Council of Academic Advisors
Tuesday, October 6, 2015
8:30 AM, Horrabin Hall 1
Present: Bryan Barker (UAASC), Laurie Black (Registrar’s Office), Julie Brines (UAASC), Angie Comrie (COEHS), Sue Dagit (Registrar’s Office), Stacy Dorsett (COEHS), Jennifer Grimm (Communication), Niall Hartnett (UASSC), Molly Homer (Honor’s College), Anna James (CBT), Ember Keithley (CBT), Ehren Kuzekov (Study Abroad), Kim McDaniel (Study Abroad), Kim Moreno (Quad Cities), Caryn Morgan (CAS), Charles Nobel (Military Sciences), Chris Ramsey (CBT), Jennifer Sandrik‐Rubio (Physical Sciences), Jennifer Tibbitt (BA/BGS), Vicki Walters (Biology), Tori Niemann (Athletics), Michelle Yager (UAASC) I.
Building Connections Update Michelle talked to Jessica Butcher about advisors receiving College Student Inventory (CSI) information for students in their caseloads. Jessica is looking into this, however, only those advisors who have gone through the training will be allowed access to the CSI information. Sara Lytle conducted the CSI training at the August 2014 All Campus Advisor Workshop. Jane Coplan has the workshop sign in sheet which documents which advisors would have been trained. Please let Jane know if an advisor was trained outside of the workshop so their name can be added to the list sent to Jessica. II. Official PIP Numbers from Summer 2015 Caryn reported on the official results given by Angela Kline 183 students were invited into the PIP Program 95 of these students logged in at least 1 time Of the 95 who logged in at least 1 time, 47 completed enough to be invited to test Of those who took the COMPASS test, 11 moved up 1 level, from Math 099 to Math 100 One student moved up to Level 5 Caryn didn’t know how many actually took the test from those invited; Michelle thought 36 students tested, but not everyone who took the test was invited. This is a Math Department program; it is unclear what will happen when COMPASS is eliminated. As of now, COMPASS will be available for the 2016 SOAR program but will be eliminated by the 2017 program. There hasn’t been a review of SOAR as a group, but Sarah Jewell is meeting with individual colleges and the UAASC to discuss successes and issues. Advisors who have already met with Sarah report there will be no changes to the SOAR program next summer. Sarah is taking suggestions for 2017. It was suggested to look at the academic portion of SOAR at the next COAA meeting to see if there are any changes that need to be made. A couple of advisors suggested the math placement test occur on the evening of day one. Following the last SOAR, Caryn Morgan had students ask to retake the test and all moved up. These students felt the early time slot for the math testing during SOAR was a negative factor in their original scores. Chris and Michelle will ask about changing the math placement time at their meeting with Sarah Jewell. III. Leatherneck Success Open House in Tanner Hall Last year, Housing and Dining requested the UAASC provide tutoring and advising services in the freshman residence halls. They were given a suite of offices on the first floor of Tanner Hall, which also houses the Writing Center and Math Department Tutoring. Advisors were there 2 nights a week last year and 1‐2 nights a week this year. The advisors answers general advising questions but refer students to their own academic advisor for specific needs. There has been a low turnout of students requesting advising services. The students who have attended are the students who have signed up to meet their advisors at that time, so they have been prearranged meetings. There have been no students requesting drop in advising to date. This year two storage offices have been converted into the Leatherneck Success Center, where peer mentors help students study. In an effort to promote this program and it’s services, there will be an open house on October 21st. Some type of refreshments will be served. Please let students know about services available in Tanner Hall, the Library, and Memorial Hall. Online tutoring is available in Memorial Hall where students can either call in or use SKYPE. There are several repeat students who have liked the online format. Not all students taking advantage of online tutoring are distance learning students. Tim Johnson and Estelle Plewa are in charge of the Open House and will be sending out information soon, along with a Telestars announcement. The Major Fair in Thompson Hall held over the lunch hour last year was orchestrated through Pathways. Jane Coplan sits on that committee and will provide information as plans develop. Michelle hasn’t heard anything about whether mid‐term academic advising will be held again this year. It was organized by the resident halls last year. IV.
Standing Committee Reports Professional Development and Networking There was no one in attendance from the committee. Donna is the chair and they have been meeting Campus Affairs and Public Relations There was no one in attendance from the committee. Caryn knew that the committee has been active. She reported that they did their first advising luncheon in the residence halls last Tuesday with another date coming up soon. They organized attendance at the We Care planting. Spring for Books is ongoing; they are hoping to get enough money to start awarding book scholarships soon. They are organizing a team for Big Pink Volleyball. Assessment Julie reported that they are meeting today and are trying to get things organized for the changes they have been making. Awards and Recognition Stacey Dorsett is the chair. The September advisor of the month will be determined tomorrow. They are looking at nominations for ILACADA, NACADA, and regional awards. Packets are being developed for Kari Allison at the Region 5 level and Theo at the national level. Technology There was no one in attendance from the committee and there were no updates at this time. The committee is trying to decide in what direction to go since so much happened last year. V.
VI.
CAGAS Report Lisa was out of town so there was no report given. News from the Registrar o Early Warning Grade screens opened on Monday, October 5, and will close on Monday, October 19, at 4:30 p.m.  Early Warning Grade reports will be generated overnight 10/19‐20, so you may get more calls and contacts that week. o If no permanent grade is received by the Registrar’s Office by 10/23, SP15 and SU15 “I” (Incomplete) grades for undergraduates will convert to “F”. 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 Sue Dagit. Reminders: o Commencement Information  Week of October 5 ‐‐ Undergraduate commencement information postcard mailed to prospective graduates  Friday, October 23  Deadline for graduation applications to be submitted to the Registrar's Office in order for names to be listed in the Fall 2015 commencement program.  Monday, November 2  University Union Bookstore begins selling caps and gowns.  Advance Registration begins.  All service members will be given priority registration appointment times beginning with registration for the SP16 semester.  Commencement Weekend Schedule  Friday, December 18 5:30 p.m. ‐‐ Honors Convocation in Western Hall  Saturday, December 19 9:30 a.m. – Combined Graduate/Undergraduate Commencement Ceremony #1 (College of Arts and Sciences; College of Business and Technology; and General Studies and Interdisciplinary degree programs) 1:00 p.m. – Combined Graduate/Undergraduate Commencement Ceremony #2 (College of Education and Human Services; and College of Fine Arts and Communication) VII.
College/Area News Study Abroad and Outreach Last summer a student who studied abroad had no prior contact with the Study Abroad office. Fortunately, the student met all eligibility requirements and nothing unforeseen happened to the student while abroad. If this had occurred during the semester, it could have affected the student’s tuition cost guarantee. In addition, because students need to sign paperwork, if something happens to a student without being in contact with their office 1) the university could be liable, 2) there is no possibility of financial aid or insurance for the student, and 3) the student has no input about how the class will fit into their degree plan. When advisors meet with students and talk about study abroad opportunities, please tell them to contact the Study Abroad office. If students want you to sign a blue study abroad form without any mention of the Study Abroad office on the form, don’t sign it and contact the Study Abroad office. Military Science Charles asked if there was a blanket policy for instructors regarding deployed students and if there was any documentation that instructors would like to see provided since the National Guard only provides 1 weeks’ notice before deploying a student. In one instance, a student went to individual professors before leaving for active duty to ask for their cooperation since he would be missing finals. While being deployed, the student had no internet access; upon returning he saw he had received a C and D in two classes. Military Science would like to see that this doesn’t happen in the future since, at this point, the student in question is barred from ROTC since they don’t allow contracts with any students having a grade of “C” or “D”. When students are going to be gone for military duty, they need to submit a copy of their orders to the Registrar’s Office so it can be distributed through e‐mail. When they return, the student needs to submit a DD214 to the Registrar’s Office. In this particular instance, there was no documentation on file anywhere that this student had military affiliation. Sue Dagit believes this is being resolved and that a change of grade will be processed from one instructor; VIII.
however, it is up to the discretion of the instructor as to whether to comply and there is no blanket policy. BGS Candidates are being brought to campus next week for Colin Rogness’ former position. If interested in attending the open sessions, they will be held at 8:30 Monday and Tuesday in HH 28, 2:15‐3:00 on the 12th in HH 23, and 2:15‐3:00 on the 13th in HH 60. Jennifer will send information about this to the listserve. New Business  It was asked if Jim DiTulio and/or Tracy Scott could attend a future COAA meeting to discuss their task force, processes for students about whom advisors have concerns, and what is being done/what type of action is going to occur when advisors bring forward student concerns. A major problem is the diminishing level of psychiatric services available on campus while student psychiatric needs are increasing. According to John Smith, director of the Beu Health Center, there isn’t a psychiatrist in the Macomb area. Michelle will see if Jim and/or Tracy can come to a future meeting.  There are many social media apps available today and two faculty members in Communications have been studying their effects. Dr. Bree McEwan, Communication, studies social apps and their effect on individuals and Chris Carpenter, Communication, studies Facebook and relationships that develop through that. They might be willing to hold a brown bag luncheon or professional development workshop sharing the results of their studies. It was suggested the COAA Professional Development Committee look into setting this up.  Chris Ramsey requested the 2016 SOAR dates be resent to advisors.  Progress reports for student athletes are due back by October 19. Those forms are a tool to evaluate student progress toward degree completion. Any comments are passed on to Lisa. A ‘thank you’ was extended for filling them out.  At the BOT meeting it was mentioned that there are 4 task forces that are looking at campus issues. There was concern that advisors might not be represented on these committees. These committees were mentioned in one of President Thomas’ earlier budget letters, but no one had heard of any advisors on any of them. Michelle will contact Ron about this.  Advisors are encouraged to attend UPI meetings as a lot of information is being discussed. Molly stated that the Union is having meetings with individual departments. UPI and the administration are still discussing promotion plans for Unit B faculty. They will eventually discuss ASP promotion plans. Molly Homer, Michele Aurand and Michelle Yager sit on the promotion committee. Another committee will be formed to address ASP workload issues. If anyone is interested in being on this committee in preparation for the next round of negotiations, please let Molly know.  The next meeting is Tuesday, October 20th, in the Union Capital Room. There being no further business, the meeting was adjourned at 9:37 AM. Respectfully submitted, Debbie Carithers