Academic Advising at Murray State

Barbara Cobb, Coordinator of Academic Advising Professor, English and Philosophy

Coordinator, Liberal Arts Major bcobb@murraystate.edu 7B-15 Faculty Hall x4538

Ashley Rogers, Assistant Registrar

Degree Audit Registrar arogers17@murraystate.edu

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

bcobb@murraystate.edu

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 msu.racr@murraystate.edu

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 jhusemann@murraystate.edu

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.

http://www.appreciativeadvising.net/

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

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

bcobb@murraystate.edu

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