Advising Coordinating Committee


Thursday, January 15, 2004

11:00 a.m. – Merrill Library 204

MINUTES

Attending: John Mortensen (conducting), Lisa Allen, Dorrie Barnes, Kathy Bayn, Heidi Beck, Karen Bindrup, Myra Cook, Amanda Cram, Sam Curley, Krystin Deschamps, Penny Findlay, Ronnie Green, Fawn Groves, Susan Haddock, Tressa Haderlie, Stephanie Hamblin, Lisa Hancock, Ruth Harrison, Joslyn Heiniger, Janalee Johnson, Peter Kolesar, Marilyn Kruse, Mary Leavitt, Rachel Lewis, Christine Lord, Jana Kay Lunstad, Susie Maughan, Cindy Moulton, Betty Murri, Cathy Myers-Roche, Sheri Noble, Wade Oliver, Deborah Reece, Brandy Reeves, Mary Lou Reynolds, Sylvia Robinson, Isobel Roskelley, Carol Sainsbury, Lynne Slade, Tami Spackman, Maureen Wagner, Dennis Welker.

The following sites were logged on: Salt Lake, Tooele, Brigham City

Excused: Dan Adams, Melanie Jones, Darcie Peterson

Informational Items
1. Caps and Gowns for Graduation

Valerie Clinger from the Bookstore discussed caps/gowns for spring graduation. Commencement apparel is available to buy from the USU Bookstore. Students will no longer rent caps and gowns, but will not purchase them. Students who order between now and January 30 will receive a $10 discount (Bachelors $26,99, Masters $31.99, Doctorate $41.99). Students may pick up their caps and gowns at the Grad Fair on March 17-18. Students who do no order in January may purchase apparel at the Grad Fair at the regular price (Bachelors $36.99, Masters $41.99, Doctorate $51.99). Rentals will still be available for faculty and staff. Information will be sent out in February. Extension sites should call 1-800-662-3950 and request the number of order forms and graduation guides they will need, and the Bookstore will send them. Only extension students will be allowed to pick up their caps and gowns on the day of graduation. The commencement schedule will be posted within the next week or two. A mailing about caps and gowns was sent to graduating students’ permanent addresses on Monday, January 12; and orders started coming in on Wednesday, January 14. A mailing for graduate students was sent out Tuesday, January 13. John suggested that all graduating students should be sent an e-mail with graduation information.

2. 2003 Outstanding New Advisor Award

John presented the Outstanding New Advisor Award for 2003 to Susie Maughan, Department of Elementary Education.

3. ECON 2010 Approved as a Breadth Social Science (pending EPC approval)

In the future, Econ 2010 will be accepted as a Breadth Social Science course.

4. Substitutions for Courses with USU Prefixes

Courses being considered as substitutes for general education have to go before General Education Subcommittee for approval. It was suggested that Norm Jones, chair of the committee, be invited to the next ACC meeting. Norm has accepted the invitation and will be in attendance at the February 12 meeting. Please e-mail John in advance with various scenarios you would like Norm to address, and John will give those to Norm in preparation for the next meeting.

5. Breadth Exceptions – Timeline

Recently, it was decided that the exceptions to General Education Breadth Requirements, listed on page 50 of the Advisor Handbook, would no longer be valid beginning Summer 2004. –The majors affected may need to look into getting some courses officially approved for all majors. The deadline has already passed to have any new courses approved for Fall 2004. Econ 2010 will likely receive final approval to be a Breadth Social Science course beginning Spring 2005.

6. Introduction of Brandy Reeves (Registrar’s Office)

Heidi introduced Brandy Reeves, who will be working with Janalee Johnson in Registrar’s Office. Brandy will review transcripts for newly admitted transfer students who transfer from an institution that is not included in the 17 institutions for which course-by-course articulations are maintained by the Office of Advising and Transition Services. Twice per week, Brandy will contact appropriate departments for articulation. The Registrar’s Office will just be a clearinghouse, similar to the way the Office of Advising and Transition Services serves as a clearinghouse for the top 17 feeder institutions.

Discussion Items
1. Graduation Deadlines / 2. Single deadline discussion

The Provost’s Office received a proposal to have one graduation application deadline for the entire year. The proposed date is April 1, and a list of reasons for this was discussed. For example, for someone graduating May 2006, graduation application deadline would be April 1, 2005. It was mentioned that this deadline date could be burdensome because of many projects being handled by the Registrar’s Office and Advising and Transition Services during this time period. Heidi Beck suggested mandatory advising at 90 credits to make sure students are on track for graduation. Some opposition to this based on concern that advising would be done more hurriedly. Overall, most of the advisors were very against this proposal. Some of the major reasons for opposition are: (1) advisors are busy advising students for summer and fall registration; (2) advisors and the Registrar’s Office will be busy verifying the degree audits; (3) it is anticipated that an increase in paperwork will occur because of students changing courses, etc; (4) it is also a very busy time when advisors are reviewing text for the General Catalog, major requirement sheets, and articulation agreements.

3. Intent to Transfer Documents

Rachel Lewis discussed the beginnings of the Intent to Transfer program. Students attending the College of Eastern Utah or Snow College with the intent to later transfer to USU will receive advising from advisors at both institutions to better prepare them for future coursework at USU. Students will be sent a letter (or e-mail) with the Intent to Transfer Education Plan that they will discuss with both advisors. The student and both advisors will sign the form. Phase 1 will be implemented Feb 2, 2004, when application forms will be given to Snow and CEU. Rachel has been working on major-specific transfer guides and provided two examples for review. The transfer guides are a combination of a major requirement sheet and the transfer articulation agreements.

The Intent to Transfer Education Plan does not imply graduation guarantee for transfer students. It is merely an outline to assist students in transferring with as many requirements completed as possible. For further information, consult the website, www.usu.edu/ats/transfer/intent-to-transfer.html.

4. SOAR on the Road and Transfer SOAR (optional)

Rachel Lewis discussed the new policy of orientation being optional for transfer students, but advising still required. The 3 options for transfer orientation are: online/by mail, attend on-campus SOAR June 18th, or attend orientation in mid-March on their own current campus. Orientation staff will be visiting CEU, Snow College and Salt Lake Community College. This visit will include orientation only, and students will be provided with information about contacting an advisor at USU.

A brochure is being developed for transfer students telling them how to use QUAD to register, etc. Transfer students will have the 94 hold on the 148 screen, which advisors will remove.

5. Revision of Online Orientation

John Mortensen and Lisa Hancock discussed suggested revisions to online orientation. Fawn Groves requested carbon copy of information for minority students. The form that students submit will be modified and major-specific forms will be created. The SOAR Office will contact advisors to find out individual needs. Please send any suggestions to Lisa Hancock (lisa.hancock@usu.edu).

6. A-Team Training

Applications are being accepted at this time for students who are interested in applying for the A-Team. Interviews will take place in a couple of weeks. John and Lisa mentioned that if there are any specific things advisors feel A-team needs to be educated on, please e-mail one of them.

7. Other

SOAR for summer will be held March 30th, with advising from 1-3 p.m. Last year only about 50 students attended.

CALENDAR

Thursday, January 22 11:00 – 12:15 Advising Workshop Series CANCELLED

Thursday, February 12 11:00 – 12:15 Advising Coordinating Committee MLIB 204

Thursday, February 19 11:00 – 12:15 Advising Workshop Series MLIB 204

“Advising Students with Disabilities”

Wednesday, March 3 USU Career Fair TSC

Wed-Fri, March 3-5 NACADA Regional Conference St. George, UT

Thursday, March 25 11:00 – 12:15 Advising WorkshopSeries MLIB 204

“Family Educational Rights & Privacy Act (FERPA)”

Tuesday, March 30 SOAR for students beginning Summer 2004


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