Council of Academic Advisors
Tuesday, October 20, 2015
8:30 AM, Union Capital Room
Present: Bryan Barker (UAASC), Laurie Black (Registrar’s Office), Julie Brines (UAASC), Jane Coplan (UAASC), Sue Dagit (Registrar’s Office), Stacy Dorsett (COEHS), Jennifer Grimm (Communication), Niall Hartnett (UASSC), Molly Homer (Honor’s College), Sharon Hunter (UAASC), Anna James (CBT), Ember Keithley (CBT), Kim McDaniel (Study Abroad), Kim Moreno (Quad Cities), Caryn Morgan (CAS), Kathy Myers (VRC), Jennifer Sandrik‐Rubio (Physical Sciences), Jennifer Tibbitts (BA/BGS), Michelle Yager (UAASC) Guests: Dr. Nancy Parsons, Associate Provost and Director of Graduate Studies and Amanda Schultz, Administrative Assistant in Graduate Studies: Advisors Role in Promoting Baccalaureate & Graduate Degrees at WIU WIU’s objective is to seamlessly connect students with a graduate program. WIU has added many new integrated programs, some across colleges. This is the direction a lot of programs are headed. Eleven new integrated programs were added last year and more will be added this year. The Graduate Office would like to know how advisors are presenting these programs to students and how to better get the word out about integrated programs. More programs may be developed. There are plans to engage in an external integrated program with the Museum Studies Program. The Graduate Council passed an alternative GPA admission requirement effective fall 2016. The 3.25 for cumulative and major GPAs will stay the same but students may also have the option of a 3.0 cumulative, if the last 30 hours at WIU is a 3.3. At the grad level everything, such as grade replacement and plus/minus, is counted. Since advisors would like to have a copy of the graduate catalogue, Michelle will send a list of advisors to Dr. Parsons. All integrated programs, classes available for bridging programs, and graduate requirements are located in the back of the grad catalogue. LEJA students have had to withdraw from grad track because taking these classes would extend their graduation date. Students must have senior standing to start taking these classes and they aren’t offered during the summer. Bridge classes are identified as “B” classes … some students may have to take a 500‐
level class in place of a bridge class. It is unclear if “B” classes are offered in the Quad Cities, which would let those students come to Macomb to finish their grad program. Jessica Butcher, Assistant to the Vice President for Student Services: CSI Access for Trained Advisors Michelle sent Jessica a list of advisors who went through the CSI training with Sarah Lytle at the 2014 August Advising Workshop; however, there may be others who were trained outside that workshop. If so, let Michelle know so the names can be forwarded to Jessica. Caryn Morgan is going to contact Monica Eskridge about coordinating another CSI training workshop through COAA’s Professional Development. A CODAC room would need to be secured so the Quad Cities advisors can also be trained. CSI Report Access: 1. Login at , and access your myRuffaloNL account. Enter your email address and your password. Click ‘Forgot your Login’ if you need your password. Most are FirstnameLastname with no space in between, for now. To change your password, click on Change Password at the welcome screen. 2. Select Retention Data Center from the box titled my Applications. 3. Click OK at the FERPA notification. 4. You will land at select the desired survey from the drop down menu. Select CSI Fall 2015. 5. Click the student count at Completed Surveys. The hyperlink will take you to your completed student records. Note: Actions (the blue circle with the "i") provides tabulated windows to review individual student reports, log meeting/discussion notes you have had with your student, or send an e‐mail message. 6. If a student is not listed, it means that they did not complete the CSI. Some students have indicated they do not want certain parts of their information shared with their advisor (indicated with a red box). Jessica spoke with Noel Levitz about that and the decision was made that the information will be shared; however, if you talk with students who have a red box on the survey, please show discretion. It is not known what question triggered the red box, but there really isn’t any sensitive information in the report that can’t be shared with advisors. Most of the students enrolled in U100 in the Quad Cities have taken the CSI and mentors have been trained, as well as Kenny Wheeler. November 20th NSR Update  There are currently 16 students scheduled for the November 20th date, both freshmen and transfer students.  The event will be held in the Grand Ballroom with check‐in located in the hallway, as was done in the past.  If interested, Music, Honors, and ROTC should contact Sarah Jewell about setting up an information table in the Grand Ballroom during check in.  As soon as the agenda is finalized, it will be sent out to the listserve.  Although Sarah and others would like to change the program, it’s hard to do that right now because there’s no budget for changes. II.
FL/GL Update The Ad‐Hoc Committee from Faculty Senate sent their final report to the Senate last week, and they supported the recommended changes to the Foreign Language requirement. Students can meet the foreign language requirement side of the FL/GL by having completed 1 semester of a foreign language course at any level. It is unclear if this will be catalogue‐
driven. Three years in high school of the same language with a grade of “C” or better will also meet requirements for freshmen or transfer students. III.
Standing Committees Professional Development … Caryn Morgan Monica Eskridge will replace Donna Bradford as chair. No dates for events have been secured, but they may do a CSI workshop in the spring. Campus Affairs and Public Relations … Jane Coplan The committee has been meeting. They have been promoting Spring registration and setting up advising appointments. There was another Spring for Books initiative, which generated some additional donations. Scholarship distributions will probably start next fall (2016). They have been doing some luncheons in residence halls. The next luncheon is in Corbin Hall on Thursday, November 19th. The committee is beginning to plan the hot chocolate event since it was very successful last year; however, there is no budget to purchase hot chocolate this year. The committee will be asking for monetary donations, rather than product, to cover the $200 expense, as they I.
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did for the lemonade last year. Hy‐Vee will deliver the hot chocolate with cups the week before finals on the south and north side of campus in buildings that have students of many different disciplines and age groups. Please contact Lisa Melz‐Jennings, Andrea Riebling, Jane Coplan, Ellen Poulter, or Kelly Morris if you wish to make a monetary contribute. They were not successful in getting permission to serve in Morgan Hall last time. Caryn suggested they might contact them again if the cups have lids. Contact a member of the committee if you have suggestions. The committee has worked to share events that are happening in advising with University Relations, so you should see events listed on social media. Kelly is working on organizing a Big Pink Volleyball team. Assessment … Julie O’Brien The next committee meeting is November 3rd. Awards and Recognition … Stacey Dorsett The September Advisor of the Month winner was Kitty Miller. Announcements for October and November have been programmed to go out. Technology … Bryan Barker The committee completed what was on their list for last year. An e‐mail has been sent out asking for input on other things to look address. CAGAS No report was given since Tori and Lisa are travelling with the team. News from the Registrar’s Office Because Western Online was inaccessible yesterday, Monday, October 19, the deadline for submitting FL15 Early Warning Grades was extended 24 hours, until 4:30 p.m. today, Tuesday, October 20. Early warning notifications and reports will therefore also be delayed by one day.  Friday, October 23 o Graduation Applications due in Registrar’s Office for name to be in Commencement Program. o Incompletes are due in the Registrar’s Office.  Tuesday, October 27 o Download will be run to determine who will receive invitations to the Honors Convocation. 
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Sunday, November 1 o This is the last day that students can drop individual FL15 classes or withdraw from the University. o If a student decides to withdraw completely over the weekend and needs our help to drop the final class, please have him/her email Registration@wiu.edu or R‐Office@wiu.edu and we will take care of it first thing Monday, November 2. o November 2 is an “unofficial grace day” that we will accept drop/withdraw requests. If requests are received after 4:30 p.m. on that Monday, the student will have to appeal to CAGAS for a late total withdrawal.  Monday, November 2 o Advance Registration opens for SP16.  How are registration appointments set? o There are several factors. In general…  # of hours earned (This does not include currently registered hours.)  Current class schedule (Registration appointment times are scheduled around a student’s class schedule.)  Both things being equal, alphabetical order  A couple of exceptions are…  Honors Students o Freshmen and Sophomores can register at the beginning of the sophomore group. o Juniors and Seniors can register at the beginning of the senior group. o Registration appointments are still scheduled around current class schedule.  Military‐affiliated students get a registration appointment that does not conflict with their current class schedule on the first day registration opens. College/Area News Kim McDaniel Students need to have at least started the application process for spring faculty‐led courses abroad by the first of November. Kim will send out reminders today to those students who have indicated an interest A couple scholarships are available. Application deadline for the Study Abroad scholarship is November 1. Information about the Phi Beta Delta scholarship is on the website. Kim will also be touching base with advisors who have faculty‐led courses from their departments. Jennifer Sandrick‐Rubio Geography 113 is available online for spring. VII.
Molly Homer Mock presidential elections will start tonight with the finale on November 2. All U100 students are required to be at the finale. They are still looking for volunteers to help at the event. Kathy Meyers Military Appreciation will be held October 31 – November 14. The VRC is partnering with other university departments and student organizations to submit notes and cards of appreciation to veterans and service men and women which will be distributed by the Veterans Club to Veterans Administration homes and hospitals. It was suggested that maybe U100 students could participate. If you need cards picked up, let Kathy know and someone will pick them up. They are due the first part of December. Highlights of the celebration: On November 10 at 6:30 PM in the Sandburg Theatre, there will be a documentary entitled, “Letters Home to Hero Street” about a soldier from the Quad Cities, Frank Sandoval, who served in WW2, followed by a panel discussion with the cast and co‐producers The traditional Sherman Hall flagpole ceremony will be held on November 11 at 11:00 AM. In case of rain, the ceremony will be held in the Sherman Hall third floor auditorium. Campus Culture and Climate from a Veteran Perspective: A panel discussion with student veterans will begin in the University Union Fox Room at 6 p.m. They will discuss their experiences transitioning from the military to Western. Approximately 300 Macomb Junior High School 7th and 8th grade students will be coming to campus on November 12 for a veteran educational. There will be team‐building events coordinated by RPTA at campus rec, as well as a panel discussion by veterans and service members focusing on the history of veterans here at Western. More information can be found at: http://www.wiu.edu/news/newsrelease.php?release_id=13026 New Business Jennifer Grimm A situation occurred involving a Disney Communication course within a faculty‐led program where the course did not count toward the major but did count toward the minor. If this type of situation occurs again, please contact Kim and the advisor from the minor area as to how the course works into the student’s program. The form that advisors sign for students wanting to study abroad is for informational purposes only, letting the advisor and student know if the course counts toward their degree requirements. As long as students are aware that courses do not count toward their degree requirements, they can still take the course abroad. Study Abroad is trying to see how to provide education about this type of situation for advisors. There being no further business, the meeting adjourned at 9:25 AM. Respectfully submitted Debbie Carithers