Conversion to Semesters
Project
Individual Advising Plan
(IAP)
November 1, 2010
Individual Advising Plan
(IAP)
System Goals
• Provide a standard method for advising students as
they transition from quarters to semesters.
• Through this standard method, give all colleges a
mechanism to uniformly adhere to the Pledge to
Students …
– No loss of academic progress
– No delay to degree completion
– No increased costs for degree completion.
IAP Preparation Tasks
• Provide Web exceptions process (complete; Dec 2009)
• Train Advisors on Web exceptions process (started Apr 2010)
• Associations feature in UniverSIS enhanced to allow for
advisors to be assigned to students (complete; Aug/Sep 2010)
– Some departments in A&S, RWC, DAAP, CCM, and Business are taking
advantage of the new Associations feature and making advisor to student
assignments. (on-going)
– This information is being used now for students to schedule advising sessions
with advisors using Starfish scheduling system in Blackboard.
IAP Preparation Tasks
• Departments specify requirements for new semester
programs in e-Curriculum (P-1). (in process)
• Encode semester programs for semester degree audits. (in
process)
• Enhance the Interactive Web Audit (in process)
–
–
Planned courses (Course Cart functionality)
NCAA requirements
• add number of credit hours required and earned-to-date to the degree audit.
• Students review and verify all their recorded programs, not
just their primary program. (planning underway)
–
Display Programs and Advisor Name on student Onestop under My Information:
• all student acad programs (15BA, 15MIN, etc.) with acad areas (ENGL) and – if
available, associated advisor (name and phone)
• ask students to verify their information online
IAP Basic Requirements
Overview
• Expect an IAP to be created for any student who has
declared an academic program.
• Provide control of IAP process for advisors.
• Advisor produces the IAP document and approves.
• Mail a notice to the student electronically when IAP is
available. Copy IAP advisor.
• Provide approvals through an electronic signature
process.
• Provide views of IAP document and IAP progress
information.
IAP Basic Requirements
• Expect an IAP to be created for any student who has
declared an academic program.
–
–
Declared minors and certificates will be included in the IAP if they are embedded in the
degree audit for the major program.
Dual majors and dual degrees will be managed by the designated advisor using this
process:
• runs audits for both degree programs
• uses the default audit that Darwin gets from UniverSIS (there is a routine that
provides the program to Darwin) or overrides the default with the program audit
that the advisor chooses
• coordinates with any other advisor, if necessary
• makes notations (in notes sections) about the second degree and subsequent
audit results
• calculates the agreed completion term considering both audits
• records the calculated term in the system (system will convert to expected
completion date), and,
• arranges for the second degree audit to be manually scanned into the imaging
system (optional, advisor/college discretion).
IAP Basic Requirements
• Provide control of IAP process for advisors
– Access to a list of students (My Advisees) assigned to each
advisor will be provided when the college or department is
using UniverSIS Associations feature to make assignments.
– If the college is not using UniverSIS for advisor/student
assignments, then an advisor will simply request a student
(by UCID) and will be given authority for that student’s IAP for
the remainder of the processing.
– Advisor can indicate if student is required to meet with
advisor before student can approve IAP.
IAP Basic Requirements
• Produce the IAP document --- a basic degree audit with:
– advising notes
– an indication of which academic programs are covered by the
IAP
– expected completion date
• recalculated considering student’s current academic
status and semester program
• opportunity for advisor to override calculated completion
date based on student-specific circumstances
– electronic signatures and approval dates
IAP Basic Requirements
• Mail a notice to the student electronically when IAP is
available. Copy IAP advisor.
• Provide approvals through an electronic signature
process
– the electronic approval flow – one advisor, an optional administrative or
faculty approver, and the student (in that order).
– Colleges whose students have more than 1 academic program or needs for
more than 2 people to “touch” the IAP will have to determine some internal
way to manage the workflow of any additional “approval”.
– to assure the electronic signature is appropriate, an e-mail will be sent to the
student with verification link, “Yes, I approved my IAP” before approval of
IAP is noted. Send e-mail to IAP Advisor when student has approved their
IAP.
– record approval date for each approver.
IAP Basic Requirements
• Provide views of IAP and progress information
– For students via OneStop “View My IAP”
– For advisors from Advisor Toolbox and/or the Document
Imaging System
Advisor:
Looks Up Advisees
Runs A Semester
Audit
Reviews Audit and
Adds Exceptions
Advisor Toolbox
Completes Audit for
IAP Processing
Determines expected
graduation date
Adds notes
Indicates if student
meeting is necessary
Approves IAP for
distribution to student
Degree Audit
System
Student:
Receives e-mail
to review IAP
Reviews IAP
OneStop
Schedules
Meeting
Attends Meeting
Approves IAP
Blackboard
IAP Development Timeline
•
Spring 2010- Fall 2010: Requirements planning
– Oct 2010: IAP Requirements Signoff complete
•
Fall 2010 - Spring 2011: Build a system to include the basic IAP requirements using Advisor Toolbox
– Dec 2010: Analysis and Design (in process)
– Mar 2011: Expose Advisor Toolbox prototype of screens and workflow to Advisor Sub-committee
– May 2011: IAP system complete (ready for advisor training)
•
Fall 2010 - Spring 2011: Provide e-Curriculum A-1 modifications
– Nov 2010: Requirements being discussed
•
Summer 2011: Advisor Training on IAP process and associated Advisor Tools conducted
– Aug 2011: Training Complete
•
Fall 2011: Semester Conversion IAP’s begin
– Sep 2011: Provide OneStop ‘View My IAP’ and ‘Approve My IAP’ (for students)
•
Winter 2012: Fall 2012 Registration begins
– Jan 2012: Implement warnings during Registration process
Issues
– Training Schedule
• Are you committed to the time required for IAP training next summer, JunAug 2011?
• What are some of the conflicts?
– Defining the advising tools in eCurriculum (A-1)
• We will need a subgroup to help define the requirements for the information
needed by advisors to support the IAP process.
• Any volunteers?