Advising Coordinating Committee


MINUTES – February 6, 2003

In Attendance: John Mortensen (conducting), Lisa Allen, Kathy Bayn, Karen Bindrup, Peggy Buttars, Glenn Davis, Krystin Deschamps, Ronnie Green, Susan Haddock, Stephanie Hamblin, Ruth Harrison, Harry Heap, Joslyn Heiniger, Janalee Johnson, Melissa Kincart, Peter Kolesar, Marilyn Kruse, Mary Leavitt, Derri Dee Leonard, Rachel Lewis, Jill Long, Christine Lord, Jana Kay Lunstad, Susie Maughan, Kathie McConkie, Sheri Noble, Wade Oliver, Deborah Reece, Sylvia Robinson, Carol Sainsbury, Lynne Slade, Tami Spackman, Suzie Stones, Madeline Thimmes, Maureen Wagner, Lynette Weston (for Julie Wheeler)

Extension Sites Participating: Brigham City, Ephraim, Price

1. Tracking International Students – Negar Davis

Following the events of September 11, 2001, there are many new federal regulations that will be implemented to keep better track of non U.S. citizens. Student and Exchange Visitor Information System (SEVIS) is an information system that the Immigration and Naturalization Service (INS) has put in place to collect information about international students (F-1s) and scholars (J-1s). SEVIS is a federally mandated program. After February 15, 2003, all new I-20s and DS 2019s will need to be issued through SEVIS.

USU must send information to the INS when students: 1) register, fail to register, or under-enroll; 2) change local address – students must notify the Office of International Students & Scholars, the Registrar’s Office (QUAD), and file an INS AR-11 form; 3) change in dependent information (name, address, birth date, travel in/out of US, departure); 4) graduate, change major or change level; and 5) receive disciplinary action resulting from criminal conviction.

SEVIS I-20s will be issued each time students travel, request Curricular Practical Training (CPT)/ Optional Practical Training (OPT), change level or major, or extend their stay. Students can expect many delays in the future, since all I-20s are sent to the INS.

F Regulations indicate that international students may work no more than 20 hours per week on campus, and must have permission from the INS to work off campus. Students must be enrolled for a full course of study by the last day of registration (9 credits for graduate students or 12 hours for undergraduates). Students cannot take all of their courses in one short term session. Only 3 credit hours of distance education can count toward the minimum 9 or 12 credit requirement per semester.

There are stacks of paper that go into more detail. We can expect to go through a learning curve and expect many more changes in the future. Students can expect delays while the system is being developed. F Students should: 1) make SEVIS I-20 request in the Office of International Students and Scholars (OISS), 2) notify the Registrar’s Office and OISS when their information changes, 3) apply for SEVIS I-20 before traveling; and 4) activate a USU cc email account.

Additional training and workshops will be scheduled in the future. Advisors are encouraged to support efforts to keep track of international students. Questions should be directed to Negar (797-8091), Jeannie (797-4843), or Nancy (797-1132). The INS website is www.ins.gov and the OISS website is www.usu.edu/iss.

2. Leaves/Withdrawals – Melissa Kincart

Melissa is working on Retention issues under the direction of the Joyce Kinkead in the Provost’s Office. Melissa shared the following statistics. The 1998-2001 Retention rate for the freshmen cohort returning for their sophomore year was 67 percent, compared to the national average of 72 percent for a four-year public institution of similar size and mission. The Fall 2002 cohort consisted of 2,663 students. In Spring 2003 more than 100 of those students registered late, 38 withdrew, 20+ filed a Leave of Absence, 20+ placed their scholarships on hold. There are 350+ students who didn’t return that we have no data for.

Melissa outlined some of the things she and others are working on to assess our attrition problem and improve our retention rate. First, USU is contacting those students who have left via e-mail and phone calls. In the long term we are looking at conducting exit interviews and surveys.

Second, we are looking at intrusive tracking. This will be accomplished by capturing the students’ intentions from the beginning (those who have not plans to graduate from USU and know they will be leaving USU). This will involve coding students differently who are in the Nursing Program, or who are out of school for NSE, study abroad, internships, etc. A screen is being created to track students who take a leave of absence.

Third, Melissa is looking at policies. She is assessing the current withdraw policy and looking to create a new leave of absence policy. This may include a counseling component for those students who wish to leave the University to ensure they understand the consequences of their decision and to make sure they have been advised of proper alternatives.

Fourth is campus support. We need to help students understand that by enrolling in a degree program at USU, they have committed to USU to perform at the best of their abilities academically and to graduate. USU cares about the academic success of its students and is willing to put practices and policies in place to show students an institutional commitment. The University community is vital to the success of each student’s persistence. One individual, such as an advisor, can make the difference in connecting the student to the University, thus avoiding their premature departure.

In short, retention is everybody’s job.

3. Closeouts at Graduation – Glenn Davis

Glenn passed out a handout that reflects a timeline for Spring 2003 graduation. Spring 2004 is still in question. Glenn indicated that there are approximately 207 students who have submitted an application for graduation who have not returned to pick up their graduation packets.

Some of the important dates to note are:

March 3 – Colleges will send the Registrar’s Office a list of students whose names should appear in the Commencement Program (students must have an application on file in the Registrar’s Office)

April 1 – Deadline for colleges to send provisional close out for all students in status 3 who are deemed eligible for graduation (upon receipt, these will be changed to status 4).

Questions regarding graduation may be directed to Glenn (gdavis@cc.usu.edu) or Janalee Johnson (Janalee@cc.usu.edu).

4. Career Fair – Randy Jensen

The Career Fair will be Wednesday, March 5, 2003 from 9:00 a.m. to 3:00 p.m. on the second floor of the Taggart Student Center. All students, alumni, and members of the community are welcome to attend. In preparation for the Career Fair, IBM is sponsoring a “Success at the Career Fair” workshop on Tuesday, February 18 from 12:30 to 1:30 p.m. Career Services staff will also be reviewing students’ resumes on Tuesday, February 25 from 12:30 to 2:30 p.m. A list of companies attending is found at www.usu.edu/career.

5. Updating Advising Lists – John Mortensen

Third week advising lists were given to the college advising representatives for distribution. Changes in advising assignments may be made on screen 194 in SIS Plus, or by writing the changes on the reports and sending the reports back to Advising & Transition Services at UMC 0114.

6. Advising Career Ladders – John Mortensen

Personnel Services put together a small task force of advisors to create definitions and categories for advisors. The current document has the following minimum education and experience for the various advising levels. Advisor I – associate degree or completion of 60 college credits. Advisor II – bachelor’s degree and four years experience in an advising or student services related position. Advisor III – master’s degree and ten years experience in an advising or student services related position.

7. Ball State Degree Audit Consultation – John Mortensen

Representatives from Ball State University will be visiting USU on February 26-27, 2003. Advisors are invited to attend the following sessions:

Wednesday, February 26

9:00 – 10:15 a.m. ECC 205-207

Degree Audit Demonstrations

10:30 a.m. – 12:15 p.m. ECC 205-207

Automated Course Transfer System (ACTS) Demonstration

1:45 – 3:15 p.m. ECC 203

Meeting with Advising Personnel (Professional & Faculty)

Thursday, February 27

8:30 – 10:00 a.m. AGSC 119

Hands-on Session with Advisors and Admissions Recruiters

3:00 – 4:30 p.m. ECC 203

Wrap-up Session with Advisors and Admissions Professionals

8 Next Month’s Agenda – John Mortensen

Because of lack of time, the issues regarding Intrusive Advising and Interdisciplinary Studies majors has been moved to next month’s agenda.

CALENDAR

Saturday, February 8 Recruitment Open House (1:00 – 4:00 p.m.)

Tuesday, February 11 Summer Job Fair

Wed-Thur, Feb. 26-27 Visit from Ball State University (Degree Audit)

Wednesday, March 5 Career Fair

Thursday, March 6 Advising Coordinating Committee

Tuesday, March 25 SOAR (for students entering Summer 2003)


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