Council of Academic Advisors
Wednesday, September 10, 2014
8:30 AM, Union Board Room
Present: Laurie Black (Registrar’s Office), Jane Coplan (UAASC), Jeanne Gage (COEHS), Heather Fletcher (UAASC), Jennifer Grimm (Communications), Molly Homer (Honor’s College), Lisa Melz‐
Jennings (Athletics), Tim Johnson (UAASC), Caryn Morgan (CAS), Julie O’Brien (UAASC), Andi Potter (CBT), Estelle Plewa (UAASC), Chris Ramsey (CBT), Jennifer Sandrik‐Rubio (Physical Sciences), Theo Schultz (Pre‐Nursing), Michelle Terry (CBT), Jennifer Tibbitts (BA/BGS), Phoebe Wilson (COEHS), Michelle Yager (UAASC) Guest: Dr. Gary Schmidt I. Dr. Gary Schmidt spoke about the importance of Foreign Languages A handout “Seven Excellent Reasons to Take the Foreign Language Placement Exam!” was distributed (#6 is outdated, the department now has an endowment that will allow them to offer $6,000‐$10,000 in scholarships) This handout was given to students at SOAR to entice more students to take the foreign language placement exam in order to gain the following benefits: placement into an intermediate or advanced language course in order to get free credit for the lower level courses and getting humanities gen ed credit through advanced placement. In addition to the annual scholarship, study abroad scholarships are available … starting this year there is enough money available to possibly fund a student’s entire trip (students do have to be a foreign language major to apply). In 2014, 271 students took a foreign language placement test during SOAR and 28% of these students enrolled in a foreign language class in the fall … the previous summer 275 students took the test and 27% enrolled for a class in the fall. The 2014 increase may be because the department sent an e‐mail to students who tested. To be eligible for a scholarship, students who have a minor in a language not offered as a full major, would need to have that language as their minor and do their coursework in a language offered as a major. Reasons students may not be enrolling in a foreign language class: 
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They didn’t have a good experience in high … a way to get students to see that they might have a better experience in college needs to be pursued Since the foreign language handout was put in students’ drawstring bags, it’s possible they didn’t see it prior to placement testing and didn’t know the benefits of taking the placement exam. Maybe more students would test if parents knew about the scholarships. Foreign language classes often conflict with other 4‐hour classes. The department may look at offering double class period on a M, W, or F late afternoon or separating labs and offering several different options. Making Spanish an FYE option was discussed, since Construction Management could easily fill a section. A student being allowed to only get 9 hours proficiency credit in one area was discussed. An alternative solution to this might be for a student to enroll in a 4th semester language class, and get 9 hours credit for the elementary classes. This would still benefit the university since the student would be taking a class. The Foreign Language Department would need to bring this issue to the forefront as its their program. Caryn Morgan will be the COAA rep on the Foreign Language/Global Issues Ad Hoc Committee. The mission of this committee is not related to the proficiency credit limit. II. Review of Fall Orientation 
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Advisors were unaware of major meeting locations which prevented them from helping lost students get to the correct meeting. Transfer students had to participate in the 2018 picture even though they are not a part of the 2018 class … participating in the picture was the only way they could get the next event in the program. Not as many students came to major meetings as anticipated … this could be a result of not knowing where to go The expectation of major meetings was different for each area Students arrived early for their major meetings without areas reps/chairs/advisors being notified of the schedule change. Some chairs didn’t have any students at their meetings. This may have been the result of the students arriving early, only to find the room locked and empty so the students left. Since some students moved into specialty floors (LLC) early, the departments had already shared their program’s information at the first night dinner and didn’t have new information to present. Living/learning communities arrived on Thursday and had planned activities on Thursday evening and Friday morning. However, many of the students were in Camp Leatherneck and were required to help with move‐in Friday morning, missing the departments program. It would be helpful next year if Housing sent out early move‐in notifications to LLC residents in a more timely fashion. A lot of students reported they were only given a 1‐2 week notice of the earlier move‐in option. It would be easier if people who participated in fall orientation were allowed to be involved in the planning process. If you have any additional comments, send them to Michelle. Issues concerning major meetings should be addressed by the department chairs. III. Review of Opening Semester 
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Due to the Friday move‐in date, there was an increase of students and parents seeking services in advising offices that day. In the future, some advising centers will offer walk‐in hours during move‐in day, if it continues to be during the regular work week. Advisors saw less students coming to campus who had not registered. Advisors were not notified by the Center for International Studies that graduate and undergraduate students would be coming on Friday afternoon to register for classes. Advisors were unprepared, and in many cases, transcripts were not loaded in the system. Chris Ramsey and Caryn Morgan are meeting with the Center for International Studies to discuss this issue to see if a standard procedure can be developed. Chris and Caryn will report on back at a future COAA meeting. IV. PAAs Due September 15th V. Tanner Hall Advising UAASC was approached by Ron Williams and Housing about offering an advising pilot program in Tanner Hall on MTW from 5‐8 pm. Advising, Math Department tutoring and the Writing Center are located in a suite of offices on the first floor in Tanner Hall. Natural science tutoring and social science tutoring will be held on Sundays and Thursdays from 6:00‐9:00 pm. It is anticipated that the UAASC advisors will see students from their own caseloads … but it is also recognized that any student could drop by with advising questions. The UAASC advisors will help students with general advising questions but will refer students to their own academic advisor for program specific guidance. A form has been developed that refers the student to their own advisor. A copy of the form was attached to the agenda. Students who drop in will be instructed to log into STARS and find out their advisor’s name and contact information. They will then be urged to make an appointment with their advisor. UAASC is only acting as a conduit of information for students from other areas, while at the same time meeting their own students and trying to create a positive outreach service for advising. Please send Michelle any program/major/minor information that might be helpful to students. There is a bulletin board located in the Tanner advising office. Send Michelle flyers or announcements that you would like to have on that board. There is also a filing cabinet in the office which is available to store any program/major/minor information that advisors would like to make available to students. Michelle doesn’t know if Ron has reached out to other deans … so feel free to approach your dean about concerns or comments. There is not an expectation of other advisors being involved at this time, but there may be an expectation for new advisors who are hired in the future. It is hoped to eventually schedule meeting times so advisors would know who is coming. Concerns: 
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Students are confused by having an advisor, an FYE teacher, a building connection mentor, and now an extra advisor in the residence halls. This creates an expectation that advisors are interchangeable, which is not the case. This is creating a precedence of meeting students where they want to be met. Since other support offices, such as the Registrar’s Office, are not open at night, many items would need to be addressed the next business day causing a lack of effectiveness and efficiency. There is a security issue of carrying files across campus and other people seeing files with student information. FERPA concerns! Most advising offices are located in their major areas so students have access to them before and after classes. There is a benefit of having a resource area, but people should be hired to specifically man it 
Not all students are in one residence hall Michelle urged that advisors make sure deans know their concerns. Data will be kept about who is coming in and what requests they have made in order to ascertain if we are meeting the needs of our students and if changes need to be made to the program. Pre‐registration advising will be done in offices, not the res halls. UAASC advisors in Tanner Hall, at this time, are Heather Fletcher, Tim Johnson, Renee Simpson, Niall Hartnett … a couple grads may be added in the future. VI. Standing Committee Reports  Committee chairs are being chosen  There was a good turnout for subcommittees VII. CAGAS Report There have only been a couple short meetings so far this year. In general, if students are doing appeals, this committee is looking for specific documentation. One student is currently serving on CAGAS, but another student representative is needed. If you know of a student who would be interested, please send an e‐mail to Jane. VIII. Registrar’s Office  Wednesday, 9/10 ‐Early checkout for FL14 graduation began a. Advisors will be emailed the categories that their graduating advisees fall into before the letters are mailed to students, i.e., FL14, SP15, SU 15. b. Notification letters apprising students that their graduation date is being moved because of deficiencies will be held for a few days in case there are adjustments to degree plans that will allow students to graduate “on time”. c. If a student is moved to a future graduation term and something changes that puts them back to the original term, the advisor must let Donna know. She will not run a subsequent check after students’ terms are moved.  Monday, September 15 – Spring 2015 schedules will be available on Course Search  Commencement Information a. October 6 ‐ 10 ‐ Undergraduate commencement information postcard mailed to prospective graduates b. Thursday, October 23 o Quad Cities Grad Prep Day (1:00 ‐ 5:00 p.m.) c. Friday, October 24 o Deadline for graduation applications to be submitted to the Registrar's Office in order for names to be listed in the Fall 2014 commencement program. o Macomb Grad Prep Day (9:00 a.m. ‐ 1:00 p.m.)  Commencement Weekend Schedule a. Friday, December 19 o 5:30 p.m. ‐‐ Honors Convocation b. Saturday, December 20 9:30 a.m. – Combined Graduate/Undergraduate Commencement Ceremony #1 (General Studies Degree Program, Interdisciplinary Studies, College of Arts and Sciences and College of Business and Technology) o 1:00 p.m. – Combined Graduate/Undergraduate Commencement Ceremony #2 (College of Education and Human Services and College of Fine Arts and Communication) Beginning Tuesday, September 9, if students withdraw from all classes, they will receive a prorated refund. a. If a student drops one or some of his/her classes at this point, there is no refund. b. A student may appeal to Billing and Receivables for a refund only if s/he has not attended the class since tenth day. Monday, November 3 – Advance Registration begins. a. All service members will be given priority registration appointment times beginning with registration for the SP15 semester. o
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IX. College Area News The tutoring website has been updated; the app should go live Thursday, September 11 COFAC is having their back‐to‐school celebration from 11:00‐1:00 tomorrow, September 11. There will be a tent outside Browne Hall … hot dogs will be served, students can draw pictures on the sidewalk, improve, or listen to music. X. New Business The CUPP party is tonight, Wednesday, September 10, on the Sherman Hall lawn; in case of rain, it will be moved to the Union. An email was sent to new freshmen students on Friday, Sept. 5, informing them that they can come to the Registrar's Office and pick up a copy of the catalog. If a student is UNVADV or OAS, he/she may also pick up their catalog at the UAASC Office. There being no further business, the meeting adjourned at 10:05. Respectfully submitted, Debbie Carithers