Academic Advising Handbook

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Academic Advising Handbook

The Department of Guidance and Counseling and

The Office of General Education

Cheyney University of Pennsylvania

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2 © Fall 2013

By

The Department of Guidance and Counseling and the Office of General Education Cheyney University of Pennsylvania

Cheyney, Pennsylvania 19319

All rights reserved. Except for reasonable use at Cheyney University of Pennsylvania, no part of this document may be reproduced in any manner whatsoever without written permission from the copyright owner.

To acquire, contact:

Cheyney University of Pennsylvania Department of Guidance and Counseling 1837 University Circle

P.O. Box 200

Cheyney, PA 19319-0200 Phone – (610) 399-2032 Printing Date: TBD

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Purpose

Article 12 Section B.1. of the Association of Pennsylvania State College and University Faculties Collective Bargaining Agreement (APSCUF CBA), “PERFORMANCE REVIEW AND EVALUATION OF FACULTY”, clearly communicates that faculty members are evaluated on three criteria; (1) effective teaching and fulfillment of professional responsibilities, (2) continuing scholarly growth, and (3) service: contribution to the University and/or community.

The quality of student advisement is one of the indicators of effective teaching and fulfillment of

professional responsibilities (APSCUF CBA 12). However, evidence of it is either frequently overlooked or underreported when applying for departmental evaluation, tenure, and promotion. This may be the result of a lack of confidence in faculty members and related to their academic advising abilities.

The primary purpose of the academic advising handbook is to provide faculty with greater confidence in their responsibilities and duties as academic advisors. This handbook will serve as a guide to provide new and continuing faculty with comprehensive policies and procedures that will serve to assist advising students. This will be accomplished through sharing best practices and proven academic advising strategies with the university community.

The ultimate goal is for faculty members to feel greater confidence in their ability to serve our students with best practices in academic advising appropriate for students, with needed resources, under the umbrella of the university mission and strategic plan.

Disclaimer: The Cheyney University of Pennsylvania Academic Advising Handbook is intended to serve

as a reference tool for faculty. The authors of this handbook cannot be held accountable for misuse or misinterpretation. This handbook is intended to serve as a model, framework and resource to aid faculty in academic advising.

The information regarding the advising process, role of faculty advisers, etc. is derived from the School of Education Student Advisement Handbook and the Cheyney University Faculty Handbook in addition to best practices used by the Department of Guidance and Counseling.

Student Advisement

As noted earlier, all academic faculty members are expected to assist students through regular academic advisement. Effective advisement takes into account the students’ major area of concentration as well as related areas which should strengthen their career goals; therefore, faculty members are encouraged to review all possible general education requirements and electives to suggest those most appropriate to the students’ goals and major. Faculty members are required to meet with their advisees twice a semester to ensure that all of their advisees meet the requirements for graduation successfully and in a timely fashion.

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Goals of the Advising Process

Effective academic advising requires a partnership between the advisee and adviser. The advising process is characterized by an assortment of tangible and intangible goals that the advisor can assist their advisee in achieving. Each goal of the academic advising process is appropriately focused around the academic and intellectual development of the advisee. It is rare that an advisee enters the university knowledgeable of the academic goals with which they plan to graduate. As a result, it is important that as the advisee matriculates they should explore other subjects to develop an appreciation and curiosity to further solidify their academic goals. There are many experiences, resources, and opportunities that exist at the university and the advisor can serve as a person to communicate those to the advisee. In summary, the advising process is designed to help students:

 Identify and achieve their academic goals. o Determine their academic major o Follow their academic major curriculum o Identify academic goals

o Establish objectives and a plan to ensure that they achieve their academic goals when they graduate

 Develop their intellectual curiosity.

o Careful and purposeful selection of general education distribution requirements o Careful and purposeful selection of free electives or electives within the major o Identify and plan their academic double major or minor curriculums (if applicable)  Take advantage of their educational opportunities

o Select appropriate extracurricular activities o Identify internships and summer work experiences

o Participate in campus and community activities made possible by the university  Become self-directed learners.

o Develop personal and long term career goals by identifying a future career, or graduate/professional program.

o Attain and develop overall personal and professional goals (School of Education “Advising Handbook” 6).

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Roles in the Advising Process

The advisor and advisee are not the only individuals that play an important role in the advising process. In addition to the advisor and advisee, the department chair also plays a very crucial and indirect role in the advising process. The roles of all three stakeholders in the advising process are described below in greater detail.

The Function of the Faculty Advisor

A faculty advisor is a full-time faculty member who has been assigned to help students to successfully accomplish their academic goals. A faculty advisor also assists with the planning of an academic plan that leads to successful graduation. A faculty advisor monitors the academic progress of students in their major, transfer students, conditional students, students who are undecided about their major and special needs students. A faculty advisor assists students in developing a class schedule.

The function of a faculty advisor is to provide assistance and advice to students on selecting:  Course offerings

 A major program of study and minor (if desired).  Class schedule

 Career Choices

 Graduate or professional school The faculty advisor’s role in the advising process is to:

 Hold appropriate office hours  Understand the advising process

 Become familiar with the University’s requirements as stated in the catalog and as they pertain to the major, general education requirements, and minors

 Assist students in meeting, planning, and satisfying their educational goals

 Help students in developing and using effective study techniques to enhance learning  Refer students to the appropriate resources as needed (i.e. Academic Success Center for

tutoring, Guidance and Counseling for counseling concerns)

 Create an advisement folder for each advisee (ideally an electronic folder)  Provide verifiable evidence of advisement

The Function of the Student Advisee in the Advising Process

The student advisee is a current or prospective student that intends to enroll at the university. All students, whether they are part-time or full-time, are assigned an academic advisor. It is important that the student advisee meets and introduces themselves to their advisor early in their college career.

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The student advisee’s role in the academic advising process is to:  Know their academic advisor

 Each semester familiarize themselves with their academic advisor’s contact information (i.e., including email address and phone number), office hours, and office location

 Identify and share potential academic and career goals with their academic advisor  Assume responsibility in determining academic and career goals that are right for them  Consult with their advisor regarding their major course of study and career choices, course

sequencing and selection of courses

 Assume final responsibility for course scheduling and completion of graduation requirements

 Ensure that they are able to register

 Become familiar with the specific requirements for the major and/or minor

 Schedule and meet their advisor the required two times a semester (and as often as needed) to discuss his or her progress

Students benefit from the advising process in the following ways:  Research course descriptions about classes

 Understand the University’s requirements and regulations  Choose or change majors effectively

 Plan balanced course loads

 Plan for graduation, career opportunities and graduate school  Be successful and graduate in a timely manner

 Know when to add or drop a course

The Function of the Department Chairperson in the Advising Process

The department chairperson’s role in the advising process is mainly to establish a system to ensure proper treatment of advisees in their department. Departmental practices are likely to differ between departments. The department chair may have identified one or more designees in the department to satisfy the responsibilities listed below:

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 Evaluate transcripts for transferable credits and course substitutions  Maintain a current list of advisees and advisors

 Assign faculty advisors for each student in the department

 Maintain an update of withdrawal from the majors (change of major form)  Maintain files on each advisee (School of Education “Advising Handbook” 6-8)

Overview of the Advising Process

Advising Cycles

The faculty advisor and advisee are expected to meet with their respective advisees at least twice during each semester in what will be referred to hereafter as “Advising Cycles.” Students should participate in two cycles of advisement.

The advising process is implemented in the following cycles each semester:

Cycle One: Beginning of the Fall and Spring

Semesters

Cycle Two: End of the Fall and Spring Semesters

Goal: The advisor and advisee should meet before the end of the first week of classes.

Goal: The advisor and advisee should meet during the 8th_{or 9}th_{week of the semester.}

Review the transcript and grades from the previous semester

Review Mid-Term Grades Review and modify (as needed) their proposed

current semester schedule Critique academic progress and performance in the current semester’s classes Recommend academic assistance, student consultation with instructor or dropping a course if needed

Discuss the advisees’ goals, objectives and career plans

Create an Academic Success Plan (ASP) for the upcoming semester

Create an action plan for the upcoming semester

and/or summer school Authorize registration for the upcoming semester Make note and inform the advisee of major

courses that are only offered during either the Fall or Spring semester

Solicit for any concerns that the advisee has regarding upcoming final examinations or papers

Other Other

(Recreated from the School of Education “Advising Handbook” 8-9).

Faculty members also should encourage their advisees to use their assigned Cheyney University email address to facilitate communication.

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Student Advisement

5th Week Progress Report (Early Warning/Academic Monitoring System)

During the 5th Week of the Semester the Department of Guidance and Counseling requests that faculty indicate who on their class roster is performing below a ‘C’ average. In addition faculty are requested to indicate specific information regarding attendance, participation, assignments not turned in, overall grade and specific recommendations (i.e. drop the course, receive tutoring etc.). This information is collected and distributed to all Guidance and Counseling faculty members so that individual contact can be made with the student in need of progress notification. During this individual session a clear

Academic Success Plan (ASP) is established which includes tutoring, counseling and other assistance as needed on a case by case basis. In addition student information is shared with University College, the Academic Success Center and the Writing Center who assists with maintaining student engagement and establishing individual and group tutoring sessions respectively. Lastly this information is shared with the Deans, Provost and relevant administrative staff as needed.

Advisement Folders

The faculty adviser should provide materials that can serve as an advisement folder. The advisement folder may exist in either hardcopy or electronic format. Departmental practices differ on how

advisement folders are maintained, however, it is the primary responsibility of the academic advisor to ensure that relevant materials are created and stored to document advising. Relevant materials that the folder may contain are as follows:

 The Curriculum Worksheet for the student’s Program of Study (available in the respective academic department office and online in the declared major degree program)

 Unofficial Transcript of the Student (available online from Power Campus)

 Declaration of Major Form (a copy is available in the respective academic department office, the original is stored in the Office of the Registrar)

 Class Schedule (available online from Power Campus)

 Transfer Evaluation Form (a copy is available in the respective academic department office, the original is stored in the Office of the Registrar)

 Change of Grade Request (a copy is available in the respective academic department office, the original is stored in the Office of the Registrar)

 Add/Drop Forms (copies are available in the respective academic department office, originals are stored in the Office of the Registrar)

 Requests for Independent Study (copies are available in the respective academic department office, originals are stored in the Office of the Registrar)

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 Application for Graduation (one copy is available in the respective academic department , another copy is stored in the respective dean’s office, the original is stored in the Office of the Registrar)

 Advisement Logs (a detailed or abbreviated record of advisement for each student that indicates the date and a summary of the information relayed)

 Withdrawal Forms  Petitions

 Miscellaneous Documents (School of Education “Advising Handbook” 8).

Advising Categories for Students

Students are advised according to their status (i.e. new students, returning students and transfer students).

Advising First-Year Students

The Department of Guidance and Counseling (G & C) advises first-year students, Keystone Honors, BEAMS and other special populations including students that are readmitted into the university. Students accepted into the university attend a New Student Orientation (NSO) and receive placement testing in English, math and reading. Based on these test scores, G & C faculty roster students with a combination of courses taking into consideration students intended major and electives preferences.

G & C faculty work with first year students by serving as their Freshman Seminar instructor each semester during their first year of study. The Freshman Seminar instructor serves as their faculty advisor until the student formally declares their major. Students are strongly encouraged to

declare their major at the end of their first year (or after completing 30 college credits).

At the end of the first semester students are advised and then instructed on how to register for classes within the Power Campus Self Service System. In addition the Freshman Seminar courses teach students how to choose a major, research careers and focus on other skills needed to be successful in college.

 If a first-year student has selected a major, he/she will be assigned a faculty advisor by the respective department chairperson. The student should meet with their advisor to discuss program goals as soon as possible. The faculty advisor will assist the advisee in developing a class schedule. The advisee is ready to continue the registration process.  If a first-year student is undecided about a major, he/she will be assigned an advisor in

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developing a class schedule. The student is now ready to continue with the registration process.

Advising Returning Students

Returning students are those students who have completed at least one semester at Cheyney University.

 If a returning student has selected a major, s/he meets with their advisor to develop a class schedule. Generally the returning student is advised within the Department of Guidance and Counseling if the student’s withdrawal and return was based on poor academic performance. The student is now ready to continue the registration.

 If a returning student is undecided about a major, s/he should report to the Department of Guidance and Counseling and research/explore possible career options. The student is now ready to continue the registration process.

 If a returning student wants to change his/her major, s/he should report to the previously assigned advisor who evaluates the transcript and sends the student to the Chairperson of the department of the new academic program to be assigned to an advisor. The new advisor will assist the students in developing a class schedule. The student is ready to continue the registration process.

Advising Transfer Students

Transfer students under 30 college credits and are undecided about their major are advised by G & C. Once they are ready to declare their major they are referred to the appropriate academic department. Transfer students over 30 college credits who know what they want to major in are advised for their first semester of study by the department chair of their intended academic major. The student’s transcripts are reviewed, first semester of coursework is recommended and the student is instructed to formally declare their major. Once a transfer student has been accepted to the university and is registered for their first semester of coursework it is imperative that the student remain in contact with G & C to learn the policies and procedures of the university in the event that they do not have to roster for Freshman Seminar. These students will also need to learn the Power Campus Self Service platform, D2L and CU email information in order to register for subsequent semesters and to ensure successful academic progress. Transfer students are invited to participate in these training sessions offered by G & C.

Transfer students are those students who have completed course work at an accredited institution with an overall academic average of “C” or better. Applicants must submit an official transcript from each institution previously attended. A transfer student who has fewer than 30 credits must submit an official high school transcript showing the date of graduation. The student is sent to declare their major and get assigned to an advisor within their Program of Study. In addition, each transfer student must meet with the chairperson of the department of his/her academic degree program for a formal transcript evaluation prior to being assigned a faculty advisor.

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 If a transfer student has selected a major, s/he must meet with the department chairperson or the chairperson’s designee who evaluates a copy of his/her official transcript. Note: the Office of the Registrar is responsible for forwarding a copy of the official transcript to the chairperson and applying the accepted courses to the students official transcript. The chairperson will then assign the student a faculty advisor who will inform the student of the courses that are needed to develop a class schedule. The student is now ready to continue the registration process.  If a transfer student is undecided about a major and under 30 college credits, s/he

should meet with an advisor within the Department of Guidance and Counseling. This Office is located in DSS 251. The office’s phone number is 610-399-2032. A faculty member within the department will assist the student in selecting a major and may help with developing a class schedule. The student is now ready to continue the registration process (School of Education “Advising Handbook” 9-10).

Advising Special Populations (First semester advisement for special

populations is completed by The Department of Guidance and

Counseling)

Student Athletes

Student athletes are accepted into the university through the athletic program in conjunction with the Admissions Office. Once accepted, student athletes must meet NCAA (Division II) and PSAC guidelines in addition to CU policies and procedures. In addition, stipulations such as compliance, eligibility, tutoring and academic progress are monitored and guidelines must be adhered to by the student. The

Department of Athletics administers a separate Progress Report to faculty for their student athletes. Based on this report tutoring, advisement and counseling is determined. In addition a Faculty Athletic Representative (FAR) serves as the liaison between faculty and the Athletics Department.

Student athletes also go through the placement testing process when they first arrive on campus and a first semester schedule is created for them. Every effort is made to construct a first semester schedule that works around practice and game times. The Department of Guidance and Counseling and

Academic Cohort Coordinator works with the Athletic Office and individual coaches to ensure that a student athlete progresses successfully towards academic success by a careful balance of course work, study time and athletics.

Band Members

Students accepted into the CU Band under the direction of the Band Director go through the same admissions process as traditional students. Band Director and the Department of Guidance and Counseling work together to ensure that evening classes are kept at a minimum to accommodate student practices and performance at events.

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The goal is to eventually identify an individual on campus that will be responsible for distributing information about how the band performance schedule will impact participants and their academic attendance.

Keystone Honors

Students in the Keystone Honors Program are accepted by the Dean of the Keystone Honors Academy on either a full or partial scholarship. Once evaluated they are then accepted by the Admissions Office. The Honors Academy then works with the Department of Guidance and Counseling who registers these students for Honors designated classes after placement testing is complete. These students are

followed by G & C every semester for registration into specially designated Honors coursework even after they have formally declared their academic major.

BEAMS

BEAMS students attend CU for a special summer program prior to the fall semester. They work with a science advisor and G & C representative who can assist with testing and registration.

BEAR

BEAR-Building Excellence and Access through Research is a program funded by the National Science Foundation to provide educational assistance as well as scholarships to students who have met the criteria set by the committee and students who have been accepted into a CU STEM program. The program is designed to assist high achieving students to succeed at the undergraduate level and

continue onto to STEM graduate program or the workforce. Students work with G & C and program staff as soon as they step foot on campus until they graduate. A student must maintain a grade point average of 3.0 or above to remain in the program.

Choir Students

Choir students do not go through any special process of admission or registration. G & C faculty can assist with registration of choir class for their first semester if needed.

The goal is to eventually identify an individual on campus that will be responsible for distributing information about how choir performances will impact participants and their academic attendance. The development of a standardized form for Choir and band is currently being addressed to inform faculty of students that will miss class due to a scheduled event.

International Students

International students go through a special admissions process in order to attend CU. They must demonstrate that they possess an H1 student visa and I-9 paperwork (affidavit of financial

support/sponsorship). These students are charged the international rate for tuition and must meet international academic eligibility guidelines (transcript must be evaluated and converted over to the US equivalent through World Education Services [WES]) and in some cases the ESOL test must be

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Non-traditional students

Non-traditional students have a special set of needs although they apply to the university under the same set of guidelines. Many times this population has already obtained undergraduate credits or has been out of school for a period of time. Students in this category can still opt to live in residential housing if they so desire. Many students in this category choose to commute to the university and also maintain a full time or part time job. Frequently this population of students is looking to make a career change or complete the requirements for graduation to advance their position in the workforce and as a result the student returns to school to achieve this goal. These students demonstrate difficulty adjusting to college life and difficulty ‘fitting in’ to the typical college mentality. A good network of resources should be made available for them.

Advising Returning Students

Returning students can fall into one of a few categories. Students that took time off for personal reasons, students dismissed from the university for academic reasons or students who were dismissed for judicial/code of conduct issues. In all of these cases students must go through the admissions office to seek readmission to the university. If the issue is related to academics the student must work with G & C and their academic advisor (if already declared) to repeat the courses needed to improve their academic standing. A G & C stop can be placed on their account if they are below a 2.0 GPA. This will ensure that all students must meet with their advisor to pick their classes and it must be approved and cannot be changed without their advisors permission. If a student was dismissed for a judicial reason then Student Affairs has to approve the students return to the university. Admissions will advise the student on how to proceed once the paperwork is completed for re-admittance.

Advising Regarding Requirements

In advising students, advisors and advisees must be aware of the curriculum requirements, general education courses, college courses and major requirements.

General Education Requirements

 Students are required to complete general education courses, major core courses and

graduation requirements outlined in their Program of Study Curriculum Worksheet in effect at the time that the student is admitted.

Major Requirements

 The major requirements are determined by each department to ensure that the students acquire a sound understanding of their chosen discipline. Some majors have additional requirements necessary for certification or accreditation as prescribed by external agencies or accrediting groups (School of Education “Advising Handbook” 11). Major requirements are typically either 39 credits for a BA or 60 credits for a BS.

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Free Electives Requirements

 Free electives can be taken at the sole discretion of the student. Depending on the student’s degree program, a student typically either has 30 free electives if enrolled in an BA program or 9 free electives if enrolled in a BS program. Students are strongly encouraged to use free electives to explore other academic interest, pursue an academic minor, or towards a double major. In rare occurrences, a student may have to fulfill one or more of their intensive requirements through their free electives.

Advising Regarding the Registration Process

Students are expected to register on the Registration Dates designated in the University’s Academic Calendar. Each academic year the Office of the Registrar (x2225, Wade Wilson Administration Building, [email protected]) is responsible for creating, advertising, and implementing the upcoming semester registration policy. The Office of the Registrar posts registration information on the university’s web site and television station, and distributes fliers to students and faculty. Returning students must complete five or six steps to register for the next semester (see Table 3.3).

Registration Steps

STEP I

Student should apply for Financial Aid (x2302, Burleigh Hall, [email protected]). Note: Aid is awarded on a first come first serve basis.

STEP II

Students should meet with their academic advisor for advisement and to receive authorization to input courses for the semester via IQ-Web. Advisors are assigned by the Department Chairperson of a student’s selected major.

STEP III

Students should roster for the upcoming semester. Students should check the University’s online registration system, IQ-Web, to ensure their passwords function properly. Students who need assistance in obtaining access or wish to register for classes, with an approved schedule, may attend one of the IQ-Web workshops. Note: students must be registered for classes in order to be cleared.

STEP IV

Students must clear all stops on their accounts. The business office will not process students for clearance if they have stops on their accounts. Students should contact the Bursar’s Office (x2230, Burleigh Hall, [email protected]) if they need assistance. Additionally; students may be required to visit the Health Center to update their records (x2260, McKnight-Rogers Building, [email protected]).

STEP V

If a student has sufficient aid, he/she may clear his/her account by emailing a clearance request to the Bursar’s Office, [email protected], during the designated time period. The clearance request must include the student’s name, student identification number, residence status (commuter or residence hall) and meal plan, if applicable. All residence students who do not

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identify a meal plan will be given and charged for a 19 meal plan. Students also may request book vouchers if they have credit on their accounts. Note: Only the business office can clear students. Secondly, the University will drop the registered classes of all students who have not cleared by at beginning of the semester.

STEP VI

Residence Hall students must be cleared prior to moving into the Residence Halls (x2243, Burleigh Hall, [email protected]). Only cleared students may move into their assigned Residence Hall at designated times. Public Safety (x2405, Humphrey’s Annex,

[email protected]) will also be open for identification card updates prior to the beginning of the semester.

NOTE: A late fee of $100.00 will be charged for students not registered and cleared by the first day of the semester.(Cheyney University web site)

Fall Registration

Registration steps (indicated above) generally begin in March for the fall semester. This process

continues throughout the summer months until the first week of classes. During the first week students are able to add and drop courses without any penalty. It is important that students meet with their advisor as soon as possible to discuss the courses they would like to take for an upcoming semester. The advisor would then authorize the student to self-register via Power Campus Self Service. As many faculty are not working during the summer months it is extremely important that students try to seek out their advisor during the spring semester (March-May) for upcoming fall registration.

Fall 1 and Fall 2

Spring Registration

Registration steps (indicated above) generally begin in November for the spring semester. This process continues throughout the holiday period until the first week of classes. During the first week students are able to add and drop courses without any penalty. It is important that students meet with their advisor as soon as possible to discuss the courses they would like to take for an upcoming semester. The advisor would then authorize the student to self-register via Power Campus Self Service. As a result of the holiday break it is extremely important that students try to seek out their advisor during the fall semester (November-December) for upcoming spring registration.

Spring 1 and Spring 2

Summer Registration

Registration steps (indicated above) generally begin in March for the summer semester. This process continues throughout the summer months until the first week of classes. There are two summer sessions during which students can take courses. Summer Session I runs from May-June and Summer Session II runs from July-August. Generally students should not take more than TWO, 3 credit courses per summer session. Due to the shortened semester (7 weeks instead of 15 weeks) summer courses meet 4 days a week for several hours per day. This can prove very challenging for many students. Options for taking summer courses may include repeating a class that a student already did poorly in and as a result needs to improve their GPA.

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A repeat course can only be taken at Cheyney University so that poor grade can be replaced with a better grade and the students GPA will improve. Other reasons for taking a summer course include progressing through the degree at a faster pace. It is important that students meet with their advisor as soon as possible to discuss the courses they would like to take for an upcoming semester. The advisor would then authorize the student to self-register via Power Campus Self Service. As many faculty are not working during the summer months, it is extremely important that students try to seek out their advisor during the spring semester (March-May) for upcoming fall registration.

In addition to taking courses at Cheyney a student can chose to take a course at another institution (Appendix #9). This form must be completed with their advisor’s assistance and submitted to the Provost’s Office prior to registering at the other institution. This approval process guarantees that the student’s course(s) will be transferred back to Cheyney for academic credit. Although credit (C or higher) will transfer, the grade will not transfer. This means that a student cannot improve their GPA by taking a course at another institution.

Power Campus Self Service Policy

One of the essential roles of the faculty advisor is to properly assist students in the registration process. Students and Faculty can use Power Campus Self Service to access and update the information on record in the Power Campus Database.

Faculty: Using the web browser, faculty can search course sections, course catalog setup courses to

keep record of course activities, update personal information, review students list, enter grades and advise students. All information for Faculty is located in the user guide for Faculty located in the Office of the Registrar and on Cheyney Website (www.cheyney.edu)

Students: Using the web browser, students can search course sections, course catalog, view class

information, update personal information, register for class, view grades, view unofficial transcripts also view financial information. All information for Students is located in the user guide for Students located in the Office of the Registrar and on Cheyney Website (www.cheyney.edu).

All training & troubleshooting for Self-Service is provided by the Office of the Registrar.

Additional information, including login instructions are available on the Office of the Registrar’s website.

Advising Regarding Graduation and Graduation Audit

At the beginning of each semester the Registrar sends a list of students by majors who have 90 credit hours and a copy of the student’s transcript to Department Chairs. Although the senior audits officially begin when a student has earned 90 credit hours, Cheyney University students are required to review their transcript with their advisor.

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The senior audit, which is reviewed at 90 credit hours, requires the registrar to review the student’s transcript to determine the credit hours that can be applied towards graduation in the specified major (School of Education “Advising Handbook” 14).

The successful completion of a graduation audit requires the following process.

 When it is determined that students are ready to graduate, they meet with their faculty adviser to undergo a degree audit

 Faculty advisor submits a signed copy of the Anticipation of Graduation Form to the Department Chair along with a copy of the student’s unofficial transcript and a Course Sequence Sheet

 The Course Sequence Sheet contains a list of courses, with the grades and credit hours that the advisee has completed

 The Department Chair reviews the Anticipation of Graduation Form, signs it and submits it to the appropriate Dean and the Office of the Registrar

 The Registrar signs the Anticipation of Graduation Form and sends it to the Office of the Dean

 The Dean the Anticipation of Graduation Form or returns the form to the Department Chair for modification.

 The Department Chair and the faculty advisor inform the students of the status of the audit.

 The student and the faculty advisor meet to discuss the Anticipation of Graduation Form requirements and the student signs the form (School of Education “Advising Handbook” 14-15).

Advisors and chairpersons must complete the Anticipation of Graduation Forms two semesters before a student expects to graduate. For example, the Anticipation of Graduation Forms for May graduates are due in September of the previous year. The prospective graduate, faculty advisor, department

chairperson, dean and staff members in the Office of the Registrar have an opportunity to conduct a degree audit and make modifications prior to the student’s final semester. Note: The deadlines for submitting Anticipation of Graduation Forms to the Office of the Registrar are posted on the university’s academic calendar.

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Overview of Advising Strategies

Academic Standing

As an academic advisor, it is important to review the academic standing of your advisees. An

undergraduate is considered to be in Good Academic Standing if the student‘s cumulative GPA is greater than or equal to 2.0. Each semester that an undergraduate’s cumulative GPA falls below a 2.0, they are not considered to be in ‘good academic standing’ and their transcripts will clearly indicate their current level.

The first time that a student’s cumulative GPA is below a 2.0, they will be placed on Academic Notification. The second time that a student’s cumulative GPA is below a 2.0, they will be placed on Academic Warning. The third time that a student’s cumulative GPA is below a 2.0, they will be placed on Academic Probation. Students on Academic Probation should not register for more than 12 credit hours the following semester that they attend the university. The fourth time that a student’s cumulative GPA is below a 2.0, they will be placed on Academic Dismissal and are dismissed (i.e., expelled) from the University permanently.

The best way for an undergraduate to increase his/her GPA and to regain good Academic Standing is to retake and pass the classes that they have received a ‘D’ or ‘F’ in and to receive a higher passing grade. The greater the discrepancy between the quality points received when retaking a course the greater the change in their GPA. As an academic advisor, please keep in mind that a student’s first priority should always be to progress through their curriculum and graduate in a timely manner. Retaking courses does not aid the student in accumulating the total number of credits needed to graduate although it does allow the student to graduate and continue their academic progress with a minimum GPA. The Course Repeat Policy should also be referenced.

Academic Amnesty

An applicant reapplying to Cheyney University after a break of 3 or more years may be eligible and/or request academic amnesty, or grade deletion. Academic Amnesty is a one-time irrevocable request in which all pre-amnesty courses will remain on the student‘s transcript with the original grade and an asterisk. They will receive credit for courses completed pre-amnesty; however, the corresponding quality points will not be used to calculate the students cumulative GPA. As a result, the student can return to the University and begin to establish a new GPA that is not impacted by their pre-amnesty academic performance. Pre-amnesty courses with a grade of C or better may satisfy the current general education requirements, major or minor requirements (at the discretion of the hosting department), or free electives at the time of re-admittance.

Since Academic Amnesty must be requested when reapplying to the University, it may prove useful to inform a student that is not in good academic standing or that has recently been expelled of this policy. More detailed information about this policy and can be found online or from the Office of the Registrar.

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Anticipation for Graduation Form/Policy

When a student approaches graduation, they must complete an Undergraduate Anticipation of Graduation Form. The form can be found on the Registrar’s Office portion of the University website (http://www.cheyney.edu/registrar/index.cfm; see also the Appendix). Completion of the

Undergraduate Anticipation of Graduation Form should be initiated by either the advisee or the advisor. The advisor must ensure that all graduation requirements are satisfied and the completed form, with an unofficial transcript and curriculum worksheet are submitted to the department for subsequent review and approval from the Chair.

Prior to a student’s name being added to the Prospective Graduation List by the Registrar, the following steps must be completed:

 The Student must initiate the completion of the Form with their academic advisor  The Advisor must sign and submit a completed Form to the Department Chair  The Department Chair must review, sign, and submit the proposal to the Dean  The Dean must review, sign, and submit the proposal to the Office of the Registrar

If a student’s name is not listed on the Prospective Graduation List, it may under continued review or as a result of processing delays at any of the steps/campus entities listed above. The list is updated several times as graduation approaches; as a result, a missing student’s name may appear on a later version of the list. If the student or advisor decides to investigate why a name is absent from the Prospective Graduation List, it is useful to pursue information from the offices/entities in the order illustrated above.

Application for Host Institution Attendance

In the event that a currently enrolled student plans to enroll in one or more courses at another institution they must complete the Application for Host Institution Attendance form. If the form is not completed prior to enrolling and/or completion, the student is at risk of the course(s) not being accepted by the university. The form is housed on the university website and requires the signatures of the academic advisor, department chair, and dean.

In the event that a course is completed at another host institution and is not pre-approved, the student must submit a Petition to the Academic Affairs Council for acceptance of the course.

Application to Participate in Commencement Activities

Commencement exercises occur once a year, after the end of the spring semester. If a student has six or less credit hours short of the graduation requirements at the time of commencement, they may be able to participate in commencement activities.

This student must submit a completed Application to Participate in Commencement Activities form, according to the dates listed in the academic calendar, and provide evidence of financial clearance, an

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unofficial transcript, and a new Undergraduate Anticipation of Graduation Form. The form can be found on the Registrar’s Office portion of the University website

(http://www.cheyney.edu/registrar/index.cfm).

Students who have participated in Commencement exercises will need to update and submit an Anticipation of Graduation Application upon completion of the remaining required course work.

Course Repeat Policy

It is important to urge advisees to repeat courses with discretion. A successful repeat is when a student enrolls in and receives a grade in the same course more than once. A withdrawal from a class (WC) is not considered a repeat.

Undergraduate students are only permitted a maximum of five repeats throughout their college career. In addition, a single course can only be repeated a maximum of three times.

Students cannot repeat a class in which they receive a grade of C or better. Finally, the most recent grade (regardless of whether it is higher or lower) will be the grade used for the GPA calculation.

Course Substitutions and Course Equivalency

Course substitution and course equivalency decisions are made by the academic department that houses the students major. The academic advisor is the point of contact for the student to indicate what can be substituted in order to meet graduation requirements. This is then formally done by the registrar once the academic department completes the appropriate forms.

While recommendations for course substitutions and course equivalencies originate from the faculty and/or advisor from within the department, the advisor is expected to provide appropriate justification for the substitution or equivalency. Justifications may come in the form of a narrative supporting the student learning outcomes, the course syllabi, or other materials deemed pertinent.

Credit Overload/Excessive Credits

A full-time semester for undergraduate students is 12–18 credits; for graduate students it is 6–12 credits. Undergraduate and graduate students wishing to enroll in additional credits must obtain approval from the dean. Approval is based on the review of various criteria, such as current grade point average, total courses, and specific conditions. Applications for Approval of Excess Credit must be completed and submitted from the academic advisor.

Distance Education courses

Distance education has three categories that are recognized at Cheyney University:

Distance Learning

The first category is a traditional distance learning course. A distance learning course consists of a course in which real time teaching content is relayed to off-campus sites from the host institution; this may or may not include a live audience at the host institution.

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Online

The second category is an online course. An online course consists of a course in which more than 80% of a course is being handled via distance education or online.

Hybrid

The third category is a hybrid-course. A hybrid course consists of a course in which an equal amount of instruction is delivered online and face-to-face.

For all types of distance education courses, students must approach distance learning courses with caution, as the lack of traditional face-to-face time may serve as an obstacle for an advisee. While any student can enroll in a distance-education course, the first-time freshman and student with a history of poor academic standing should be cautioned about the concerns surrounding enrolling in such a course. The academic advisor should ensuring that the student has reliable access to a computer and internet and the advisee is well-versed in using their official university wolf mail account and Desire2Learn (D2L). These are the minimal skills needed for academic success. In addition the advisee should be an

independent learner and self-motivate to remain on task without face to face interaction and instruction.

All students enrolling in distance learning courses should be encouraged to make contact with the instructor on record prior to the start of classes – preferably one week in advance. In addition, the student should attend to the method of instruction to ensure that they are aware of what they are registering for in a given course.

Double Major

In the event that a student satisfies the requirements of two distinct major programs in less than 150 credit hours, the student can obtain a double-major. This student must have two ‘advisors of record’ representing each of the completed majors. The student must ensure that two distinct Anticipation of Graduation forms are submitted to the Office of the Registrar from each of their academic advisors. If the two completed majors bear different degree designations (e.g., B.A. in Psychology and B.S. in Graphic Design), the student will have the option to select the degree designation that appears on the transcript and diploma.

The double major is not to be confused with the simultaneous degree distinction (See Simultaneous

Degree section below).

Double Minors

In order to receive a double minor, the student must complete the minor requirements for each minor. Each minor will consist of a minimum of 18 credits. Students should be advised about the perceived and

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actual benefits of completing one or more minors and they must submit Declaration of Major form(s) indicating the desired minors. In addition, the student must ensure that three distinct Anticipations of Graduation forms are submitted to the Office of the Registrar representing their major and each of their two minors.

Grade Changes/Disputes

Situations may arise in which an advisee voices a disagreement with a grade received by one or more instructors. Therefore it is always helpful to inform your advisees to keep copies of records (including evidence of their grades) and the syllabi for all courses that they have taken. In such a situation, it is always helpful to have your advisee gather as much information as possible to support a rationale for a dispute.

Role of the Student in Grade Changes/Disputes

The first step in resolving such a dispute with an advisee is to suggest that the student review the course syllabus to determine how their grade was calculated. They may need your assistance in doing this task and to be reminded that the syllabus is a binding contract between the student and the instructor. If the student is still not satisfied with their grade, the second step is for the student to meet with the

instructor to discuss their received grade. Faculty are expected to keep records of their grades and as a professional courtesy should meet with your advisee to assist them in understanding how they arrived at their received grade. The third step is to for the advisee to complete a Grade Appeal form and submit it for review to the Academic Affairs Council (AAC).

Role of the Academic Advisor in Grade Changes/Disputes

The academic advisor should review and sign the completed Grade Appeal Form prior to their student submitting it to the Academic Affairs Council (AAC). It is strongly encouraged that you do not sign the Grade Appeal form without carefully evaluating whether you support the argument prepared by your advisor and/or the action requested in the appeal. Please realize that signing your signature that you either approve or disapprove with the contents relayed in the Grade Appeal Form does not prevent the appeal from being reviewed at the AAC level however, it is viewed by the Council as an indication of your professional credibility.

It is also helpful to ensure that your advisee answers the questions effectively and provides as much information as possible to support their grade appeal. The advisor should inform the student that the AAC cannot change a grade; however, that the Council can recommend that the instructor revisit and/or reconsider a submitted grade. It is also important that grade appeal forms are submitted expeditiously, as grade changes can only be submitted for up to one academic calendar year after receiving their final grade (if consistently enrolled at the University).

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Grades/Credit Value/Quality Points

The grade definitions for grades used at Cheyney University are as follows:

Grade Definition Credit Value Credit Attempt Point Value

A Excellent (90-100 of total credit earned)

Yes Yes 4

B Good (80-89) Yes Yes 3

C Satisfactory (70-79) Yes Yes 2

D Passing (60-69) Yes Yes 1

F Failure (up to 59) No Yes 0/No point

value I Incomplete (More than half course

complete and passing)

No Yes 0/No point

value

CR Transfer Credit Yes No No point value

WC Withdrawal from a Course No Yes No point value

W Withdrawal from University No No No point value

AU Audit No No No point value

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Grade Point Average Calculation

The four-point system is used in computing the grade-point average (GPA) of all students. Under this system, a students’ grade point average is calculated by dividing their quality points by the attempted credits. Attempted credits are frequently totaled across the total number of attempted credits in a particular semester, their total attempted credits at the University (i.e., for a cumulative GPA), or the total attempted credits that define a curriculum (i.e., for a major or minor GPA). The received quality points for each completed course are calculated by multiplying the Point Value of the grade received (see the xxz Table) by the Credit Value of that course, as depicted below in xyz Table.

An example of how to calculate the grade point average (GPA) is as follows:

Course Grade Point Value X Credit Value = Quality Points

1st Course A 4 x 1 = 4

2nd Course B 3 x 2 = 6

3rd Course C 2 x 3 = 6

4th Course D 1 x 3 = 3

5th Course F 0 x 3 = 0

∑ 12 (Attempted Credits) ∑ 19 (Quality Points) The GPA is calculated by dividing the total quality points by the total attempted credits. The resulting GPA for the courses depicted above is a 1.58. Please note that upon graduating with a baccalaureate degree a student’s GPA is fixed and additional courses completed will be used to establish a new GPA for a second degree.

Graduating with Honors

To graduate with honors, a student must meet all of the requirements established for one of the categories of honors recognized by the University: Summa Cum Laude, Magna Cum Laude, or Cum Laude.

Summa Cum Laude

To graduate with Summa Cum Laude, the student must complete a minimum of 75 credit hours of their coursework at Cheyney University with a grade point average of 3.75 or higher. Life experience credit, credit by examination, and transfer credits may not be included in the required 120 semester hours.

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Magna Cum Laude

To graduate with Magna Cum Laude, the student must complete a minimum of 60 credit hours of their coursework at Cheyney University and graduate with cumulative GPA between 3.50 – 3.74 (or higher).

Cum Laude

To graduate with Cum Laude, the student must complete a minimum of 60 credit hours of their coursework at Cheyney University and graduate with cumulative GPA between 3.25 – 3.49.

Graduation Audit

The graduation audit, which is reviewed at 90 credit hours, requires the registrar to review the

student’s transcript to determine the credit hours that can be applied towards graduation in

the specified major (School of Education “Advising Handbook” 14). The deadlines for submitting

Anticipation of Graduation Forms to the Office of the Registrar are posted on the university’s

academic calendar.

The successful completion of a graduation audit requires the following process.



The student advisee must initiate a graduation audit when they have earned 90

or more credit hours that count towards graduation and are currently enrolled at

the university.



The student should anticipate that all graduation requirements will be

completed at the end of their next semester



The academic advisor and students must collaboratively prepare all relevant

materials needed for a graduation audit: An Anticipation of Graduation Form,

unofficial transcript, and a detailed Curriculum Worksheet that indicates grades

received



The Academic Advisor reviews all relevant materials and, if satisfactory, signs it

and submits it to the department chair



The department chair reviews all relevant materials and, if satisfactory, signs it

and submits it to the appropriate dean



The dean reviews all relevant materials and, if satisfactory, signs it and submits

it to the Office of the Registrar



The Registrar reviews all relevant materials and, if satisfactory, signs it and

initiates the remaining steps required for successful graduation

Please note that if the advisee does not satisfy all requirements, or if approval is not granted, all

related materials will be returned to the department chair.

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Graduation Requirements

Students enrolled in baccalaureate degree programs are required to successfully complete the entire General Education curriculum (51 credits), entire major curriculum (up to 60 credits), and obtain a minimum 120 credit hours. Some programs may require more than the 120 credits (refer to program requirements for additional information). The following development/remedial courses do not count towards the minimum 120 credit hours: ERE 001, HEN 011, MAT 001 and/or MAT 002.

At the time of graduation, the students must meet or exceed the university minimum requirement of a cumulative GPA of 2.00 as well as the major minimum requirement. All baccalaureate degree students will take at least 30 of their last 45 credits and at least 50% of their major credits at Cheyney University.

Incomplete Grades

A student who has received an incomplete grade in a course must make an arrangement with the instructor outlining what is required to complete the course. The student complete all remaining

coursework and the professor must submit an Grade Change form to the Office of the Registrar with the student‘s appropriate grade by the end of the 10th week of the subsequent regular semester that the student is enrolled.

If the Grade Change Form is not received by the end of the 10th week of the next subsequent regular semester, the grade will permanently be recorded as an F on the student‘s transcript.

Review of Mid-Term Grades

Mid-term grades are used as a mid-term marker to assess student progress and for advisement purposes. Mid-term grades should be entered into Power Campus Self-Service (see PCampus SS for more information) in the 8th week of the fall and spring semesters by all instructors at the University. Instructors enter mid-term markers of either an ‘S’ or ‘U’ corresponding to satisfactory or unsatisfactory performance in the class to date, respectively. In addition an ‘NS’ can be submitted to indicate that a student has never attended the course taught by the instructor of record. This ‘NS’ indication generates a letter from the Registrar’s Office to the student’s mailing address advising the student to drop the course with a ‘WC’ or be in jeopardy of failing the course.

During Advising Week, traditionally scheduled for the 9th week of the fall and spring semesters, academic advisors should review mid-term grades with each of their advisees.

Reviewing mid-term grades with your advisees can serve the following functions:

 Requests that advisees discuss unsatisfactory marks with all corresponding instructors  Establish contingency plans in case a student fails a course

 Discuss tutoring and extra assistance as an option

 Discuss any other issues that the student might be struggling with that is affecting their successful academic progress

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 Permit the student to withdraw from a course (WC)

 Permit the student to reduce course load to maximize success in the Gen Ed core

Simultaneous Degrees

 Students that are able to satisfy the requirements of two majors in more than 150 credit hours can receive simultaneous degrees upon graduation. This student will be awarded two distinct degrees upon graduation

 In the event that a student satisfies the requirements of two distinct major programs in 150 or more credit hours, they can obtain a simultaneous degree

 The student must have two advisors of record representing each of the completed majors  The student must ensure that two distinct Anticipations of Graduation forms are submitted

to the Office of the Registrar from each of their academic advisors

 The simultaneous degree is not to be confused with the double major (See Double Major section below)

Process for student not listed on record as an ‘advisee’

In the event that a student is not listed as a faculty member’s advisee the student should stop by the Registrar’s Office to find out who is the advisor on record. As a result of a double major or a change in major, the student may have two advisors listed or the advisor may not be updated in the system. If the student is pursuing a double major then both advisors need to be consulted prior to registering for an upcoming semester to ensure that all graduation requirements will be met.

If a student is switching from one major to another then the proper paperwork must be completed so that the correct advisor can be listed. Frequently a student may request to have a specific advisor in which case the major department can also assist with this paperwork process. It is of extreme

importance that the correct advisor is listed since only this faculty member can fully access the students records in Power Campus Self Service and assist them towards the completion of their graduation requirements.

Transfer Credits

The Transfer Process:

1. Student applies to Cheyney University and is accepted

2. Admissions scans transcript to Dpt. Chair along with students email address

3. Dpt. Chair communicates with appropriate faculty and course evaluation and communication with student is done via email

4. Faculty member then advises the student to register via PCampus Self Service. 5. Official transcripts then sent to Registrar

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7. The student is advised to declare their major within a semester and send in all official copies of transcripts if not already done

8. GAC course is offered as an elective for transfer students (online version can also be acceptable)

Independent Study

Independent Study (IS) is a course of study specific in nature, content, and level that is not provided as a regular course offering of study at the university. An independent study course would be designed by a faculty member with possible input from the student in question. The independent study would be subject to the approval of the chair of the department in which the course of study is undertaken. The option of offering a course by independent study within a particular academic department must have been previously approved through the university curricular process. A student wishing to pursue a course by independent study should contact a faculty member interested in offering such a course or the department chair in the department in which the independent study would be taken. Final approval is at the discretion of the Dean and/or Provost.

Individualized Instruction

Individualized instruction is an option available to undergraduate and graduate advisee. The course, however, cannot be offered in another format at the university that same semester and it must be a required course in the student‘s program of study.

Undergraduates must have completed 30 or more credits, while graduate students must have received approval of degree candidacy first. Only one individualized instruction course can be taken per semester and students may not use it to repeat a course in which they received a ‘D’ or ‘F.’

The student must initiate the request with the appropriate department chair; the form is housed in The Office of the Provost. Approval is required from the course instructor, the department chair, and the appropriate dean for it to be taught by individualized instruction. Once approved the form is sent to the Office of The Registrar for processing.

Students enrolled in individualized instruction courses may expect to meet with the instructor for at least five contact hours per credit offered.

During the first week of classes, faculty members must distribute to their students a written course guide that contains the course requirements and the grading procedures. Any subsequent changes to this information must be given to the class in writing.

This information can be distributed separately or with course outlines or syllabus. Examinations and other work will be comparable to the requirements of the course when regularly offered.

After the form is completed it must be approved by the Department Chairperson, Area Dean, and Provost.

Academic Advising Handbook