February 21, 2013 - UAAC Meeting Notes - University Academic Advising Committee

UAAC MEETING NOTES

February 21, 2013

Present: Janet Muncey, Maren Lythgoe, Kelsey Nicholson (Admissions); Sandra McCarthy (Anthropology; Health, Science, and Policy); Nevon Bruschke (Art / Art History); Taryn Horner, Colby Vranes (Athletics); Jason Barkemeyer, Kari Dockendorff, Tara Hardison (Business); Kathy Leslie (Career Services); Tracey Farnsworth (Chemical Engineering); Rick Ernst (Chemistry); Amanda May (Civil and Environmental Engineering); Hilda Bravo, Laneta Fitisemanu (Communication); Janet Goff, Candace Krukiel (Continuing Education); Maria Baldwin (Educational Opportunity Programs); Dianne Leonard (Engineering); Rachel Bonnett (Exercise and Sport Science); Jenny Stout, Bobbi Davis (Family and Consumer Studies); Amy Capps (Financial Aid and Scholarships); Judy Martinez (Geology and Geophysics); Shari Lindsey (Health); Brandon Patterson (International Center); Lisa Hutton (Languages and Literature); Bonnie Ogden (Mechanical Engineering); Heather Severson (Music); Trisha Jensen (Orientation); Betsy Cook (Parks, Recreation, and Tourism); Dallin Cowles, Emily Johnson, Mike Santarosa (Registrar’s Office); Christine Contestable, Stephanie Santarosa, Jen Molloy, Timothy Weymann (Student Success and Empowerment Initiative); Kristen Lindsay, Rebecca Olsen (Teacher Education); Lyndi Duff (Undergraduate Studies); Sharon Aiken-Wisniewski, Jency Brown, Natalie Brown, David Eisen, Shelley Nicholson, Martina Stewart, Marilyn Hoffman, Steve Hadley, Vickie Morgan, Terese Pratt (Academic Advising Center); Lena May-Fraser, Kira Jones (Academic Advising Center / Fine Arts); Angie Gardiner (Academic Advising Center / Mathematics). Total: 55

Welcome is extended to the four newly hired Student Success and Empowerment Initiative advocates. They are currently undergoing training, and will be attending UAAC meetings and participating in other advising-related activities.

Admissions – Maren Lythgoe

The February 15 freshman application deadline has passed; all decisions will be ready by March 1. The next freshman deadline is April 1 (decisions by April 15).
Summer application deadline (for everyone) is March 15.
Holds will go live during the first week of March.
Reminders are being sent to those who were admitted on condition and have less than 30 credit hours, but have not taken the needed courses yet.
The acceptance deposit requirement is now “live”; as of this morning, 145 have paid, and 4 have requested a deferral.

Registrar’s Office – Dallin Cowles and Emily Johnson

Spring enrollment is currently 31,251 (up about 150 from last year)
Important dates / deadlines:
March 18 – Summer registration begins
April 8 – Fall registration begins
February 22 -- last day to reverse CR/NC option for first-half courses
February 26 – first session classes end
February 27 – second session classes begin
March 1 – last day to withdraw from semester-length classes
March 8 – last day to drop/delete second session classes
March 12 – last day to add, elect CR/NC, or audit second session classes
March 29 – last day to withdraw from second session classes
- Graduation: work will soon start on Spring preliminary; there are over 3,100. E-mails will be going out as they are evaluated (these began yesterday). As of March 4, a petition (and late fee) will be required for Spring applicants.

Financial Aid – Amy Capps

The first round of scholarship offers have gone out (President’s scholarships as well).
Questions have been asked about those affected by Consideration of Deferred Action for Childhood Arrivals (per executive action by the US President): these students are not eligible for federal financial aid; they may be referred to Financial Aid and Scholarships for further information. (These students may however be eligible under Utah House Bill 144, which allows qualifying undocumented students to pay in-state tuition.)
For students seeking an extension to the new enrollment deposit: Students may automatically qualify if they have completed a Free Application for Federal Student Aid (FAFSA) with the University of Utah as a School choice, and are eligible to receive Federal Pell Grant funds. The Financial Aid and Scholarships office plans to begin processing FAFSA documents in March. Extensions based on Pell grant eligibility will hold a pending status until FAFSA processing begins.
Applications for Summer aid are now available; they will be accepted through May 31. All such awards will be based on the student’s current-year application (whatever they have left that hasn’t been used for fall and spring).

Curriculum Administration – Lyndi Duff

The deadline for 2013-14 curriculum submissions has just passed; all courses sent in by departments have been entered. Catalogue changes that were submitted should be posted in the next two weeks.
Reminder that the unified calendar is a very handy tool for keeping track of many deadlines and important dates: http://ugs.utah.edu/ucal/index.php [BROKEN LINK].

DARS/GPS – Shelley Nicholson

DARS and GPS updates are now done. Any further changes that are received will be moved to 2014-15. The next DARS/GPS training is set for March 6; after that, the next one will be in May.
GPS: total plans = 7,255; unique students = 6,557.

Advisor Education and Development – Vickie Morgan

Reminder: The NACADA prep series is ongoing (this sessions will be helpful to those planning to attend this year’s annual NACADA conference in Salt Lake).
The next Advising Basics training is February 26. The RSVP deadline has passed, but those who need to attend (and haven’t responded) should e-mail advisorevents@uc.utah.edu. The next training will take place in May.
An international student advising roundtable is slated for March 26. Topic: basic information that advisors should know about immigration.
The Subcommittee has identified a date (May 7) for the newly-titled Advisor Recognition Reception and Social. The event will include recognition of the winners of both the Perlman Award and the UAAC advisor award. Kathy Leslie is coordinating the event; please contact her if you would like to help (kleslie@sa.utah.edu).

Orientation – Trisha Jensen

A first-year student coming for Fall Semester must first pay the enrollment deposit (or be approved for an extension) before they can register for orientation.
New website: orientation.utah.edu.
Orientation is rolling out Swoop Camp: Spirit (a four-day, three-night traditions camp designed to prepare first-year students for the transition to the U of U) and is looking for current students to serve as captains. The application is on the websiteandis due on March 1.
April 17 will see the first annual University of Utah student leadership awards. Advisors are encouraged to nominate students (information is on the websiteand nominations are due on March 1).
The updating of the undergraduate bulletin is in full swing; this year it is being done electronically, so contacts should look for this information via e-mail. Order requests for bulletins will also be sent out soonvia email.

Transfer Student Issues – Terese Pratt

The Transfer Coordinating Council will meet again on April 25. This once-a-semester event is an opportunity to share updates about the transfer student scene, best practices, etc. Details will be forthcoming.

Committee and Task Force Reports

Mandatory Advising Program – Martina Stewart

February 27: advisor roundtable to follow up on the earlier MAP kickoff (advising as teaching and learning); this will provide an opportunity for advisors to talk with colleagues about how they’re implementing this idea.
March 4: an e-mail goes out to second-year students who haven’t yet met with an advisor (they’ll have a hold at that point – advisors should remember to remove that hold when meeting with these students).
New students for Spring 2013 will be selected on March 6 and will receive an e-mail about meeting with an advisor before they can register for Fall Semester (which they’ll be able to do on April 10).

Advisor Awards – Martina Stewart

This year will see two outstanding advisor awards given: one targeted for an outstanding new advisor (three or fewer years) and another for an advisor with a longer tenure. Nomination information will be sent over the listserv; the deadline for submission is April 2. The Subcommittee will meet today after the UAAC meeting.

Marketing and PR for Advising -- Sharon Aiken-Wisniewski (for Taunya Dressler)

The Subcommittee reviewed some of the comments from the 2012 advisor survey, and also invited University Marketing and Communications to present more information about the Imagine U campaign. Best ways to use this information will be discussed at the Subcommittee’s meeting tomorrow.

The Advisor Position -- Vickie Morgan (for Gina Shipley)

The Subcommittee has met and generated ideas about how to look at the advisor position. Four pillars were identified: defining the roles of an advisor; career ladder; holistic advising; and access to professional development.

Graduation Application -- Lena May-Fraser

The Task Force will in fact be constituted, and has had its first meeting at which ideas were shared and the origins of the current application process were reviewed.

New Business

Department of Mathematics: Angie Gardiner presented a new resource that the Department has developed, with the aim of helping students succeed in their courses, specifically MATH 1010, 1050, 1060, and 1210 (handout distributed). These are online lectures and notes. While not specifically intended as preparation for the Accuplacer, they may be helpful as a review. Information is available at www.math.utah.edu/lectures.

UworkUwin: Kathy Leslie spoke about this contest, where students can submit information about the internships (on- or off-campus) with which they’re involved (handout distributed). Students will submit a photo and essay about their experience (by March 31), and there will be a cash award for winners (a reception will take place in April). It’s also a good opportunity for students to highlight their major and the company or office with which they worked. https://careers.utah.edu/students/jobs/uworkuwin.php

Alternative Spring Break: Kris Fenn presented on this year’s opportunities for students, faculty, and staff (information sheet distributed). Highlights:

Program Mission: To engage the University of Utah community in community volunteerism and experiential learning while promoting holistic wellness by sending teams of college students to distant communities over school breaks.
Last year there were about 390 applications for 60 trip spots. This year, the Program will expand into fall break (about 4-6 sites).
Student participants come from a wide range of majors.
The Program aids in student retention; some 90% of participants agree or strongly agree that their experience was useful.
Twenty faculty/staff members are needed each year to assist on the trips (in exchange for their mentorship and leadership throughout the year, staff partners attend the trips for free). This is also an opportunity to meet other student affairs professionals, delve into interests in social issues, and interact with a diverse group of students.
Opportunities are available in a variety of US sites, as well as British Columbia.
Information sessions will be held on March 29 (staff partner application for fall break is due by April 18), April 30, and May 1. Spring break staff partner application is due by June 11.
More information is also available from Kris Fenn, 7-9027, kfenn@sa.utah.edu. The website is asb.utah.edu.

125% Rule: Sharon Aiken-Wisniewski noted that a couple of years ago, the Legislature reviewed the then-current 135% rule (which stated that students who accrue more than 135% of the credits required for their degree should incur a tuition surcharge, with stated guidelines). They looked at how many students at each institution were affected, how many were actually surcharged, and other aspects. Based on this review, it was decided to change the benchmark to 125%. (Information about R510, 4.15 – Excess Credit Hours of the Utah System of Higher Education Tuition and Fees policies was distributed and discussed.)

Advising Survey: Sharon also noted an outcome of the 2012 advising survey: students want more information and graduate and professional schools. At next month’s meeting, there will be a signup sheet for those who would like to be part of a group that will compile a one-page guide for students that can serve as an initial information resource.

Advising Tip of the Month

The University does now have a required nonrefundable enrollment deposit ($150) for new incoming freshmen; it’s important that advisors be aware of this. Students must make their decision by May 1; they won’t be able to register for orientation until the deposit is made. Students can request an extension online if their FAFSA is posted (otherwise they can contact the Admissions Office). A student’s deposit must be in place in order for them to request a deferment; any undergrad domestic student (including transfer) can defer admission. Transfer students do have to pay the deposit if they want to defer.

The distributed agenda for today’s meeting includes some important deadlines/dates, as well as a list of commencement convocations dates and times and some information about activities that will be useful to those planning to attend the October NACADA conference in Salt Lake City.

NEXT REGULAR MONTHLY MEETING WILL BE ON

THURSDAY, MARCH 21, IN ROOM 320 OF THE ALFRED EMERY BUILDING