Council of Academic Advisors
Wednesday, October 8, 2014
8:30 AM, Union Board Room
Present: Laurie Black (Registrar’s Office), Tessa Black (UAASC), Sue Dagit (Registrar’s Office), Jeanne Gage (COEHS), Heather Fletcher (UAASC), Jennifer Grimm (Communications), Molly Homer (Honor’s College), Kim McDaniel (Study Abroad), Lisa Melz‐Jennings (Athletics), Caryn Morgan (CAS), Ronald Pettigrew (BA/BGS), Estelle Plewa (UAASC), Jennifer Sandrik‐Rubio (Physical Sciences), Theo Schultz (Pre‐Nursing), Michelle Terry (CBT), Phoebe Wilson (COEHS) Guest: Magdelyn Helwig I.
Guest – Magdelyn Helwig English 180 desk copies are put on reserve at the library; however, not all areas can get desk copies anymore and some textbooks are digital. English Placement for International Students There was a problem with some students who came out of WESL who did not get placed into English 100. If you are working with a student coming out of WESL and they do not have an English 100 placement on MVS, please let Magdelyn know so she can make sure the student gets into the correct class. Students placed into English 100, however, can possibly get into English 180 by providing a portfolio. International students who don’t go through WESL should be placed into an English class through their ACT scores, which is the same process as other students. If they do not have ACT scores, the student should see Magdelyn about placement. For these students, she usually tells them to register for English 100, provide a portfolio, and the placement can be changed, if needed. It was questioned if the holds for international students who graduate from WESL on Thursday and register on Friday would be in place before students registered since, if there is no hold, the student can easily register for English 180. Magdelyn will talk to David Bell again; he has assured her the hold will be in place by registration. Students are placed into English classes through their ACT scores. This summer the cutoff was changed from 18 to 17, which has worked out well. Word‐of‐mouth information about submitting portfolios for placement into English 180 seems to be working. Western Writes! Faculty Senate asked for faculty ideas on new initiatives that could be implemented that would impact students across campus. English is thinking about creating a writing institute that would pull together writing areas across campus, both academic and extra‐curricular, with the idea of providing better coordination and promotion of writing initiates. A proposal is in the process. Magdelyn will send the proposal, once finalized, to Michelle to distribute to advisors before it is sent to Faculty Senate, asking for endorsement and support if advisors agree that it is a good idea. The institute wouldn’t be an academic unit … there would be a director (faculty member) who would remain tenured in his/her department but who would report directly to the Provost so that there was some administrative oversight for it to remain faculty‐driven. Thy are not asking to hire a new faculty member, but would like to hire a GA. Areas to be targeted, in helping to centralize writing areas, would be campus writing centers, WID courses, writing programs (English 100, 180, 280), gen ed classes, classes where students have to submit a writing portfolio as part of their program requirement, FYE classes, extracurricular writing, etc. Other universities have similar initiatives. It was suggested to include in the proposal why this is better and stronger than what is presently in place and, since in the submission guidelines it is stated that a budget needs to be attached, to prioritize expenditures, with what will be funded in phases where each year continues to grow on the next. This initiative would only make recommendations to areas already in existence and each area would have a representative on a governing committee. Any questions can be addressed to Magdelyn. II. Housing & Dining Academic Initiatives Committee Report Advising in Tanner Hall is ongoing. The effectiveness of this pilot program is constantly being evaluated. They are also trying to get publicity out so more students know about these services. This has been advertised to UAASC students, but there has been a lack of marketing. Students will be notified by flyers within the residence halls, digital screens, RAs, and a flyer will be sent to advisors. III. UHDS Academic Resource Fair The resource fair will be held on Tuesday, October 14th, 11 am‐1 pm There will be tables set‐up for areas on campus. This is predominately slated for on‐campus students and is presented as an opportunity to get resources out to students and also to advertise majors in colleges, help centers, tutoring. IV. Standing Committee Reports Professional Development and Networking No report Campus Affairs and Public Relations … Kelly An e‐mail was recently sent to the list serve about advisor visibility on campus. Campus Affairs is trying to get advising into the public eye. There are only four people presently on the committee, Andrea Riebling, Kelly Morris, Jane Coplan, and Ellen Poulter. There is presently no chair. It is hoped more people will join the committee, since the more people on the committee the less work everyone has to do. The committee meets every couple weeks. They really want to change things around and see how much they can do to make advising more visible on campus. One of the things they really wanted to do was to have advisors go to different areas on campus, such as going to residence halls or the Union for lunch or attending athletic events, wearing a simple t‐shirt with “academic advisor” on the front and the advisor’s name on back, with the hope that students will identify with advisors. The committee would welcome more ideas. They wanted to have a portion of the $12 cost of these t‐shirts funded through COAA funds, but state funds can’t be used for wearing apparel. It is hoped that someone might consider making a donation of a lump sum of money so everyone’s cost could be lowered. It was also suggested that these could be worn at SOAR next year. It was determined that everyone preferred a cotton polo shirt rather than a t‐shirt. Kelly will check on prices. Six advisors have signed up for Big Pink Volleyball, but need 10 people are needed to form a team. Ellen Poulter has covered the $5 entrance fee for the first 5 who signed up. Please sign up and be thinking of a team name. Kelly sent around an e‐mail asking for ideas about events in which advisors might like to participate. Extra copies were passed around and collected by Estelle at the end of the meeting. Books purchased from the “textbook fund” will be put on reserve at the Library. The Bookstore will be consulted about which books are most used. Student book scholarships were discussed and the issue was helping one student through a scholarship rather than many students when the book is on reserve at the Library. Hopefully this will be on ongoing process. Interlibrary loan could help students … have students check I‐Share on the Library website. A raffle at every SOAR session with prizes at the end and the rest of the money going toward purchasing books was discussed. Prizes might include community gift certificates, a ticket toward a campus event, etc. No professional clothing drive will be held this year. It was suggested that a garage sale with all proceeds going toward the book sale be held at the Union. Another idea might be charging student $5 for a table where students would sell to other students, possibly at the end of the semester, with the money for the tables going to the textbook fund. Awards and Recognition … Jennifer The September advisor of the month has been selected but has not yet been notified … .after notification, an announcement will be made. The October notice has been sent out. The committee will work with Campus Affairs & Public Relations about getting a press release out about award recipients. Assessment … Jennifer Sandrik The committee is planning on keeping the survey going. They are also looking at potentially doing small student focus groups where they would ask specific questions. Technology The committee is at a standstill until they identify appropriate people to see on campus for specific technology issues they are looking to implement. V. CAGAS Report … Jane No report. VI. News from the Registrar’s Office … Sue o Early Warning Grade screens opened on Monday, October 6, and will close on Monday, October 20, at 4:30 p.m.  Early Warning Grade reports will be generated overnight 10/20‐21, so you may get more calls and contacts that week. o Registration holds are now on for transfer students who have not submitted a final transcript. o If you have an advisee whose registration appointment should be moved because of veteran (or non‐veteran) status, please email me.  Reminders: o Commencement Information  October 7 ‐‐ Undergraduate commencement information postcard mailed to prospective graduates  Friday, October 24 1. If no permanent grade is received by the Registrar’s Office by 10/24, SP14 and SU14 “I” (Incomplete) grades for undergraduates will convert to “F”. 2. 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. 3. Macomb Grad Prep Day (9:00 a.m. ‐ 1:00 p.m.) 4. Commencement Weekend Schedule 
Friday, December 19 5:30 p.m. ‐‐ Honors Convocation  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) 1:00 p.m. – Combined Graduate/Undergraduate Commencement Ceremony #2 (College of Education and Human Services and College of Fine Arts and Communication) Monday, November 3 – Advance Registration begins.  All service members will be given priority registration appointment times beginning with registration for the SP15 semester. o Note of interest: Through STARS students may order digital transcripts to be sent electronically rather than paper transcripts sent through regular mail. There is a $7 fee for transcripts sent electronically through Credentials Solutions, a third party vendor. Paper transcripts sent via regular mail can still be ordered through the Registrar’s Office at no charge. VII. College/Area News A question was asked if registration for transfer students was still going to be held in the afternoon. As it currently stands, the fall transfer registration will be held on Friday, November 21, and spring registration will be held on Friday, April 17. Caryn will follow‐up with Sarah Jewell. o
Ehren Kuzekov is going to be out of the office on a recruiting trip until the end of October. She will try to look at her e‐mail when possible. If students need something, they should call the office directly. Faculty‐led courses for the spring, including all app deadlines and deposits, are updated on the website. This Sunday, the Honors College and the Admissions are holding a scholarship day where 60 prospective students and families eligible for the Centennial Scholarship can attend a reception and interview for the possibility of being awarded the Presidential Scholarship. The new grid for the Centennial Scholarship is an ACT score of 30 or higher. The Centennial Scholarship used to cover tuition and housing but now just covers tuition. The Presidential Scholarship covers tuition, room, and board. Students and families will stay overnight at the Union and attend Discover Western on Monday. The idea is that as a result of the interview a committee will determine who gets the Presidential Scholarship; however, the scholarship is not limited to only those coming on Sunday. The recipients will not be announced that day because of processing all judging results. The Centennial Scholarship will be given as before, if a student fits into the grid they will receive it … with the Presidential Scholarship they wanted more interaction with students. The number of students who receive the Presidential Award is probably a finite number, but it is not known what the number is. The Faculty Senate Ad‐Hoc Committee for Global Issues is looking at revamping the requirement. The committee has only met once to select a chair and determine a meeting schedule. They are looking at changing the foreign language part of that requirement so that students only have to register for one semester of foreign language study at any level. It is still being discussed whether the high school portion will change to include 2 semesters of foreign language at the high school level. VIII. New Business No new business There being no further business, the meeting was adjourned at 9:30 AM. Respectfully submitted, Debbie Carithers