D A T E DEPARTMENTAL ADVISING TRAINING EXERCISES

D. A. T. E. DEPARTMENTAL ADVISING TRAINING EXERCISES Mandatory Compliance Items, Registration, Student Progression, and Graduation

Agenda To Register or Not to Register – That is the question. � Grades – other than passing (AW, WA, I, DG, F) � FERPA (Family Education Rights & Privacy Act) � Forms � ○ Registration Form ○ Add/Drop Form ○ Academic Petitions � Resources � Academic Bulletin � Program Evaluation � Grade Report � Forms ○ Modification Forms ○ Graduation Application � Scenario

Grades (other than passing) � AW – never attended – must be recorded right after ADD/DROP deadline, � Must indicate never attended on Web. Advisor � WA – student attended at least one class during ADD/DROP and then disappeared � Must enter WA and the last date of attendance I – Incomplete – must have form to identify deadline for completion and default grade if not met � DG – Deferred grades – must have form - grade reserved for practicums and internships (courses that span more than one semester) � F – Must indicate last date of attendance – grade is for students who earned the grade �

New Student Registration Form

ADD/DROP Form

Academic Petition Form

Web. Advisor

Lab Times and Other meeting times

To Register or Not to Register – That is the question…. Filling out registration form without sections 2. Telling students to take any courses without checking pre-reqs or if there are specific requirements identified for the program. Especially when it comes to meeting the religion requirements. 3. Student or advisor’s signature not on form 4. Advisor signing blank forms and asking student to fill out the rest 1.

5. Not checking course conflicts or if a section is closed � 6. Do not use the 6 digits code you see on Web. Advisor – we need actual course code and number. For example: CPTR 105 section 2 � 7. Use the correct form for registration – new student registration (first time enrollment) vs ADD/DROP form for current students � 8. If student is adjusting schedule only use ADD/DROP form with courses impacted. There is no need to rewrite the student’s whole schedule � Advisor signing off on graduation application and back portion not filled out �

Helpful Hints Take time to listen to the student v Do not promise anything v Submit paperwork timely v Not involving our office beforehand so we can work behind the scenes. (ie. simply sending student to Registrar’s office and stating they will take care of it. v Graduation VS Participation in Commencement v

v Late registrations Create an additional balance, not reporting accurate numbers, impact to Student Financial Aid v Not timely reporting on attendance matters AW – student never attended – must be recorded after the ADD/DROP deadline WA grades – if a student has attended at least once course and stops attending class

Resources �Academic Bulletin �Program Evaluation �Grade Report �Advisor Checklist �Forms ○ Academic Petitions ○ Modification Forms (“my program”) ○ Graduation Application ○ Registration Form

Modification Form

Graduation Application

Scenario You are on a deserted island with no form of communication ie electronics/internet. Therefore, you cannot contact the Office of the Registrar � All you have are: � �Program evaluation �Grade Report � Your responsibility is to conduct a graduation audit and determine what if anything is missing for this student to graduate and what do you recommend that the student enrolls for in the upcoming semester.

� Scenario Answers: � BS General Studies �Major GPA an issue �Student could retake HIST 494 (C) to earn a higher grade to improve GPA �A modification form can be submitted to use HIST 290 (B) to improve GPA � 3 credit religion waiver found in section “Other Courses” should be used to satisfy requirement

� BS Counseling Psychology �INSY 110 has a C- grade. All major courses and cognates for a program must have a grade of C or better �Major GPA is below 2. 5 � MA Counseling Psychology �Major GPA is below 2. 5 �Student does not have enough hours to satisfy minimum degree requirement

� BA History �Student has a DG grade for HIST 276 �SOCI 105 has a C- in their minor. The grade should be a C or better. �ENGL 102 is not satisfied b/c there is a Cgrade �HIST 337 has an incomplete grade and can statisfy the upper division requirement for the major

� Thank you � Office of the Registrar ○ Dr. Reginald Garcon ○ 301 -891 -4485 ○ rgarcon@wau. edu