Advising Coordinating Committee


Thursday, December 04, 2003

11:00 a.m. – Merrill Library 204

MINUTES

Attending: John Mortensen (conducting), Lisa Allen, Dorrie Barnes, Kathy Bayn, Karen Bindrup, Peggy Buttars, Geri Child, Amanda Cram, Glenn Davis, Krystin Deschamps, Ronnie Green, Fawn Groves, Tressa Haderlie, Stephanie Hamblin, Ruth Harrison, Joslyn Heiniger, Peter Kolesar, Marilyn Kruse, Christine Lord, Jana Kay Lunstad, Susie Maughan, Todd Milovich, Cindy Moulton, Betty Murri, Sheri Noble, Darcie Peterson, Karen Ranson, Deborah Reece, Mary Lou Reynolds, Marianne Rich, Lynne Slade, Tami Spackman, Maureen Wagner.

The following sites were logged on: Salt Lake, Tooele, Brigham City

Unable to participate: Josh Hunter, Bob Peterson, Dave Woolstenhulme

Excused: Heidi Beck, Ron Godfrey, Melanie Jones, Bruce Miller, Carol Sainsbury

Informational Items

John apologized for the trouble with the e-mail from the Honors Program. Apparently there was a problem with the attachment that made it undeliverable to several people. The system kept trying to resend the message to everyone on the list. Hence, many advisors received several copies of the message. Hopefully the problem has been resolved and will not occur again.

1. 75 Percent Rule (Financial Aid)

Todd Milovich provided a handout. Some of the information is listed here.

USU Satisfactory Academic Progress Policy. To receive financial aid at USU, student must be making satisfactory progress toward a degree. They must:

1. earn a satisfactory GPA, and

2. complete the appropriate number of credits each term, and

3. must earn at least 75% of the credits they attempt.

4. In addition, students cannot exceed the credit limit set for their degree.

GPA. To be eligible for financial aid, a student must maintain a USU GPA of 2.0 (3.0 for graduate students). If a student’s cumulative GPA falls below 2.0 at any time, he or she will be placed on financial aid probation. Financial aid will be held each term until the student’s grades are posted for the prior semester. If the GPA for the probationary term is below 2.0, the student’s financial aid will be canceled. If a student’s GPA for the semester is above 2.0, but the student’s USU cumulative GPA is still below 2.0, the student will continue to receive aid on probation.

Completing Credit Hours. Students must complete the required number of credits for the kind of aid he or she is receiving. Audits are NOT acceptable. Students who agree to complete an Independent Study course during one semester may be eligible to receive aid for that course.

Earning 75% of Credits Attempted. Students who meet this requirement will be able to complete a degree in six years – the maximum time federal regulations allow a full-time student to complete an undergraduate degree. A student enrolled in 12 credits must complete 9 of those credits with a D or better. Incompletes, Fs, audits, and withdrawals are not earned credits. Students who repeat classes too many times might not meet this requirement.

Total Credit Hours. Students cannot receive aid after attempting 165 credits while working on a first bachelor’s degree, 60 credits while working toward a master’s or second bachelor’s degree, or 120 credits while working toward a PhD---including Fs, incompletes, P/F, re-takes, and transfer credits.

All F Grades. Students who earn all F grades during a term are immediately suspended from further Federal financial aid. Students in this situation must be able to document their attendance in class and meet with their financial aid counselor before being allowed further disbursements of Federal aid. In most circumstances, students are required to immediately repay a portion of their financial aid.

2. Update on University Connections Class

For 2004, Noelle Call noted that Connections would be under the direction of her office. They made a committee of former Connections instructors who helped develop additional models of connections. Models A is a slight modification of the current model. Classes would on Monday, not Sunday, with 6 follow-up sessions during the semester. There will be the same 30 contact hours for 2 credits as before. It has been mandated that by 2005, all freshmen must have a first-year experience course. Model B is 1-credit. Classes will meet twice a week for the first 8 weeks of semester (good for re-entry students, band students, and international students). Model C is ideal for students participating in Leadership House. The week before classes is split between Connections and Leadership House. Model D is a 3-credit course that adds a career component to the Model A example.

Fifty percent of freshman class did Connections this year. It is hoped that number will climb to 75 percent in 2004. Noelle is looking for instructors to assist in teaching the additional students. Advisors who may be interested in teaching Connections should notify Noelle (noellec@cc.usu.edu) of their interest.

For Model A, there will be a literary experience component. Joyce Kinkead will select a book for students to read. The Convocations speaker will be related, in some way, to the book.

3. Graduation Guarantee Program

Wade Oliver noted that there would soon be a link on the University home page to find information regarding the Graduation Guarantee Program. He discussed the Procedure Chart handout and would like to receive comments about it. The following steps were mentioned

1. Student completes the contract course plan with advisor

2. Student visits briefly with Wade to go over contract, signatures are added, student receives photocopy.

3. Advisors and Wade will be checking each semester to be sure students are in correct courses.

4. If student has to change his or her plan, Wade needs a copy of changes. Changes okay as long as they don’t lengthen program (no need for student to see Wade again). When a plan does change, Wade needs a copy of the modified documents with updated signatures.

The sample plans are not binding, as the statement on the bottom of each one notes.

4. International Student Orientation (January 2)

Even though most of USU is closed on January 2, some offices in TSC will be open including Admissions, Registration, Financial Aid, and Advising and Transition Services. The Office of International Students and Scholars will be conducting an orientation that day. International students will not meet with an advisor that day. However, advisors will be given a list of new international students by major.

5. New Advisor Orientation (December 15)

A New Advisor Orientation will be held Monday, December 15 from 8:30 a.m. to 3:00 p.m. in TSC 336. New advisors and front-line office support staff are invited to attend. The majority of the workshop will include presenters from various offices to talk about their services and when it is appropriate to refer students. Please RSVP to John Mortensen (john.mortensen@usu.edu) by Tuesday, December 9, if you plan on attending.

Discussion Items

1. Probation & Suspension

Krystin Deschamps noted that students cannot take distance education or extension courses during the semester following their suspension. Students must reapply when they want to come back to USU. There is a strong possibility that students who are suspended will not be readmitted. Students must include a written letter in their reapplication, discussing why they are better prepared to attend USU in the future. Krystin does a mathematical calculation to determine if it is possible for the student to obtain good standing status within two semesters. The process of approval was discussed; Krystin writes up a Readmission Contract with the student. The goal is for students to earn a 2.5 GPA, not just a 2.0. Mid-term grade checks will be done to help the students succeed. If students don’t meet any terms of their contracts, they will be dismissed by the end of the first semester.

Krystin will be meeting with Dean’s Council to decide on a more uniform notification process for when students are put on probation. If student has 60 or more credits and wants to be readmitted, a committee will discuss student’s situation before a decision is made.

When students are readmitted, they must take 12 credits. Krystin would sign a contract for fewer credits in extraordinary circumstances, and with approval of the committee. Students will be receiving a one-semester provisional admit. Students have to meet the GPA outlined in their contract to continue for a second semester.

No Leave of Absence forms will be approved for students seeking to avoid suspension. Information regarding students being on Leave of Absence is on the 148 screen. John Mortensen will work with the Registrar’s Office to see if he can include a report of students who are on leave with each semester’s listing of students by major.

2. Summer Program

Ruth Harrison discussed the possibility of having more freshman-level courses offered later in the summer for non-resident students to assist them in building the 60 credits needed for residency. Ruth provided a handout of possible courses to offer. Kathy Bayn noted that for many students 13 credits in an 8-week session would be very difficult. Also, in particular programs, the correct classes are not available in summer. Glenn Davis noted that it would be very difficult to staff classes with instructors in late summer. A general consensus was that more offerings in the summer would be beneficial for all students.

3. Placement Testing

Several years ago, placement testing was done in conjunction with SOAR. John Mortensen asked if there is a need to offer placement testing as part of SOAR. Most agreed placement testing should be looked at for Math, and possibly English. John will pursue this and return with some possible options.

4. Review of Course Cluster Information for Students

John Mortensen distributed a draft version of the new brochure that includes information about a University Deposit, SOAR, and Course Clusters. A copy was given to each of the college advising representatives to review. John has asked the advisors to provide any feedback to him by Friday, December 12. Feedback is especially needed for the registration form that students will be returning.

CALENDAR
Monday, December 15 8:30 - 3:00 New Advisor Orientation TSC 336

Thursday, January 15 11:00 – 12:15 Advising Coordinating Committee MLIB 204

Thursday, January 22 11:00 – 12:15 Advising Workshop Series MLIB 204

“Family Educational Rights & Privacy Act (FERPA)”

Thursday, February 12 11:00 – 12:15 Advising Coordinating Committee MLIB 204

Thursday, February 19 11:00 – 12:15 Advising Workshop Series MLIB 204

“Advising Students with Disabilities”

Wednesday, March 3 USU Career Fair TSC

Wed-Fri, March 3-5 NACADA Regional Conference St. George, UT


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