be in contact, each is responsible for their programs' requirements and guidance.
9. If I'm visiting Virginia Tech, can I meet with a CS advisor?
Generally, CS advisors are unable to meet with prospective students. We offer a wealth of information throughout this site that may answer many of your questions. If not, please contact csundergrad@vt.edu.
10. I'm planning to apply to Virginia Tech as a transfer student and to discuss my transfer credits and application. Who can I contact for advising?
Virginia Tech has robust support for prospective transfer students. You can find more information and multiple points of contact here.