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November 21, 2013 - UAAC Meeting Notes

UAAC MEETING NOTES

November 21, 2013

  

Present: Rachana Patel, Bradley Merrill (Admissions); Erik Weierholt, Colby Vranes, Al Reiser (Athletics); Michelle Brooks (Atmospheric Sciences); Dave Gard (Biology); Jason Barkemeyer, Jess Taverna, Megan Ludlow (Business); Janet Goff, Merilee Anderson, Candace Krukiel (Continuing Education); Jill Wilson (Economics); Arlene Arenaz (Electrical and Computer Engineering); Hallie Huber (Entertainment Arts and Engineering); Amy Capps (Financial Aid and Scholarships); Liz Leckie (Fine Arts); Shari Lindsey (Health); Heidi Collier (Health Promotion and Education); Michelle Taliaferro (Honors); Alison Vásquez (International Studies); Bonnie Ogden, Mark Mun (Mechanical Engineering); Mary Ann Dresher (Music); Mark Pontious (Orientation and Leadership); Betsy Cook (Parks, Recreation, and Tourism); Lynn Higgs (Physics and Astronomy); Dallin Cowles, Michael Santarosa, Emily Johnson (Registrar’s Office); Gina Shipley (Social and Behavioral Science); Bryce Williams, Stephanie Santarosa (Student Success and Empowerment Initiative); Alonso Reyna Rivarola, Noemy Medina (Student Equity and Diversity); Kyle Ethelbah (Student Support Services); Faye Barron (Theatre); Sharon Aiken-Wisniewski, David Eisen, Martina Stewart, Steve Hadley, Shelley Nicholson, John Nilsson, Marilyn Hoffman, Sarah Rollo, Vickie Morgan (Academic Advising Center); Lena May-Fraser, Rachel Osterman (Academic Advising Center / Fine Arts), Angie Gardiner (Academic Advising Center / Mathematics).   Total:  50

 

Special Presentations

  • Michelle Taliaferro, of the Honors College, presented to the group on the Rhodes and Marshall Scholarships.  Dustin Stokes, from the Department of Philosophy, spoke about the Cognitive Science minor (brochure distributed).

Admissions –  Bradley Merrill and Rachana Patel

  • Following up on a question raised at last month’s meeting, regarding advisors’ ability to see certain student records in relation to whether the student has paid the enrollment deposit:  advisors should be able to see everything that’s needed, other than the Program/Plan designation, even if the student hasn’t yet paid.  The Admissions Office can work with a student on a deposit extension.
  • Spring 2014:  no longer accepting applications for new incoming students (i.e., other than nonmatriculated and readmits); these students are checked with the Clearinghouse.  The materials deadline has been extended to November 27 (for students who have applied for Spring, but may be missing one or two transcripts).
  • The December 1 priority deadline is approaching – reminder:  merit and diversity scholarships are based on the admission application.
  • If a student has applied, paid their deposit, and then decides not to attend, the payment is nonrefundable (except if the student applied for a deferment and didn’t get it).

Registrar’s Office –  Dallin Cowles, Emily Johnson, and Michael Santarosa

  • Spring 2014 numbers:  as of now, 18,695 (up 4% from last spring)
  • Important dates and deadlines:
    • November 25 -- open enrollment starts
    • December 6 -- last day to revoke CR/NC for semester-length and second-half courses
    • December 13 – last day of classes
    • December 16 20 – final exam period
  • Spring 2014 final exams:  the dates are under review but will be published as soon as possible.
  • Emily Johnson has taken on a different role in the Registrar’s Office; she’ll be doing NCAA coding in DARS.
  • A new section will soon be appearing on DARS reports; it will include all general electives (that are not being used to satisfy requirements, including courses that would “oversatisfy” a requirement).  The section will also exclude any courses that don’t carry a credit-bearing grade.  (The reason for this new section is related to NCAA coding.)
  • Today’s agenda includes a summary of the Registrar’s Office Advisor Survey.  As of today, there are updated FAQ’s for advisors and students on the Registrar’s Office Website.
  • November 1 was the due date for graduation applications (for Spring).  There is apparently a good deal of confusion (among students and advisors) about the difference between “emphasis” and “major”.  Advisors, please pay attention to this (as well as catalog year, degree type, etc.) when signing graduation applications. 

Financial Aid –  Amy Capps

  • Maximum time frame holds were run a couple of weeks ago; some students may be coming to advisors to ask for departmental letters for their appeal.  Advisors need to be specific about how long it will take the student to complete the degree.
  • The Fall Semester appeal deadline has passed.
  • There is still a small amount of Perkins money left; advisors may want to refer students who have a tuition balance and can’t register for Spring.
  • Financial Aid and Scholarships is thinking about hosting a once-a-semester training to discuss Satisfactory Academic Policies, how to write appeals, etc.
  • As stated earlier, merit-based scholarships will be based on data supplied in the admissions application.

Curriculum Administration – Lyndi Duff

  • Within the next day or two, Curriculum Administration will have the catalog and will begin making edits.  A training is planned after the start of new year (an opportunity to see what the product  looks like, and what tools it includes); publication will be in Spring.

DARS/GPS – Shelley Nicholson

  • Richelle and Shelley are constantly working to improve DARS reports for both students and advisors.  An e-mail was recently sent out, informing about how DARS reports now show declared majors and minors.
  • RW exception:  the DARS team has tried to make it more user-friendly by reordering the fields of information that one uses for entry.  Those most commonly used are now at the top; and there is expanded wordage (i.e., what the fields indicate).

Advisor Education and Development – Steve Hadley

  • Thanks to those who attended the international advising event last week.
  • Upcoming trainings:  Advising Basics, December 3; PeopleSoft/GPS training, December 17.
  • A lot of UAAC e-mails have a signature block that includes a link to the UAAC website and blog.  Advisors can sign up to receive an e-mail message when a new blog entry is available.
  • Academic Advising Center staff members have a weekly inservice (often a presentation from an academic department or student service office on campus).  Currently under consideration is the idea of doing a campuswide inservice once a month.  It would be optimal to establish a standing day and time each month, for this (just as UAAC has for the monthly meeting).  A survey is being distributed at today’s meeting, in regard to this idea.
  • This year’s annual campuswide advising conference will be in spring (March 5, 2014).

Orientation – Mark Pontious

  • Thank-you to advisors for meeting with students during the orientation programs; the remaining programs are listed on today’s meeting agenda.

Transfer Student Issues – Vickie Morgan

  • Terese and Vickie are working on the advisor visit schedule for Salt Lake Community College; those advisors who are interested in doing some outreach / advising there, please e-mail Terese at tpratt@uc.utah.edu .

Committee and Task Force Reports:

Mandatory Advising Program – Martina Stewart

  • First-year:  the majority of students have already been advised.  At this point, when marking the PeopleSoft panel, advisors will no longer see the popup because freshmen can now register, whether or not they have priority.  When advising students, please let them know if they have another hold (e.g., Immunization).
  • Second-year:  the e-mail went out yesterday, and the selection was made today (students enrolled for two or three prior semesters with 60 or fewer credit hours).  They have until February 28 to meet with advisor; after that, a hold will be placed.  It’s important to remember that these students, when meeting with an advisor, don’t always clearly state that it’s for the required second-year advising.  Academic Advising Center is not advising premajors as far as second-year advising (these students are being referred to the relevant departments). 

Advisor Awards – Angie Gardiner

  • The first meeting of the year took place a couple of weeks ago.  There are eleven committee members, including one student member.  There will again be two UAAC advising awards given (one for a new advisor and one for an advisor with more than three years’ experience).  Nominations will open in early February.

Marketing and PR for Advising – Sharon Aiken-Wisniewski

  • As discussed last month, the Committee has come up with some taglines, and will meet with University Marketing and Communication in December, with the aim of talking through the process of promoting the “brand” to different populations (including students and faculty).  An important topic:  What is current “brand” of advising on campus, and what do we want it to be?

The Advisor Position – Gina Shipley

  • The Committee is continuing to gather information, and has identified a goal of how to retain advisors.  There will hopefully be a fuller report ready next month.

Continuing and New Business

Prerequisite Checking in Chemistry:   Sharon Aiken-Wisniewski reported that work is ongoing with the Department of Chemistry; there will likely be a website where students can request exceptions.

Athletics:   Erik Weierholt distributed an invitation to all UAAC attendees , to a Utes basketball game (vs. University of Oregon, January 2, 2014).  RSVP to Erik by December 2 ( eweierholt@huntsman.utah.edu ).  

 

 

THE Next UAAC meeting IS SCHEDULED FOR

THURSDAY, JANUARY 16 IN ALFRED EMERY BUILDING, ROOM 320

Last Updated: 8/21/23