COAA Wednesday, March 9, 2011 Capitol Room, University Union, 10:30 AM Present: Michele Aurand (IS), Laurie Black (Registrar’s Office), Donna Bradford (COEHS), Jane Coplan (UAASC), Sue Dagit (Registrar’s Office), Jeanne Gage (COEHS), Jennifer Grimm (Communication), Molly Homer (Honor’s College), Patti Jones (WESL/CIS), Lisa Melz (Athletics), Kathy Meyers (SAPSC and VRC), Caryn Morgan (CAS), Russ Morgan (CAS), Julie O’Brien (UAASC), Ron Pettigrew (BA/BGS), Missy Phillips (COEHS), Andi Potter (CBT‐Engineering Technology), Ellen Poulter (English/Journalism), Chris Ramsey (CBT), Andrea Riebling (CBT), Jennifer Sandrik‐Rubio (Physical Sciences), Theo Schultz (Pre‐Nursing), Jennifer Tibbitts (BA/GBS), Larry Tingley (Admissions), Tammy Wilson (COEHS) I.
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Guest – John Miller – ASP PAA Discussion The Unit PAA Activities Document was distributed with detailed discussion and explanation. Academic Support Professionals were encouraged to attend the workshops that will provide more in‐depth information since these will be due early in April. Spring Advising Surveys Since there is a new format for online surveys, the revised survey information has been sent to Tere North and she will send it back in the newly‐revised format. Changes: •
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A place was added to indicate whether the student returning the survey is a freshman or junior. This was not included in the last survey. The question listed on Page 2 of the student survey, “are you comfortable you’re your academic advisor?” was removed since the survey was not intended as an evaluation of the advisor but as an evaluation of the advising process. It was also acknowledged that sometimes the advisor’s job is to make the student “uncomfortable.” On Page 2 under “how often do you check your Zimbra account?” the category “rarely” was added. On Page 1 under “I get feedback from my academic advisor concerning my academic progress” , “ not applicable” was added as a choice since some of the items would not apply every time. “International Baccalaureate” was added under external credit. Candy will talk to Kathy Meyers about correct terminology to add “military credit” under “external credit”. It is hoped that this will alert students that they can get credit for their military experience. “BOT” has been changed to “BGS” The headings were changed on Page 2 On Page 2, “ not applicable” has been added as a category On the last page under “Privacy Act”, HIPPA has been changed to read HIPAA Illinois Articulation has been changed to U‐Select •
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The Counseling Center has been added because they offer crisis intervention as an option of formal training An open comment box has been added on Page 3 The motion to send the Advisor survey in May and the student survey the first part of April was passed unanimously. Julie O’Brien will talk with Tere North about the timeframe. III.
FYE Update after discussion with Judi – McLaughlin Candace talked to Judi in person and then followed up via e‐mail. The FYE re‐entry situation is a problem that will need to be addressed. Judi may call a meeting of the Implementation Committee to discuss this. Keep monitoring your reentry students to see if they are being forced to enroll in an FYE class. Candy spoke with Judi about more closely monitoring the size of FYE classes particularly towards the end of the summer when many have filled and the only openings appear to be in restricted sections. Advisors had noted that lots of calls had to go to Sarah Lawson to get students into closed classes since they weren’t opened “across the board.” Everyone is asked to let Sarah, Judi or Candy know when it looks like things are getting tight. CAGAS News – Wilson ~ The Academic Integrity Policy has been approved by CAGAS and has gone to the Graduate Council, who will then forward it on to the next office for approval. IV.
~ CAGAS has started working on admissions requirements. They solicited information from IRP and it will take some time to go through all the data sent by them. V.
~ Students have been successful with adding courses after the deadline date when submitted to CAGAS with accompanying faculty approval. Ordinarily, students have been attending class. News from the Office of the Registrar – Dagit •
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Monday, March 14
o 4:30 p.m. - Early Warning Grade Screens will be turned off.
o Overnight - Early Warning Grade notifications will be emailed to students
Friday, March 18
o Graduation applications are due in the Registrar's Office for names to be in the
Commencement program
Friday, March 25
o "Incompletes" are due in the Registrar's Office
Transfer Holds are on - SP11 transfer students must get final transcripts in before their
registration appointment time.
Transfer students with Associate's Degrees must get their final transcript in by April 1 or their
tuition rate will be increased.
Friendly reminders:
Early Checkout has been completed for spring and summer grads and students have been
notified.
o If a student planned to be done by the end of spring but will not finish until summer, that
has been changed on his/her grad app and in the system.
o There is no need to complete and submit another form reflecting the change that was
made in the Registrar’s Office already.
The only reason to submit another grad app is if the student WILL actually finish at the end of
spring as a result of transfer work or something else that the Registrar’s Office was unaware of
while processing Early Checkout.
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Donna Williams provided a sample WARD with all the math placements listed. The drawback was that every math course a student was eligible to take was on a separate line. The consensus was to eliminate this, since it was felt it would confuse students more than help them and it took up too much space. Other possibilities were discussed but it was recognized that these might be programming challenges. Sue will check to see if only math course requirements that are applicable to a specific area can be programmed into the WARD report. College/Area News ‐ Council Members COEHS – Missy Phillips Three candidates for the Dean’s position will be interviewing Fine Arts – Jennifer Grimm The communication major for 2011‐2012 will be changing. Once finalized and approved Jennifer will share the results. Broadcasting has submitted a new proposal for a sportscasting option. Jennifer will ask Patrick to discuss it at a future COAA meeting once it is approved. UAASC – Candace In the Faculty Senate minutes, a Legal Studies Minor has been approved but still needs approval by the President. This is a nice option for those students not in Honors classes who are interested in law. History now has a pre‐law track, as does Philosophy, Political Science, and LEJA. Veteran Affairs ‐ Kathy Meyers This Friday (now last Friday 3/11) is the deadline for applying for acceptance into the new national honor society. Word was received yesterday that WIU is going to be the recipient of the Governors Award for Excellence in Veterans Affair. Kathy thanked everyone who has contributed and supported the veteran affairs area. COBT – Andrea Riebling VII.
There are some international students who are in the same situation where one has an Alcohol‐
Wise hold and one does not with what appear to be similar profiles. Vivian Coeur has indicated that the difference comes from the way the students are coded in the Registrar’s Office once they leave WESL. It is confusing for advisors not to be able to distinguish which students will have holds put in place and which students won’t. Students should be receiving an e‐mail telling them they are required to take the test. Sue will check on the coding issue and let Candy know and then Candy will follow up with Vivian. Miscellaneous –Council Members Spring adviser Workshop Reminder ‐ Topic Review – Jane Coplan The workshop will begin at 8:30 AM, but donuts and coffee will be available by 8:15 AM. The workshop will be held in the Heritage Room on March 23rd. Agenda 8:30 U‐Select, presented by Patty Mason (secretaries are welcome to attend since they use U‐Select). 9:45 29‐Hour Rule, presented by Chris Ramsey 10:30 International Baccalaureate, presented by Patty Mason 10:45 Global Issues/Foreign Language Requirement, presented by Donna Williams 11:00 Grade Replacement, presented by Angela Lynn 11:30 PAA, presented by John Miller The August Workshop will also be held in the Heritage Room on the Tuesday before classes start. SOAR SOAR registration counts have increased but housing contracts are still down. The first 2 June dates are closed. The two closed dates in July that have not been publicized will need to be monitored to see if they need to be opened. The number of tables and chairs required in the library on the morning of the second SOAR date will remain the same as last year. Outreach Advising Update Candy got a printout of eligible students and 173 of these were identified for outreach advising after eliminating business students. Andi Potter asked that students from her area be eliminated, as well. Early Progress Reports for Athletes ‐ Laurie Black Laurie thanked everyone for filling out and returning their early progress reports. Respectfully submitted, Debbie Carithers