October 24th, 2013 UAAC Meeting Notes

UAAC MEETING NOTES

October 24, 2013

  

Present:  Maren Lythgoe, Rachana Patel, Bradley Merrill, Kelsey Nicholson (Admissions); Dave Gard (Biology); Jess Taverna, Jason Barkemeyer (Business); Janet Goff, Merilee Anderson, Candace Krukiel (Continuing Education); Jill Wilson (Economics); Arlene Arenaz (Electrical and Computer Engineering); Hallie Huber (Entertainment Arts and Engineering); Elizabeth Archuleta (Ethnic Studies); Rachel Bonnett, Wendy McKinney (Exercise and Sport Science); Judy Martinez (Geology and Geophysics); Shari Lindsey (Health); Heidi Collier (Health Promotion and Education); Denise Brenes (History); Taunya Dressler (Humanities); Leslie Giles-Smith (Learning Enhancement – Tutoring); Bonnie Ogden, Mark Mun (Mechanical Engineering); Mary Ann Dresher (Music); Trisha Jensen (Orientation and Leadership Development); Betsy Cook (Parks, Recreation, and Tourism); Lynn Higgs (Physics and Astronomy); Dallin Cowles, Michael Santarosa, Nita Fesolai (Registrar’s Office); Christine Contestable, Bryce Williams, Natasha Hansen (Student Success and Empowerment Initiative); Kristen Lindsay (Teacher Education); Faye Barron (Theatre); Lyndi Duff (Undergraduate Studies); Sharon Aiken-Wisniewski, Jency Brown, David Eisen, Martina Stewart, Steve Hadley, Vickie Morgan, Terese Pratt, Julia Popp, Shelley Nicholson, Jennifer Merino-Moncada (Academic Advising Center); Kira Jones, Lena May-Fraser, Rachel Osterman (Academic Advising Center / Fine Arts), Angie Gardiner (Academic Advising Center / Mathematics).   Total:  51

 

Special Presentations

• Sharon Aiken-Wisniewski thanked those who attended the NACADA national conference for their participation, and their hospitality to those who were attending from throughout North America and abroad.

• Leslie Giles-Smith presented on the Learning Enhancement Program (brochure and handout distributed).  The program has three main components:  the Educational Psychology 2600 course; Supplemental Instruction; and the ASUU Tutoring Center.  It was stressed that the Program’s services are not only for remedial students; advisors can play a key role in informing students of the services that are offered (as well as referring those students who might do well as a tutor).  Periodically, the Program sponsors workshops on learning strategies (e.g., time management; test-taking and test anxiety).  Targeted workshops for groups are also a possibility.

Admissions – Maren Lythgoe

• The Admissions Office has undergone some (re)organizational changes.  Freshman and transfer admissions have been combined into an “undergraduate processing” area, which is overseen by Brad Merrill.  Rachana Patel is now over data entry and the mail desk.
• November 1 is the deadline for Spring 2014 applications; it’s also the priority deadline for Fall if students plan on applying to the Honors College.  November 15 is the last day to complete a Spring file.
• All students, except graduate students and those students on a visa, will be paying an enrollment deposit for Spring (including readmits).  The published deadline for payment of the deposit is December 1; this is also the admissions priority deadline for those not applying to Honors, but who want to apply for scholarships.  This year, the Scholarships office will be making decisions based on the admissions application.  Students must pay the deposit before they can sign up for orientation.
• It was also noted that the deposit must be paid before advisors can access some student records; some present at today’s meeting voiced concerns about this.  Maren noted that all advisors should have access to the newly-created admission summary page; and that students are told to bring their Summary of Transfer Credit, and/or their transcripts, with them when meeting with advisors.  After further discussion of this issue, Maren noted that the concerns voiced will be relayed to relevant parties.
• Holds for missing high school transcripts are being strictly enforced; as for holds for college transcripts, some leniency may be given in certain cases.  For conditional admissions holds, the student must take the necessary class(es) within their first 30 hours at the University; they receive a warning letter as they approach this point.  Admissions will usually work with students the first time that such a hold is placed; but after that, no.  A student who speaks a foreign language, and has a hold, can get it released with a letter from a third party.

Registrar’s Office –  Dallin Cowles and Michael Santarosa

• Spring registration starts on November 7 (with graduate students); appointments for undergraduates have been set.  Students will receive an e-mail reminding them to check their appointment time.
• The main Commencement ceremony will be on May 1, with most convocations following on the next day; updated information will soon be available on the website.  The final exam period for Spring 2014 will run from Thursday to the following Wednesday (no Reading Day). 
• Important dates/deadlines:
• October 25 – petitions for Fall graduation start
• November 1 – applications for Spring graduation are due
• November 4 – last day to add, elect CR/NC, or audit second-half courses
• November 15 – last day to withdraw from second-half courses

• Graduation:  the petition process starts for “late late” applications (for Fall graduation) on October 28.
• All preliminary evaluations for those anticipating graduating in Fall have been done; applicants have already been notified if they’re deficient.  Late applications will be reviewed by early November.
• Due date for Spring graduation applications is November 1.
• Commencement ceremonies -- who gets to walk?  Those who graduated last summer and fall, as well as those graduating this spring and summer.
• Thanks to the 60 individuals who responded to the advisor survey.  Some results:
  • The vast majority rely on and value support from the Registrar’s Office.
  • A comprehensive web-based FAQ, as well as other reference tools for advisors, are under development.
  • Graduation application due dates have been added to the unified calendar.
  • List are available for both all and enrolled majors, and the catalog year has been added to major lists (there is a coding error that’s causing problems with showing second majors; it is being addressed).
  • Survey respondents indicated a strong liking for the Registrar’s Office Summit event.  Although that event will not take place this year, other training and support options are being looked at.  Representatives from the Registrar’s Office are also happy to present at departmental staff meetings (explaining operations, answering questions, etc.).
  • The Scheduler project has been delayed due to implementation of Kuali.

Financial Aid –  no report

Curriculum Administration – Lyndi Duff

• New catalog product:  there will be individual training offered for those who will be editors (e.g., those who are responsible for updating their department’s information).  There will probably also be training at UAAC meetings, highlighting the new tools available to advisors and students.  The deadline for 2014-15 catalog changes (including Program of Study changes) is January 25.  It’s hoped to have the final catalog published and available for students before registration begins in March. 

DARS/GPS – Shelley Nicholson

• Richelle Warr and Shelley Nicholson are currently working on major projects that should result in the improvement of DARS.  Advisors, please don’t send e-mails relating to DARS or GPS to Richelle and/or Shelley’s personal e-mail accounts; instead, use dars@sa.utah.edu.

Advisor Education and Development – Steve Hadley

• An e-mail was sent out about the international resources panel event (which includes breakfast) on November 19; RSVP deadline is November 8.
• The next Advising Basics training is December 3, with a technology training following on December 17.  A Registrar’s Office roundtable is also being planned.

Orientation – Trisha Jensen

• Registration for Spring 2014 orientation programs is open; students can register upon payment of their enrollment deposit.  The first program is on November 13 (which is the first transfer orientation).  Program dates have been given to the College coordinators.
• Learning to Lead (annual conference) is on November 23; registration is now open.  Registration is $15; Advisors are asked to encourage students, who they think might benefit from a leadership conference, to attend.

Transfer Student Issues – no report

nsfer Student Issues – no report

• Natalie Brown, who formerly worked in the transfer area within Academic Advising Center, has moved on to a new out-of-state position; Vickie Morgan has taken her place.  The advisor education and development area will now be overseen by Steve Hadley.

Committee and Task Force Reports:

Mandatory Advising Program – Martina Stewart

• Advising of first-year students is underway; about 50% have now been seen.  E-mails are going out every two weeks to students who haven’t yet met with an advisor.  Second-year students will be selected on November 21 (they will need to meet with an advisor by March 1, to avoid a hold).

Advisor Awards – Martina Stewart

• The Committee will be meeting in November

Marketing and PR for Advising – Taunya Dressler

• At last month’s UAAC meeting, feedback on taglines was solicited.  Here, with the mantra/creed/philosophy that was developed, are the ones that are under consideration:
  • As educators and problem solvers, we advocate for students as they navigate their personal journey of higher education and attain their academic goals. Through inclusion and connection, we open doors to new opportunities for self-awareness and growth, empowering students to define their roles as citizens within local and global communities.
    • Academic Advising: Create, navigate, graduate
    • Academic Advising: With U all the way
    • Academic Advising: From A to G (admission to graduation)
    • Academic Advising: Talk dreams, find means
    • Academic Advising: Your campus compass
    • Academic Advising: Empowering you to be the ____________ of your degree. (engineer, author, architect, artist, etc.)
  • There are currently openings on the Subcommittee; if interested please e-mail Taunya (Taunya.dressler@uah.edu) or Sharon (saiken@uc.utah.edu).

The Advisor Position – Jess Taverna for Gina Shipley

• At the NACADA conference, a few members of the Subcommittee met with counterparts from other Utah and Pac-12 institutions.  This confirmed that Utah is not the only institution with a hybrid / mixed structure, no career ladder, etc.  One of the Conference sessions was led by staff from Kent State University, where a career ladder was created.
• A major next step will be bringing together leaders of college and school advising offices (which carry various titles) to discuss funding models and other issues.
• This subcommittee will be outreaching to Marketing/PR subcommittee, in order to start working on how best to demonstrate advisors’ value to students, staff, faculty, and administrators.

Continuing and New Business

Major Expo:  Steve Hadley thanked everyone for participation in the Expo.  Sarah Rollo is now directing the major exploration area in Academic Advising Center.

Leave of Absence:  Nita Fesolai and Sharon Aiken-Wisniewski reminded those present that the process has changed, e.g.:  the process is now initiated online; a wider variety of reasons are accepted; and leave can be extended.  Leave can normally last as long as seven semesters (but can be extended with, for example, medical documentation).  While students aren’t required to request a leave of absence, advisors should strongly encourage them to do so (it is especially crucial if they have a scholarship).

Education 1010:  as of Spring 2014, students enrolling in this course will be required to go through a background check.

Advising Tip of the Month:  After the published “last day to withdraw,” a student can petition to withdraw if they have a nonacademic emergency.  To do this, a student must go through the dean’s office of the college that houses their declared major (students who are undecided, in premajor status, or nonmatriculated, need to petition through Academic Advising Center).  Those staff who assist students with this process should check the student’s declaration (in PeopleSoft) to ensure that they are referred to the appropriate location.

 

 

THE Next UAAC meeting IS SCHEDULED FOR

THURSDAY, NOVEMBER 21 IN ALFRED EMERY BUILDING, ROOM 320