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Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
1
Advising 101 Advising Undergraduate Students
Student academic and advising information is available thru GoldLink and BANNER 9 Banner
9. This tutorial focuses on the use of the Advising Summary in GoldLink with
corresponding (BANNER 9) form references. The Advising Summary is a one-stop
scrollable web page for most advising information you will need to advise an undergraduate
student.
This tutorial and workshop is designed to give new advisors the tools to begin advising or as a
refresher course. Each department should provide additional advisor training regarding your
departmental programs, policies and procedures.
Advisors should also attend additional advising workshops, webinars and the monthly
Academic Advisement Council meetings (http://www.etsu.edu/advisement) stay involved and
up-to-date in the ETSU undergraduate advising process.
Advising Expectations:
Students are ultimately responsible for their academic decisions, including course
selection, meeting prerequisites, adhering to policies, procedures and deadlines at
ETSU.
Advisors are a personal link between the student and the University and must help
students by answering questions, guiding them thru academic programs, making
referrals and helping students navigate ETSU policies and procedures.
Advisors will contact their students to promote academic success. ETSU utilizes
academic alerts, mid-term grade reports, registration error reports, probation lists and
other intrusive mechanisms to help students stay on track towards degree completion.
Please feel free to contact the Office of Undergraduate Student Advisement if you have any
questions or need help referring a student to the appropriate campus resources.
Teresa Williams, Director of University Advisement [email protected] 439-6940
Suzy Hooven, Information Research Tech I [email protected] 439-8557
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
2
Would you like to receive informational advisement emails?
Email Suzy Hooven ([email protected]) and ask to be added to the
Advisor Email Distribution List.
Getting Started as an Undergraduate Advisor
Getting Started as an Undergraduate Advisor
(Access to Student Records in GoldLink, Available Workshops 4
Family Education Rights and Privacy Act (FERPA) 5
Firstmate 5
Advisor Responsibilities and Retention Strategies 6-8
General Advisement Policies 8
Should I be Advising This Student? 9
Learning Support
Issuing Permits 10
Advisement Notes 10
Advising Summary (Sample) 11-14
Additional Information about Advising Summary 15-17
How to Read Academic Transcript 18
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
3
ETSU Policies and Procedures
Related to Advisement
Table of Contents
For Current and Complete List of Policies and Procedures
See Current Year Online Catalog
http://www.etsu.edu/reg/catalog
Academic Standing …………………………………………………………………. 19
Probation …………………………………………………………………….
Suspension …………………………………………………………………..
ACT/SAT Credit for Freshman English (ENGL 1010)……………………………… 19
Advanced Placement (AP) ………………………………………………………….. 19
Early Semester Progress Reports (mid-term grades) ……………………………... 19
Foreign Language Placement Policy ……………………………………………… 20
General Education History Requirement: Rules for Transfer Students …………… 20
Graduation Preparation ……………………………………………………………. 21
Has Student Filed Intent? ………………………………………………….
Graduation Review ………………………………………………………..
What all Potential Graduates and Advisors Should Know ……………….
Exit Exam ………………………………………………………………….
International Students (Engl 1006/1007 and 1008/1009 Options) ……………….. 21
Orientation………………………………………………………………………….. 21
Secondary Education and Education Minor Students ……………………………… 22
Advisement Meeting Recommendations and General Student Information ……… 23 - 24
General Information for Students …………………………………………………. 24
Resources…………………………………………………………………………… 25
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
4
Getting Started as an Undergraduate Advisor
1. Request access to academic records using GoldLink and Internet Native Banner accounts.
Banner Student Account Request Form link below: www.etsu.edu/its/forms.php
NOTE: Please discuss required access needed to advise students with your departmental
chairperson and/or executive aide. Will you be issuing course permits? If you are advising,
you should have an BANNER 9 account
2. Attend Banner and Advising Workshops sponsored by Office of Undergraduate Student
Advisement: http://www.etsu.edu/advisement/advisors/training.php
Attend Degree Works Workshops – Degree Works is an academic advising and degree audit
tool that helps Advisors and students track their degree progress in real-time! See website for
information, tutorials and workshops. http://www.etsu.edu/reg/degreeworks/default.aspx
3. Complete additional advising training thru your college or departmental office.
4. Attend Academic Advisement Council each month (a must for advisors and anyone interested
in student success or retention): http://www.etsu.edu/advisement/advisors/aacm.php
5. Ask to be added to advisor email distribution list for Advisor Newsletters and informational
emails. Office of Undergraduate Student Advisement (email Suzy Hooven for details:
6. Get to know your resources. Good advising includes using your resources and is a continuous
learning experience.
o Office of Undergraduate Student Advisement: http://www.etsu.edu/advisement
Teresa Williams, Director of University Advisement and
Suzy Hooven, Information Research Technician I
o Your departmental website
o ETSU Online Catalog: http://www.etsu.edu/reg/catalog/undergraduate.aspx
o Graduation Office and Analysts: http://www.etsu.edu/reg/graduation/analyst.aspx
o ARC – one-stop-shop for Academic Support and Service needs…Due to the Culp
renovations offices are now located on 1st and 3rd floor of Sherrod Library.
http://www.etsu.edu/arc
7. NACADA: https://www.nacada.ksu.edu/
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
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Family Educational Rights and Privacy Act (FERPA)
The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law
that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.
Note: Advisors and other university officials have a right to access educational records if performing a
task or function which constitutes a legitimate educational interest. However, this information may not
be released to third parties without the written consent of the student. All third party requests are to be
addressed to the Office of the Registrar. (423-439-4230 or [email protected])
For more information: http://www.etsu.edu/reg/records/ferpa.aspx
First Mate Access (FERPA waiver process) http://www.etsu.edu/firstmate/
First Mate process allows students to grant parent, spouse or another person view only access to
specific GoldLink pages. Setting them up in First Mates allows designee to use a special login and
password to view financial and academic information. The student can add and remove access at any
time.
This process also allows advisors and others to discuss academic concerns with parents or other
designees if the student has authorized this in GoldLink thru First Mate Process. The student creates a
Passphrase for their “first mate” during the setup process. You can view and verify passphrases on
GPAPRXY in BANNER 9 or on the Advising Summary in GoldLink.
First Mate Tutorial – how to determine if a student has a first mate authorized:
https://www.etsu.edu/firstmate/firstmate-students/setup.php
Having problem with First Mate Access? Send an email to [email protected]
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
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Undergraduate Academic Advisement at ETSU
Advisor Responsibilities
Advisement at ETSU is a continuous interactive process between an advisor and student which
facilitates the development and achievement of the student's overall goals. Advisement is a distinct
part of a student's educational experience, provided by ETSU as a service... Advising is more than
class scheduling. A successful relationship between and advisor and student depends upon shared
responsibility. Advisors and others at ETSU provide mentoring, advice, referrals and information to
help students make wise, informed decision.
For complete list of Student and Advisor Responsibilities:
https://www.etsu.edu/advisement/advisors/advisor-and-student-responsibilities.pdf
Advisor Responsibilities
Maintain adequate posted office hours and appointment times for advisement.
Keep all scheduled appointments and to notify the student in advance if it is not possible to keep the scheduled appointment.
Gain the necessary training to effectively advise, guide and refer students to ETSU resources applicable to the student's program of study. Essential training: GoldLink, Advising 101 and Degree Works
Use ETSU resources including online Undergraduate Catalog, departmental websites, general education, graduation, program requirements and licensure requirements to guide and refer students.
Maintain a complete accurate advisement record for each student in order to monitor progress towards goals and graduation requirements. Advisement notes should be entered in Degree Works.
Regularly check and respond to student emails in a timely manner.
Refer students to the academic deadlines as posted on the ETSU online calendar and in GoldLink.
Assist in the advisor reassignment process when applicable.
Understand and comply with the mandates of the Family Education Rights and Privacy Act of 1974 as Amended (FERPA).
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
7
Other Advisor Responsibilities and Retention Strategies
(Opportunities to contact students and intervene with referrals and strategies)
1. Be prepared for high volume
advisement times. Be prepared to
advise and release advisement holds
for your students.
Registration for summer and fall begins in early April
Registration for winter session and spring begins in early
November
2. Academic Alerts EAB Campus Program used to identify students at risk early in the
semester (3 weeks in) based on grades and attendance
Program can also be used to identify groups of students
“at risk” using various parameters.
3. Contact students at mid-term that
have failing grades and refer to
appropriate resources (tutoring,
consider dropping, extra credit, etc.)
Utilize Advisor Grade Tool in GoldLink to pull reports of
your students
4. Advise and refer students as needed
throughout semester Be familiar with drop dates on academic calendar and
related forms
http://www.etsu.edu/etsu/academicdates.aspx )
(http://www.etsu.edu/reg/forms.aspx)
Use your resources if unsure how to help student
5. End-of-term Use Advisor Grade Tool in GoldLink to pull reports of
your students
Review registration
Did student fail a pre-requisite course?
Are they taking the appropriate courses for the next term?
Call, email or write and help student revise schedule
6. Registration Error Reports Undergraduate Student Advisement Office will email lists
at end of each term that identifies students who may have
failed pre-requisites BUT are registered for incorrect
courses next term.
GoldLink allows students to register for next level courses
assuming student will pass currently enrolled in courses.
7. Contact students on probation You may receive a list of your students who are on
probation.
Contact students and adjust schedules as needed to be
successful and prevent suspension.
8. Assist students with graduation
paperwork Encourage students to file Graduation Application when
they have completed 90 hours or at least 2 semesters
before they plan to graduate. This gives students 2
semesters to prevent delays in graduation by completing
required courses.
Be familiar with forms and deadlines
http://www.etsu.edu/reg/graduation/default.aspx
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
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General Advisement Policies
ETSU utilizes a shared advisement delivery system where professional advisors meet with students in
a centralized area while other students are advised by faculty advisors in their academic departments of
their major.
Quick Reference Advisor Contact List: http://www.etsu.edu/advisement
Advisement required: Advisors are a personal link between the students and the University. All
students have an advisor and should confer with their advisor each semester. In fact, ETSU requires
most students consult with an advisor before registering each semester. The following students must
be advised before they are able to register each semester:
All students who have less than 60 earned credits are required
First-term-at-ETSU transfer students are required to meet with an advisor prior to registration
for their first and second term of enrollment.
Students who have been readmitted are required to meet with an advisor prior to registration
their first term back at ETSU.
Students who have not declared a major or who are required to complete Learning Support in
Reading or Writing are required to see an advisor in the University Advisement Center located
in the Advisement Resources Career Center (ARC) located on the 2nd level of the D.P. Culp
Center (423-439-5244). *Note: students who are only required to take Learning Support in
Math will be advised by their major advisor.
These guidelines are the minimum advisement requirements. MOST colleges and departments may
have additional advisement requirements. Students should consult with their academic department or
advisor to determine their advisement requirements. Students should also confer with their minor
advisors.
Some students will have multiple advisors. Is the student involved in … Athletics, Medical
Professions Advisement, or ETSU Honors. These students may also be required to see an advisor in
these specific areas.
Academic Support for students in under represented populations Carshona Harris 439-4595
Adult, Commuter & Transfer Services 439-5641
Athletics 439-6435
College of Education (seeking licensure) 439-7626
Note: Minors in Education should contact College of Education their 1st semester at ETSU
ETSU Honors 439-6076
International Students 439-7737
Medical Professions Advisement 439-5602
Student Support Services 439-5396
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
9
Step-by-Step Advisement Guide Using the Advising Summary
(Sample Advising Summary on Pages 10-13)
Should I be advising this student? Learning Support Reading or Writing
Students who have Learning Support requirements in Reading or Writing must be advised by the University
Advisement Center in the ARC to ensure students are taking the correct Learning Support (LS) section(s) of
general education courses. Missing ACT/SAT scores, late college transcripts or completion of special high
school programs (i.e. SAILS) may cause a student to be incorrectly placed in Learning Support requirements. If
in doubt, please call the University Advisement Center (439-5244).
LEARNING SUPPORT: Math Only
Major advisors will advise students who only have LS Math requirements
LS requirements are listed on the Advising Summary under Learning Support Requirements section or
in BANNER 9 on SZAADEF. SOATEST scores for Developmental Reading, Writing and Math which
= 4 indicate student is college level.
Advisors or students should call University Advisement Center and request permit for Math 1530
(Learning Support L Section). Please have CRN or course section number selected that fits student’s
schedule. Note: at new student orientations, the University Advisement Center issues the permits prior
to orientation and student will have a GoldLink Worksheet which indicates LS Math requirement and
CRN. LS sections can be changed if needed.
General Information about Learning Support Program
http://www.etsu.edu/uac/learningsupport/default.php
First time freshmen have required learning competencies for Reading, Composition and Math if their ACT/SAT
subscores fall below the minimum requirements as mandated by Tennessee Board of Regents (TBR) and ETSU
policy.
Transfer students will be required to take a placement test if they 1.) do not have ACT/SAT test scores less than 5
years old, 2.) have not transferred in college level English or Math courses. Some students may also be required to
take an assessment in Reading depending upon their transfer work.
Adult students (without ACT/SAT scores) are required to take an assessment in Reading, Writing and Math.
Issuing Permits and Learning Support Requirements Please check a student’s record for Learning Support requirements before issuing permits for the student. Permits
override Learning Support pre-requisites and allow the student to register for courses they are not academically
prepared for.
A registration error in GoldLink Banner of PreReq or Test Score can indicate the following:
1.) the student does not have the required prerequisite for this course
2.) the student has Learning Support requirements that are prerequisites before registering for this course
3.) transfer student may be required to take COMPASS assessment in one or more areas
4.) or a combination of these
If you need assistance, please contact the University Advisement Center in the ARC at 423-439-
5244. They will be glad to assist you in looking up the student’s requirements.
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
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Advisement Notes:
1. ETSU advisors (both faculty and staff) will be directed to enter advisement
notes in Degree Works. Advisement notes include:
Course recommendations for each semester
Substitutions, exceptions, etc.
Approved overloads by the Dean
Graduation notes
Academic concerns
Etc.
2. EAB Campus
This platform allows users to:
pull lists of students using various criteria
manage campaigns where groups of students are identified and contacted
coordinate academic alerts
utilize notes system*
*Notes in campus will primarily be notes related to academic success such as academic alerts, non-
returning student lists, campaigns and other outreach.
3. Campus notes may also be entered in Banner 9 SPACMNT/GoldLink student contact notes by
some administrative offices (Registrar, etc.). These notes usually reference manual changes in
registration or late appeal processes related to grades.
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
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Advising Summary Example:
Advising Summary
Information for "Mickey Mouse" and E00333443
Admission Status Students prior to fall 2008 were admitted in SIS and will not have data listed here.
Term Admit Type Student Type
App No.
Level App Status App Status Date
App Dec Seq No
App Decision App Dec Date
Fall 2016
FR (First-time Freshman)
N (New First Time)
1 UG D (Decision Made)
09-OCT-15 1 X (Conditional Acceptance)
09-OCT-15
2 AA (Changed to Unconditional)
02-JUL-16
Student Account Payment Status Will this student be purged?
Term Code Status Description
Fall 2016 F Financial Aid Deferment
Because you have signed an FRS and have agreed to pay your student account balance of charges even if your Financial Aid awards are not received, your class schedule will not be dropped at this time. Please check your Financial Aid and Student Account regularly for any changes where a balance due must be paid.
Financial Aid Status
Status of Academic Progress is based on your academic performance for each term that you are enrolled. For more information or to view/print the appeal form, see ETSU Satisfactory Academic Progress (SAP) Policy.
Effective spring 2016 the student Financial Aid Satisfactory Academic Progress Status is Unsatisfactory
The student documents/requirements are complete as of this time
Note: Unsatisfactory Status = No aid eligibility beginning with the Last Term Reviewed even if awards are still listed on your account.
Catalog Year
Catalog Year
2016-2017 Academic Year
ETSU Degrees Earned
Seq Degree Code
Degree Level Grad Term
Catalog College Major Minor Conc Major 2
Previous Degrees
Seq No
College Degree Code Degree Date
Degree Attend From
Attend To TTP TTP-Desc
1 Walters State Cmty College
AS 10-MAY-15 Associate of Science
Y Math
Attribute Description Activity Date
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
12
RT73 Reverse Transfer Recvd - NeSC 02-JUL-14
High School Information
GPA School School City School State Class Rank
Class Size
Graduation Date
3.33 Avery County High School
Newland NC 80 144 13-JUN-14
Immunization Summary Please refer students to the ETSU Student Health Services website to view the State of Tennessee Immunization Requirements
and to determine how they will meet the missing requirements listed below in red. 439-4225 Advisor Information: 1. Hepatitis B and Meningitis History Form: Students < 18, parent/guardian must sign history form for Hep B and Meningitis before registration.
Students ≥ 18, will complete history form during registration process in GoldLink. 2. Chickenpox and MMR: One semester waiver forms for chickenpox and MMR (for those eligible) does not change required items on this page. One semester waiver only allows student to register for full-time one semester before completing immunization requirements. 3. Housing Meningitis: requirement is only applicable to new students (under 22) living in residence halls.
Action Required Immunization Date Administered Form Received
NONE Chicken Pox Dose 1 31-AUG-07
NONE Chicken Pox Dose 2 30-MAY-14
NONE Hepatitis B History Form
NONE Meningitis History Form
NONE Measles, Mumps and Rubella 1 18-DEC-96
NONE Measles, Mumps and Rubella 2 07-SEP-01
NONE Housing Meningitis 30-MAY-14
Learning Support Requirements If student is required (R in status column) for LS Read or LS Write competency, please contact the University Advisement
Center 423-439-5244 for information. These students must be advised by the University Advisement Center due to the
complexities of Learning Support Program. For students with only a LS Math Competency requirement, they are advised by their major advisor. For LS Math advisement guidelines, please visit The University Advisement Center Website. If student needs a permit, please call the
University Advisement Center 423-439-5244 and have the selected CRN ready.
Code Deficiency Description Status Status Date
Term CRN Subject Number Transfer
If blank --- look at test scores and look for DSPR, DSPW and DSPM = 4 (4 indicates college level). If test score screen is blank, contact University Advisement Center 95244 for review of record.
Classification
Classification Term Code Effective Level
FR 201680 UG
Major/Minor Encourage students to declare minors and concentrations early.
College Major Major Concentration
Minor Minor Concentration
AS - Arts & Sciences Biology, Biological Sci.
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
13
TELS GPA Advisors: this TELS information is provided to you as an informational item and all students should be referred to Financial Aid or the Scholarship Office for questions or concerns about their TELS “Lottery” Scholarship. Note: TELS hours and GPA are captured in Banner for every student and are reflected regardless of students overall eligibility. Before dropping or withdrawing TELS students should review Don’t Lose Hope website.
Students should view their Lottery Scholarship Eligibility in GoldLink under “Student Records”.
GPA Interval Attempted Hours
Earned Hours GPA
Current 17 0 00000
Email Personal emails are not usually updated. May only be valid for new students.
Email Address Email Code Preferred Indicator
[email protected] CAMP Y
[email protected] PERS N
Addresses
Type From To Street 1 Street 2 City State Zip County Nation
Campus Box
19-AUG-16 Box 11046 Johnson City
TN 37614 47179
Mailing Address
27-SEP-16 PO Box 346
Roan Mountain
TN 37687-0346
47019
Phone Numbers
Type Area Number Ext
Permanent 423 7720073
Permits/Overrides
Permit/Override Subject Crse Numb Seq Numb CRN Activity Date
User
Alternate Pins
Term Process Name Pin Activity Date
Test Scores - see option at the bottom of page to view test scores.
Administrative Holds Please check processes affected column. Some holds do not prevent registration.
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
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Hold From To Amount Reason Originator User Processes Affected
Undergrad Advisement Hold
18-SEP-16
31-DEC-99
WILLIATA Registration Submit
RELEASE BUTTON WILL APPEAR HERE IF YOU HAVE ACCESS TO CLEAR ADVISEMENT HOLDS
Current Schedule, Midterm and Final Grades
CRN Subject Course Section Course Title Campus Midterm Grade Final Grade Credits Level
Future Schedule
CRN Subject Course Section Course Title Campus Term Credits Level
First Mates
Name Passphrase Start Date
End Date Auth Adv Summary
Auth All Create Date
barbara mouse mother 14-OCT-14 13-OCT-16 Y Y 14-OCT-14
tom mouse father 14-OCT-14 13-OCT-16 Y Y 14-OCT-14
Additional Advising Information
Additional Advising Information (these are links to more information)
Academic Transcript
Degree Evaluation
Student’s Registration Status (shows registration date/time for student, academic standing, etc.)
Test Scores
Transfer Evaluation
Academic Transcript
Student Contact Notes (BANNER 9 Spacmnt)
Student Registration Status
Transfer Evaluation
Test Scores
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
15
Additional Information about the Advising Summary and corresponding
BANNER 9 forms:
1. Admissions Status (BANNER 9: SAAADMS, SAADCRV, SGASTDN)
Identifies the following:
Admit Term
Admit Type - 1st time FR, Transfer with less than 60 hrs, Transfer with more than 60 hrs., etc.
Student Type - New First Time, Continuing, etc.
Application Number - student may have more than one application
Level - undergraduate or graduate
Application Status - Decision Made, Cancelled Application, etc.
Application Status Date
Application Decision – student may be conditionally accepted pending high school transcripts,
etc.
2. Catalog Year (BANNER 9: SGASTDN, SPACMNT)
3. ETSU Degrees Earned (BANNER 9: SOAPCOL)
4. Previous Degrees (BANNER 9: SHADEGR, SHADGMQ) - degrees earned at other
Universities (if final transcript noting degree is not sent to ETSU previous degrees may not be
posted in Banner, ask student about previous degrees)
5. High School Information (BANNER 9: SOAHSCH)
Identifies:
High school gpa
Name and location of high school
Class Rank and Class Size
6. Immunization Summary (BANNER 9: SZAITRK) – beginning 7/1/2011 the State of Tennessee
requires students to meet specific immunization requirements . This same option is available for
students under Registration in the student’s GoldLink. For complete details see:
http://www.etsu.edu/nursing/shserv/immunization-require.php
One semester waiver forms available for 2nd Varicella and 2nd MMR.
See: http://www.etsu.edu/reg/forms.aspx
Students under 18, must have parents sign Acknowledgement Form for hepatitis and meningitis.
Students over 18, will complete this process during registration in GoldLink.
Beginning July 1, 2013: ALL NEW STUDENTS PLANNING TO LIVE IN ON-CAMPUS
RESIDENCE HOUSING: Will have to provide medical documentation of having received the
meningitis vaccine within the past five (5) years. This documentation must be provided to the Student
Health Clinic before move-in day or the student will not be allowed to check into their assigned room.
For more information contact the Student Health Clinic at 423-439-4225.
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
16
7. Learning Support Requirements - (BANNER 9: SZAADEF)
See website for information: http://www.etsu.edu/uac/learningsupport/ccompletion.php
8. Classification (BANNER 9: SGASTDN) – Freshman, Junior, Sophomore, Senior
9. Major, Minor or Concentration (BANNER 9: SGASTDN) – please encourage students to
keep their records current. Students may not be notified of minor or concentration requirements
or opportunties if they have not declared. Undergraduate Change of Major forms are available
online at: https://www.etsu.edu/reg/documents/pdf/undergradmajorchange.pdf
Electronic Process for Advisors: Change of Major option available in GoldLink. Tutorial
available online at: https://www.etsu.edu/reg/documents/pdf/change-of-major.pdf
10. Email (BANNER 9: SPAIDEN) – when new students apply and pay application fee, they are
given an ETSU email address. Directions for activation and accessing GoldMail are sent to
students when they apply. This email is ETSU’s primary source of communication.
Setting up email or changing password: http://www.etsu.edu/activate
11. Addresses, Phone Numbers (BANNER 9: SPAIDEN) – encourage students to keep these
current especially close to graduation.
12. Permits / Overrides (BANNER 9: SFASRPO) – quick reference to view permits or overrides
student may have for current term.
13. Alternate Pins (BANNER 9: SPAAPIN) – priority registration students will have a PIN code
listed here about a week before registration begins each semester. Priority registration students
include: students with disabilities, honors students, athletes, etc.
14. Test Scores (BANNER 9: SOAHOLD) – see page 3 for more information about Learning
Support. Developmental Reading, Math and Writing scores that = 4 indicate student is college-
level and you can advise and does not need Learning Support.
If Test Scores page is blank, contact University Advisement Center for review and update of
page.
Developmental Studies Reading 4
Developmental Studies Math 4
Developmental Studies Writing 4
15. Administrative Holds (BANNER 9 SOAHOLD)
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
17
Some holds prevent registration but not all. Please see processes affected column.
List of hold types and where to send students available online at:
http://www.etsu.edu/reg/registration/studentholds.php
Orientation Holds: for new students who live within 250 mile radius, orientation and
advisement is required. Orientation and advisement holds will be released during the
orientation process about 30 minutes before registration starts the day of orientation.
All new students are required to complete the Online Orientation Program (LAUNCH)
before they can register for an on ground orientation. At orientation students will be
advised and register for classes.
If the student does not have an orientation hold (they have been waived or live outside
250 mile radius), you can advise them and assist them with the registration process.
Orientation questions – refer student to the Office of New Student & Family Programs
423-439-8452 or [email protected] or [email protected]
Undergraduate Advisement Holds – all undergraduate students with less than 60 hours
are required to see an advisor each semester before they can register. These advisement
holds should be in place by early October (registration begins around first week of
November) and March (registration begins around first of April) each year. Some
departments require advisement throughout a student’s college career.
(http://www.etsu.edu/advisement)
TWO methods available for advisors to release advisement holds
1. using the Release option in the Advising Summary and/or
2. using BANNER 9 SOAHOLD to end the hold by changing the “to” date.
Note: Advisors do not have access to create or delete holds. Access only allows ending
holds.
Graduation Holds - after student files an intent to graduate with major and minor
sheets, entries are made to notify student and advisor of missing graduation
requirements on SOAHOLD and displayed for student and advisor in GoldLink
(holds). These holds prevent graduation but do not block registration.
16. Current Schedule, Midterm and Final Grades
(BANNER 9: SFAREGQ for schedule, SFARHST for mid terms grades, SHACRSE for final grades)
17. Future Schedule (BANNER 9: SFAREGQ) - schedule for next term
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
18
18. Additional Advising Information
Academic Transcript
Registration Status (show student’s first available registration time)
Degree Evaluation (CAPP)
Student’s Completed Intensives
Transfer Evaluation
How to Read Academic Transcript
Transcript term-by-term
# symbol indicates course meets a high school deficiency
* symbol indicates course is a Developmental Studies course and does NOT count in graduation
hours
R column indicates repeated courses.
o I = included in hours and gpa
o E = excluded in hours and gpa
o F = frozen
Banner Pre-Summary Hours – student has ETSU coursework prior to SIS (1991). See
Registrar’s Office or student for copy of transcript.
GPA and Summary Lines
Summary lines (see sample next page)
Total institution only includes ETSU coursework
Total transfer only includes transfer coursework
Overall includes all college level coursework
Combined indicates DSP coursework is included in numbers.
Institution combined ETSU work (including Developmental Studies)
Transfer combined transfer work (including Developmental Studies)
Overall combined all coursework (including Developmental Studies)
Developmental Studies courses do not count toward graduate hours.
Example of GPA and Summary Lines in SSB
ALWAYS USE THE OVERALL SUMMARY LINE TO DETERMINE EARNED HOURS.
TRANSCRIPT TOTALS (UNDERGRADUATE) -Top-
Attempt Hours Passed Hours Earned Hours GPA Hours Quality Points GPA
Total Institution: 9.000 9.000 9.000 9.000 19.200 2.133
Total Transfer: 3.000 0.000 0.000 3.000 0.000 0.000
Overall: 12.000 9.000 9.000 12.000 19.200 1.600
Attempt Hours Passed Hours Earned Hours GPA Hours Quality Points GPA
Institution Combined: 27.000 15.000 15.000 15.000 35.100 2.340
Transfer Combined: 36.000 15.000 15.000 24.000 51.000 2.125
Overall Combined: 63.000 30.000 30.000 39.000 86.100 2.207
New transfer GPA policy. See student GPA option in GoldLink. Description of GPA available at:
https://www.etsu.edu/reg/records/gpadefinitions.php
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
19
ETSU Policies and Procedures Related to Advisement
Academic Standing
Is the student on probation?
Check student’s academic transcript in GoldLink or BANNER 9 form (SHATERM or
SGASTDN, select Academic and Graduation Status Tab)
Academic probation standards (see current undergraduate online catalog). Standards vary
according to attempted hours. Suggestions for students on probation: SSB will not let the
student register for more than 13 hours and they should repeat “F” courses to improve GPA.
Exceptions to 13hr. – request thru Director of University Advisement, Teresa Williams.
Exceptions maybe granted based on scholarship or athletic requirements, etc.
Is the student suspended one major term or 2 terms? Check student’s academic transcript on SSB or BANNER 9 form (SHATERM).
Refer to Student Affairs, 439-4210 for appeal with extenuating circumstances. **If credits
earned at other regionally accredited institutions during a
period of academic suspension from ETSU are found to be acceptable for transfer and if
such credits are sufficient to remove a student from academic probation, the student may be
readmitted as a transfer student by the Director of Admission.
http://www.etsu.edu/students/currentstudents/academicappeals.php
ACT/SAT Credit for Freshmen English (ENGL1010) - A new process was developed to award
Engl 1010 ACT/SAT credit during the admissions process. Undergraduate Admissions will award
credit and Engl 1010 credit will be posted on students’ transcripts (Engl 1010 P grade) during
admissions process. Admissions will notify students of the award.
Advanced Placement (AP) – student must have courses sent to ETSU Undergraduate Admissions.
Accepted AP scores will be posted on student’s academic transcript. Students request AP thru
College Board website (http://www.collegeboard.org/) Also, Students can decline AP credit thru
admissions office.
Dual Enrollment
Student that have taken courses during high school as dual enrollment must request the transcripts be
sent to ETSU by the community college sponsoring the course. Caution in placing students in courses
when their transferrable or dual enrollment courses are not yet loaded into GoldLink.
Early Semester Progress Reports (mid-term grades) – may be viewed by students on SSB.
Advisors may see ESPR on SSB under active registrations.
Advisor Grade Tool in GoldLink Banner – allows undergraduate advisors to pull ESPR
reports for their major or by individual student or group of students using Student ID
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
20
option. For more information or tutorial on how to use Advisor Grade Tool in SSB, please
contact Undergraduate Student Advisement at 439-8557 or visit:
http://www.etsu.edu/advisement/documents/advisor_grade_tool_tutorial.pdf
Foreign Language Placement Policy – fall 2016 - Students entering ETSU and wishing to enroll
in Spanish, French or German courses above 1010 will be required to take an assessment thru
ETSU Testing Center. Once student tests, they will be given directions on whom to contact for a
permit for specific language course student tested into.
General Education History Requirement: Rules for Transfer Students
Transfer students who use HIST 1110 or HIST 1120 to meet the general education History
requirement cannot also use it to meet the general education humanities requirement.
General Education Requirements – Transfer Students
(See ETSU Online catalog for all current policies: http://catalog.etsu.edu )
1. Students who have completed an associate degree designed for transfer at a regionally
accredited college or university have satisfied ETSU’s general education requirements. (AAS
are NOT designed for transfer)
2. ETSU’s general education requirements do not apply to students who have completed a
baccalaureate degree at ETSU or another regionally accredited college or university and are
pursuing a second bachelor’s degree.
3. ETSU will conduct a course-by-course evaluation and apply transfer courses toward its general
education requirements as appropriate for transfer students from TBR community colleges who
did not complete general education blocks and transfer students from other institutions.
General Education Transfer Review Committee:
Advisors or students may request additional review by completing online form at
https://www.etsu.edu/reg/graduation/genedreview.php. The General Education Transfer
Review Committee meets once a week and reviews requests, updates Degree works if
applicable and notifies student/advisor of exceptions or updates when review is completed.
4. When ETSU requires students to complete a particular general education course with a
minimum grade (e.g., C), this requirement also applies to that course in transfer.
5. Some majors at ETSU require students to complete courses that also satisfy general education
requirements. Transfer students who took other courses at previous institutions to meet those
general education requirements must still take the courses required for the major at ETSU.
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
21
Graduation Preparation
Is the student close to graduation? Students should file a Graduation Application with the Graduation Office when they have
completed 90 hours or are within two semesters of graduation. For more graduateion information
and how to submit the Intent online: https://www.etsu.edu/etsu/academicdates.aspx.
Has student filed Graduation Application?
Check out SHADEGR under graduation information and review information under Holds
(SOAHOLD in BANNER 9).
Graduation review? Graduation Office is now putting graduation notes/holds on student’s record
that identifies any areas of concern. For example: if the student lacks their minor sheet the hold
comment will indicate minor sheet missing. These comments may be viewed by students and
advisors on GoldLink under HOLDS. Graduation holds do not prevent registration.
What all potential graduates (and advisors) should know:
http://www.etsu.edu/reg/graduation/obligations.aspx
Has the student taken the required exit exam (California Critical Thinking Skills Test)?
See the Graduation Office website for additional information:
http://www.etsu.edu/reg/graduation/exitexams.aspx
International Students Engl 1006/1007 and 1008/1009 International students whose first language is not English, must enroll in ENGL1010-L90
And then in ENGL1020-L91.
Orientation
http://www.etsu.edu/students/nsfp/orientation/freshman.php ETSU requires new students who live within a 250 mile radius to attend a new student orientation.
All new students are also required to complete LAUNCH – ETSU’s Online Orientation Program
before they can register for orientation.
At orientation, students will attend a choice of topic sessions; attend a College Session presented
by Dean or Designee of each college, see and advisor and register for classes. All new students
MUST go to Check-Out after registering for classes.
Departmental Chairs will inform faculty advisors what days they will be advising during the
summer. Advisors will receive weekly email updates of the students who have registered for the
next orientation. Please review the academic records of your students and prepare for orientation.
Many departments pre-advise local students until they can spend additional time with each student.
Pre-advised students should have a Registration Worksheet which they must bring to orientation.
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
22
The day before each orientation, Suzy Hooven will email an Orientation Advisor Packet with all
the details to each advisor who is working. It is very important that you do not change locations.
We must be able to locate students in cases of emergency or if we need to deliver a lost student to
you. Note: please try to make orientation a positive experience for your new students. Some
colleges/departments use pre-advisement, group advisement, peer advisors, and have several
advisors available each orientation to improve the advisement and registration experience. If you
need help brainstorming solutions to orientation advisement problems, please contact Teresa
Williams, Director of University Advisement.
Secondary Education and Education Minor --- Is the student planning on teaching secondary
education? These students must see an advisor in their major and also an advisor in the College
of Education for Tennessee Licensure Requirements (Joel Tramel, Mary Andrews or Wendy
Sutherland 439-7626, 320 Warf Pickel). Students who have chosen an education MINOR
should contact College of Education advisor (first semester at ETSU) to create an education
file and learn the licensure and Praxis requirements.
Advisement Meeting Recommendations
o Don’t forget to release Advisement Hold
o Keep good advisement records.
Enter advisement notes in Degree Works
Enter outreach, campaigns and retention notes in EAB Campus
o POLICIES AND PROCEDURES SEE ONLINE CATALOG: http://catalog.etsu.edu/
o Collect student’s current cell phone and email address for future contacts. Students should update
contact information on GoldLink Banner under personal tab.
o Review Degree Works audit with student
Discuss and create plans
Have student declare concentrations or minors asap
Enter substitutions when course is complete
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
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Talk with students about selective admissions majors
o Give student your contact information on business card
o If time allows, have student register for classes at your computer.
o Have student print out copy of student’s schedule (print student schedule or concise schedule).
Things advisor should discuss with students during advisement session:
1. On-line catalog - https://www.etsu.edu/reg/catalog/undergraduate.php
2. Reference Degree Works
General education requirements
General education requirements specific to your department
CSCI 1100 or proficiency requirement: http://www.etsu.edu/uit
Major Requirements
Minor Requirements (if applicable)
Concentration Requirements (if applicable)
Degree Requirements (if applicable, BA, BS)
ETSU Degree & Graduation Requirements
Admissions procedure for programs such as Nursing, Radiologic Sciences, Teachers
Education, etc.
Licensure Requirements (if applicable)
o Students seeking licensure in secondary education (education minor) should see
advisor in Clemmer College their first semester at ETSU
o Praxis requirements
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
24
General Information Student May Need to Know
o Academic calendar deadline you and your students for dates available in online catalog:
http://www.etsu.edu/etsu/academicdates.asp
o Student MUST pay fees or have financial aid in place by 6:00 pm the day on the fee payment
deadline. See academic calendar for dates (times) --- link on page titled: Fee Payment Deadlines
o Confirmation a MUST for students with financial aid (including scholarships). Students confirm
and accept financial aid in GoldLink Banner. Students who do not confirm may be purged.
o Advising Summary in GoldLink will indicate whether student is in danger of purge.
Students, who have decided not to attend ETSU, MUST drop all courses on GoldLink Banner
before the first day of class. Scholarships, financial aid, promissory notes, etc. often keep students
from being purged. Warn students to NEVER assume they will be purged.
o Repeating a course:
the last attempted grade counts (better or worse)
All grades remain on transcript, repeat grades are included and/or excluded as applicable in
gpa and hours on transcript
Third and subsequent attempts are averaged in gpa.
o Students may withdraw from ALL classes anytime during the semester up until two days
before the end of the semester (excludes exam week) by contacting the Office of the Registrar. Withdrawing will adversely affect financial aid and the Lottery Scholarship. Students should
confer with Financial Aid before withdrawing.
o International Students – have special limitations and requirements regarding online courses in
regards to Visa status. Students should check with International Programs for specifics.
International Students may only take ONE online course each semester.
o Overloads: The academic advisor and the dean of the student’s college/school must approve
registration for an overload. Following completion of 45 semester hours, students with a
cumulative 3.0 GPA may be approved for a load up to 21 semester hours by Academic Advisor and
Dean or Designee of their major.
Over 21 hours, approval thru Academic Affairs Designee: Teresa Williams 439-6940 or
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised Aug. 2018
25
Resources
Undergraduate Student Advisement - http://www.etsu.edu/advisement
Teresa Williams, Director of University Advisement, [email protected] or 439-6940
Suzy Hooven, Information Research Tech I, [email protected] or 439-8557
Academic Advisement Council – meets the 4th Tuesday of most months from 2:30 – 4:00 p.m. in the
Culp Center. Provides a forum for distributing and receiving information relative to undergraduate
advisement. Meeting open to faculty, staff, and graduate assistants. If you would like to be added to
the email distribution list for advisement information, please email Suzy Hooven at [email protected].
ARC – one-stop-shop for Academic Support, Services and Referrals http://www.etsu.edu/arc/
Registration Help Line – registration help for students 439-5584 (M-F, 8:00 – 4:30 pm EST).
Learning Support and Undeclared
University Advisement Center – 355 Sherrod Library or 439-5244 for questions.
Online resources you should bookmark:
Online Catalogs http://www.etsu.edu/reg/catalog/
Academic Calendar : http://www.etsu.edu/etsu/academicdates.asp
CSCI 1100 / Proficiency Exam http://www.etsu.edu/uit
Registration Guide http://www.etsu.edu/reg/registration/resources.aspx
How to access your ETSU email from any computer: http://mail.etsu.edu/
Banner online tutorials for course building, entering grades, attendance etc.:
http://www.etsu.edu/reg/bannertutorials.aspx
Banner Advisor Tutorials: http://www.etsu.edu/advisement/advisors/bannerhandouts.php
IT Helpdesk “How To” ---- http://www.etsu.edu/oit/helpdesk/
Need Help: http://www.etsu.edu/etsu/help.asp (quick reference for many topics)
ITS Faculty/Staff Helpdesk, http://www.etsu.edu/helpdesk , 439-4648 or [email protected]
Registrar’s Webpage:
Forms: late add, late drop, change of major, change of catalog year, etc.
Banner Tutorials: how to enter grades, how to enter attendance, how to change grades using GoldLink, how to
change major using GoldLink, etc.
Graduation
Veterans Office
Registration Resources: Registration worksheet, Schedule worksheet, How to Use GoldLink tutorial