Council of Academic Advisors
Thursday, January 31, 2013
10:30 AM, Union Board Room
Present: Bryan Barker (UAASC), Laurie Black (Registrar’s Office), Jean Bird (COBT), Donna Bradford (COEHS), Jane Coplan (UAASC), Sue Dagit (Registrar’s Office), Jeanne Gage (COEHS), Jennifer Grimm (Communications), Niall Hartnett (UAASC), Molly Homer (Honor’s College), Ember Keithley (CBT), Kim McDaniel (Study Abroad), Anna James (CBT Advising), Lisa Jennings‐Melz (Athletics), Caryn Morgan (CAS), Julie O’Brien (UAASC), Chris Ramsey (CBT), Jennifer Sandrik‐Rubio (Physical Sciences), Renee Simpson (UAASC), Jennifer Tibbitts (BA/BGS), Larry Tingley (Admissions), Vicki Walters (Biology), Michelle Yager (UAASC) Guest: Bill Thompson Dr. Bill Thompson, Associate Professor, Libraries LGBTQA Scholarship–the Martin Dupuis/Mukti Fund Leadership Award in Gay, Lesbian, Bisexual, and Transgender (GLBT) Communities The application and criteria for this award were previously sent by e‐mail to all advisors. In addition, they were attachment to the COAA meeting agenda email. The established criteria is: 1) students must be a returning undergraduate for the 2013‐2014 academic year, 2) have provided leadership either for a gay, lesbian, bisexual, and transgender (GLBT) group and/or in regard to GLBT issues at WIU, and 3) fill out an application form, write a short essay, and provide a resume and two letters of reference. Additional instructions are included in the application. Dr. Thompson had requested to speak to the Council because the committee would like to solicit a wide range of applicants and he wanted advisors to inform students of this opportunity. For questions and/or to submit the completed application (preferably electronically), please contact Tami McCoy by e‐mail at TK‐McCoy@wiu.edu, by phone at 309/298‐1977, or by stopping by the Office of Equal Opportunity and Access in Sherman Hall, Room 203. Approval of Minutes: The minutes from the November 29, 2012 meeting was passed. It was motioned by Jennifer Grimm and seconded by Vicki Walters. I.
Tutor Website Update ‐‐‐ Julie O’Brien Julie demonstrated the changes she has been making to the tutoring website. The website can be accessed by 1) wiu.edu/advising, 2) wiu.edu/tutoring, or 3) under Academic Success on the wiu.edu/advising website. Julie has worked many long hours on creating this website which lists all tutoring opportunities at WIU in one location, both in UAASC, departments, and at the library. UAASC is currently investigating the cost of putting a tutoring icon on the WIU app. II. English Placement Update ‐‐‐ Michelle Yager English placement will no longer involve writing an English essay. Freshmen will be placed on the basis of their ACT or SAT scores. Placement will follow these guidelines: ACT Students making an 18 or below on either the English component or the Reading component will be placed into ENG 100 (likewise, students making a 19 or above on both English component and the Reading component will be placed into ENG 180). SAT Students making a 430 or below on the Writing component or a 450 or below on the Critical Reading component will be placed into ENG 100 (likewise, students making a 431 or above on the Writing component and a 451 or above on the Critical Reading component will be placed into ENG 180). Students who lack ACT or SAT scores (International and Transfer Students) These students should be placed into ENG 100 and told that they have the option of submitting a portfolio for review and possible placement in ENG 180. The UAASC staff will enter the ENG placement prior to a registration event. At SOAR, the students will receive a document explaining their ENG placement status and information of the appeal process. Transfer students can be placed by ACT scores if available. Unofficial ACT scores will be accepted for this purpose (for example, ACT scores on a high school transcript). If ACT scores are not available, students will be automatically placed into English 100 and then will be able to appeal to the English department (via a portfolio). Students may use more than one set of ACT scores to support the placement into English 180. International students will be automatically placed into English 100. They also have the option to provide a portfolio. Any student who does advisor reg (mostly transfers but occasionally freshmen), who does not have credit for an English 180 equivalent course, will need to have their English placement determined and entered into MVS. Advisors outside of UAASC should contact the UAASC office for help with that process. This may either be done by sending an email or calling. Michelle resend the English Department documents about placement (including specific ACT scores and instructions for appeal) to the advising list serv. III. SOAR Update—Michelle Yager In an effort to reduce the no‐show rate at SOAR, many departments are sending mailings and/or emails to students and parents before SOAR. Michelle wondered if the advisors should be sending an introduction email to students a week prior to SOAR. This email could include pre‐advising information, instructions on how to change a major (include UAASC’s phone number), instructions for bringing dual enrollment and transcripts (must be in sealed envelope) to SOAR, etc. It was decided that each advising office/department will determine how best to contact their students. SOAR plans are still in process. We are asked to be patient. It is likely the program will run from approximately noon on day one to approximately noon on day two. There will be no English placement exercise. It is likely the math placement test will take place on the afternoon of day one. Students will probably need to be advised and registered in a shorter window of time than last year, possibly a two hour window which needs to include major meetings with parents, course search, and actual registration. Each department is encouraged to consider ways to streamline the advising and registration process for their students. This might include communicating ahead of time with students about course selection and/or giving a more prescriptive plan for the first semester. We all realize this is not ideal, but need to work within the parameters of the program to give the students the very best experience we can. IV. Western On‐Line Issues There are currently many problems associated with Western Online which are confusing students. Students should contact U‐Teach with any concerns they have. Since everyone acknowledges that this is a problem, and the Provost has sent out a letter addressing the issue, this item was tabled, to be discussed again if the problem continues following U‐Tech’s resolution of the problem. Michelle will ask Roger Runquist to come to a future Council meeting to discuss issues associated with Western Online. V. Standing Committee Reports Professional Development The committee met on Monday, January 28th. They are looking at surveys and there is interest in subjects associated with advising transfer students. The committee is looking to purchase two webinars dealing with advising transfer students and students on academic probation. They are also planning a team‐building event for all advisors entitled, ‘Swinging into SOAR’. Anita Sells will speak and Mel Blasi will have a putting game and possible driving range activity for all to enjoy. The tentative date is Monday, May 13th. More information will be coming. Campus Affairs and Public Relations The clothing drive has been completed and was very successful. Faculty, staff, community members donated 400 items, from which 300 were distributed. The remaining clothing was given to the Golden Key Honor Society and Project HOPE. This year’s media campaign will be aimed toward getting students in early to see their advisors and to register for courses once they have had their holds removed. Assessment The committee hopes to get student surveys out in March to all students. They have gone over all student comments and will create themes to be shared. Information gathered from the surveys will be distributed at the next Council meeting so aspects can be utilized by different committees. The advisor survey will be sent out next. Awards and Recognition The November Advisor of the Month is Cheryl Hutchins. VI. CAGAS The following were heard in CAGAS appeals: Overload appeals: 5 approved and 3 denied There were a couple late registrations approved Late withdrawals: 5 approved and 4 denied. Selective withdrawals from particular courses: 6 approved and 3 denied. Substitution Waivers: Approval was given to a non‐traditional student who filed an appeal because she felt she didn’t need to take a FYE class. A one‐time only substitution waiver was approved. A human wellbeing, 2 department rule, was approved. Academic Integrity: 12 cases were heard from the end of fall semester until now. Special appeal for readmission, for students already suspended: 8 were denied out of 11. Students who were denied didn’t present good documentation or explanations. Students need to have better rationale if they want approval for their appeals. The next CAGAS meeting will be held today. Discussion was held about whether or not an instructor must let the student attend class, and if an advisor should advise a student to attend a class, until CAGAS renders its decision. If the instructor has no intention of allowing the student to register late, then there is no point in the student trying to attend the class. The instructor must be willing to provide the following to CAGAS: 1) that the instructor gives his/her permission for the student to add the class, 2) whether or not the student has been attending the class and participating, and 3) how the student will be able to catch up on the coursework. There is no legal problem with letting students attend class, but if the instructor does not intend to send a letter, the appeal will not be approved by CAGAS. VII.
Registrar’s Office Commencement – Saturday, May 11, 2013 
Monday, February 11 – NCAA Progress Toward Degree Report forms will be mailed to advisors 
o Monday, February 25 – Completed forms are due back in the Registrar’s Office Friday, March 15 ‐ deadline to file a graduation application in order to have name in the Commencement program Registration – Summer/Fall 2013 
General summary of assignments for Summer/Fall 2013 advance registration: Graduates: April 1, 2, 3 Seniors: April 3, 4, 5, 8 Juniors: April 5, 8, 9, 10, 11 Sophomores: April 11, 12, 15, 16 Freshmen: April 16, 17, 18, 19 Open registration begins April 22. 
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Registration holds have been placed back on undergraduate student accounts.
Students will be able to view their Summer/Fall 2013 advance registration appointment on the STARS Instruction screen beginning February 3 and on the STARS Registration screen beginning February 11. The Summer and Fall 2013 class schedules will be available on Course Search February 11. Other notes of interest…
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VIII.
New students whose files are incomplete…
o Freshmen – Registration Hold will be put on student accounts where final high school
transcripts have not been received.
o Transfer Students – Students whose transfer files are incomplete will be placed on
Academic Probation and a Registration Hold will be put on their student accounts.
Mary Erlandson has retired. Mary Lane will be joining the Registrar’s Office as CAGAS
Secretary February 11.
College/Area News – Council Members
Student Abroad Several of the faculty‐led programs have application deadlines tomorrow. The application deadline for WYSE is February 15 Students wanting individual programming for summer or fall need to meet with Ehren and have their information turned in by the 1st of March. Any student doing an international research project that has credit associated with it needs to have Study Abroad approval. For anyone wanting more information on study abroad policies, type Registration Policy for Study Abroad in the search bar. For questions, please contact Emily. CBT Chris distributed a flyer “Learn French in Summer 2013 in New Brunswick, Canada”, which is a grant‐funded program. For 6 hours of any level French, students are only required to pay $920.00. This is the last year the grant will be funded. Students have to be a US citizen or have a green card. If a student is taking a class for the 4th time and passes but has failed the previous 3 times, no credit or honor points are awarded. That would result in a CAGAS appeal. It is yet to be seen how that type of appeal would go. If a student gets a D‐, D‐, D‐, then an A, they have already received credit for the D‐. The A will show on the WARD report as satisfying the credit, but will not figure into the GPA. Dr. Baily, Chair of Agriculture, has announced he will be returning to faculty at the end of the fiscal year. The department is looking at getting a faculty member to act as interim chair. Getting a cell phone for texting is too expensive, so CBT is looking into Google Voice which will hopefully cut costs. Michelle may invite Matt Clark to come to a meeting to explain this. Biology Vicki has tried to include everyone who has a biology minors in the mailing of the Axon because of the Kibbe component. We will vote in a new COAA Vice‐Chair this spring. Please be thinking of someone to fill that position. REMINDERS:
Next Meeting: Thursday, February 14th at 10:30 am in the Union Board Room
The meeting adjourned at 12:09 PM. Respectfully submitted, Debbie Carithers