Council of Academic Advisors
Wednesday, May 23, 2012 10:30 AM, Union Board Room Present: Jane Coplan (UAASC), Sue Dagit (Registrar’s Office), Lisa Melz Jennings (Athletics), Molly Homer (Honor’s College), Caryn Morgan (CAS), Kelly Morris (UAASC), Jinny Page (BA/BGS), Missy Phillips (COEHS), Jennifer Sandrik‐Rubio (Physical Sciences), Renee Simpson (UAASC), Tammy Wilson (COEHS), Julie O’Brien (UAASC), Chris Ramsey (CBT), Michelle Yager (UAASC), Jennifer Grimm (FACOMM), Ehren Kuzekov (CIS), Ellen Poulter (CAS), Phoebe Wilson (COEHS), Donna Bradford (COEHS), Jeanne Gage (COEHS) and Angi Comrie (COEHS). I. SOAR Walk‐Through – Jane Coplan Day 2 Details OAS has chosen to keep students who are late the morning of the second day so as not to disrupt the meetings. This can be entertained for other areas. Talk to Debbie if you want registration records as they will not go in the student packets anymore. Currently only Arts & Sciences and UAASC are using the registration records. Take the orange folders of stragglers to Debbie in Stipes 307. Lisa Melz will email out info about athletics. Some athletes will be missing parts of SOAR, i.e. testing or registration due to enrollment in summer courses. Debbie will send out student evaluations ahead of time to departments. Send details about the Gen ED chart to Julie by Friday, May 25. Molly Homer would like a copy of the chart. Foreign Language All students who take a foreign language will test – this is a goal of the new foreign language chair. If the foreign language placement forms are left in the orange folders, they will be stapled to the math placement sheets. Stop foreign language testers after 11:15; send to the Union. They can have the option of taking the test after registration or during the first week of classes. II. SOAR Cell Phone Numbers – Michelle Yager Michelle would like the phone numbers of all the area reps in case of questions during SOAR. Email those to her as soon as possible. III. By‐Laws – Julie O’Brien Changes to the by‐laws are highlighted or crossed out. Please review the document. The changes will be discussed at the June 11 COAA meeting and then sent out to the entire membership for review for a vote by area representatives on July 16. IV. Summer COAA Meeting Times and Dates – Michelle Yager Dates for the fall meetings have not been determined at this time. Michelle has had some conflicts with dean and directors meetings scheduled the same time as COAA. 
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Monday, June 11 at 10:30 – 12:00 p.m. in the Board Room Monday, July 16 at 10:30 – 12:00 p.m. in the Cardinal/Oak Room Monday, August 13 at 10:30 – 12:00 p.m. in the Board Room V. New COAA Representatives – Michelle Yager Send Michelle the list of council representatives for next year. This will be put on the UAASC COAA website page. VI. Standing Committee Reports Professional Development (Jane Coplan) Gearing up for SOAR retreat at Horn Field Campus was a success. The committee will meet in late July to discuss the fall semester. Awards and Recognition (Lisa Melz) Andi Potter was the advisor of the month. The committee will meet again in August. Lisa will create a generic advisor of the month application to link to the UAASC COAA website page. Public Relations & Social The committee gave a final report to Ember with suggestions based on the anticipated changes to the by‐laws for merging of part of this committee with the professional development committee. Campus Affairs (Caryn Morgan) The committee has not had a meeting since COAA met the last time. Assessment (Julie O’Brien) Fill out the advisor survey; the deadline is June 15. We would like for advisors to give us as much qualitative data as possible; please give detailed answers to the open ended questions. VII. CAGAS – Julie O’Brien Dates for summer meetings are: Tuesday, May 29, 2012: Documentation deadline = 4:00 p.m., Thursday, May 24 Tuesday, June 19, 2012: Documentation deadline = 4:00 p.m., Thursday, June 14 Thursday, July 19, 2012: Documentation deadline = 4:00 p.m., Monday, July 16 Tuesday, August 14, 2012: Documentation deadline = 4:00 p.m., Thursday, August 9 VIII. News from the Office of the Registrar – Sue Dagit There are changes to the parent and guess access account. Students setting up the account must provide the name, address and relationship to the person for whom the account is created. Personnel can confirm whom they are talking with. This does not change the process concerning the sharing of information over the phone. Never share grades, GPA, class schedule or academic status. Affidavits of dependency must be filed annually, accompanied by a tax form. Student Information Release Authorizations remain in effect until rescinded by the student or the student graduates or leaves the University. Affidavits and Student Information Release Authorizations require listed parties to request specific information in writing; they do NOT allow for routine distribution of information or for conversations over the phone. Important Dates Friday May 25 – Deadline for Spring graduation deficiencies Thursday, May 31 – Degrees will be posted IX. College/Area News – Council members  Lisa Melz Jennings announced that interviews for the new athletic advisor are finished.  Sharon Butcher’s last day is May 31.  Chris Ramsey announced new Entrepreneur internship  Discussion about international students coming back for a second degree with English deficiencies.  Eva Fisher’s last day in UAASC is May 31; she is moving to General Studies in Horrabin Hall. The meeting adjourned at 12:05 p.m. Respectfully submitted Julie O’Brien