Advisors Council Meeting – October 23, 2015 from 1:00pm-2:30pm

  • Announcements – Selyna Beverly
  • New website is up:
  • For Students: linked to all college advising centers
  • For Advisors: advising resources and professional development available
  • NACADA & California Collaborative Academic Advising Conference: Selyna has booklets available for anyone who would like to review what was covered at each conference.
  • Assessment Update: IR & AR is helping Selyna with a survey. The survey will measure students’ perceptions of advising. It will be sent out on November 12.
  • The goal is to see if students are engaging in advising.
  • All other announcements are available on the power point or newsletter
  • Academic Policy – Dr. Claudia Pinter-Lucke
  • Update: subject to disqualification will no longer be available at the end of Fall 2015 quarter. Students will now go from probation to disqualification.
  • Course Substitution vs. General Academic Petition
  • The Course Substitution petition has not replaced the GAP for any petition involving courses. Course Substitution covers replacing courses. Anything more complicated than replacing a course can be covered on a GAP. For example, if a student would like to petition for a lower division course to count for content in an upper division course – the GAP would be used to petition for content but not units/credit.
  • If a student would like to substitute a GE Area with a course taken at another school, there is no need to find a CPP course. Just petition to substitute the GE Area with the transferred course. The same goes for the American Cultural Perspective Requirement.
  • Petition to Exceed Unit Cap
  • A referral has been sent to the Academic Senate in order to move away from the current tiered registration system that Cal Poly Pomona runs on. If approved, registration would move to a two tiered policy where students will be allowed to register for 20 units and petition for anything above that. The referral has not been approved so during the upcoming winter registration the policy will stay as is.
  • It is recommended that students start petitioning early. As soon as the initial registration period ends, students are able to petition for the following quarter.
  • The hope is that by submitting the petition early, students will not wait until the add/drop period comes to a close. This way students are able to hold on to their petitions and deliver them to the Registrar’s Office as soon as add/drop begins.
  • Administrative Probation
  • Would like to see it used more often. This is different from Academic Probation, GPA drops lower than 2.0. Administrative Probation can be implemented when a student is making any progress with their degree or the student is not following advising recommendation(s). This can be moved up to administration disqualification.
  • In order to place this on a student record, a memo needs to be sent to Dr. Pinter-Lucke (Academic Programs) and Maria Martinez (Registrars). The memo will state the conditions the student needs to meet in order to be removed from Administrative Probation.
  • Students can be placed on Administrative Probation if they are sitting in one major but start taking courses in another major without petitioning to transfer to another major.
  • Courses 7 years or older
  • If a student is away for years, the courses need to be reviewed and if the material has changed the student can be asked to take the course(s) again. The degree the student is receiving is current so students are expected to know the updated curriculum. The student might not have to take all courses but they might only take a few.
  • Semester Conversion – Dr. Francelina Neto
  • An academic advising sub-committee is in place and has been working on a high level plan for advising. The committee is working on recruiting more members, both faculty and staff. Representatives are also needed from the Registrar’s Office, Orientation Services, and Enrollment Services. A call will go out from the Senate regarding faculty recruitment. The committee wants people who are interested and invested in advising.
  • There have also been fit-gap analysis meetings with consultants and talks with CSU Bakersfield and Los Angeles in order to help the university transition into the semester system.
  • The committee is tasked with creating ideas to improve advising. But the colleges will choose how to implement advising since each college has different advising approaches. Colleges are encouraged to heighten collaboration between staff and faculty academic advisors.
  • Students are being placed in three different categories:
  • Quarter: students who will graduate before the complete semester conversion transition.
  • Transition: students who will begin within the quarter system but graduate after the semester conversion transition.
  • Semester: students who begin when the semester conversion transition is complete.
  • PeopleSoft Planner has been purchased as support tool for advising. This tool is being used by CSU Bakersfield and Los Angeles. At the moment, this tool will be used for quarter students because the semester curriculum is still in development. Training is in the process of occurring.
  • Individual Academic Plans (IAP) will continue after semester conversion. Dr. Coley would like to this process to continue after the complete transition especially because this is part of the Semester Conversion pledge to our students. This resource needs to be in place in order to help students graduate within the quarter system or help them transition into the semester system. The IAP might change and that is okay.
  • Selyna Beverly agreed to organize a meeting in order to address further semester conversion meetings.
  • Counseling Services – Dr. Michi Fu
  • Resources for students:
  • Counseling Services holds group counseling sessions, individual and couple counseling sessions for students. Group sessions can be established if one isn’t available.
  • Students are allowed a total of 20 counseling sessions. If more are needed, the student might be referred out. All counselors are trained to offer years of counseling but the university’s resources only allow for a certain length of counseling.
  • Revisit Advising Mission/Vision – Selyna Beverly
  • Attendees gathered in groups to discuss possible changes to the mission.
  • Selyna Beverly collected the suggestions and will make changes.
  • Maximizing your Resources as an Advisor Discussion – Selyna Beverly
  • Attendees gathers and listed tools and resources that aid them in advising:
  • Process Calendar
  • GPA Calculator
  • Curriculum and GE websites
  • Career Center
  • Poly Prep
  • Registrar’s Office Forms website
  • Online catalog
  • OnBase
  • Transfer Credit Report
  • Other advisors
  • Closing Remarks
  • Registrar’s Office has hired a new TGA for College of Engineering: Isabel Reyes. Jacqueline Cardinal will be moving to CSU Long Beach.
  • They will be searching for new TGAs.