Academic Advising at Murray State
Barbara Cobb, Coordinator of Academic Advising Professor, English and Philosophy
Coordinator, Liberal Arts Major [email protected] 7B-15 Faculty Hall x4538
Ashley Rogers, Assistant Registrar
Degree Audit Registrar [email protected]
3 Major Advising Seasons
• Fall: Before Advanced Scheduling – mid-October through Adv Scheduling (Nov 11 ff.)
• Spring: Before Advanced Scheduling – mid-March through Adv Scheduling (early April)
• Summer: Summer Orientation – May-July
(Different programs staff Summer O in different ways; separate trainings for Summer O Advising Apr-June)
Today, we will cover . . .
• Advanced Scheduling Advising
• University Studies
• Degree Programs – Areas/Majors/Minors
• Changing Areas/Majors/Minors
• DegreeWorks and RACR (Degree Audit)
• Transfers
• Course Substitutions
• Finding Services for Students
• Advising Philosophy
Teamwork and Partnership Academic Advising is a TEAM effort:
Resources that Academic Advisors may need to help their students:
-- Academic Advising Website
-- Canvas Academic Advising “Course” (accept invitation)
-- Retention Office – use MAPWorks or QuickLinks
-- Services all over campus – use Retention or QuickLinks
-- Academic Advising QuickLinks
-- the liaison for Faculty Academic Advisors
Advanced Scheduling Calendar is posted on the Registrar’s
Office website – click Calendars and Scheduling
– click Timetable for Advanced Scheduling
Fall 2013: starts November 11th
Students should know dates and times when they are eligible to register.
Students must have Advisor Holds cleared prior to registration.
Academic Advising Advisor Hold should NOT be cleared until
students has been advised.
At MINIMUM, academic advisors should
-- review Degree Audit for adequate progress in program,
-- review courses proposed for the coming term,
-- discuss plans for the coming term and the future.
To Clear Advising Hold
• myGate
• Teaching/Advising
• Advisee Listing
• Click red Advisor Hold – hold is released immediately
• IF you make a mistake, contact the Registrar’s Office to have the Advisor Hold reset! (It happens!)
Advising the Still-New Student IF you need ACT or other scores:
Two locations:
myGate Teaching/Advising
Advisee Listing / Test Scores
MAP-Works
Student Tracking / Click on Student Name/
Click on About the Student
More on scores in Canvas Advising “Class” and myGate
Declaring Major/Area Declaring Minor
• 500+ “Undecideds” on campus MSU policy:
Declare area/major @ 45 earned credit hours
Declare minor @ 60 earned credit hours
(Bulletin p. 38)
Declaring Major/Area Declaring Minor
When students declare MAJOR, have them declare MINOR if possible
Challenge to Mid-Degree and Near-Completers when:
MAJOR requirements are complete and University Studies and Minor
requirements are not
DegreeWorks – RACR
-- KNOW YOUR PROGRAM – Check RACR to be sure that your program requirements are keyed in properly -- TRN credit, course substitutions, etc., should be found on RACR If you find errors or confusions, check with
your chair or program coordinator and contact [email protected]
DegreeWorks Notes Feature
-- Use Notes to keep an Advising Record to which you, your advisee, and any future advisors can refer -- Use Notes to provide direction to students, AND for student accountability -- Coming in Spring 2014: “Planner” Feature -- Do NOT use Notes for private memos
University Studies
Check Bulletin for University Studies courses for your students. Bulletin year for each student is found at the top of RACR.
Each Degree (BA, BS, BFA, etc.) has its own University Studies requirements – see next slide and “Academic Degrees and Programs” section of Bulletin
University Studies Approved Courses list – ONLY these courses satisfy University Studies requirements. Some TRN classes may count, too. (Discussed in Transfer section)
University Studies requirements in
Bulletin
(listed by degree)
University Studies approved electives are listed just after the requirements
Modern Language
Chinese, French, German, Japanese, Spanish
• BA: 6 hours of Modern Language culminating at 202 or Higher
• 101/201 Fall Semester courses
• 102/202 Spring Semester courses
• Some exceptions – check Schedule
A BA student SHOULD be in language classes until his/her language requirement is fulfilled.
(Note: 210 Study Abroad MAY sub for either 201 or 202!)
Modern Language
Placement Test
on Modern Languages website
Quick, efficient
Score available immediately
If a student places into 202 or higher, student can “buy” credit for previous course once 202+ course is completed (B or higher) –
see Bulletin “Academic Programs” for info.
Advising for your Academic Programs
Having a defined Academic Plan
is an indicator for student
persistence and success
• Help advisees make choices within program
• Be sure advisees are making progress toward degree (RACR)
• Address Career/Professional Planning needs
Sequence, Pre-Reqs, Planning
• Make sure you know the sequence in which courses must be taken for your programs
• Check course pre-requisites and co-requisites
• Make sure you know in which terms (F,W,Sp,Su) particular courses are offered (if it’s regular, Course desc in Bulletin should include it);
• Help students to plan ahead so that students can
– Get started in the prerequisite chain,
– Take each course when it is offered,
– Complete the sequence in time for their planned graduation dates.
Academic Programs
• Be familiar with other programs, other areas/majors, other colleges/schools
• Provide the best advising possible even if a student wants or needs to change programs
• Referral to Retention is an appropriate action for a student who needs to change programs but does not have a plan
“15 to Finish” 15 Per semester x8 Semesters 120 in 4 years Summer / Winter / Study Abroad Remediation “doesn’t count” How do we come close?
Course Substitutions are now Course Exceptions
Two Kinds, Two Separate Procedures:
-- University Studies – Univ Studies site – via Univ Studies Committee then to Registrar -- Area/Major/Minor – Registrar site – via Registrar
In most cases, courses CAN count for both
A) University Studies AND
B) Area, Major, OR Minor [NOTE: Restrictions apply in some programs; see Bulletin.]
Courses CANNOT count for Major and Minor, Major and 2nd Major, Minor and 2nd Minor
[NOTE: Exceptions in some programs; see Bulletin.]
If course is needed for both major and minor (or 2nd major), advisor/department chair makes course sub or waives requirement. Be sure # of credits satisfies program requirements.
University Studies Course Substitutions Some courses will transfer in with prefixes like: TRN, SLL, HLP, etc. Check course titles. EX: HLP 100 transfers in. History of Rock And Roll. MSU does not offer course, but Univ Studies MUS courses include History of Music, History of Jazz. Chair of MUS approves. Course Sub form is submitted to Univ Studies Comm. Approved.
University Studies Course Subtitution form on University Studies website:
http://www.murraystate.edu/Academics/UniversityStudies.aspx
See University Studies
Course Substitution Form link.
Rules for University Studies courses
are included on this site as well.
Other Course Subs: TRN credits – many upper-division courses transfer as TRN prefix.
IF course is equivalent to MSU Course: -- Clear with your chair/coordinator and contact:
Transfer Center – Jennifer Husemann [email protected]
Course will be programmed in so that, in the future, the equivalency will be applied for ANY student who has taken that course at that institution.
IF course is NOT equivalent, but qualifies for sub in major or minor THAT YOU ADVISE:
-- Clear with chair/coordinator and use Registrar’s Office Course Substitution Form http://www.murraystate.edu/registrar.aspx See Registrar Forms link. ------------------------------------- IF you are the MAJOR advisor, and the course is for the MINOR, send student to department/program that houses the MINOR – every MINOR has a designated advisor, often the dept. chair. Admin. Ass’ts usually can help.
Note: The Transfer Center can do ONLY so much
in transferring in student credit. It is our job to make sure that every
possible credit transfers in to help a student make progress toward his/her
degree, and that no student takes classes that duplicate work already completed. The more we know, the
more we can help our students.
“How will my course transfer in?”
Have students:
-- use the Transferring Classes link on the Transfer Center website to see how frequently-transferred classes will transfer.
-- contact the Transfer Center directly if the course is not listed
See the Transfer Center website or contact the Transfer Center for help
The Transfer Center is part of our team!
HONORS PROGRAM -- HON students MUST take AT LEAST ONE HON Sequence course per semester until HON Sequence is complete -- ENG 150 is an HON Sequence course -- HON Sequence REPLACES Univ Studies -- RACR SHOULD help with this! See QuickLinks for HON Program contact
Student Responsibilities for Academic Advising
Refer Students to Academic Advising Website (MSU Website – search Academic Advising)
All Advisees (Students) Should . . .
• Know Academic Advising website well
–What is an Academic Advisor?
–What are my Responsibilities for Academic Advising?
–What are my Academic Advisor’s Responsibilities?
–How do I make an Appointment?
–What do I bring?
–Plus other helpful information and links.
“Students who establish a personal connection with a faculty member
or advisor are more likely to
persevere.”
-- Wiseman and Messitt
Advising Philosophies: Jargon
“appreciative” “intrusive” “emotional”
= specialized Ac Adv discourse
“Student-centered” = universally accepted
Doing all we can to
help our students to succeed
is our goal.
Models Based on Appreciative Inquiry
Appreciative Advising • Disarm
• Discover
• Dream
• Design
• Deliver
• Don’t Settle
Faculty Advisors uneasy with shifting responsibilities in this model. (Professional Advisors object less.)
Our “Five Points” Model • Define
• Discover
• Dream
• Design
• Deliver
• Faculty and Professional Advisors comfortable with the full emphasis on STUDENT engagement
Five Points of Academic Advising
Encourage Students to:
1. DEFINE: “What questions do you need to answer to DEFINE your program and career/professional path?”
2. DISCOVER: “Research and explore program and career/professional options to DISCOVER possible paths.”
Five Points of Academic Advising
3. DREAM: “Imagine your future. If you’re a dreamer, DREAM. If you’re too much of a realist to DREAM, plan or set goals.”
4. DESIGN: “DESIGN a program of study that will get you to that future.”
5. DELIVER: “Follow through, make it happen.”
Sum Up: 1) Define area/major/minor,
concentrations, etc. 2) Identify classes/choices for upcoming
term 3) Plan for future terms 4) Discuss successes/challenges (grades,
MAPWorks Referrals, needs, etc.) 5) Plan for career/professional future
Supplement: 1) Resume/CV building 2) Internship/work experience 3) Study Abroad, Experiential Learning 4) Support Services 5) Career Fairs/Job Search/Grad School
prep 6) Certifications 7) Other Program-specific needs
How do we turn this . . .
Admissions Mills Multicultural
Center
Curris Center Center for Academic Advising
(Undeclared)
Women’s Center
Counseling Services
Applied Sciences
Student Support Services
Blackburn, 2nd Floor
Career Services
Waterfield Library
Racer Writing Center
Racer Oral Communication
Center
Student Disability Services
Student Health Services
Wells Hall
Tutoring
Lowry Center
Registrar’s Office
Financial Aid
Sparks Hall
Bursar Retention Student Affairs
Ordway Hall IIS
Study Abroad
Woods Hall
Student Admissions
Retention Office
Student Affairs
Student Support Services
Student Disability Services
Office of Multicultural
Affairs Tutoring
Center for Academic Advising
Counseling Services
Career Services
Women’s Center
Housing
Connecting Resources to Students
. . . into this?
QuickLinks! • RacerNet / Faculty FYI / Academic Advising
• Retention Office / Referrals
• Canvas Academic Advising Course
• Future Trainings will provide opportunities to learn more about services for students
ALSO: Office of Student Affairs
Dr. Don Robertson, VP for Student Affairs
The Retention Office
The Retention Office manages REFERRALS (Retention Alerts) and works to keep students in school through graduation. The Retention Office also acts as a general referral agency, connecting students with services campus-wide.
Retention Director Jamie Mantooth and Retention Specialist Ben Stinnett are ready to help us route our students to the services and support they need.
MAP-Works – REFERRALS
Referrals, formerly known as Retention Alerts, are managed through MAP-Works.
Instructors submit Referrals; the Retention Office responds to Referrals; Academic Advisors can see Referrals and can respond to them.
IF you feel it would be beneficial, you may want to send an e-mail to a student who has received a Referral. Academic Advisors can send Referrals.
Knowing if a student has received a Referral will help with academic advising, too.
MAP-Works
MAP-Works is primarily a retention tool.
Academic Advisors and Instructors use MAP-Works for Referrals.
Anything else we might find in MAP-Works that is useful to us as Academic Advisors is a bonus.
Experiment and see what you find useful in MAP-Works.
Advisee in Academic Trouble?
Help student to develop an Action Plan
Tutoring?
Student Support Services?
Student Disability Services?
Racer Writing Center and
Racer Oral Communication Center?
Mills Center Office of Multicultural Affairs
(all are linked on QuickLinks and the
Undergraduate Academic Advising website)
Advisee in Academic Trouble? What is the best strategy to save the semester?
• “W” date is NOVEMBER 15; drop one class and concentrate efforts on other classes
–Credit hours are dropped as well; stay at 12 or more for Full Time status
• Audit date is NOVEMBER 15; if instructor allows Audit, ask about requirements
–graded AU/E; credits remain IF AU earned; no effect on GPA
(DATES on Registrar’s Office website)
If a student drops below 12 hours:
• Winter Term course to make up for the hours;
• Spring Term extra course;
• Summer Term course;
• 24 hours per academic year to fulfill Financial Aid full-time status requirement
• Some statuses and scholarships REQUIRE full-time (12+ hours) status EVERY SEMESTER – check before allowing a student to drop below 12.
Questions?
Please let me know how WE can make OUR jobs easier.
And please let me know how I can help.
Barbara Cobb Coordinator of Academic Advising
Academic Advisor Input Survey
• Survey conducted in Spring 2013
• 127 respondents (approx. 355 advisors on campus)
• VERY positive responses
– in tone
– in thoughtfulness
– in attitude toward students, toward advising
MSU Advisors are: student-centered, willing to help, willing to serve, willing to learn, willing to refer students to service providers
Academic Advisor Input Survey
MSU Advisor are concerned about:
-- # of advisees per advisor
-- time constraints
-- lack of credit/reward/recognition
-- frequently changing requirements
-- need for training/resources
-- need for communication
-- admin/ac units
-- faculty/student
Our Advisors on What We Do:
• Helping students progress toward graduation 97%
• Helping students choose classes 95%
• Releasing Advisor Holds 95%
• Monitoring student progress toward degree 93%
• Helping students interpret Degree Audits 92%
• Referring students to campus services 90%
•
Our Advisors on What We May Not Do:
• career and professional advice 88%
• internship, mentorship, work advice 82%
[Advisors? Programs? Career Services? Who?]
• get involved in dept/college activities 60%
• interpersonal advice 50%
• study abroad advice 45%
• get involved on campus 39% [Programs? Support Svcs? Student Affairs? Who?]
How WE Academic Advisors Define Our Job (Survey Open Qs):
• Program/Area/Major/Minor Requirements • University Studies Requirements • Degree Audit Review • Change of Area/Major/Minor
Advising/Redirection • Graduation requirements / Graduation
Preparation • Certification/Professional/Career
Preparation/Pre-Professional Advising • Graduate/Professional School Preparation