Council of Academic Advisors
Monday, June 11, 2012
10:30 AM, Union Board Room
Present: Michele Aurand (IS), Jane Coplan (UAASC), Jennifer Grimm (Communications), Molly Honer (Honor’s College), Ember Keithley (CBT), Ehren Kuzekov (Study Abroad), Caryn Morgan (CAS), Kelly Morris (UAASC), Julie O’Brien (UAASC), Ellen Poulter (English/Journalism), Chris Ramsey (CBT), Colin Rogness (BA/BGS), Jennifer Sandrik‐Rubio (Physical Sciences), Renee Simpson (UAASC), Michelle Terry (CBT Rep), Michelle Yager (UAASC) Guest: Boris Petrocovici I.
Math Placement and COMPASS – Boris Petracovici Dr. Petracovici came to speak about the process of determining math placements. The rumor from students is that if they didn’t take math their senior year, they are automatically put in 099. Many students with an ACT of 18‐22 are put in there if they haven’t taken math their senior year; however, students who have taken calculus with the same ACT may place higher because the more math taken the more reinforcement there is for a student to retain their math skills. Not having taken math in the senior year is detrimental because students haven’t practiced routinely and their skills have become weakened. Please emphasize to students that math placement is not determined solely by whether they have taken math their senior year in high school. If a student takes an ACT COMPASS test before coming to SOAR, Dr. Petracovici receives the scores from ACT and then determines placement. When students come to SOAR with an ACT math placement sheet, please note that on the orange math placement sheet. For more detailed information, please refer to the brown placement grid that is put in each SOAR folder. This can also be accessed online through the math department’s website. Students will be directed in the Heritage Room that if they have brought COMPASS scores with them to put them in their orange folders and note it on the orange math sheet. Dr. Petracovici only has access to ACT COMPASS scores of WIU students; he doesn’t have access to scores of students who have not scheduled a remote test. If students have taken COMPASS but not through remote testing, their COMPASS scores need to be noted on the orange math sheet and the paper copy attached to it for evaluation. M. Terry felt it would be good to know if a student’s placement was based on high school transcripts or their ACT compass score. Although it would be a programming issue, maybe it could eventually be coded on ADVG how placement was determined. If advisors need to know if a score is based on high school transcripts or ACT scores, they could contact UAASC or Dr. Petracovici. Access to ACT COMPASS scores will probably not be granted to more people than presently have access to it unless this becomes problematic for advisors. For students who are upset about taking Math 099 as a non‐credit course, it could be suggested to them that if they score 80% or better in Math 099, take all tests, and have good attendance, there is a possibility they can skip over Math 100 and go into a higher math class. Dr. Petracovici stressed that it is the level that counts, and there are several different ways of getting there. Placement testing only impacts freshmen who are going through SOAR. Transfer students who haven’t taken any math in college can either take the placement test or default to Math 099. This summer is the first time a free online program offered by the Math Department called “Progress Improvement Program” (PIP) is being offered. Angela Kline is overseeing the program, and students who have scored between 41 and 54 (with 55 being the cutoff for Math 100) are eligible and recommended to participate. Students who qualify for PIP are placed in Math 099, but they have the opportunity to retake COMPASS in the fall. It is hoped that between 50‐60 students will participate in the program this summer and when they come back in the fall they can take COMPASS here (without charge) or take it remotely at a junior college (charge to the student) to see if they can improve their score to 55 or above, which would allow them to enroll in Math 100 (students who participate are guaranteed a place in Math 100, if they reach 55 on the placement exam). If students ask for information on this, don’t give out figures because they are fluid and may go up higher as SOAR progresses; advisors can direct students to discuss this with Dr. Petracovici. The program coordinator will do some type of follow‐up with students. This is a voluntary student program that gives them the opportunity to skip Math 099 and move into Math 100. No set time has been established for students to take COMPASS. They can schedule it themselves or they can contact UAASC for a scheduled time. Angie keeps a list of students eligible to participate in the program and she could mail the list to advisors once SOAR is completed, then advisors can contact their students. Students are given a description of the program and contact information for taking the placement exam here at WIU. Advisors felt that it should be emphasized to students to take the placement on Monday when school starts. In the letter sent to students, it was suggested that the sentence “it would be beneficial to take COMPASS before coming to school on or before Monday of the first week of classes” be included in the mailing sent to students. For the last couple of years 50‐55% of students have placed into Math 099. At this point, whoever places into Math 099 can register for it. Once enrollment in classes reaches 30 students, this issue will be addressed again. If a student needs the class for sequencing, please let Dr. Petracovici know and he will accommodate them. On STARS, “staff” is listed for those classes whose math instructors have retired or are on sabbatical. For fall, the Math Department will be hiring three visiting teachers and three faculty. The department has had to cancel four math classes because of lack of faculty … 100‐level classes, 133, 123, and 128. Dr. Petracovici will ask the Math Department secretary to send a copy of any math classes that have been closed to the student’s advisor of record. Once a class is cancelled, that class roster disappears so advisors don’t know what students were in those classes. Caryn will send Dr. Petracovici a copy of what other departments send and maybe that could be incorporated into the math letter. II. SOAR Check‐In – Michelle Yager There was confusion at the first SOAR about picking up students who are only taking Foreign Language Placement. Chris Staley picks up foreign language testers only in Morgan Hall … the student workers deliver all other students to the foreign testing room. If Chris is not in the testing room when students arrive, they should be told to wait quietly until she returns. Feel free to discuss any special instructions you may have with O‐Team Members. Advisors will have the same O‐Team members for June and a new student for July. O‐Team members have been asked not to suggest classes and/or teachers to students. Michelle recommended that next year advisors go to the skit dress rehearsal to see what is being addressed with students The problem which prevented running English placement results for the 1st SOAR program has now been corrected. There were problems at the first SOAR with getting all the orange folders returned from students, but it was better during the second registration. Please try to collect orange folders from students. If a student is not taking a foreign language placement, have them turn in their pink sheet and folder. Arts and Sciences tried to help a student with accommodations during the Friday/Saturday SOAR. Michelle had met with Tara before the first SOAR. There is a concern that we may not have adaptive equipment in place for a person who needs an accommodation if they do not indicate their need ahead of time, especially if the SOAR is on a Saturday. It was suggested that a sentence be put in the math mailing next year that if a student has a disability, please notify DSR at least 2‐3 weeks before SOAR in order to have accommodations in place. If a foreign language placement sheet is left in the student’s orange folder, it will be stapled to the orange math sheet and given back to advisors the afternoon of Day 2. Jane will check with Cheryl about that. Once students have taken the College Student Inventory (CSI) test online, a star will be placed on the front of their nametag, indicating they have completed the test. Advisors are not obligated to monitor this, but on the reverse side of the nametag are locations to take the test. It is a courtesy to remind students they have to complete the Inventory. If a student took it at home before they came to SOAR, the star would already be on their nametag. SDO would like students to complete it at home; if not, they would like them to take it here during SOAR. SDO has said they will share concerns students have self‐identified with advisors so they can work with students in the places where they may need help. Advisors asked if it would be possible to have the same size font used for students’ first and last names. This would make it easier to hand out folders and for Molly to locate students. It was also suggested that maybe students could be asked to knot their lanyards to make them shorter and easier to read. SDO is no longer providing pencils. UAASC will distribute them to students in the Heritage Room since pencils have to be used on the English placement. An announcement will be made during English testing that pencils should remain in the orange folders. III. By‐Laws – Ellen, Julie, and Jennifer A draft copy of the By‐Laws was sent out with the agenda. Advisors were urged to look at the language and see if that is what should be used. Voting will take place on July 16. Michelle will send a copy to all advisors asking them to speak to their reps for their thoughts. Anything that has been added is italicized and underlined. Anything removed has been crossed out. There was one change about quorum that was made; all other changes were discussed at the last meeting and will be voted on by all voting COAA members. Section 2D is the only section changed that wasn’t previously discussed. Under B, Article V, the sentence “The term for voting members runs from August 1‐July 31” will be included. This was changed because the advisor training workshop is held in August. Under Article 6B, vice chair, the wording will be changed to “A special vote will be taken in the event that the Vice Chair is unable to complete his or her full term”. The vice chair will start August 1 in order to be consistent with terms of office (it is currently July 1). Under 7A (top of page 5), the sentence will be changed to read “meeting of the fall semester”. These are the final changes to be presented and voted on. The By‐Laws Committee did a great job. Michelle will determine the number needed for a quorum in order to be able to vote on these changes at the July 16th meeting. IV. Alcohol‐Wise Update Alcohol‐Wise is not being implemented this year. Michelle will do a follow‐up as to the status of the Interpersonal Violence Program for the fall because students have been advised to watch for that. It was suggested that maybe there is renewed interest in implementing this in the halls rather than being an integral part of SOAR. Alcohol‐Wise does not have a table at the Fair but it wasn’t known if IVP had a table. Advisors need to know this type of information in order to impart accurate information to students. UPDATE: Michelle spoke with Justine Johnson. Justine’s hope is the4 IVP training will be completed during the FYE program. If it’s not completed in early fall, there will be a registration hold placed on the student’s account prior to Spring registration. V. Standing Committee Reports – Ember Keithley Education: The committee has not met. They will have 1 meeting in July to begin to plan for fall events. Campus Affairs: Nothing new to report Assessment: This committee will be scheduling meetings during the next couple of months. Julie will let members know about meeting dates. The deadline for the Advisor Survey is June 15. There has been a 58% response rate thus far. If you haven’t completed it, please do so as soon as possible. E‐
mail reminders have been going out every Tuesday. The committee will meet to discuss responses and also look at the student survey. Public Relations/Social: No report. Awards: Have not met since the last meeting. VI. CAGAS (Julie) The deadline for submitting CAGAS materials is this Tuesday at 4:00. The final 2 meetings will be in June and a daylong meeting in August. August will be the first meeting Jean attends. VII. News from the Office of the Registrar – Sue Dagit Since the Registrar’s Office was short‐staffed today, she was unable to come to the meeting but e‐
mailed the following information. Diplomas will go out in the mail either this afternoon or tomorrow morning. Today is the last day for Summer session students to withdraw from 8‐week and first 4‐week classes for 100% tuition and fees credit. Clarification: Parent and Guest Access Account Changes Previously, there was no way to determine for whom a student set up a PaGA account. Now students setting up new accounts must provide the name, address, and relationship to the person for whom the account is being created. This enables personnel from offices involved to confirm whom they may clarify information with and what information may be clarified. Students still pick and choose what screens guests have access to. Just because an account is set up and we can verify who the guest is, this does not mean that the student has given access to all information. (Ex., access given for schedule screen but not for grades/transcript; access given for billing screens, but not for financial aid screens) This does not change process concerning what information may be shared over the phone (NEVER grades, gpa, class schedule, or academic status); it simply allows us to confirm if the person on the phone really has been given access to certain non‐directory information by the student. VIII. College/Area News – Council Members It was requested that Michelle let colleges know as soon as possible about switching Council meeting dates for the fall. The earlier a decision is made would be better for colleges. The Advisor Workshop will be held on Wednesday, August 15. Jane is waiting to hear back for Ashley Katz about using the Heritage Room. Since the Multicultural Center did not beep during workshops others have recently attended, this area might be considered as a possible meeting location if the Heritage Room is not available. If anyone would like to volunteer to organize a luncheon, please let Jane know; otherwise the Social Committee can plan it since it was not the intent for the Social Committee to be dissolved, but rather absorbed within other committees. IX.
New Business Correction to the minutes: Entrepreneur MINOR, not internship. Chris will send out information about the minor. This can be selected by either a business major or non‐business major. It was requested that information about remote access be included in the minutes. Updated placement testing site information has traditionally been done by UAASC students. WIU is changed approximately $3 for every student who takes the COMPASS placement test. Students are only allowed to take it 3 times unless special permission has not been granted. Respectfully submitted, Debbie Carithers