Advising Coordinating Committee


Thursday, September 16, 2004

11:00 a.m. - Merrill Library 204

MINUTES

In Attendance: John Mortensen (conducting), Lisa Allen, Pat Anderson, Joe Barnard, Sophie Bassett, Kathy Bayn, Heidi Beck, Karen Bindrup, Dawn Black, Becki Broadbent, Peggy Buttars, Geri Child, Myra Cook, Amanda Cram, Sam Curley, Krystin Deschamps, Kay Forsyth, Christie Fox, Terri Gass, Reed Geertsen, Stacie Gomm, Fawn Groves, Susan Haddock, Tressa Haderlie, Hyrum Hall, Stephanie Hamblin, Lisa Hancock, Ruth Harrison, Harold Heap, Janalee Johnson, Joyce Kinkead, Peter Kolesar, Marilyn Kruse, Mary Leavitt, Christine Lord, Jana Kay Lunstad, Irene McInerney, Cindy Moulton, Betty Murri, Cathy Myers-Roche, Susan Parkinson, Darcie Peterson, Sally Peterson, Sheri Peterson, Tom Peterson, Megen Ralphs, Karalee Ransom, Karen Ranson, Deborah Reece, Mary Lou Reynolds, Marianne Rich, Marcia Roberts, Sylvia Robinson, Lynne Slade, Tami Spackman, Rudy Tarpley, Maureen Wagner, Dennis Welker, Eric Worthen

Extension Sites Participating: Brigham City, Moab, Salt Lake City, Price, Roosevelt

Excused: Dan Adams, Kathryn Fitzgerald

1. December Commencement – Sydney Peterson

USU will hold a commencement ceremony of Saturday, December 18. Students who complete the graduation requirements in December are encouraged to participate in the December ceremony. For this year, December graduates may be able to participate in the May graduation. Individual situations will be considered on a case-by-case basis. The December graduation will include valedictorians.

2. Update from the Academic Standards Subcommittee – Rachel Lewis & John Mortensen

For the past several months, Rachel & John have been working with the Academic Standards Subcommittee in an effort to create a policy for the evaluation of transfer credit from institutions that are not accredited by one of the six regional accrediting bodies. The matter went to the Associate Deans Meeting for their recommendation. The issue is nearly resolved and will be presented again at a future meeting. If approved, USU may begin accepting credit from Southern Virginia University to satisfy general education requirements.

The Academic Standards Subcommittee approved a recommendation to accept credit from the Navy and Marines. USU already had a policy to accept credit from the Army/ACE Registry Transcript System (AARTS). The new policy will officially allow USU to accept credit from the Sailor/Marine/ACE Registry Transcript (SMART).

The Academic Standards Subcommittee also approved a policy that would make academic departments responsible for providing some form of intervention each semester with students who do not meet the GPA standards of their intended majors. It is up to the individual departments to determine what type of intervention they may use. Registration/advising holds, class prerequisite restrictions, or an e-mail from an advisor are some of the possible options.

3. Update from the General Education Subcommittee – John Mortensen

The General Education Subcommittee has approved PHYX 2220 as a Breadth Physical Science (BPS) course. HIST 3150 will no longer have a Depth Humanities & Creative Arts (DHA) designation. There are differing reports about the implementation of the common course numbering directive from the state. John will share more detailed information as he receives it.

4. Update from the General Catalog Coordinating Committee – John Mortensen

A copy of the minutes from General Catalog Coordinating Committee was distributed prior to this meeting. A discussion took place on the item related to incorporating the major requirement sheets into the catalog. John attempted to clear up a misunderstanding regarding the availability of individual departmental sheets. In addition to the academic department sections in the catalog being modified to include more detailed information from the requirement sheets, this same information will be available on the web for students, advisors, and others to access. The information will take on the new format of the catalog. Academic departments may still opt to have the department information/requirement sheets professionally printed at their own expense. This past year, UATS paid for the first 200 copies to be used by academic departments. Next year, departments will pay for all of their own copies. Some may choose to print the file and copy the information on a copy machine at a much lower cost. More input will be sought from students and advisors as the format of the catalog is defined.

5. Interdisciplinary Studies Major – John Mortensen

Since its inception, the Interdisciplinary Studies major has always administered through Mary Leavitt in the HASS Advising Center. In the near future this responsibility will shift to the five participating colleges. A meeting will be scheduled within the next few weeks to work out the details of this transition.

6. Letters of Completion – John Mortensen

Students who transfer from Utah State University to another institution, who desire a Letter of Completion, do NOT need to complete to USU prefix courses as part of the breadth requirements. However, if they intend to return to USU for a bachelor’s degree, they will need to complete the two USU courses.

7. Nominations for Outstanding New Advisor and Outstanding Advising Program – John Mortensen

Information was distributed to the UATS Advisor Distribution List and also included with the agenda for this meeting. Those who would like more information about these awards may contact John (john.mortensen@usu.edu or 797-9303). The winners of these awards will be nominated for national advising awards.

8. Calendar – John Mortensen

Upcoming calendar items are listed at the end of the minutes.

9. Residency

Residency will be discussed at a future meeting.

10. CIL Accounts – Stacie Gomm

Stacie is willing to setup an account for advisors who would like to view the CIL status of students. Advisors will be able to see the status of students in relation to each exam. Sign up sheets were passed around. Click here for a copy of the sign-up sheet. If you would like to have an account, please print the attachment, complete the form by hand, and return it to Stacie at UMC 0310.

11. Tuition Surcharge – Bill Jensen

Bill discussed various conditions surrounding the tuition surcharge for excess credits. The total credits in question are the attempted hours (AHRS). Students may petition to have the surcharge waived for the following reasons: (1) a significant amount of AP credit; (2) an enhancement to a major, such as adding a minor or getting a second major; or (3) if an extended period of time has elapsed since the student attended school. Changing majors does not qualify as a reason to petition. Advisors posed several questions, the answers of which still need to be worked out. More information will be provided to advisors as additional policies and procedures are developed.

12. Undeclared with 60+ Credits – Mary Leavitt & Sally Peterson

The HASS Advising Center has developed a strategy to assist students with 60 or more credits in moving out of Undeclared and into a major. Students and advisors must sign a contract that indicates the GPA that the student must achieve for the semester. Students who do not meet the terms of the contract will not be able to register for the upcoming semester.

13. Registering International Exchange Students – Kay Forsyth

International exchange students will typically contact an advisor in the term prior to their registration. However, the students usually cannot register for classes until they arrive. Please contact Kay (kay.forsyth@usu.edu) if you have any suggestions that would improve the current process.

14. Honors Program Update – Christie Fox

The Honors Program would like to grow. If advisors have any questions regarding the eligibility of students for the Honors Program, they should refer the students directly to Honors.

15. SOAR and Clusters Update – John Mortensen

SOAR for students beginning spring 2005 is scheduled for Monday, November 15, with the advising session at 1:30 p.m. Traditionally, Spring SOAR has mainly consisted of transfer students. This year transfer students are not required to participate in SOAR. However, there are a large number of incoming freshmen who have been admitted for spring semester, so a larger group of up to 250 freshmen is anticipated. More information about course clusters will be presented at next month’s meeting.

It is very likely that a $100 tuition deposit will be required of all students next fall. For incoming freshmen, the deposit would be refundable up until May 1, 2005. For returning students, the deposit would be refundable up until August 1, 2005. This is still very preliminary.

16. Repeat Policy – John Mortensen

This item had to be postponed to next month’s meeting. It has been recommended by some individuals that the repeat policy be modified to count the highest grade, rather than the most recent grade in the GPA. Please be prepared to discuss this issue next month.

17. AP Policy – John Mortensen

John reported that the state is looking at reducing the number of credits awarded for an AP exam. Currently, students receive 8 credits for a score of 3,4, or 5 on a full-year exam, and 4 credits for a half-year exam. In many cases, elective credits are used to arrive at these totals. The proposal is reduce the number of credits awarded to 6 and 3 respectively. This policy would reduce the number of incidences in which students would need to petition a waiver on the tuition surcharge for excess credits. One disadvantage is that it will be harder for students to receive the New Century Scholarship. However, many of these students get to college with 60 credits and a false impression that they can graduate in two years. Please send John (john.mortensen@usu.edu ) any comments or concerns you may have regarding this proposed policy change.

18. Advising Outside of Area

This issue will be discussed at a future meeting.

CALENDAR

Thursday, Sept. 23 Workshop: “Everything you wanted to know about Transfer Credit Evaluation and Articulation, but were afraid to ask”

Thursday, Oct. 14 Advising Coordinating Committee – Changes in Career Services

Thursday, Oct. 21 Workshop: Advisor Mentor Program

Saturday, Oct. 30 Preview Day

SOAR DATES

Spring 2005

Monday, November 15, 2004

Summer 2005

Tuesday, March 29, 2005


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