Advising Coordinating Committee


Thursday, October 16, 2003
11:00 a.m. – Merrill Library 204

MINUTES

Attending: John Mortensen (conducting), Dorrie Barnes, Heidi Beck, Karen Bindrup, Peggy Buttars, Geri Child, Amanda Cram, Krystin M. Deschamps, Lee Essig, Penny Findlay, Margaret Garr, Ronnie Green, Susan Haddock, Tressa Haderlie, Lisa R. Hamblin, Lisa Hancock, Joslyn Heiniger, Janalee Johnson, Melanie Jones, Peter Kolesar, Marilyn B. Kruse, Mary Leavitt, Rachel Lewis, Christine Lord, Janet Lyons, Susie Maughan, Erin McDonough, Betty Murri, Sheri Noble, Wade Oliver, Darcie Peterson, Tom C. Peterson, Karla Petty, Karen Ranson, Marianne Rich, Sylvia Robinson, Isobel Roskelley, Tami Spackman, Maureen Wagner, Dennis Welker, Eric Worthen. The following extension sites were listening in: Brigham City, Blanding, Moab, Salt Lake.

Excused: Dan Adams, Ron Godfrey, Melanie Kvarfordt, Bruce Miller, Carol Sainsbury

Informational Items
1. Advising Needs Assessment Survey

John requested that advisors complete a survey about advisor confidence and comfort level in discussing certain issues. Results of the survey will be used to determine what topics may be covered at future workshops. Please return the surveys to John at UMC 0114 by October 31.

2. Women’s Leadership Class

Noelle Call discussed the Women’s Leadership Institute to be taught Spring semester. The course is for women with more than 31 credits. If advisors know of women to recommend for the course, please send names to Janet Osborne. The last time it was offered, 30 women attended. They are expecting about the same number for spring.

3. Graduating Student Survey – Listing of Advisors

John requested advisors review the Graduating Student Survey – Listing of Advisors (green sheet in handouts) and delete those no longer advising and add any new advisors. The list needs to be updated and returned to John (john.mortensen@usu.edu or UMC 0114) by Friday, October 24.

4. New NACADA Advising Awards

NACADA is creating an award for advisors with 3 or less years’ experience.

5. USU Outstanding New Advisor Awards

USU is also creating an award for new advisors with 3 or less years’ experience. Nominations are due to John by October 31. John will contact those nominated and provide them with information about submitting their supporting materials.

6. General Education Subcommittee Business

The General Education Subcommittee voted in favor to eliminate exceptions to the General Education requirements. Students are required to take a breadth course in all six areas. Those affected by the removal of these exceptions will have until January 2004 to get specific courses approved as satisfying General Education requirements. The changes will be effective Summer 2004.

Passing AP Human Geography test (score of 3 or higher) is equivalent to Geog 2030 (breadth social science), plus 1 elective credit.

Prerequisites for Business 3000 level or higher classes are as follows:

- must be admitted into a USU major

- career total GPA of 2.67 or higher

- completion of at least 40 credits

USU 3330 (DHA) – in catalog it indicates that the class is1-2 credits. However, the course syllabus indicates that students must earn 2 credits to satisfy the Depth Humanities requirement. John is working on getting the true requirements specified in the General Catalog.

7. Academic Standards Subcommittee Business

In regards to the Academic Renewal Policy, if a students who are not enrolled at USU (or any other institution) for 5 or more years have to be admitted before they may apply for academic renewal. Currently, they can select which D+ grades or lower grades to remove. It is proposed that academic renewal be all or nothing—students who receive academic renewal will have ALL D+ or lower grades removed. It is also proposed that no exceptions be made for those students who are out longer than 10 years, as is currently the case. These proposed changes have been forwarded to the Educational Policies Committee.

8. CLEP Advising Kits

There are CLEP Advising Kits included in the handouts. More are available from John if needed.

9. Advising Workshop Series

The next workshop is scheduled for Thursday, October 23 at 11:00 a.m. and will focus on Intrusive Advising.

10. Update on Course Clusters for Fall 2004

John has received an excellent response on course clusters. He estimates that students will have approximately 200 clusters to choose from next spring. The intent is that students who pay a $100 University Deposit and register for SOAR prior to May 1 may register for an approved cluster of classes. Those majors that have not submitted clusters should do so as soon as possible.

11. NACADA Regional Conference Call for Proposals

The NACADA Regional Conference will by March 3-5, 2004 in St. George, Utah. The Call for Proposals is found at: www.nacada.ksu.edu/Regional_Divisions/region10/confindex.htm


Discussion Items
1. SIS Plus Access for Advisors

The committee discussed the SIS Plus screens for which advisors need update access and view only access. John will summarize the discussion and provide a handout at the November 13 meeting.

2. Career Services

Melissa Scheaffer discussed they key services provided by Career Services. She handed out an information sheet on eRecruiting and requested that advisors get this information to their students. They can help students locate internships as well as permanent jobs. They specialize in career advising help including resumes and identifying mentors. They have eRecruiting system available where advisors can access information regarding internships, etc. They also have alumni who have volunteered to be mentors to network with students. Advisors should recommend the system to students so that students will use module. Students have a free account with Career Services that they can set up by coming into the office or contacting them online. Also, please forward names to Career Services of former students who would be good mentors. They are updating their system to be sure they have good, solid contacts. New this fall they are having their first ever Tech Expo to be held November 4 from 6-9 p.m. in the Sunburst Lounge. It will be an informal opportunity for students to network with employers. The monthly career forum to be held November 19th will include a panel of employers discussing networking strategies and interviewing skills. Career Services also have mock interviews available for students to participate in. These are basic level interviews. The annual Career Fair will be held March 3, 2004. Melissa handed out pads of flyers with information about Career Students that can be shared with students.

3. Application for Candidacy for Graduation

Heidi Beck mentioned that President Hall, the Provost, and the ASUSU President had just visited her office to express appreciation for everyone’s efforts with the graduation ceremony process. The President recognized that change is difficult, and that we need to be flexible. He extended this flexibility by suggesting that this semester we could be less stringent on deadlines. Screen 148 will show when a student’s packet was picked up. If students picked up before October 1, they won’t be charge the $10 up-front fee. If the packet was picked up during the first week of October, they will be charged the $10 fee and will need to meet with Heidi to determine if they owe the additional $90. They will not have to go through the appeal process. This change goes along with the spirit of President Hall’s message that we need to be flexible. The packet must be in by the end of October.

Heidi noted that as of today all graduation applications will be turned in to Registration, not to Cashier’s Office, regardless of whether late or on time. Students will pay their fees to Registration.

Heidi requested that on the November meeting agenda we include a discussion of graduation deadlines and suggested changes to the application form, including GPA calculation and e-mail contact information.

Heidi requested that if advisors need their office to check for GPA requirements for certain courses on the application form, to please note this on the form. Also, please let Janalee know about GPA requirements so she can put on Degree Audit. A graduating student attending the meeting noted that it would be helpful to have information on the form letting students know what their next step(s) should be in the process. Heidi suggested that all advisors might need 117 screen view access. If marked as a “3,” the student is ready to go with graduation process.

Last spring when graduation information went out to students’ permanent addresses, parents didn’t forward the information to them in time, so notification method is being changed to e-mail so students will know where information has been mailed.

4. Student Orientation, Advising, and Registration (SOAR)

John discussed that currently transfer students are required to attend SOAR. We are considering requiring the advising portion, and making the orientation portion optional. One out of 6 students come to Logan for SOAR. The remainder complete orientation online or by mail.

Lisa Hancock discussed online orientation options that we want to modify. Online orientation should request students to input their AP and concurrent enrollment credits. Those students who have already been advised need to be made aware of the need to complete the orientation portion of SOAR.

Lisa requested that advisors email her at lisa.hancock@cc.usu.edu with suggestions.

ad orientations nights, such as at Snow College, etc.

5. Banner Data Needs

John discussed the Banner Student Information System. John was told that there will be a Banner demonstration on October 29, and he will forward the details when he becomes aware of them. Collegis, the company that is consulting USU on this project, has asked that you send any advising-related data needs or suggestions through John. Please send John your suggestions.

CALENDAR
Thursday, October 23 11:00 - 12:15 Advising Workshop Series MLIB 204

Monday, November 10 1:00 - 3:00 SOAR Advising (for students beginning Spring 2004)

Thursday, November 13 11:00 - 12:15 Advising Coordinating Committee MLIB 204

Thursday, November 20 11:00 - 12:15 Advising Workshop Series MLIB 204

Thursday, December 4 11:00 - 12:15 Advising Coordinating Committee MLIB 204

Monday, December 15 9:00 - 3:00 New Advisor Orientation TSC 336


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