Graduate Advising Resources for Faculty and Staff

Advising is more than keeping students on track. It’s about supporting their progress with clarity, empathy, and productive guidance. This page offers tools and resources to help faculty and staff advisors navigate common advising conversations, milestone planning, and student support at Boise State.

Whether you are advising one student or many, these resources are here to support your role and reinforce a shared culture of graduate student success.

Advising Timeline & Milestones: What to Know and Support

Boise State graduate students must complete two university-wide academic milestones to be eligible for graduation: the Application for Admission to Candidacy and the Application for Graduation. Advisors are essential partners in helping students plan for and meet these requirements.

In addition to university-wide milestones, many graduate programs have their own internal checkpoints, such as comprehensive exams, proposal approvals, portfolio reviews, or practicum requirements. As an advisor, you play a key role in supporting students through both institutional and program-specific expectations.

Application for Admission to Candidacy (AAC)

This form documents the courses a student plans to use to meet their degree requirements. It should be submitted once the student has completed approximately half of their program, after they have a clear plan for completing their program requirements.

Advisor Role:

Review the student’s Academic Advisement Report (AAR)
Confirm that the student’s course selections align with program requirements
If substitutions are needed, assist the student with the Request for Adjustment of Academic Requirements (RAAR) form.
If the student will be applying transfer credits to degree requirements, assist them with completing a request for approval of transfer credit form
Ensure the AAC form is submitted by the deadline published in the Academic Calendar for each program the student is pursuing.

The AAC, RAAR and transfer credit forms are all available on the Graduate College student forms page. Advisors and program coordinators receive email notifications when students submit Graduate College forms. These should be reviewed promptly to prevent delays in approval and graduation.

Application for Graduation

After the student’s candidacy form is approved by the advisor, program coordinator, and Graduate College, they must also submit the Application for Graduation.

Advisor Role

Remind students to apply during the semester they plan to graduate
Confirm they apply for graduation for each degree or certificate they plan to complete by the deadline published in the Academic Calendar
Direct students to the Graduation Process page for an overview of the graduation process, information about how to apply, and a graduation checklist for graduate students. instructions and information about applying for graduation and ensure they meet the application

For Thesis and Dissertation Students

Faculty advisors play a central role in helping students prepare for and complete thesis or dissertation work.

Your responsibilities include:

Ensuring students are aware of Graduate College deadlines for formatting review, submission, and defenses
Supporting students in scheduling and preparing for their defense
Reviewing formatting guidelines and ensuring compliance
Providing ongoing communication and feedback throughout the writing process
Assisting students with post-defense revisions and final submission

Refer students to the Thesis and Dissertation Information page for templates, instructions, and deadlines.

For support, students (or advisors) may contact the Graduate Student Success Center at success@boisestate.edu

Course Planning and Academic Progress

Support students in taking ownership of their academic progress using the same tools available to them.

Academic Advisement Report (AAR): Review degree progress. Instructions and information are available for faculty as well as for students
Graduate Catalog: Access program requirements and policies
Online Graduate Course Catalog: Search current offerings and electives

Advising Suggestions

Review the AAR with your student and address any issues or inconsistencies
Use the program handbook and online course catalog to create or revise a course plan
Discuss electives or certificates that align with the student’s professional goals
Ensure students are aware of upcoming deadlines and program milestones

Understanding and Using Graduate Catalog Policies

The Boise State Graduate Catalog is the official source for policies, degree requirements, and academic standards that apply to all graduate students. As an advisor, familiarity with the catalog helps you guide students accurately through their programs and ensure compliance with university and Graduate College expectations.

Key Policies and Areas to Be Aware Of:

Admission and Enrollment Status

Regular, Provisional, Conditional, and Special admission categories
Implications for financial aid and candidacy eligibility

Academic Progress

GPA requirements for graduation and probation rules
Satisfactory progress plans and documentation

Degree and Credit Requirements

One-Half Requirement: At least 50% of credits must be earned at Boise State
Limits on undergraduate credits, pass/fail courses, and transfer credits
Restrictions on dual-listed and repeated courses

Time Limits

Master’s programs: must be completed within 7 years
Doctoral programs: must be completed within 10 years
Certificate programs: must be completed within 4 years

Catalog Year Selection and Updates

Students may follow the degree requirements in any Graduate Catalog published after their program admission, provided it is not more than seven academic years old at the time of graduation
Advisors should help students consider how catalog changes may impact required coursework or program structure
Catalog year changes are commonly made during the candidacy process (indicate the desired catalog year on the AAC) and can affect degree audits and course planning
Prior to the candidacy process, students can email the Graduate College to request a catalog year update

Graduate Candidacy and Graduation

Candidacy requirements by program type (Master’s, Doctoral, Certificate)
Importance of timely AAC submission to avoid graduation delays

Culminating Activities

Thesis, dissertation, portfolio, project, or comprehensive exam options
Defense requirements and grading procedures

Reinstatement and Appeals

Probation and dismissal rules
Reinstatement options and timelines
Appeals process and required documentation

Tip: When in doubt, refer to the catalog to verify policies. Local program practices must align with Graduate College policies.

Preparing for Advising Conversations

Many students are still learning how to prepare for advising meetings. You can support them by setting clear expectations and encouraging proactive engagement.

Tools to support advising conversations

Graduate Student and Advisor Discussion Checklist: Use during the first or second meeting to establish expectations
Annual review templates (see the Mentoring Resources for Faculty page if you do not department or program-specific templates)
Goal-setting worksheets and Individual Development Plans (IDPs) (see below)

What to discuss regularly

Upcoming deadlines and milestone forms
Academic performance and course planning
Preparation for culminating experiences
Progress toward professional and career goals
When to consider additional mentoring or re

Encourage students to review their AAR and bring questions to each meeting.

Coaching Students on Goal Setting

Advisors can help students think beyond immediate course selection and toward broader academic and career goals. Some students may already use an IDP (Individual Development Plan) to reflect on skill development, values, and long-term direction.

Recommended tools

MyIDP (STEM fields)
ImaginePhD (Humanities and Social Sciences)
CIMER IDP Library (Examples compiled by the Center for the Improvement of Mentored Experiences in Research; CIMER)

Use these tools to help students:

Plan how electives or assistantships support those goals
Reflect on strengths and areas for growth
Set short- and long-term goals
Identify professional development opportunities

Supporting Students Through Challenges

As an advisor, you may be the first to notice when a student is struggling. Being available, observant, and prepared to refer students to resources is an essential part of the role.

Signs a student may need additional support:

Missed meetings or deadlines
Uncharacteristic changes in behavior or communication
Expressions of uncertainty, frustration, or isolation
Declining academic performance

What you can do:

Check in with curiosity and empathy
Offer to meet and revisit goals or plans
Refer students to campus resources
Encourage students to speak with a trusted faculty or staff member or their program coordinator if they need additional support or are considering an advisor change

Helpful Resources

Connect students with campus services beyond your advising role, including:

You can also direct students to our When Advising or Mentoring Isn’t Working page.