Helpful Reminders
Counselor Training
May 4, 2015
Before we begin…..
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We have all made these errors.
Some of these are issues of normal protocol versus right/wrong.
Many of these are issues of documentation/notes rather than counseling errors.
The purpose of the note is for you, another counselor or dean to refer to later and
determine what you information you covered, courses you recommended, etc.
Make sure they are clear and as specific as possible. Be careful with abbreviations.
• Make sure you are familiar with all the good stuff on Counselor Resources.
• If you know all of this already, be proud (and prepared to give this presentation
next year). 
General Tips
• Take an extra minute to proof your notes. Make sure to complete a note for all SARS appts and
walk-ins and phone calls.
• Always include specific type of degree/certificate and major in notes (CJ, BADM, MA, EMT). If
they are considering multiple options or are undecided, include that. These are important
because they inform your course advising.
• Whenever possible, include the specific courses you advised in the note or KWeb or MAP.
• If a student chooses to take a class not needed for their degree/cert, please indicate why (for
personal interest, to be fulltime, for transfer..).
• Always include catalog year (more to come..).
• Test scores (and ACT/SAT scores) need to be less than 2 years old to be used for placement.
General Tips
• When a student tests into MATH 099M, they have qualified for MATH 0990 but
you need to check to see if they tested into either MATH 0950 or MATH 0980
(except Westshore).
• Certain prerequisite coursework, like developmental coursework and math
coursework, need to be within 2 years old. The computer will still let them register
however.
• When you complete a degree audit, please list what they still need to finish their
degree. List the number of credit hours, not the number of classes, needed in each
area. Make sure to include “After Spring 2015, student still needs…”.
• MATH 1270 + MATH 1275= MATH 1280. Consult the math flowchart often.
General Tips
• GPA (Overall, core, admission, honors)
• Equivalency does not ensure grade replacement. Semester courses cannot replace a grade
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for quarter courses even if they are equivalent.
When you complete an override, always use Pre-Req 4 (Pre-Req Only).
Please make sure to check prerequisite requirements for any classes you recommend.
When you discuss possible withdrawal with a student (appt, walk-in, phone call), make sure
to have them check with SFA first because it can impact their aid. Mention this referral in
your note.
When are D grades okay (Degree requirements, prerequisite, transfer, specific grade
requirement)?
General Tips
• Some courses are only offered once a year, some only twice a year so use the course offering
guide when helping a student do long-term planning (2+ semesters).
• Know which courses within a program are prerequisites and which can be taken any time.
Nursing is a great example.
• When you meet with a student who has already submitted their degree petition, you need to
review the petition in WebXtender to make sure they completed it correctly (degree, CY, ..).
• FERPA and phone calls
• AD and P1 and P2. You can check academic status by using SHACRSE screen in Banner.
Financial Aid Issues
• If you meet with a student who is planning to graduate, find out if they plan
to take additional classes after they receive their degree. If they are awarded
a degree, it automatically stops their aid and they will need to appeal for it to
be reinstated. Even if approved, they will only be able to take courses
needed for another degree/cert here (nothing extra!). If applying to a
selective admission program, they cannot appeal until they have an
acceptance letter and if approved, their aid will not be reinstated until they
start the program. (Examples- AA-Nursing, BIO 2341-Nursing, Franklin
3+1).
Catalog Year
• Review CY policy
• Always include the CY for the degree/cert in your SARS note. If they are interested in a
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selective admission program then they will be Pre-OTAT….
Doesn’t matter if they change their major, they can use the CY from when they started.
If they are eligible for multiple CY, you should run a DARS for each and compare to see
which is best. Include in your notes. “Compared CY 2011-2104 and CY Fall 2012 works
best”.
If there are several CY that are identical, move the student to the one closest to their
original CY. AA is a good example.
CY dictates whether you will use a planner or use DARS to review degree requirements!!!
Transfer Issues
• When you use Transferology, make sure to select the school the courses will transfer TO
first and the school the courses will transferring FROM second. You must put them in the
correct order to get accurate information.
• Just because a Tri-C course is equivalent to a course at another college does not mean it will
apply to the 4-year degree. For example, Tri-C has 8 history courses that have an equivalent
course at CSU but students can typically only take 1-2 of those for their degree at CSU.
• Remember that the 2 A&H electives and 2 Social Science electives at CSU must be in 2
different departments/subjects.
• Whenever you provide transfer advising, recommend the student contact an advisor at that
school to confirm. Provide contact info if possible and include in SARS note.
Transfer Issues
• Even if a Tri-C course does not have an equivalent course another school, it could
still meet degree requirements at that school (MATH 1060 at KSU).
• Make sure to include specific transfer major in note and which specific documents
you reviewed with them.
• Remember that you must review degree requirements before general education
requirements because degree requirements may dictate certain general education
requirements.
• If a student plans to take a class that will not apply to transfer degree, please
indicate why (for personal interest, for AA only, etc).
Area Credits
• We cannot determine if an area credit will meet degree requirements at
another school. For example, if a student has HUM T100 and plans to
transfer to CSU, we do not know if that course will meet one of the A&H or
Social Diversity requirements. They will need to consult with CSU. Another
example- a student can only take MATH 1410 here to meet the statistics
requirement for the BSN at OU. However, MATH T140 from UA (Statistics
for Everyday Life) will meet the OU requirement even though the UA class
is not equivalent to our MATH 1410. Have them consult with their future
school regarding applicable area credits.
Area Credits
• Some area credits automatically meet our degree requirements. Running a
DARS will enable you to confirm this. MATH T120 for Nursing is an
example. Most area credits will need to be approved as a substitution to
meet degree requirements.
• When a student needs to know if an area credit meets a prerequisite
requirement, they must see the department.
Substitutions
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Review form
Who to send the form to
To sign or not to sign
Include card with form
Always include Tri-C transcript and include other college transcript if a transfer course is being
substituted. Highlight course on transcript(s).
• Include course description for area credit courses. Let student know a syllabus may be requested.
• Included comment/rationale when applicable.
• When you complete a sub, make sure to mention that in your SARS note.