Advising Coordinating Committee


Thursday, November 18, 2004

11:00 a.m. - Merrill Library 204

In Attendance: John Mortensen (conducting), Lisa Allen, Sophie Bassett, Kathy Bayn, Heidi Beck, Karen Bindrup, Dawn Black, Becki Broadbent, Peggy Buttars, Geri Child, Myra Cook, Ronnie Green, Susan Haddock, Hyrum Hall, Lisa Hamblin, Stephanie Hamblin, Lisa Hancock, Ruth Harrison, Marilyn Kruse, Vince Lafferty, Christine Lord, Irene McInerney, Betty Murri, Cathy Myers-Roche, Wade Oliver, Susan Parkinson, Sally Peterson, Jan Pichette, Megen Ralphs, Alene Alder Rangel, Karalee Ransom, Deborah Reece, Mary Lou Reynolds, Sylvia Robinson, Isobel Roskelley, Carol Sainsbury, Tami Spackman, Heather Thomas, Maureen Wagner, Linda Woertendyke, Eric Worthen

Extension Sites Participating: Dixie, Moab

Excused: Amanda Cram, Rachel Lewis, Jana Kay Lunstad

AGENDA

1. Women’s Leadership Institute

This class will be offered Spring Semester 2005 on Wednesdays from 2:30 to 4:30 pm. More information is available in the USU Women’s Center, TSC 315, 797-1728.

2. Utah Advising & Orientation Association (UAOA) Call for Proposals

The UAOA Conference is scheduled for May 25-26, 2005 in Park City. A call for proposals was handed out (and previously attached to an e-mail). Proposals must be submitted by December 31, 2004.

3. SOAR Follow-up

Thank you to everyone who advised during SOAR last Monday. UATS would especially like to thank Carol Sainsbury, Tami Spackman, Suzie Stones, and Chris Lord, who assisted with the advising of General Studies students.

4. Summer Curriculum and Bottleneck Courses

Gary Straquadine, Associate Vice Provost, is attempting to put together a more robust offering of summer classes. This will help out-of-state transfer students by allowing them to begin attending classes in the summer paying resident tuition, fall and spring by paying out-of-state, and an additional summer paying in-state tuition. If these students are able to average 15 credits per semester, they will have the 60 credits necessary for residency after having paid only two semester of out-of-state tuition. Improving the summer curriculum will also assist current students.

Gary is putting together a survey that will be e-mailed to advisors. When it arrives, please take the time to complete the survey. Gary wants some feedback on what courses should be offered and wants us to help identify what some of the bottleneck courses are.

5. Transition of more Undeclared and General Studies students to UATS

In June 2004, academic advisors were hired by UATS to advise Undeclared (UDCL) and General Studies (GENS) students. Up until now, UATS advisors were only assigned new students, while the HASS Advising Center continued to advise returning students.

As part of this transition, UATS is now advising all UDCL and GENS students who have 60 or fewer credits. Students with more than 60 credits will continue to be advised by HASS. We plan on another transition at the end of spring semester, when the remaining UDCL and GENS students will move to UATS for advising.

6. Advising in Banner

The Admissions Office is now admitting students in Banner for Fall 2005. However, advisors do not currently have access to the student module in Banner. Therefore, there is currently no way for an advisor to look at the records for these students. Hopefully, we can deter these students from contacting an advisor until Banner is available.

7. Update from the Educational Policies Committee

At the last EPC Meeting, the Department of Languages, Philosophy, and Speech Communication requested permission to award 16 lower-division language credits to students who have two-year proficiency in languages not taught at USU. USU had been awarding only 12 credits. The EPC approved the recommendation to increase the credits awarded to 16.

A question came up in the today’s meeting. What about students who are already in the system? Is there any way we can award them an additional four credits? John will ask Heidi Beck for an answer.

8. Update from the Academic Standards Subcommittee

A Dual Major is defined as any two majors that are completed at the same time. Students must complete all requirements for both majors. For example, a student may have a dual major in History and English. A Composite Major is when elements of two major programs are combined into one major program. For example, the Elementary Education/Special Education major is an approved composite of two majors. A Second Bachelor’s Degree can be awarded when a student completes a minimum of 30 USU credits beyond those applied toward the first bachelor’s degree, 18 of which must be earned in department-approved upper-division courses related to the major.

The Academic Standards Subcommittee approved the removal of language from the policy for receiving a Second Bachelor’s Degree. The following language was removed. “A second bachelor’s degree is available only to those on whom a first bachelor’s degree has been conferred.” If approved by the EPC, it will be possible for a student to receive two diplomas at the same graduation.

The committee also approved the awarding of two diplomas for dual majors that had different bachelor degree designations. For example, if a student earns a Bachelor of Science in one major, but a Bachelor of Arts in another major, the student will receive two different diplomas. If a student has a dual major of the same type (e.g., two Bachelor’s of Science), then the student will only receive one diploma.

9. Update from General Education Subcommittee

The class, COMD 5100, was never approved as a Communications Intensive (CI) course. It has been listed in the Schedule of Classes as a CI course since the semester conversion. As a result, students who took this course will be allowed to have it count as a CI course. However, the CI designation will be discontinued and students who take the course after Spring 2005 will not be allowed to count it as CI.

CHEM 1110 was approved as a Breadth Physical Science course for Fall 2005. Since the content of the course has not changed, an advisor may allow a student who has already taken the course to satisfy the BPS requirement. However, it is the advisors responsibility to make that waiver in the degree audit program.

The committee discussed the Two USU Course Requirement and the implications on transfer students. The committee also discussed the requirement of a breadth course within the general education category in which a major resides. The proposed language for exceptions to these policies can be found at the end of this e-mail message. Please review the information and send any feedback or suggestions you may have to John Mortensen (john.mortensen@usu.edu). John will present this to the General Education Subcommittee in December.

The General Education Subcommittee also had a discussion about eliminating the Two Depth Courses Requirement for transfer students. After some discussion, the advisors were not in favor of this because it puts the four-year USU students at a disadvantage. The advisors felt that this requirement is a graduation requirement and that it might need to be worded as such, similar to the way the University of Utah has graduation requirements. The advisors felt that this requirement should apply to all students or none at all.

10. Repeat Policy – Most Recent vs. Highest Grade

Prior to this meeting, John had received a suggestion to have the advisors consider the idea of changing the Repeat Policy so that USU would count the highest grade instead of the most recent grade. At first the discussion was divided, but in the end the consensus was to leave the policy the way it is.

11. Academic Warning & Probation

The committee discussed the possibility of having a centralized letter be sent from the University to all students who are placed on academic warning or probation. Colleges and departments would be able to send additional correspondence to these students. Some felt that this would be overkill of sending bad news. However, some students never receive such notification and act surprised when they are eventually suspended. Some colleges put registration holds on students who are on academic warning or probation, while other colleges do not. The issue was not resolved in the meeting and will likely be discussed at a future time.

12. Students Admitted Provisionally

Currently, there are students who are admitted provisionally but, for the most part, there really are no provisions put on most students, or there is no follow-through. John will take the issue to an Enrollment Management meeting to discuss the issue further. Possible provisions might include a contract, an ending matriculation date, or a registration hold.

13. Majors Fair (Tuesday, February 22, 2005)

Jana Kay Lunstad is spearheading a Majors Fair to be held on Tuesday, February 22, 2005 in the Sunburst/International Lounge of the Taggart Student Center. Advisors will be expected to provide similar information to what is given at open houses. Career Services is co-sponsoring the event. The event is not only to assist undeclared students in identifying and selecting a major, but also to assist declared majors who may need to go in another direction.

Those who are interested in planning this event may contact Jana Kay (janakay@cc.usu.edu).

14. Categories of Advisors in Banner

Banner has the capability to define several types of advisors. John was asked to provide the Registrar’s Office with some categories. The following were discussed: Major, Minor, Concentration, Peer, Graduate, Thesis, International, Athletics, Multicultural Student Services, Student Support Services, Career Services, Financial Aid, and Continuing Education. Please contact John (john.mortensen@usu.edu) if you have any other categories of advisors you would like to have considered.

Heidi Beck indicated that the advisor assignments might be used to limit advisors’ access to only student records within their assigned areas. This issue had already been addressed at a previous meeting, so the advisors were visibly upset at that possibility. The advisors continue to indicate that they need access to all student records in order to do their jobs effectively and to be of service to those who may be thinking about changing majors.

John is going to contact other institutions using Banner to find out what kind of access their advisors have.

15. Graduation Window

Heidi Beck indicated that the Ad Hoc Graduation Committee may recommend a narrower window of time that a student may apply for graduation in the future. This will not happen immediately, so we will probably discuss this again at a future meeting.

16. Deposit/SOAR/Course Clusters

John Mortensen and Lisa Hancock provided information regarding the Course Cluster process for Fall 2005. Suggestions from the meeting (and after the meeting) have been incorporated into the list below.

Student Process

Students will be directed to the SOAR website, which will have a link for University Enrollment Confirmation. From there, a student will do the following:

1. Select the term they will begin attending classes.

2. Submit demographic information (name, address, telephone, etc.)

3. Setup a USU E-mail account (if they don’t already have one) and submit their username.

4. Pay the University Deposit.

5. Register for SOAR.

If request is submitted after May 1, skip to step 18.

6. Submit high school GPA and ACT or SAT scores.

7. Submit AP information.

8. Submit Concurrent Enrollment information.

9. Indicate their intended major.

10. Read Frequently Asked Questions (FAQ) and Answers

The program will check for Honors Eligibility. If not eligible for Honors, skip to step 11A.

11. Automatically put Honors eligible students in HONR 2000.

New Step

11A. Find out if the student is in Army ROTC or Air Force ROTC and let them request related classes.

A choice of Clusters will be displayed, based on a student’s selection of major.

12. Request a one of the clusters listed for the major. English, USU courses and Connections are not included.

If Math is included in the cluster, skip to Step 14.

13. Request a Mathematics or Statistics course (choice of four tracks).

Note: a fourth track was added after the meeting.

a. General Option – lists several math courses and students select based on math background.

MATH 1220H and 2250H will be options for Honors students.

b. Business Option – leads students toward requesting MATH 1050, 1100 and STAT 2300.

c. STAT 1040 Option – leads students toward requesting STAT 1040.

d. MATH 1050 Option – leads students toward requesting MATH 1050.

USU/HONR Breadth Courses will be displayed based on Major, AP background, and Honors eligibility.

14. Request a USU/HONR Breadth course.

Program will determine if student has already satisfied ENGL 1010 based on ACT or AP scores.

Students who do not need ENGL 1010 will skip to Step 16.

15. Request an ENGL 1010 course.

16. Request USU 1010 (Connections).

The next step is helpful for students with a lot of AP or Concurrent Enrollment credits.

17. Request other courses not listed as earlier options.

18. Submit Comments.

19. Students thanked for submitting the Enrollment Confirmation and Early Registration Request.

What we need from advisors to make this work.

Please review the information for the majors you are responsible for in the attached document.

File: 2005 Cluster Draft

Cluster possibilities will be displayed only for the major that a student selects. Only the cluster information will be displayed. The other information is to assist the programmers in creating the website. Please review:

1. The courses offered as part of each cluster. Clusters with numbers were used this year, and the number to the right indicates how many students were registered for that particular cluster. Clusters with a letter of the alphabet were not offered this year, but are suggestions for you for next year. English 1010, USU breadth courses, and USU 1010 were removed from the clusters and students will have an opportunity to select these courses as an add-on to their chosen cluster.

2. Please consider adding clusters for students who may come to USU with a lot of AP or concurrent enrollment credits.

3. Verify if the mathematics procedure for your majors is correct. For example, Engineering has included math as part of the clusters. Most of Natural Resources and Science have done the same. Those who have not included math in the cluster may have their majors go to one of four math options. Please indicate which option you want for your majors.

a. General Option – lists several math courses and students select based on math background.

MATH 1220H and 2250H will be options for Honors students.

b. Business Option – leads students toward requesting MATH 1050, 1100 and STAT 2300.

c. STAT 1040 Option – leads students toward requesting STAT 1040.

d. MATH 1050 Option – leads students toward requesting MATH 1050.

4. Verify that the USU courses listed as possibilities for your majors are accurate. Students will be given an opportunity to select a USU breadth course as an add-on to the cluster. For example, Business students take ECON 1500 (BAI) and either PSY 1010 (BSS) or SOC 1010 (BSS) as part of the major. Therefore, USU 1300 and 1340 will not be listed as options for their majors. Business shows USU 1320, 1330, 1350, and 1360 as possible add-ons to their clusters.

Please submit all changes to John Mortensen by Friday, December 3. The programmers will begin building the cluster website the following week.

CALENDAR

Monday, Dec. 13 9:00 a.m. New Advisor Orientation TSC 336

Thursday, Jan. 20 11:00 am. Advising Coordinating Committee MLIB 204

Thursday, Jan. 27 11:00 a.m. Advising Workshop Series MLIB 204

Scholar’s Day

Mon-Tue, March 7-8, 2005

SOAR - Summer 2005

Tuesday, March 29, 2005

Proposed Policy as of November 16, 2004

Breadth Requirements

(18 credits)

General Education breadth requirements are intended to introduce students to the nature, history, and methods of different disciplines; and to help students understand the cultural, historical, and natural contexts shaping the human experience. Breadth courses also focus on the important cultural, socio-economic, scientific, and technological issues of today’s global community.

Students must take a minimum of 18 total credits, including at least one course from each of the six categories shown below.

At least two of the six breadth courses must be University Studies courses (USU 1300, 1320, 1330, 1340, 1350, and 1360). Students enrolled in the Honors Program may substitute HONR 1300H, 1320H, 1330H, 1340H, 1350H, and 1360H for USU 1300, 1320, 1330, 1340, 1350, and 1360.

Students who previously took USU 1310 (BSC) Integrated Science may use the class to fill either the Life Sciences or the Physical Sciences requirement (i.e., a student could have taken USU 1310 and then select another approved course from either the Physical or Life Sciences). Students who took USU 1310 may repeat the class by taking USU 1350 or USU 1360 only by completing a Repeated Course Form through the Registrar’s Office.

Exceptions for transfer students or students who have earned credit (prior to attending USU) through Advanced Placement (AP), College Level Exam Program (CLEP), International Baccalaureate Organization (IBO), Dantes Standardized Subject Tests (DSST), or concurrent enrollment . Students who have earned credit in five breadth areas, prior to attendance at USU, will only be required to take one breadth course having a USU prefix. Students who have earned credit in all six breadth areas, prior to attendance at USU, will not be required to take a breadth course having a USU prefix.

Students should check with their advisors to determine which AP, CLEP, IBO, and DSST examinations can be used to meet Breadth requirements. Tables are found on pages xx-xx.

Other exceptions. There may be other exceptions to this policy. For example, a student who transfers to USU and has earned credit in five of the six breadth areas, but needs to take a course in the sixth breadth area as part of a major requirement, will not be required to take any USU breadth courses.

Exceptions may be made to satisfy the breadth requirement within a major’s categorization. For example, in order to accommodate students within majors that do not offer an approved Breadth course, an advisor may use a higher numbered course as a substitution (i.e., a higher numbered Physics class might be used to satisfy the Physical Science requirement for an Engineering major). In order to accommodate students within majors that do offer an approved Breadth course, but within the major a student is required to take a significant amount of coursework within the subject matter that does not include the approved Breadth course, an advisor may use a higher numbered course as a substitution. (i.e., a higher numbered Music class might be used to satisfy the Creative Arts requirement for a Music major).

Recording exceptions. When exceptions are granted, it is the advisor’s responsibility to program the exception or substitution within the degree audit program.

Students transferring from USU to another institution. Students who plan to transfer from USU to another institution may request to have an official Letter of Completion sent from USU to the transfer institution. A Letter of Completion may be requested if a student completes the General Education portion of the University Studies Requirements, including a breadth course in all six breadth areas. Students who receive a Letter of Completion and transfer to another institution are not required to complete two USU breadth courses if they are completing a bachelor’s degree at another institution.


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