Advising Coordinating Committee


Thursday, April 07, 2005

11:00 a.m. - Merrill Library 204

In Attendance: John Mortensen (conducting), Lisa Allen, Sophie Bassett, Kathy Bayn, Heidi Beck, Dawn Black, Becki Broadbent, Peggy Buttars, Krystin Deschamps, Kathryn Fitzgerald, Terri Gass, Tressa Haderlie, Harry Heap, Maribeth Evensen-Hengge, Susan Haddock, Lisa Hamblin, Stephanie Hamblin, Ruth Harrison, Carol Hatch, Joslyn Heiniger, Kristy Hodson, Emily Hoffman, Janalee Johnson, Mercedes Kelsey, Peter Kolesar, Marilyn Kruse, Vince Lafferty, Melanie Leishman, DeeDee Leonard, Rachel Lewis, Shane Livingston, Christine Lord, Erin McDonough, Irene McInerney, Donna Minch, Betty Murri, Wade Oliver, Susan Parkinson, Darcie Peterson, Tom Peterson, Jan Pichette, Megen Ralphs, Karalee Ransom, Karen Ranson, Deborah Reece, Mary Lou Reynolds, Sylvia Robinson, Cathy Roche, Carol Sainsbury, Judy Schalow, Nancy Smart, Tami Spackman, Suzie Stones, Heather Thomas, Maureen Wagner, Dennis Welker, Linda Woertendyke, Eric Worthen

Extension Sites Participating: Blanding, Brigham City, Moab, Price, Salt Lake, Uintah Basin

Excused: Geri Child, Ronnie Green

AGENDA:

1. Connections Registration – Noelle Call

Because Connections classes were inadvertently omitted from the Fall Schedule of Classes, the attached schedule of these classes will be pasted in the front cover for SOAR students. Although Connections is not required, advisors are requested to encourage students to take these classes and to remind them to register for sections by major.

2. Leave of Absence – Krystin Deschamps

The retention rate at the University has risen 10 points since the initiation of this program. Remind students who are withdrawing to fill out the form in the Registrar’s Office or in ACCESS. Students who are not in good standing are not eligible for this process unless they are leaving for a church mission or for the military. Students who provide documentation of their call to military service will receive a 100% refund.

3. International Students and Summer School – Maribeth Evensen-Hengge

Maribeth Evensen-Hengge’s message was to thank advisors for working with the International Student Office and to ask them to become more sensitive to the cultural differences of International students. Because the INS ceased to exist with the creation of Homeland Security, our responsibility regarding these students has increased. Be particularly aware of the graduation sign off date as this date may put some students “out of status.”

4. Early SOAR – John Mortensen

Dates for this event were included on the agenda for the ACC meeting. The attendance cap for the early sessions is 50; summer sessions are capped at 175 compared to 250 last year. This ensures meeting individualized needs. Lisa Hancock will fax student lists to advisors prior to each date.

5. General Catalog – John Mortensen

Catalogs are expected to arrive in the UATS office on April 12, 2005; advisors may pick one up after that date. John Mortensen sent an email message confirming delivery.

6. Academic Standards – Readmission Following Suspension – John Mortensen

The policy for Readmission Following Suspension will be changing. Students will be required to sit out a minimum of two semesters, rather than one, after the first suspension.

7. Banner: Academic Standards – Late Registration Fee – Heidi Beck

The $20 late registration fee has been rescinded. Effective in September, it will be replaced with a $5 fee for every course added, beginning the sixth day of classes.

8. Banner: Fall Registration Forms & Procedures – Melanie Leishman

Each department is responsible to verify all signatures on forms. There is no change of forms in Banner. Course Authorizations and Add/Drop forms are still processed in the Registrar’s Office; both forms are preferred. Forms can be faxed to Melanie Leishman at 7-1110. Questions and changes can be addressed to Melanie at her e-mail address: melanie.leishman@usu.edu. Upon receipt of a Course Authorization Form, the Registrar’s Office will override the pre-requisite and register the student. The Course Authorization covers all sections of a course. Anytime a student is registered for more than 18 credits, a Dean’s signature is required. An instructor can use the Add/Drop form to override, but a faculty signature may be required. If a course is cancelled, the student is responsible to drop the course.

9. Banner: Transfer Transcripts – Rachel Lewis

In Banner, USU equivalent courses are displayed on the unofficial transcript rather than the courses transferred to Utah State. Remember that student information for current students is available in SIS Plus through the summer. Please refer to the attachment explaining how to interpret equivalencies. Questions should be directed to Rachel Lewis at 7-8066.

10. Banner: Purge – John Mortensen

Students still need to be aware of the August fee payment deadline. It is likely there will be additional purges as well. Students should not rely on purges as a means to drop classes. Bill Jensen will provide more specifics about the Purge in Banner at a future meeting.

11. Banner: Privacy Holds – John Mortensen

In INB, the privacy hold pops up. However, it is not automatic in SSB and no message is displayed. You must look for this information by going to the Faculty & Advisors Menu, selecting the Student Information Menu, and then selecting the Student Information option.

12. Banner: Clearing SOAR Holds & Advising Holds – John Mortensen

A limited number of individuals in each college have been identified and given authorization to put on or clear advisor holds using Internet Native Banner (INB). Because holds move over from SIS Plus to Banner, it is necessary to clear holds in both systems for Summer. Beginning fall semester, the holds will only need to be cleared in Banner. If you are not authorized for this process, contact someone within your college for assistance.

13. Banner: Looking Up Classes in SSB – John Mortensen

The Lookup Courses screen can be used to look up course enrollments, similar to the 105 screen in SIS Plus. This option has been added to the end of the Faculty and Advisor Menu. Initially, this option will only be available to advisors who are current or former USU students. In the near future, this screen will be available to all advisors.

Carl Ellsworth in the Registrar’s Office is setting up access for those who have submitted forms. Any questions regarding initial Banner connectivity issues should be addressed to the USU Help Desk (797-4358). The Registrar’s Help Desk (797-1098) will assist students with navigation issues inside of ACCESS.

14. Banner: Holds on Transcripts Until Validated – Heidi Beck

We no longer round up GPA’s; a 3.119 is recorded as 3.11. We are unable to read pre-requisites in Banner for Spring. Solution: turn off transcript option and when Spring ends, delete. Test scores are not part of an academic record. Most courses are entry level, but a Course Authorization Form may be necessary. For switching sections of a course, the Registrar’s Office can do an override for the new section. Approximately 1200 student records did not cross over from SIS to Banner; therefore the “student does not exist.” Because registration starts at midnight, two help lines will be available—one in the Registrar’s Office (7-7095) and a Help Desk number (7-7098). Students will be informed of this service through the newspaper. When you access an academic history (General Student Record), only the first and last matriculations show. Right now every student has a hold on all transcripts.

CALENDAR

April

11 (Mon) Priority Registration Begins in Banner

15 (Fri) 1:30 p.m. SOAR Advising

22 (Fri) 1:30 p.m. SOAR Advising

May

12 (Thu) 11:00 a.m. Advising Coordinating Committee MLIB 204

13 (Fri) 1:30 p.m. SOAR Advising

20 (Fri) 1:30 p.m. SOAR Advising

25-26 (Wed-Thu) Utah Advising & Orientation Conference Park City, Utah

June

17 (Fri) 1:30 p.m. SOAR Advising

20 (Mon) 1:30 p.m. SOAR Advising

21 (Tue) 1:30 p.m. SOAR Advising

23 (Thu) 1:30 p.m. SOAR Advising

27 (Mon) 1:30 p.m. SOAR Advising

28 (Tue) 1:30 p.m. SOAR Advising

July

6 (Wed) 1:30 p.m. SOAR Advising

7 (Thu) 1:30 p.m. SOAR Advising

8 (Fri) 1:30 p.m. SOAR Advising

August

15 (Mon) New Advisor Orientation

16 (Tue) USU Advising Conference


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