Stellic Implementation Project

Overview

In July 2022, the Advising Software Committee was charged with recommending a platform to assist students in academic planning and facilitate collaboration among undergraduate advisors across the University. Listening sessions with almost 200 faculty, staff, and students elicited their visions for advising by asking them to recollect exceptional advising experiences. Sponsored by University leaders in academic administration, information technology, and student affairs, the committee drew its members from more than 20 offices across Grounds. The committee sought to identify a platform that would make academic planning more intuitive while fostering a collaborative approach to advising across Grounds. The goal is to make it easier for students connect with advisors in UVA’s many support offices, to help advisors communicate with advisees and refer them to other advisors, and to help advisors and administrators identify and connect with students who may need support. Recognizing that stakeholder feedback was critical to the success of this project, the committee invited students, faculty, and staff to attend in-depth demonstrations of the three platforms under consideration in late January 2023. Feedback from these stakeholders was incorporated into the committee’s report to the Provost, weighing the strengths of each platform and providing a recommendation. In spring 2023, the Provost accepted the committee’s recommendation that the University adopt the Stellic platform. Implementation will take place throughout the 2023-24 academic year and the new platform will be launched by fall 2024.

Student Focus

We intend for all undergraduate students to use Stellic to connect with their advisors—both those who are assigned as well as those students are referred to or seek out independently. To ease the course planning process, Stellic will allow students to plan their courses without going to SIS, which we have heard from students is a priority. The platform is designed to be used not only by assigned academic advisors but also more broadly by all faculty and staff who work with students. For example, students should be able to connect with their pre-major academic advisor, favorite Career Center counselor, and the coordinator for their prospective major all in one place. 

Protecting students’ privacy is important to us. Leaders in student support units and central offices, in consultation with legal counsel, are developing guidelines and expectations associated with information sharing to ensure not only that we remain compliant with laws such as FERPA but also that students’ privacy is protected. 
 

For more information, please contact the project team at [email protected].


Advising Initiative Governance Structure
 

Governance Structure Showing Project Stakeholders and Leadership
Advising Initiative Governance Structure

The figure is a series of labeled boxes showing the Governance structure of the Advising Initiative membership.

Program Stakeholders

  • Students
  • Faculty and Staff
  • Advisors
  • Subject Matter Experts

Provost

  • Ian Baucom

Executive Sponsors reporting to Provost Ian Baucom

  • Brie Gertler
  • Kelly Doney
  • Kenyon Bonner
  • Steve Farmer

Program Team reporting to Provost Ian Baucom

  • Josipa Roksa
  • Wicki Hardwick
  • James Cobb
  • Kiama Anthony Bishop
  • Katie Densberger

A set of three boxes shows the Program Stakeholders, Students, Provost, Executive Sponsors, and Program Team input to:

  • Program Governance
  • Program Steering Committee - receives direct input from the Program Stakeholders, Students, Provost, Executive Sponsors, and Program Team
  • School/Unit Specific Teams

 


 

Steering Committee

Laura Hawthorne, Associate Vice Provost for Enrollment and University Registrar

Dana German, Associate Vice President and Deputy Chief Information Officer

Teresa Wimmer, Assistant Vice President for Enterprise Applications

Judy Giering, Interim Associate Dean, Undergraduate Student Services

Cedric Rucker, Interim Senior Associate Vice President for Student Affairs and Dean of Students

Catherine Brighton, Senior Associate Dean for Academic Programs and Student Affairs, School of Education and Human Development

Theresa Carroll, Senior Assistant Dean for Academic and Student Services, School of Nursing 

Julie Caruccio, Assistant Vice President for Research on the Student Experience 

John Comazzi, Associate Dean of Academics, School of Architecture 

Amanda Crombie, Assistant Dean for Academic Programs, Batten School of Leadership and Public Policy 

Dudley Doane, Director of the International Studies Office (ISO) and Summer and Special Academic Programs 

Tabitha Enoch, Associate Dean of Students, Orientation & Transition Programs

Vicki Gist, Senior Associate Dean of Students, Director of Multicultural Student Services 

Will Guilford, Associate Dean for Undergraduate Programs, School of Engineering and Applied Science 

Alex Hall, Associate Dean of Students, Care and Support Services

Nicole Hall, Associate Vice President for Career and Professional Development 

Darren Kelly, Dean, Office of African American Affairs

Steve Kimata, Associate Vice Provost for Enrollment and Student Financial Services 

Karlin Luedtke, Interim Senior Assistant Dean, College of Arts and Sciences  

Anjana Rajesh, Class of 2026 Student and Director for Academic Affairs for Student Council

Nicole Ruzek, Director, Counseling and Psychological Services 

Danny Steeper, Associate Dean for Student Services and Academic Operations, McIntire School of Commerce 

Martha Ann Toms-Farmer, Senior Director for Academic Services and Registrar, School of Continuing and Professional Studies 

Heidi VandeHoef-Gunn, Director of Career Development, Athletics

Brian Wright, Director of Undergraduate Programs, School of Data Science

Annie Zhao, Class of 2026 Student and Vice President of the Second Year Council

Barbara Zunder, Director, Student Disability Access Center


Timeline

Timeline
Descriptive Transcript for Advising Software Selection and Implementation Timeline

The timeline is shown as a series of dates beginning in May 2022 and ending in Summer 2025

May 2022 - October 2022

  • Identify institutional needs, evaluate market, issue RFP

 

November 2022 - January 2023

  • Assess RFP, evaluate responses, narrow pool, vendor demonstrations

 

Spring/Summer 2023

  • Consult peer institutions using Stellic, procurement, implementation planning

 

Fall 2023/Spring 2025

  • Stellic Configuration, Integration and Functional Implementation
    • July 2024: Engineering (Class of 2028) and School of Data Science (New Majors) Pilot of additional functionalities: Summer 2024
    • Fall 2024: Remaining 1st Year Students (Class of 2028)
    • Early Spring 2025: Class of 2026 and 2027 in all Undergraduate Schools, including Transfers

 

Fall 2025

  • Undergraduates enrolled in accelerated master's programs

 


Projects Within the Advising Initiative

Executive Sponsors:

Brie Gertler, Vice Provost for Academic Affairs

Kelly Doney, Vice President and Chief Information Officer

Steve Farmer, Vice Provost for Enrollment

Kenyon Bonner, Vice President and Chief Student Affairs Officer
 

Stellic Configuration & Integration Project

Sponsors:

Laura Hawthorne, Associate Vice Provost for Enrollment and University Registrar

Carol Coupet, Assistant Vice President for Enterprise Applications

 

Project Manager: 

Wicki Hardwick, Sr. Project Manager

Degree Audit Project

Sponsors:

Laura Hawthorne, Associate Vice Provost for Enrollment and University Registrar

Judy Giering, Interim Associate Dean, Undergraduate Student Services

 

Project Managers:

James Cobb, Associate Director of Degree Audit

Kiama Anthony Bishop, Deputy University Registrar

 

*Workgroups as needed

Advisor Collaboration Project

Sponsors:

Josipa Roksa, Associate Provost for Undergraduate Education

Laura Hawthorne, Associate Vice Provost for Enrollment and University Registrar

Judy Giering, Interim Associate Dean, Undergraduate Student Services

Cedric Rucker, Interim Senior Associate Vice President for Student Affairs and Dean of Students

 

Project Manager:

Katie Densberger, Director of Academic Student Support

 

*Workgroups as needed