In Attendance: Matt Carlton, Rachel Henry, Brad Kyker, Bonnie McKim, Kris McKinlay, Charity Romano, Debbie Nichols, Cynthia Moyer, Peggy Smith Andersen, Ellen Notermann, Kristi Weddige, Susan Sparling, Tom Zuur
Absent: Tammy Martin, Amie Hammond, Jessica Gibbons, George Petersen, Patricia Ponce, Wendy Spradlin, Shannon Stephens, Sarah Vernizzi, Stacey Breitenbach, Katie Tool,
Guests: Maureen Muller
Kris McKinlay brought the meeting to order at 2:10. The minutes from the previous meeting were unanimously approved.
Items of Business:
Office of Academic Records and Advising Council Shindig
- Thursday, December 7, 1:00-3:00 at Alumni House
- Mixer/food/meet and greet
- All college advisors are invited whether or not they attend AAC.
- Kris and Kristi will come up with ice breakers/mixer activities
AP/DQ Wording for Catalog and Implementation of EO 823
- AAC members want clarification on page one under I. Academic Probation. After the sentence, “The student is advised of probation status promptly,” they want to add, “Notification may be by a message on the grade report for the previous term, by email, or by other means. A student will be considered notified if he/she has previously received a written academic contract and has failed to meet its terms, making the student subject to disqualification.”
- DQ notices will now say, “subject to disqualification.”
- AAC members felt the wording in the second column, second paragraph of page one was unclear. After discussion, Susan moved to forward AAC’s concerns to David Conn and recommend that the second and fourth sentences of the paragraph be removed for the present and have their content reviewed. The revised paragraph would read, “Students on academic probation may not participate on intercollegiate teams nor may they hold positions of leadership in student organizations or student government groups. However, students on academic probation may participate in such activities as club membership, intramurals, and music that do not include travel and the official representation of the University.” Kristi seconded the motion, which passed unanimously.
PeopleSoft – Quality Points
- Discussed the possibility that quality points and earned hours will not be available in PeopleSoft. Unadjusted GPAs may be available. AAC members should think about what their needs will be given no quality points.
- Some members raised the idea of using other tools such as Access and BrioQuery to calculate GPA and do forecasting with students. Others were concerned that BrioQuery would be too laborious, that it wouldn’t work for walk-ins, that it would not be effective for faculty advisors.
- Some preferred that AAC remain firm in its request for quality hours and that quality hours be included on the unofficial transcripts so students can see them as well. Other CSU campuses have modified PS to include quality points.
- It was pointed out that lack of quality points is counter to retention and graduation.
- The deans are meeting with Kimi about AP/DQ on Monday, November 6. AAC members will talk to their respective deans about this issue. They will provide Kris with a list of scenarios in which quality points are essential, and she will compile the list for the meeting.
- November 9 AAC meeting is cancelled
OAR Report
- Tom Zuur introduced Maureen Muller, the new Associate Registrar for Evaluation and Articulation.
Retreat Follow-up
- Communication & Collaboration: Kris, Tammi, Tom, Maureen, Matt
- Keep communication open on the AP/DQ issue
- Keep communication flowing between OAR and AAC so that consistent, accurate information reaches the students
- Have an informal, face-to-face get together with OAR and AAC. Request funds from Provost
- Professional Development: Brad, Patricia, Anya
- Use one AdviseNet meeting as a workshop to develop different skills. Possible activities: speaker, round table, case studies.
- After attending a conference, people can hold a workshop at CTL and share what they learned.
- Brad and Kristi will ask Cornel Morton and Bill Durgin to sponsor a speaker.
- Student Success: Katie, Sarah, Charity, Debbie
- The working group wants input from the rest of AAC on the advising folders. Ideas included 1) Making them more major-specific. 2) Having students receive the folders from their advisors rather than at the Advising Fair. The advisor could then stress that it is an important tool and set up the expectation that students will continue to use folders throughout their Cal Poly career. 3) Giving folders to students at the beginning of Fall quarter.
- Katie will send an e-mail with the current contents of the folder and ask for comments and feedback.
- The working group also discussed the culture surrounding timely graduation and the possibility of encouraging students to attend summer session.
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