Council of Academic Advisors
Wednesday, October 5, 2011
10:30 AM, Union Board Room
Present: Jane Coplan (UAASC), Sue Dagit (Registrar’s Office), Stacy Dorsett (COEHS),
Jennifer Grimm (Communications), Molly Homer (Honor’s College), Ember Keithley (CBT),
Ehren Kuzekov (Study Abroad), Patty Mason (Admissions), Candace McLaughlin (UAASC),
Lisa Melz-Jennings (Athletics), Caryn Morgan (CAS), Kelly Morris (UAASC), Julie O’Brien
(UAASC), Ronald Pettigrew (BA/BGS), Chris Ramsey (CBT), Jennifer Sandrik-Rubio (Physical
Sciences), Theo Schultz (Pre-Nursing), Patrick Stout (Broadcasting), Michelle Terry (CBT Rep),
Dana Vizdal (Study Abroad/CBT Advising – Administrative Intern), Tammy Wilson (COEHS)
I.
Transfer Mailing Update – McLaughlin
Transcripts for students who have been accepted for spring have been evaluated.
Two weeks needs to be given if a transcript needs to be reviewed by Patty. Transcripts that
have not been reviewed previously and are out of state go to Patty and instate transcripts go
to Becky.
All the materials being sent need to be reviewed to be sure all the information is covered but
not duplicated. BGS students don’t get this mailing because the BGS program does their
own evaluations.
When accepting students on-site, they are given information to contact their advisors with
whatever option they choose.
For fall accept students, registration information won’t be sent until their fall grades have
been received and evaluated. These students will get letters with an evaluation included.
The advising list was discussed. Sharon Butcher is retiring and the end of May/first of June
and after that Jeanne and Tammy should get all calls for incoming special education
students who are coming spring, summer or fall. They hope to be able to fill the position.
Bill Pratt, Quad Cities, has some Macomb engineering students so he should be listed on the
advisor sheet for Engineering Tech. Candy will update the advisor sheet and send to
Council.
It was asked if advisors or support specialists can change a student to adv registration.
Candy and SDO can change it, but it was unclear what level of security goes with it and if it
was good to let other people have that access. Patty will check on that. Everyone has viewonly, with only some people having access to change it.
Fall transfer students will probably see ‘unable to register’ if they are missing documents.
DOCD shows what missing information has been requested (this screen can be requested
through Suzanne); PCND shows what a student has been sent.
Suggestions for notes to be included under ‘how to register’: Spring registration begins on
November 21 and students can make appointments after that date for advisor reg. You may
call the office for individual appointments. Summer/Fall registration begins on April 23.
Call schedules will be available online. Please call your advising office for individual
appointments.
This discussion will be continued at the next meeting.
II.
SOAR 2012 Dates Update - McLaughlin
Due to a conference planned in the residence hall, the July 24/25 program will be cancelled.
This was an unadvertised SOAR being held in reserve. A discussion is taking place as to
whether or not to up the total on each day to get a better show rate and perhaps add one
more June program. The July 17/18 program is being shown as closed until a decision is
made as to whether or not we will need it. The New Student Programs Committee will
continue discussing this.
IV. Standing Committee Reports
All committees have either met or are planning to meet.
V. CAGAS News – Julie O’Brien|
No updates other than reviewing late appeals
The by-laws are being reviewed since they haven’t been updated for quite some time.
It has been passed where the chair can determine some appeals.
When students are writing appeal letters, make sure they are giving enough information
about why they are appealing since CAGAS wants to know the information behind the
appeal. The more information, the better it is received and considered.
After the last date to add, students can do what is called a switch by appealing (with
professor support) to drop a class and then add another. This saves the student from paying
more tuition for a class added late.
A list of CAGAS members is on the website.
VI. News from the Office of the Registar – Dagit
CAGAS appeals and decision access
o Due to FERPA concerns and the fact that the CGUP screen contains more
information than the disposition of the appeal, the CGUP screen will not be
made available.
ƒ Advisors have been copied on results letters for overloads and will be
copied on results letters for substitutions/waivers as well.
ƒ Statements will be added to both the Substitution and Waiver Form
and result letters stating, “If appropriate, please contact your academic
advisor with the results of your CAGAS appeal.”
• Since advisors do/will get copies of overload and
substitution/waiver letters, the statement will not appear on those
result letters.
o Early Warning Grade screens opened on Monday, October 3, and will
close on Monday, October 17 at 4:30 p.m.
ƒ Early Warning Grade reports will be generated overnight 10/17-18,
so you may get more calls and contacts that week.
o Reminder: Graduation applications must be received by the Registrar’s
Office by Friday, 10/21, for the student’s name to be included in the
Commencement program.
VII.
College/Area News
VIII. Miscellaneous
A lot of students who aren’t biology majors and aren’t prepared to be majors are taking
Zoology 200. Please make sure students are ready for the major before advising them to take
this class.
Pre-Nursing students don’t need to take Zoology 200. OAS students who are interested in
pre-nursing should take Biology 100 first.
Having no other business, the meeting adjourned at 12:00 noon.
Respectfully submitted,
Debbie Carithers