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College of Health Sciences
Undergraduate Student Services - Academic Advising Standards
Prepared by: Debbie Allen, Academic Program Manager
Created: 04.16.2014
Last Updated:
Students usually contact their academic advisors with three basic types of requests:
• Short-term Assistance: approval of class schedules, confirmation of graduation requirements, etc. The academic advisor needs a working knowledge of the curriculum, institutional
procedures, course sequences, and degree requirements.
• Information: where to go for financial aid, what the job market is for specific majors, how to get involved in campus activities, etc. The academic advisor needs to be current on
university services and opportunities.
• Long-term Assistance: developing an educational plan, choosing a major/minor, evaluating personal skills, academic challenges, social/personal problems, etc. The academic
advisor needs certain helping skills. These include the ability to listen and respond in a manner that can help the student explore, understand, and solve his/her own problems. Also,
the advisor must know when it is appropriate to refer a student to someone else for assistance.
Advising Sessions – Key Elements
Within the advising session, you should take the lead in establishing a rapport and structuring the interaction. Your advising session should include (but is not limited to) the following
elements:
• a welcoming greeting of the student as a person
• clarification of the meeting’s purpose
• assessment of the students’ degree of preparation
• assistance and information delivery
• clarification of the next steps
• foundation for next meeting
• closure
Here are some questions you may want to ask an advisee at the first advising session:
1. What do you hope eventually to do with your life?
2. Why did you choose to come to the University of Delaware?
3. How did you choose your program of study and why?
4. Are there any special situations that we need to consider in planning your educational program?
5. What, if anything, worries you about your college career? Or, do you have concerns about adjusting to the University?
6. How can I as your advisor help you most?
Advising Notes
Advising notes help to track your interactions with your advisee so that you know that you discussed certain topics or concerns. Reviewing advising notes prior to a session helps you be more
effective in carrying out your advising responsibilities. Using the online Advising Notes system can be helpful as all of your notes are in one place, as well as notes others (the Dean’s office,
minor advisor, previous major advisors, etc.) who have had contact with the student.
Common Requests and Concerns
As an academic advisor, you may be consulted by your advisees for help with a variety of concerns. The tables below identify five types of concerns:
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•
•
•
•
•
Registration/Enrollment
Grade-related issues
Curriculum-related issues (majors, minors, and requirements)
Credits from other sources
Student status and academic performance (academic difficulties, probation, leave of absence)
Your role is not to make decisions for the advisee, but to assist them in identifying and considering issues related to each concern. For each action listed below, questions suggest related
points for students to consider. This list is by no means comprehensive, but will provide you and students with starting points for meaningful conversations during the advising session.
v Registration/Enrollment
Registration/Enrollment
Issue
Add/drop a course during the
Free Drop/Add period
Add a course after the Free
Drop/Add period
Some considerations to discuss
Required form(s)
and/or source
* Why do you want to add/drop this course?
* How will taking/dropping this course affect your other
courses this semester?
* If adding, will you be able to handle the additional work? If
dropping, will you devote more time to other courses?
* How will adding/dropping this course affect your schedule
in the future? (Example: affects course sequence or
prerequisites for another course)
* Is this a required course? If needed, will this course be
offered in a future semester?
* Will dropping a course impact the continuation of a
scholarship, military benefits, or athletic eligibility?
n/a
* Why do you want to add this course?
* How will taking this course affect your other courses this
semester?
* Will you be able to handle the additional work?
* How will adding this course affect your schedule in the
future? (Example: affects course sequence or prerequisites
for another course)
* Is this a required course? Will this course be offered in a
future semester?
Course Permit Form
(Drop/Add) – may be
found in Web Forms
(paper forms are no longer
available)
Notes
In most cases, a student can do this on-line via UDSIS, with no
department or instructor approval required. In some instances
approvals may be needed to override closed enrollment,
enrollment restrictions, course overloads, or other situations.
Students can make changes to their class schedules during this
time without charge or penalty.
Reminder: If credits exceed 17, student must pay per credit for
additional credits. If students wish to enroll in more than 18
credits for fall or spring semesters or more than 7 credits in
winter or summer sessions, permission is required from the
CHS Undergraduate Student Services office.
Click this link to go to the Registrar’s webpage on Course
Permit Form instructions:
http://www.udel.edu/registrar/helpdocs/coursepermit.html#befor
e-acpen
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Drop a course following the
Free Drop/Add period through
the Academic Penalty Date
Request to add or withdraw
from a course after the
Academic Penalty Date (Late
Registration Period)
* Why do you want to drop this course?
* How will dropping this course affect your other courses this
semester?
* How will dropping this course affect your schedule in the
future? (Example: affects course sequence or prerequisites
for another course)
* Is this a required course? If needed, will this course be
offered in a future semester?
* Will dropping a course impact the continuation of a
scholarship, federal financial aid, military benefits, or athletic
eligibility?
* What is the circumstance for the request?
* Can supporting documentation be provided?
* Have you discussed the situation with your instructor? If
so, is an Incomplete Grade an option?
* If you receive federal financial aid, a scholarship, VA
educational benefits, or are an athlete, how will adding or
withdrawing from courses affect your enrollment and/or
financial status?
n/a
While not required, students sometimes seek the opinion of an
advisor before dropping a course. If they are dropping or
withdrawing from all classes, they must submit a Leave of
Absence & Withdrawal Notification Form. Students should be
referred to the CHS Undergraduate Student Services office to
discuss withdrawal from all courses.
During this time, class withdrawals incur a processing fee, a
grade of "W" on the student's record and tuition is charged (no
refunds). Students are financially responsible for tuition
charges.
n/a
Good practice: Have the student consider options other than
withdrawal such as changing grading status or changing to
Listener status. When in doubt, feel free to consult with CHS
Undergraduate Student Services – calling while the student is in
your office is best as we are likely to be able to give you an
answer in real time.
A student will be allowed to withdraw from a course or change
registration after the academic penalty deadline only for
circumstances beyond the student's control. These may include
illness, death of a relative, family problems or emotional
difficulties. Less than desirable academic performance is NOT
an acceptable reason for withdrawing from courses or changing
registration status after the academic penalty period.
Documentation is required and must prove the circumstances
are pertinent, unanticipated, and are of such nature and
longevity to prevent a conscientious student from completing
course work. Employment conflicts must be documented by the
student's employer and indicate relevant dates. Physical, family
or emotional problems must be documented by a healthcare
professional or by legal documentation, such as a death
certificate. Notes from parents, guardians, spouses or faculty
will not be considered except in conjunction with the
documentation listed above.
All requests must be submitted in writing to the CHS Assistant
Dean of Student Services.
Courses dropped after the Academic Penalty deadline are NOT
eligible for a tuition refund. There is a one-time $25 processing
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fee per term for schedule changes made after the free drop/add
period.
Register for an online course
Register for a closed course
section
n/a
Same questions as for adding a course.
n/a
There are some restrictions for enrolling in online courses. Click
this link to go to the Registrar’s webpage on Registration
Permission Guidelines for UD Online Courses:
http://www.continuingstudies.udel.edu/info/permission.html
Reminder: Students do not need permission to take online
courses in summer or winter, unless they are on probation. If a
student is on probation and wants to take an online course,
he/she would need to be referred to CHS Undergraduate
Student Services for a decision about whether an online course
is appropriate.
Prior to start of term, consider waitlist option if available by
department.
Obtain approval from instructor.
Add a course without meeting
a stated prerequisite
Override a schedule conflict
NOTE: It is rare that students are
permitted to do this except in
situations where there are conflicts
with common exam times.
* Why do you feel you are ready to take the course without
having the prerequisite? Prerequisites are in place for a
reason – the likelihood that you would be able to register for
a course without completing them is slim.
* Have you spoken with the instructor to be sure you have
the necessary skills and knowledge to handle the course
work?
* Do you have plans for filling in gaps that may come up,
such as self-study or getting tutoring?
* How much do the two courses overlap?
* How much additional time is needed to get from one
classroom to the other?
* How do you intend to handle the conflict? (getting notes
from other students; watching class videos; attending office
hours; other)
* Have you spoken with both instructors to confirm that they
approve of early departure/late arrival?
UDSIS (View Unofficial
Transcript or Course
History)
Verify prerequisites needed for course.
n/a
If the student has the permission from both instructors
regarding the time conflict, refer student to the Registrar’s
Office for permission to override a schedule conflict.
Confirm that student does or does not satisfy prerequisite by
checking student’s academic transcript. If the student does
actually have the prereq course, assist the student in registering
(this may mean contacting someone else in your department). If
you are not able to assist the student in registering, refer to the
appropriate department.
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Register for independent
study
Request credit overload
Register for a graduate
course
* How will you structure the work so that you complete it with
minimal supervision?
* Have you found a faculty member willing to work with you?
* Are you hoping to substitute this for another course, or
program requirement? If so, why do you think this would be
a better approach to the subject matter?
* Why do you want to take the extra credits? (If financial,
suggest meeting with a Financial Services Specialist; if to
make up for courses dropped or failed, explore the other
questions carefully.)
* This is a heavy course load. How will you handle the extra
work?
* How good are you with time management? Do you think
you can be diligent enough to complete all the course work?
* If student receives federal financial aid funds, a
scholarship, VA educational benefits, or is an athlete, how
will additional credits affect their financial status?
Independent Study Form
Click this link to go to the Registrar’s webpage on Independent
Study Form:
http://www.udel.edu/registrar/helpdocs/indstudy.html
17 credits for first-year students or 18 credits for
upperclassmen; Students are never allowed to register for more
than 22 credits - even if some courses are completed on a
Pass/Fail or Auditor (Listener) basis. Additional tuition must be
paid when registering for more than 17 credits.
For consideration, students must have a 2.5 or better
cumulative GPA and a 3.0 or better GPA in his/her most recent
semester. Credit overloads are reviewed and approved by the
Assistant Dean of Student Services. Students can email chsadvise@udel.edu with their requests. NOTE: Freshmen are
rarely approved for overloads.
Discuss all course selection options with student.
* Is student in a BS to MS program where he/she is required
to take graduate-level courses?
* Why do you want to take the graduate course?
* How do you plan to handle the additional commitment of
time and energy that a graduate course requires?
Department/instructor approval required.
v Grades
Grade-related Issue
Take a course pass/fail
Some considerations to discuss
* Why do you want to take the course pass/fail?
* Is this a required course for your degree? (if so, usually
cannot take it P/NP)
* Are you thinking of changing majors? If so, could this
course be required for that major?
* How many other courses have you taken P/NP? (confirm
University limitations on number of credits allowable as
P/NP)
Required form(s)
and/or source
UDSIS Web Reg
Notes
Some courses are offered only on a pass/fail basis. In addition,
each semester matriculated students have the option to take
one course that is offered on a letter-grade basis on a pass/fail
basis. The total number of credits earned on a pass/fail basis
may not exceed 24 in the baccalaureate degree program,
excluding those courses that are graded pass/fail only.
In most instances a pass/fail course can only be used as a free
elective. A course taken on a pass/fail basis cannot be used to
fulfill the University multicultural requirement and University
Breadth requirements.
Even when students complete a course on a pass/fail basis, the
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Remove a pass/fail
designation
Request a grade of
Incomplete in a course
* Why did you originally want to take this course pass/fail?
* What has changed that has you wanting to take this course
for a grade?
* Have you been keeping up on all the coursework? What
have been your grades in the course assignments so far?
UDSIS Web Reg
* Why are you thinking of taking an Incomplete on the
course?
* Have you talked with the instructor about your concerns?
* How will you make up the work?
* Will you be able to complete course projects on your own?
University Academic
Catalog
instructor will assign a regular grade. If the student has a grade
of A, B, C or D (plus or minus), a grade of P will be listed on the
report of grades and on the transcript. If the student receives a
grade of F, it will be recorded on the permanent record. A
passing grade will not be counted in the GPA. A failing grade
under the pass/fail option will be counted in the GPA.
Prior to the academic penalty date, student may change
grading status in UDSIS.
After the academic penalty date, student would need to submit
a request to the CHS Assistant Dean of Student Services
(same as requesting to withdraw from a course after the
academic penalty date). Students who wish to make changes
for courses in earlier terms must contact the CHS
Undergraduate Student Services office to discuss. This requires
a petition to CURC and must be accompanied by appropriate
documentation (there are no guarantees regarding the
outcome).
A temporary grade which may be assigned when a student has
permission of the instructor to complete requirements within a
short time after the end of the course. (This grade is not used
when a student’s work is qualitatively deficient.) The I grade
must be removed no later than the end of the first two weeks of
the semester immediately following the course in question. At
the end of this period unresolved incomplete grades become
Failures.
The decision of whether or not to grant an Incomplete grade is
at the discretion of the course instructor. Any request for an
Incomplete must specify work to be completed, dates by which
the work will be completed, with both the instructor and student
in agreement.
Appeal a course grade
* Have you discussed your concerns with the instructor? If
so, what did he/she say?
* Why do you feel your course grade is incorrect?
* What have your grades been on course assignments?
* What does the syllabus say about grading policies?
* What documentation do you have available (such as
graded tests, returned projects) to show that you have
Student Guide to
University Policies
Depending on the student’s situation, an instructor may
consider extending an Incomplete grade.
The Student Guide to University Policies outlines a grade
grievance process. Click here:
http://www.udel.edu/stuguide/13-14/grievance.html#grades
Students who have questions about the grade grievance
procedure may contact the Assistant Dean of Student Services
for additional information.
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earned a higher grade?
v Credits From Other Sources
Credits from other sources
Request credits for Advanced
Placement (AP) courses
Some considerations to discuss
* How much do you feel you learned in the course?
* How well did you understand the course material?
Required form(s)
and/or source
n/a
Notes
Student must request the College Board Advanced Placement
Program to send their AP scores to CPLS.
Refer to the AP score equivalencies for approved credits
provided by Admissions:
http://www.udel.edu/admissions/for/advanced.html
Transfer credits from another
college after matriculation
* Why do you want to take this course at another school?
* How do you hope to use this course towards your degree
requirements?
* Did you have this course approved in advance for transfer
credit?
* Do you understand that the grade for a transferred course
will not show up on your transcript, and will not be calculated
into your GPA?
* Will this course exceed the maximum credits allowed for
meeting degree residency requirement?
Transfer Credit Evaluation
Form (TCE)
Completed TCE Forms are submitted to CHS Undergraduate
Student Services for review/signature.
Transfer Matrix
(Registrar’s Website)
Good Practice: Discuss University Residency Requirements.
Residency Requirement
v Curriculum (Majors, Minors, and Requirements)
Curriculum-related Issue
Substitute a different class for
a required course
Some considerations to discuss
* Why do you feel that this course should be allowed as a
substitution for the required course?
* Describe the course for me, and explain why you think it
gives you the same preparation in skills and knowledge as
the required course.
Required form(s)
and/or source
Course Substitution Web
Form
Notes
Students who are interested in a substitution for a major
requirement should be referred to the appropriate person in
their major department. Minor substitutions are approved by the
minor coordinator. Course substitution web forms are routed to
and processed by the CHS Undergraduate Student Services
office.
Substitutions for University and minor requirements are
reviewed and processed by the Registrar’s Office. Substitutions
for University requirements may be initiated only by the
student’s Assistant Dean’s office.
A course substitution is automatically noted in Advising Notes
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Manager.
Waive a program requirement
* Why do you feel that this requirement should be waived?
* What other course(s) or experience do you have that you
feel gives you the same preparation in skills and knowledge?
Approved waivers or changes to a major requirement or
department breadth requirement must be submitted by the
department contact to CHS Undergraduate Student Services
via the appropriate web form.
Waivers or changes for University and minor requirements are
reviewed and processed by the Registrar’s Office. Waivers for
University requirements may be initiated only by the student’s
Assistant Dean’s office.
Change major
Add second major
Add a minor
* Why are you considering changing your major?
* Which courses have you most enjoyed so far? What do
you think your strengths are?
* What types of careers are you considering?
* What challenges do you think you may face?
* Are you prepared to have to take additional courses and/or
lose credits to pursue this new major?
UDSIS Student
Center/Academics/What-If
UDSIS Change of Major,
Minor, Concentration and
Graduation Term Form
* Why are you considering adding a second major?
* How will the addition of a second major affect your course
load or time in school?
* Have you reviewed the requirements for the second major?
* How do you plan to meet the requirements for the other
major?
UDSIS Student
Center/Academics/What-If
* Why do you want to add this minor?
* Have you explored the requirements for a minor? Will
those requirements require additional courses or credit
hours?
UDSIS Student
Center/Academics/What-If
UDSIS Change of Major,
Minor, Concentration and
Graduation Term Form
UDSIS Change of Major,
A waiver or change is automatically noted in Advising Notes
Manager.
In UDSIS, do a “What If” analysis for new major so that student
knows how current course work meets/not meets courses
needed for degree completion.
Click this link to go to the Registrar’s webpage on Internal
Transfers/Changing Majors:
http://www.udel.edu/registrar/students/restmajorsinfo.html
You may also refer students to the department where their
desired major is housed for information/advisement. You may
also refer students to their current Assistant Dean’s office if a
student is truly undecided about what they would like to pursue.
In UDSIS, do a “What If” analysis for new major so that student
knows how current course work meets/not meets courses
needed for degree completion.
Click this link to go to the Registrar’s webpage on Internal
Transfers/Changing Majors:
http://www.udel.edu/registrar/students/restmajorsinfo.html
In UDSIS, do a “What If” analysis for new minor so that student
knows how current course work meets/not meets courses
needed for degree completion.
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* Is a minor required for your major?
Change expected graduation
term
Minor, Concentration and
Graduation Term Form
UDSIS Change of Major,
Minor, Concentration and
Graduation Term Form
If it appears that a student cannot realistically complete degree
requirements by the expected graduation term noted on their
academic record, it should be changed.
Required form(s)
and/or source
Leave of
Absence/Withdrawal Form
Notes
v Student Status/Academic Performance
Student Status/Academic
Performance Issue
Request leave of absence
(prior to the start of the term
in which the leave is desired)
Some considerations to discuss
* Why do you want to take a leave of absence?
* Have you discussed this with your parent(s)? What
concerns might your family have?
* Situations such as family, health, or financial issues should
be explored, with possible referrals to other resources for
assistance.
* If the concern is grades in a course, review considerations
listed for dropping or withdrawing from a course. Also
explore referral for time management help or tutoring
services.
A student may wish to take a leave from school for personal,
family, health or financial reasons. In this situation, the student
should contact CHS Undergraduate Student Services.
Only medical leave, military leave and educational leave require
supporting documentation and are recorded on a student’s
record.
Medical leave requests are handled by the Dean of Students
office but you may certainly refer students to the CHS
Undergraduate Student Services office as well. We can discuss
the effects on their progression, other academic options, etc.
Reminder: If student is doing a study abroad, a Transfer Credit
Evaluation form must also be submitted.
Request withdrawal from the
University
Return from leave of absence
* Why do you want to withdraw from the University? * Have
you discussed this with your parent(s)? What concerns
might your family have?
* Situations such as family, health, or financial issues should
be explored, with possible referrals to other resources for
assistance.
* If the concern is grades in a course, review considerations
listed for dropping or withdrawing from a course. Also
explore referral for time management help or tutoring
services.
As an advisor, you will probably not be consulted about the
decision to return to school. Here are some items to discuss
in your first session after the leave.
* Welcome back! What did you do during your leave?
* Which courses are you thinking of taking this semester?
Leave of
Absence/Withdrawal Form
A student may wish to leave UD for personal, family, health or
financial reasons. In this situation, the student should contact
the CHS Undergraduate Student Services office.
Medical leaves are approved Dean of Students office. You may
refer students to that office directly or to the CHS
Undergraduate Student Services office and we can refer.
If a student has formally been placed on Leave of Absence
(UNIV 500) or simply took time off, there is no form to complete
to return unless the time away has been longer than 15 months.
If the absence was longer than 15 months, student will need to
apply for readmission.
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* Do you feel you’re ready to handle that course load?
Click this link to go to the Registrar’s webpage on Apply for
Readmission:
http://www.udel.edu/registrar/students/forms/reapply.html
If a student left for medical reasons or was on a medical leave
of absence, he/she must first contact the Dean of Students
office to be cleated to return.
Placed on academic
probation
Academic dismissal from
university
Academic Honesty/Plagiarism
CURC Petition
* Discuss situations that caused student to perform poorly.
At the end of fall and spring semesters, the Registrar’s office
provides a list of students who have not met the university’s
retention standards.
Students are notified by the Assistant Dean of Student Services
via letter and email.
Academic Dismissal – Student did not meet the University’s
retention standards. The Registrar’s Office notifies student via
letter.
* Discuss situations that caused student to perform poorly.
* If you are contacted by an advisee who has been accused
of academic dishonesty or plagiarism, you should question
the student to obtain as much information as possible about
the occurrence and refer students to the information in the
Student Code of Conduct about the process for adjudicating
such situations.
University Catalog
Students will be invited to attend an end-of-term meeting to get
information on dismissal process.
How to Advise Students Accused of the “P” Word
(http://www.nacada.ksu.edu/ePub/AAT35-1.htm#9)
Student Handbook
Link to Student Code of Conduct:
http://www.udel.edu/stuguide/13-14/code.html
The University of Delaware's Committee on Undergraduate
Records and Certification (CURC - pronounced "Kirk") is an
administrative committee that has two main functions:
•
•
Review of student academic records at the end of fall and
spring semesters to determine academic standing (good
standing, academic probation, and academic dismissal).
Review of requests for changes to the academic record
from students who have experienced academic difficulty
because of documented extenuating circumstances,
including serious illness, chronic disability, serious family
problems, and similar situations.
CURC meets monthly, except during August, with extra
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meetings in January and June to review end-of-term records.
The committee members include administrators and faculty.
Because students do not contact Committee members directly,
the names of the members are not published (see Procedure
for Submitting Requests).
Click this link to go to the Registrar’s webpage on CURC –
Committee on Undergraduate Records and Certification:
http://www.udel.edu/registrar/students/curc.html