new advisor training - eku scienceset appointment times for advising sessions (15 minutes minimum)...
TRANSCRIPT
New Advisor Training
Office of the Associate Dean for Academic & Student Affairs
2016‐17
Office of the Associate Dean
Sarah AdamsAdministrative
Assistant II
Dr. Karin SehmannAssociate Dean
Academic & Student Affairs
Roark 106622-8140
Jennifer MillerRoark 102622‐8922
James LubaNSB 2108622‐7894
Advising
Biological Sciences(30 hours or less)and General Studies Majors
Coordinates SCO 100
Scholarships
Advising
Primary Advisor Pre‐Professional majors, CHE
Supplemental AdvisorPre‐professional majors, BIO
Assists with applications to professional schools
College Advisors/Recruiters
Ben Cook622‐1407
All majors in The College of Science:
BiologyChemistry
Computer ScienceGeosciences Math & Stats
Physics & Astronomy
Academic Administrative Specialist(Roark 108)
Melanie GivanCoordinator
Responsible for:
• Departmental Websites• 4‐Year Curriculum Guides• Catalog Review (May/June)• Social Media• Manages Technology Information Center
The Provost has requested that all faculty advisors utilize the Student Success Collaborative (SSC)
Reasons for faculty advisors to use the SSC:
• All other colleges are using the SSC platform to make notes about students• Our COS academic specialists are using the SSC for graduation requirements; advisors will
miss important documentation• Keep a record of advising• Ease of use• Ability to retrieve a list of ALL majors or minors in your department• SSC also lists double majors; Banner does not• Can search by major and GPA range ‐ useful for awards/scholarships• Can create a list of advisees for easy group emails• Lists a history of major changes for each student• Easy transcript access/history by semester• Lists midterm grades• Maintains a list of advising meetings• Assists academic specialists• Make an alert list of students, also can set reminders• Major matcher for those changing degrees• Other features that may be of more interest to administrators
Student Success Collaborative
Instructions for New Users of the Student Success Collaborative
1. Login either on EKU homepage (upper right) or on Advisor Menu of EKUDirect
Questions regarding SSC? Please call our office at 2‐8140 and we are happy to assist!
Retention & GraduationStudent Overrides
Each Department has an online form where students can request an override for capacity, pre‐requisite, etc.
Hours Overload Students can take a maximum of 18 hours, and request an hours overload up to 21 hours
The request must be made by the Department Chair via email to [email protected] and include the student’s name, EKU ID, semester and total number of hours requested
In the event the Chair is not available, the Associate Dean’s office may make the request
Student ExceptionsExceptions, both College and University (course substitutions, waivers, transfer courses, etc., are now processed online through Degreeworks.
DegreeWorks tutorial can be found at:
http://registrar.eku.edu/degreeworks‐video‐tutorials
Four‐Week Progress Reports & Midterm Check class roster closely and compare against Blackboard – you will need to manually delete students no longer enrolled and add new students
Blackboard
Tutoring
High DFW Rate
Emergency Book Funds
Student Success Collaborative (Provost stressing 100% participation)
The COS Faculty Advisor webpage can be found at:
http://science.eku.edu/faculty‐staff‐resources
Other Resources for Advisors:
http://science.eku.edu/students-advising
Colonel’s Compass-Important Dateshttp://colonelscompass.eku.edu
COS website4 Year Curriculum Guideshttp://science.eku.edu/curriculum-plannersAdvisor forms, templates and catalog linkshttp://science.eku.edu/class-and-advising-forms
Registration Center Help line (for students and advisors)622-2320
Registrar websiteLatest version of important forms for advisorshttp://registrar.eku.edu/forms
General Advising informationhttp://advising.eku.edu/faculty-advisors
Financial Aid-Satisfactory Academic Progresshttp://finaid.eku.edu/satisfactory-academic-progress-sap
Degreeworks assistancehttp://registrar.eku.edu/Links/degreeworks/helpsheetsTutorialhttp://registrar.eku.edu/degreeworks-video-tutorials
Registration & Advising Dates
Dates can be found at:
http://colonelscompass.eku.edu/registration‐advising‐dates
Students must acquire a RAC number from their advisor prior to registration.
The date a student is allowed to register is based on classification (number of hours earned) or on the basis of belonging to a “Designated Population.” These include:
o Selected students with specific disabilities o Student‐Athletes o Spirit Groups o Honors Program Students o Veteran Status
Office of the RegistrarProcedures, Services, & Policies
First Day of Attendance ‐Disenrollment
Four Week Progress Report
For more information from the Office of the Registrar on Procedures, Services, and Policies, go to:
http://registrar.eku.edu/procedures‐services‐policies
Advisor Updates Dual degree vs. double majorDouble Major
149 credits of less
Student receives only one diploma with first major listed
Both majors will be noted on the transcript
Must apply for graduation twice, contact the Academic Specialists and the 2nd application fee will be refunded
Dual DegreeDual degree students receive 2 diplomas, one for each majorMust apply for graduation twice online, once for each degreeDeclare dual degree on a major change form150 credits minimum
Individual Advising Appointment Checklist
Set appointment times for advising sessions (15 minutes minimum)
If time allows, check Degreeworks and SSC PRIOR to the advisee appointment
Have EKUDirect open to RAC numbers (or print), tab open to Degreeworks, tab open to SSC
Remind students of their registration date (Colonel’s Compass)
Ask the student if their major(s), minor is (are) correct. Then discuss if they are making progress in the degree. Ask them about future career goals (graduate school vs. work) and make sure their concentration/progess matches.
If the major is listed incorrectly or they want to change/add majors, assist with filling out a Major Declaration Form and send them to the appropriate office
If there are concerns about their major, discuss options and also could look at the SSC major matcher
If the major is correct and the student is progressing, then discuss proposed courses for the next semester
Look at the 4 year curriculum guides to assist in suggesting courses, first priority Developmental Needs (09 classes) and Pre‐College Curriculum (PCC deficiency in foreign language)
Look at Insufficient category courses, do they need to repeat a course?
Make a note of the advising discussion in the SSC notes section
Enter the next semester or two of courses in DGW planner and save. Copy and paste into SSC. If the student is applying to graduate, must have a final plan of remaining semesters
If student has applied to graduate, is the projected date correct? If not, contact Ben Cook in Roark 108
Other things to look for:
Completion of 90 credits‐‐‐requires a graduation application and send them to meet with COS graduation analyst in Roark 108
Remind students to check for HOLDS on EKUDirect before registering
Check for F’s‐need to repeat courses
Check for transfer courses, N100 vs. X100 numbering
Second degree students, special requirements
Required GPA in sections or overall degree in DGW
Financial aid considerations‐too many attempted credits, GPA, etc.
Advising and Registration TO DO Checklist –Page 1
Continue to check your EKU email daily! Your University Email is the official way your Advisor and other campus officials will communicate important information about Advising, Registration, and other important topics.
Check your Midterm gradesYou can access your midterm grades through your EKU Direct Account. Once you have logged in, click on Student Services and Financial Aid and then on Student Records. If you are struggling in any of your courses, meet with your instructor to explore options to improve your grade in the course. If you decide to withdraw from any courses, keep in mind that November 13, 2016 is the last day to withdraw from a full‐semester course. Students withdraw through EKUDirect. You should consider this action carefully as “W” grades can impede progress toward graduation and may have negative repercussions on Financial Aid eligibility.
Ensure you are maintaining “Satisfactory Academic Progress”EKU’s Satisfactory Academic Progress Policy may apply to you if you drop a class (which can affect Financial Aid). Here is the link for more information on this topic: http://finaid.eku.edu/satisfactory‐academic‐progress‐sap
Check to ensure you don’t have any Holds on your record which would prevent or delay your Spring registrationYou can view any hold through your EKU Direct under Student Services and then View Holds. You will want to take care of any holds PRIOR to your registration date by calling the office that has placed the hold on your account. See your advisor if you have questions about this.
Make sure you know when your Registration block opens (the time you are able to register for your classesThe chart posted in the included link indicates the dates that students can begin registering for classes for the Spring 2014 term. http://colonelscompass.eku.edu/registration‐and‐advising‐dates‐spring‐and‐summer‐2017
The dates are based on the number of credit hours you have earned.
Make an appointment with your Academic Advisor (a walk in may not be easy to get, so schedule a time to meet)To find out who your advisor is, check your EKU DegreeWorks to see who is listed as your advisor. To access your Degreeworks‐ you will first need to log onto EKU Direct and then click on the link for Degree Works. Students should go to Student Services & Financial Aid ► Student Records ► DegreeWorks.This page gives information/tutorial on how to read and interpret your DegreeWorks: http://registrar.eku.edu/degreeworks
Advising and Registration TO DO Checklist –Page 2
Check the Online Schedule Book to determine which classes you will take for the Spring.The online schedule book, which indicates the course offerings, days, and times will be posted by October 19th. You can access the schedule book from your EKUDirect.
Get a copy of the Undergraduate Catalog at the University BookstoreYour “catalog year” is based upon the year that you entered EKU. Therefore, the current University Undergraduate Catalog is like your contract with the University. Changes may occur to your program of study, however you will be responsible for the Catalog year that you came in with‐ so get a copy and keep it.
Get familiar with how your GPA is calculated and determine what it would be if your Midterm grades were your Final gradesWhile midterm grades are not always based on many assignments, it is wise to have a pulse on how you are doing and what you may expect as we continue toward finals. Here is a link to the EKU GPA calculator to assist you. http://advising.eku.edu/gpacalculatorKeep in mind you need at least a 2.0 to remain in Good Academic Standing, dropping below a 2.0 will put you on Academic Probation which could lead to Academic Suspension in future terms. Please refer to the University Catalog (catalogs.eku.edu) to learn more about the Academic Standards http://catalogs.eku.edu
Come to your appointment preparedCreate a list of the classes you plan to take, review your DegreeWorks and come with questions for your advisor. Be on time and make sure you keep your appointment. If you can’t make it, call and reschedule.
Set up/create a 4 year academic plan in your DegreeWorks Planner.See your advisor for assistance with this, or review online tutorial http://registrar.eku.edu/degreeworks‐video‐tutorials
Consider your Choice of MajorNot sure about your Major or thinking of changing it? Consider talking to your advisor or the Center for Career and Co‐op http://career‐coop.eku.edu/students
Student Issues
The Student Assistance & Intervention Team (SAIT) has been developed to assist students who may need additional support to be successful at EKU. The goal of the SAIT is to respond to reports of students in the campus community who appear to be troubled or troubling, and intervene before the student behavior reaches a crisis level. The SAIT relies on all members of the campus community to report behaviors that are concerning.
Further information can be found at :
http://sait.eku.edu/
If you have a student issue and are unsure how to proceed, please feel free to call our office at 2‐8140. No student issue is too small and we are happy to assist.
Our office is always happy to help with any student issues or questions –please call or email!