The Health Counseling Center is responsible for planning, reviewing and executing matters related to the Mentors' business, and is committed to providing information, suggestions and study activities on student counseling matters. At the same time, through the compilation of Mentor handbooks, compilation of Mentor counseling student record sheets, etc., it horizontally links mentors with other administrative staff or inter-office communication.

Administration services provided by Health and Counseling Center

  • Compilation and review of counseling hourly fees and activity fees for Mentors of various departments
  • Compile the list of mentors and students, and make a mentor appointment letter
  • Convenes the Student Counseling Committee every school year and implements resolutions
  • Planning and managing counseling knowledge training every semester
  • Compilation of the counseling student record sheet every semester
  • Excellent mentor selection and awards
  • Compilation and distribution of the mentor's manual
  • Participate in the joint mentor meeting of each college
  • Publicity and revision of the implementation method of the tutorial system

Regulation

Forms Download

Mentor Operation Instruction

System Operation Q&A

Department Mentor Assignment Undertaker

Description of the process of appointing Mentors for each academic year/semester
The Mentor business undertaker of each department completes the assignment and submits it for verification. The Mentor will have to confirm the list from Mentor system in 4 days (the system will send a letter to remind Mentors. If there is any problem with the assignment content, please report it to the Mentor business undertaker of each department), after the due, the system will automatically renew the approval process to the department chair and dean. 【The Mentor system can all be completed online , and all forms do not need to be printed and stamped after the health and counseling center.】
At the beginning of each academic year/semester, what should I do with the Mentor assignment?
According to the Article 5 of NCHU Direction of Mentor Implementation：
(1)The number of students of each mentor in the undergraduate department is 20. Any class with more than 30 students may have 2 Mentor, which is the limit. For the bachelor’s degree further study program will have 1 Mentor for each class. Master and doctoral classes will have 1 mentor.
(2) If there are insufficient full-time mentor in each department, teachers from various departments and courses may be hired as Mentors, but teachers who do not serve as mentors will be given priority. Therefore, after the approval document is approved, it will be forwarded to the Office of Student Affairs, and the principal will be asked to approve the appointment.
【Please find the details of NCHU Direction of mentor Implementation at Health and Counseling Center webpage：Office of Student Affair- Health and Counseling Center –Regulation】 Following will explain the 2 steps of the process：
(1) Student Affair Information-Mentor System- Mentor Assignment Work (main function; assign student, add/delete Mentor list)
(2) Student Affair Information-Mentor System – Mentor List Maintenance(main function：Allocate counseling fees, set class and counseling time, etc ) note：if the Mentor doesn’t change in the second semester, then no information is needed to be fix in the system; If there is a situation such as the Mentor's vacation research/retirement, etc.,，please correct the system information.
What are the main functions that Mentor business undertakers can use in the Mentor system?

(1)Mentor Assignment Work(Main function：assign student，add/delete Mentor list)
(2)Maintain the Mentor list(Main function：allocate Mentor counseling fee, set class and individual counseling time, etc.)
(3) Inquire about the Mentor's student / Inquire about the student's Mentor
(4) Query student list - You can query the basic information of students and use the export function (name, student ID, mobile phone, email and other common information).
【More information about the student list is limited to the official use of the staff of the department. Please abide by the "Personal Data Protection Act" and properly protect the personal information of students. 】
(5) Submission status of the counseling record form: You can check the counseling record form payment status of the department you belong to, and use the system to send a letter to the Mentors who have not submitted it.
How do I add mentor into the Mentor list?
Student Affair Information-Mentor System - Mentor Assignment Work –Mentor Maintenance-Insert staff name or ID. After clicking "Search", the teacher's information appears, and then click "Add" to add a new mentor list.
How do I delete mentor from the Mentor list?
Student Affair Information-Mentor System - Mentor Assignment Work –Mentor Maintenance – If there’s no counseling student, then the mentor can be deleted right away; if the mentor still have counseling student, then the student has to be removed before deleting the mentor.
Can the mentor’s Guidance fee be corrected with paper form?
The payment of mentors' counseling fee of our school is based on the information of this system. Therefore, if there is any change in the counseling fee, please be sure to notify the Health Counseling Center and make corrections on the system.

Mentor

Description of the process of appointing Mentors for each academic year/semester
The Mentor business undertaker of each department completes the assignment and submits it for verification. The Mentor will have to confirm the list from Mentor system in 4 days (the system will send a letter to remind Mentors. If there is any problem with the assignment content, please report it to the Mentor business undertaker of each department), after the due, the system will automatically renew the approval process to the department chair and dean to complete.
【The Mentor system can all be completed online , and all forms do not need to be printed and stamped after the health and counseling center.】
What are the main functions and benefits for mentors to use the Mentor system?
(1)Inquire about my student：You can query/print or export the personal information of the students online. 【More information about the student list is limited to the official use of the staff of the department. Please abide by the "Personal Data Protection Act" and properly protect the personal information of students. 】
(2) Fill out the Mentor Counseling Record Form：Mentors can fill out the Mentor Counseling Record on the Mentor system and can add multiple counseling records and can submit them at the end of the semester. 【No need to print and stamp the record to send to the health consultation center】
(3) Notify my students： You may send mails via the system to contact and notify your student.
What to do when I can’t attach the file when using “Notify my student”?
Due to the high load of the school server stored in the mentor system, to maintain the stability of the system, file attachment is currently not available. We suggest you may use the icloud drive, which provides same services. Following are the description of the steps:
(1)Login from NCHU Single Sign On System-My favorite-icloud drive
(2)Upload-Choosing the upload file-done

(3)Slide the cursor to the file - click "Share Settings" - "Close Sharing" drop-down, change to "Public Sharing" - move the cursor to the link on the upper side of the dialog, press the right button to copy the link.


(4)Paste this link in the letter you want to send to students, and students can receive your letter and read/download the file information through the link.
Why can’t I fill out the Mentor Guidance Record Form?
The mentor system are divided with semester, so the period for filling out the tutoring record form for the first semester is: August 1st to January 31st of the following year; the period for filling out the tutoring record form for the second semester is: February 1st to Ends July 31. Instructors please take the time to fill in the online form.
Does the mentor guidance record have to be printed and stamped to send to the health and counseling center?
The Mentor system can all be completed online, and all forms do not need to be printed and stamped to send to the health and counseling center

Chair of Department/Dean

Description of the process of appointing Mentors for each academic year/semester
The Mentor business undertaker of each department completes the assignment and submits it for verification. The Mentor will have to confirm the list from Mentor system in 4 days (the system will send a letter to remind Mentors. If there is any problem with the assignment content, please report it to the Mentor business undertaker of each department), after the due, the system will automatically renew the approval process to the department chair and dean to complete.
【The Mentor system can all be completed online , and all forms do not need to be printed and stamped after the health and counseling center.】
What kind of important message/information can be found in the Mentor system?
(1) You may check the mentor list/student list/counseling record (From “Student Information”-“Mentor System”- Supervisor Data Check)
(2)Authorization：Chair and Dean of the department can authorize an agent to verify the information through Mentor system. (From “Student Information”-“Mentor System”- Supervisor Data Check- Supervisor Authorization)