Council of Academic Advisors
Tuesday, November 3, 2015
8:30 AM, University Union Capital Room
Present: Bryan Barker (UAASC), Julie Brines (UAASC), Jane Coplan (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), Kim McDaniel (Study Abroad), Lisa Melz‐Jennings (Athletics), Kim Moreno (Quad Cities), Caryn Morgan (CAS), Chris Ramsey (CBT), Jennifer Sandrik‐Rubio (Physical Sciences), Jennifer Tibbitts (BA/BGS), Vicki Walters (Biology), Michelle Yager (UAASC) Guest: Dr. Dale Atkins, President of the WIU Chapter of Phi Kappa Phi, International Honor Society for juniors, seniors, and graduate students Phi Kappa Phi is the largest interdisciplinary honors society in the world. In order to apply, students must have a declared major and be at the junior, senior, or graduate level. General Studies students also quality for entrance into the organization. Dr. Atkins’ question to the group was how to generate a larger yield of students who want to join Phi Kappa Phi. Last year, 973 invitations were sent to qualifying students and only 74 students responded (not quite a 10% yield). One problem is that students have many organizational choices and a lot of them involve cost. The cost to join Phi Kappa Phi is $60 for students; however, retired faculty sometimes donates money toward that cost. The organization pays for the banquet induction meal. Parents are also notified by mail about the invitation. The WIU chapter is discussing creating a ‘save the date’ card as soon as a list of qualifying students can be generated after the 10‐day count. This card will give students advance warning that they will be receiving an invitation from the national office in February. The invitation is based upon a student’s scholastic achievement. It was suggested to have a designated advisor in each college/dept. send identified students a save‐the‐
date email to save money on print expenditures. An e‐mail coming from someone students know, rather than a stranger, would legitimize it. Dr. Atkins was asked to include in the postcard or email beneficial aspects of being a part of the organization, since this is being sent to value‐oriented students. Dr. Atkins will design a PDF file and will work with Michelle to categorize distribution by areas. Phi Kappa Phi is giving out 50 scholarships ($1,000 apiece) for study abroad and they will work with the Honors College to find students who qualify. Phi Kappa Phi also awards a national scholarship. The local chapter is trying to find qualified WIU students who would be eligible for this award. At the present time there is no Tapping Ceremony (where students already inducted into the organization come into classes and ‘tap’ a student to let them know they have been selected to join the organization), but it is an eventual goal. This is a highly recognizable way to let other students see who are being chosen. I.
November 20th NSR – Michelle Patty Mason will be set up in the Fox Room to check if walk‐in students are eligible to register. She will not have access to a printer. UAASC will provide files for walk‐ins. Each college needs to send an advisor to will pick up students from the Fox Room at 2:00. These advisors should arrive to the Union by 1:45. Please send group leader names to Michelle and she will send a completed NSR agenda out on the listserve. Computer rooms have been reserved by Sarah Jewell. We will use the same labs as in July. COMPASS testing will be in Stipes 331. Boris will select which freshmen need to test. Any transfer students without math credit from another college/university will need to take the Compass exam. Michelle will ask Sarah Jewell if there is a NSR survey. Passwords were given out. If you need to get the password again, please call Michelle since they can’t be sent out in written form. II.
OAS Greek Life Exclusion Waiver – Michelle Historically, OAS students agreed (via their signature on the Participation Agreement) to refrain from Greek Life while in the OAS program. Over the past couple of years more and more students have requested an exception to this rule. In changing this procedure, Michelle and OAS advisors worked with Greek Life representatives and came up with a set of criteria, when met, could allow an OAS student to request a Greek Life exclusion waiver. Here’s the criteria: 
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WIU Cumulative GPA: 2.90 or higher The GPA was intentionally set higher than most fraternities/sororities to give OAS students a GPA cushion in case there were difficulties during the first transitional semester. Credit Hours Earned: Minimum of 15 hours Math 099 is counted Ratio of Advising Meetings Attended per Semester: 6 out of 8 No Judicial Referrals 
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Students need to fill out the OAS Greek Life Exclusion Waiver Request and then return it to their OAS advisor. It is hoped this will be an opportunity and incentive for students to do well their first semester, which would allow them the opportunity to join a sorority/fraternity in January. #wiuadvising – Niall UAASC has hired a graphic design student worker, Justin Derry, to create media and develop new ways to communicate with students. Justin created a logo for UAASC and is working on promoting advising through Instagram, Facebook, and Twitter in order to have a presence in social media. All these can be linked together. On the Facebook page, Justin is building content through the WIU events administrative calendars. Our hope is to increase followers/friends so students and parents can follow and gain information regarding the academic and non‐academic calendars. The Facebook page was developed for UAASC, but others can also use it as a tool. Snapchat may be added in the near future. Content will be pushed continually. It was suggested to re‐tweet feeds from Jennifer Grimm and Lisa Melz‐
Jennings. All advisors are asked to promote this with your students. It will also be promoted at SOAR. Mini‐
posters to build a network are being discussed, similar to what has been done through the Art Department. Please send Niall or Michelle ideas about how this can be promoted throughout the campus or any announcements you’d like promoted on the sites. IV. Early Warning Grade Update – Sue  2015FL Early Warning Grades o EWG submission by course section within the EWG population:  2013FL ‐‐ 64.7% of course sections reported EWGs  2014FL ‐‐ 66.3% of course sections reported EWGs  2015FL ‐‐ 74.4% of course sections reported EWGs  Course Type Return Rates o FYE Classes =  FL13 = 83.7%  FL14 = 74.4%  FL15 = 84.4% o Online Classes  FL13 = 74.8%  FL14 = 76.2%  FL15 = 88% o All classes in which freshmen were enrolled  FL13 = 71.2%  FL14 = 71.6%  FL15 = 78.1% o University 100  FL14 = 80.5%  FL15 = 98.7%  Students Receiving EWGs o FL14 = 43.5% o FL15 = 44.4% The Intent of the Monday’s grace day after the Sunday drop deadline was for students who were locked out of STARS over the weekend, not an extension of the deadline date. Students must request a total university withdrawal through STARS or Zimbra in order to verify that it is actually the student making the request Changing the drop date to a Friday instead of a Sunday would need CAGAS approval. It was suggested that a Telestars announcement or a Facebook notification be sent about available tutoring resources since many students received Fs on their early warning grades. Sue will bring information to the next meeting about the number of students who received Fs on their early warning grades and then raised their grades by the end of the semester. V. Standing Committee Reports Professional Development and Networking ‐ Caryn The committee is getting off to a late start since they had to change chairs. Campus Affairs and Public Relations ‐ Jane The committee is moving ahead on the hot chocolate project. They would appreciate monetary donations; they are a little more than hallway toward their goal. They have gotten approval to serve hot chocolate in Morgan Hall as long as the cups have lids. If you would like to donate, please give your monetary donation to Jane or another member of the committee Advisors will have lunch at Corbin‐Olson on November 19th. They are working on possible academic advisor shirts that are embroidered with the bell tower logo. Information about this will be sent out in the near future. Assessment ‐ Julie The committee is going over the results of the advisor survey. According to NACADA, CAS Standards have been updated. The committee will look at the Standards and, if necessary, update Western’s standards. Awards and Recognition – Lisa The committee will meet tomorrow Technology ‐ Bryan The committee will meet next week VI. CAGAS Report – Lisa Lisa asked what she can share without violating FERPA regulations. Information contained in the minutes, general information about the type of appeals, the results of the appeal, and trends can be discussed and generalized. Don’t give out specifics, such as names or any type of identifiable information. The majority of the appeals heard in October have been waivers, substitutions, and late registrations. Waivers dealt with human wellbeing and kinesiology issues. ‘Garden variety’ appeals where the chair has the final decision are not discussed at the meeting. ‘Garden variety’ might include late registrations, student attending a wrong section of a class, late withdrawals, late registrations for a class they have been attending and the instructor agrees with it, and standard drops and adds. Historically, these are appeals that come up routinely and are automatically approved. They have heard a lot of late registration appeals this past month and they have all been approved. Students typically need to provide a letter with a legitimate reason for the request, a letter from their advisor, and many times include a letter from the chair approving the class they are trying to get into. The committee heard a couple of academic integrity cases. There have been 3 grade appeals heard this month, as compared to 3 all last year. For students requesting ‘New Start’, they should provide documentation explaining why their grades were so low, what caused the situation, how they have changed, and what they are doing differently now. VII. News From the Registrar’s Office ‐ Sue 
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Sunday, November 1 o This was the last day that students can drop individual FL15 classes or withdraw from the University. o November 2 was an “unofficial grace day” that we accepted drop/withdraw requests. o We had an inordinate number of students contacting our offices that they were told they could still drop.  The intent of the “grace day” is to accommodate students who were unable to withdraw over the weekend.  Please, in the future, do not imply that the deadline is Monday at 4:30 since the actual deadline is Sunday at midnight. Monday, November 2 o Advance Registration opened for SP16. Commencement o This fall, we have had more student appeals to march in an earlier ceremony than we have ever had. We aren't sure why this is, but while we have approved some we have also denied some. o A student may appeal to the Registrar's Office to march in an earlier ceremony if there are extenuating circumstances that prevent the student from being able to attend/march in the ceremony for which they are eligible. Appeals will not be approved unless there are extenuating circumstances. Supporting documentation is also strongly encouraged for appeals. o
A student appealing to march in an earlier ceremony must document why participating in Macomb or Quad Cities ceremonies would present a conflict or hardship. Completing a student teaching assignment or serving an internship out of town/state is not considered an extenuating circumstance. VIII. College/Area News Study Abroad ‐ Kim The application deadline for Honors courses, Stories of India, and spring study abroad courses has been extended to Sunday, November 15. Students who have already applied and are working on their applications should continue with them. There is a December 4 deadline to submit a deposit. Students need to get their academic information form for spring semester study abroad courses filled out and back to Kim since she can’t register students for classes until she gets them. She will start loading permissions the Monday of Thanksgiving break. Students who are not in the Honors College can’t take a GH course. Veterans Affairs ‐ Michelle Kathy sent information about Veterans Appreciation Week events.  Tuesday, November 10 ‐ 6:30 p.m. ‐ Letters Home to Hero Street This touching documentary shares Frank Sandoval’s personal view of World War II, as told through the letters he sent home to his family in Silvis (IL). A young Mexican‐American soldier, Sandoval’s story describes a dramatic and epic journey from Illinois to India. He becomes one of eight veterans of WWII and the Korean War killed in combat from the same block‐and‐a half‐long neighborhood now called "Hero Street, USA." A panel discussion with the cast and co‐producers will follow the 25‐minute documentary. The program will begin at 6:30 p.m. in the Sandburg Theatre, University Union, and is open to students, staff, faculty, and the community.  Veterans Day, Wednesday, November 11 ‐ 11:00 a.m. ‐ Veterans and Service Members Tribute Ceremony The Western Illinois University Macomb Campus will conduct a tribute ceremony at 11 a.m. at the Sherman Hall flagpole. Join WIU President Jack Thomas, WIU's Army ROTC Color Guard, Veterans Club President Bryant Fehrmann, SGA Senator John Kennealy, applied music major Zachary Palmer, Vice President for Student Services Gary Biller, and School of Music Professor Bruce Briney as they lead a ceremony to recognize all veterans and service men and women. In case of inclement weather, the ceremony will be held in the Sherman Hall Auditorium, third floor.  Thursday, November 12 ‐ 6:00 p.m. ‐ Campus Culture and Climate from a Veteran Perspective Join a veteran panel discussion group comprised of student veterans. They will discuss their experiences transitioning from the military to Western. They will share their expertise in what works and what could be opportunities for improvement. This program will be held in the Fox Room, University Union at 6 p.m. CBT – Chris Chris urged everyone to read the e‐mail from Patty Mason about Transferology. Michelle will ask Patty to come to a Council meeting to discuss this. UAASC ‐ Michelle Over 40 students attended the Tanner Hall Tutoring Open House. IX.
New Business None There being no further business, the meeting adjourned at 9:50 AM. Respectfully submitted, Debbie Carithers