CAN Minutes

Fall 2007-Spring 2008

September 11 || October 16 || November 13 || February 14 || March 20 || April 17

CAMPUS ADVISORY NETWORK
Minutes for Meeting of September 11, 2007

PRESENT: Christine Chambers, Don Dawson, Donna Dawson, Chris Mitchell, Mary Herrington-Perry, Bonnie Wilson, Monica Zeigler
ABSENT: none.
GUEST: Chad Cross (VPAA/Website development)

I          
The meeting was called to order at 12:06 pm. 

II         
Minutes for the April meeting were accepted.

III       
A reminder of the upcoming CAN Advisor Training Sessions and the
upcoming Advising Webinar was given by Monica Zeigler.

IV       
ACALOG issues were discussed.  Mary Herrington-Perry reported that the online catalog was completely redone, and recommended advisors look it over before the advising period begins this semester.  Monica Zeigler reported that the New Student Handbook was successful in her estimation; the rest of the committee concurred.  Monica Zeigler asked if advisors were receiving print catalogs this year; Mary Herrington-Perry said she wasn’t sure, as this wasn’t in her control.  Mary Herrington-Perry suggested that lists be compiled of important issues that arise with respect to the catalog.  All agreed this would be a good idea.

V        
BANNER/DARS issues were discussed.  Mary Herrington-Perry reported that ITS was not yet done with the DARS project; she hopes that by the end of the month enough will be online to allow folks to do their work.  Discussion ensued on the possibility of generating batch degree audits for advisors.  Christine Chambers asked if alternate PINs were online for spring; Donna Dawson said yes, they were.

VI       
CAN Bylaws and the CAN Website were discussed.  Monica Zeigler requested that the committee look at the printouts of the website content Chad Cross generated and make sure all is OK.  Discussion ensued with Chad Cross on the form and content of the website, and minor changes were requested—notably the amending of the “circle” structure on the main CAN page: (1) change of the “Gateway” circle to “Minority Affairs”; (2) addition of the Academic Success Center to the “Athletics / Disability Services /Honors” circle; and (3) addition of Admissions to the “Records Office /Transfer Coordinator” circle.  In the Bylaws, the “Removal” clause was updates for language clarity.  All agreed to these changes.  Monica Zeigler requested that the committee revisit the issue later, including the concern that Chris Mitchell articulated about how expenditure of CAN funds should be reported.

VII      
Goals for 2007-8 and future agendas were discussed.  Chris Mitchell reminded the committee that October’s meeting was the time for collection of information for the fall Advisorgram.  Monica Zeigler requested that further agenda items be e-mailed to her.

VIII     
The meeting was adjourned at 1:30 pm.

CAMPUS ADVISORY NETWORK
Minutes for Meeting of October 16, 2007

PRESENT: Christine Chambers, , Donna Dawson, Chris Mitchell, Mary Herrington-Perry, Bonnie Wilson, Monica Zeigler
ABSENT: Don Dawson, Julie Dietz
GUEST: Chad Cross (VPAA/Website development)

I
The meeting was called to order at 12:09 pm.

II
Minutes for the September meeting were accepted.

III
Faculty Training was discussed. Monica Zeigler noted that ACALOG sessions of September 18 and 19 were well attended, and that the general comfort level of users of ACALOG has seemed to grow rapidly. Eight (8) people attended the WEBINAR of October 10, 2007 "Relating to Students through Advising."

IV
BANNER/DARS issues were discussed. Mary Herrington-Perry reported that her office was set to do training, but the system experienced problems and thus has delayed things for three weeks. It will probably be December before the graduation application function will go live; she asked if we should do the training ahead of this. Monica Zeigler asked if the grade reports would be available this December. Mary Herrington-Perry said possibly, bet she's not sure. Monica Zeigler asked when training could proceed and requested a date of December 3rd. Mary Herrington-Perry agreed to this, and Monica Zeigler agreed to send out emails to this effect. Further discussion ensued an training issues.

V
Advisorgram issues were discussed. Items were submitted to Chris Mitchell at the meeting and will post to Advise-1 shortly.

VI
The issue of our student representative was discussed. Monica Zeigler said she spoke to student life and SGA and requested a representative again, but received no response.

VII
Bylaws were discussed. Chad Cross noted that changes that were specified in the September meeting were posted to the website.

VIII
COTE meetings were discussed. Monica Zeigler noted that Kari Daley of Academic Advising is in charge of this and that she would be contacted regarding the status of these.

IX
Budget issues were discussed. The consensus of the committee was that posting of budget expenditures on the CAN website as not necessary.

X
Seats Committee feedback was discussed. Monica Zeigler said that the meeting with the Deans focused on the method of determining how/when to increase seats. Mary Herrington-Perry noted that the goal of enrollment was 1900 in the freshman class and was met; the yield this year was around 35%. Discussion ensued on the topic.

XI
Monica Zeigler reminded the committee of the meeting November 13 from 12-1:30 pm in the food court, and that she would like to devote it to goals.

XII
The meeting was adjourned at 1:17 pm.

CAMPUS ADVISORY NETWORK
Minutes for Meeting of November 13, 2007

PRESENT: Christine Chambers, Donna Dawson, Julie Dietz, Chris Mitchell, Mary Herrington-Perry, Bonnie Wilson, Monica Zeigler.
ABSENT: Don Dawson.
GUEST: Chad Cross (VPAA/Website development)

I           The meeting was called to order at 12:11 pm. 

II          Monica Zeigler reported that there was still no response from student government
            on selecting a representative; she will try again in spring.

III        Minutes for the October meeting were accepted with a minor correction (Julie
            Dietz’ name needed to be added to the “Members Absent” list).

IV        Monica Zeigler notes that the Bylaws as posted looked good and nothing else
            needed to be done.

V         An evaluation summary of Faculty Training Sessions was circulated.  Discussion
            ensued.

VI        Advisorgram issues were discussed.  Suggestions included a reminder of the
            change in social science requirement and of the new EWP format.  Implications
            of the new EWP format were also discussed at this time.

VII       DARS issues were discussed.  Monica Zeigler reported that the training date
            had to be changed to November 29 due to scheduling difficulties with the
            December date with the Library (it was the week before finals and there was
            heavy demand on rooms).  Mary Herrington-Perry reported that all of the
            certifying officers will be invited to come.  Monica Zeigler added that all
            advisors, including CAN members, will be invited too.  She noted that the
            training room holds 24 people or so.

VIII      BANNER issues were discussed.  Monica Zeigler reported that there was a
            meeting for feedback on BANNER held by Julie Benedict; none of the
            committee members were informed of its existence.

IX        Monica Zeigler noted that graduation applications were suspended this
            week due to change of application and should be live on BANNER next week.
            Watch for an e-mail from Sue Harvey.

X         The email from Betsy Miller posted to Advise-1 today was discussed.  Text follows:

“Beginning today, 11/13/07, students with 60 or more hours (junior standing), regardless of whether they have applied for graduation, that need to make changes to their major(s), minor(s), concentration(s), catalog/year and the like, must do so by contacting their certifying dean's office.

Please note that student athletes who have applied for graduation with less than 60 hours must also make changes with their certifying dean.

All other students with less than 60 hours must report to the Office of the Registrar, 1220 Old Main.”

XI        Monica Zeigler announced that Dean Augustine is going to host a meeting on the
            subject of Graduation by Exceptionality in January.

XII       Seats Committee work was discussed.  There was a concern articulated that the
            target number of freshman enrollees exceeds capacity and that there will be
            insufficient classes for Fall 08.  Mary Herrington-Perry noted that the Deans’
            council is meeting on the subject.  Discussion ensued.

XIII      Summer Schedule was discussed.  Mary Herrington-Perry noted that it will
            be online most likely by February.

XIV     Catalog issues were discussed.  Mary Herrington-Perry announced that
            “we are on the downward glide” but there will be a print catalog generated
            next academic year.

XV       Goals for 2007-2008 were discussed.  Monica Zeigler asked if we were
            still OK with doing these once per semester.  Chad Cross said he would
            post the Advisorgrams to the CAN website.  Mary Herrington-Perry
            requested a session on degree audits.  Donna Dawson observed that
            it would be a good idea to initiate an advising mentor program.  All
            seemed to agree that this would be a good idea, and that it wasn’t necessary
            for mentors to be faculty members.

XVI     Dates for spring meetings were discussed.  It was agreed that the
            Thursday slot from 11:30-1 pm  in the Food Court still worked for
            everyone.

XVII    The meeting was adjourned at 1:25 pm.

CAN Committee Meeting- Thursday, February 14, 2008 Minutes

Committee Members:
Present: Monica Zeigler, Chairperson, Academic Advising Center
Christine Chambers, College of Science
Donald Dawson, Gateway
Donna Dawson, College of Business
Julie Dietz, College of Ed & Professional Studies
Mary Herrington-Perry, Academic Affairs
Chad Cross, Guest (Website update)
Absent: Christopher Mitchell, Vice-Chairperson, Bonnie Wilson, Certifying Deans, Student Representative- To Be Appointed

I Meeting called to order at 12: 15

II Minutes from November 12, 2007 – Approved

III BANNER and Registration Updates and Issues- MZ
            Feedback from meetings with Sue Harvey- We discussed the problem with the official and unofficial transcripts. I will give the E number to MHP for review-
Update Sue sent a memo stating that this will not be a modification. I sent a copy of the email to MHP.
            Alternate Pin issue- Priority registration. There is no priority registration on Banner. Each department will register students as usual. The Athletic, Honors and Disability departments and Gateway will prioritize students according to their own schedule.
            Net ID and password-update I discussed the information that Eric Knuth gave us regarding the history of the Net Id and passwords. We had a discussion if it made sense to have him give a presentation to the advising community.  We felt that it would not be necessary.

IV DARS Update-MHP
            Transfer orientation meeting

V 2008-2009 Catalog update- Should be at the printer by the beginning of March
 Student Academic Handbook-  At the printer. We were able to preview what it would look like. Update- Orientation received their copies for the incoming students

VI Commencement by Exceptionality Information update (CAN website) We discussed that the only place to get this form is on the CAN and the Academic Affairs website. 

VII Goals for 2007/2008
            Discussed changes to be made to the CAN website. I reviewed with the committee the changes that I saw that needed to be updated-advisor names, committee members and we discussed various links. Chad will fix our website based on the changes that we give him. Each college representative was given a copy of their advisors to be updated and given to Chad.
Mary Herrington- Perry- College of Arts and Humanities          
Christine Chambers– College of Science
Don Dawson- Minority Affairs
Donna Dawson- College of Business
Sent Julie Dietz the copy for the College of Education and Professional Studies to be updated.

Advisorgrm/Advise~1
            Should information be posted more than once a month or once a semester? The committee felt that item should be posted to the Advisorgram as important information comes up. Then we can list them once a month on Advise one explaining that the completed information will be on Advisorgram. Then once a semester we can place the full information on Advise 1.

VIII Open Discussion- Other issues/information
            Meeting with Dr. Andrews (Math dept.)-Discussed MAT 1160 and 1170 the only prerequisite will be ENG 1001. Banner cannot check high school records. Dr. Andrews gave me a math pad to give him with math courses and the reasons for students being put in them. I will give a pad to Don Dawson for Gateway and Donna Dawson for IT. These two areas are more likely to have math prerequisite issues. I will copies of what the list looks like to every committee member.
            Items that should be on Advisogram for this semester

            Should we extend an invitation to Sue Harvey to come to our meetings or to give a presentation to us or the advising community? Mary HP said that Sue is going to set up DARs training sessions. As we discover issues with Banner, we will let Sue know and share the appropriate ones with each other through Advise one and post them on the Advisorgram.
                       
IX Seats Committee Feedback
 I updated every one that we are waiting to see how many seats will be held for the freshmen. Mary HP stated that her office would be controlling how the seats would be rolled out or each debut day.  She also stated that the Deans were again reminded that Karla Sanders was waiting for the information.

X Spring 2008 meetings-Thursday, 11:30am to 1:00pm, University Food Court                                    March 20, April 17

CAN Committee Meeting- Thursday, March 20, 2008, 11:30am-1:00pm
Minutes

PRESENT: Christine Chambers, Chad Cross, Donna Dawson, Mary Herrington-Perry, Chris Mitchell, Bonnie Wilson, Monica Zeigler
ABSENT: Don Dawson, Julie Dietz

I           The minutes from the meeting of February 14, 2008 were accepted as received
with one minor change to VIII by Mary Herrington-Perry.

I-a        (added agenda item) Webinars, NACADA, and use of funds.  Monica Zeigler
            reported that she paid for her NACADA membership from our budget.  She
raised the issue that the webinars have been very under-attended and therefore may be a waste of budgetary funds.  She suggested as an alternative usage of the funds would be to enroll the entire steering committee in NACADA.  All agreed to this idea.  (The national conference is in Chicago in October this year.)

II          BANNER, Registration, Transfer, and DARS issues were discussed.  Monica
            Zeigler brought up an issue regarding the readability of the transfer articulation
reports (many faculty are calling her, confused as to how to read it).  Discussion ensued on how to alleviate this.  Monica Zeigler suggested the need to have a “FAQ” link on the CAN website that would give FAQs about BANNER, DARS, etc.  Chris Chambers suggested that a BANNER handbook would be a good idea.
Chad Cross reported that there is an apparent glitch in the BANNER system regarding EIU4 status.  According to DARS, once a student is flagged as being in EIU4, they remain in EIU4 permanently.  ITS is working on a fix for this.

II-a      Feedback from meetings with Sue Harvey. (Item deleted.)
           
III        DARS Update— Mary Herrington-Perry. (Item deleted.)

III-a     DARS trainingwas discussed.  Monica Zeigler noted that there are still issues
regarding faculty nonattendance at DARS training.  We’ll continue to explore the issue.

III-b     Transfer orientation update by Monica Zeigler.  She distributed the updated
schedule of orientations.

IV        2008-2009 Catalog update by Mary Herrington-Perry.  The catalog is at the
            printer, and should be here in April.

V         Goals for 2007/2008 were discussed.  Monica Zeigler reported that the CEPS
advisor list needs to be updated and she will contact Julie Dietz regarding this.

V-aAdvisorgram/Acalog/Advise~1- Items to be posted – discussion.  Monica Zeigler
            said that we’re going to hold off on advisorgram because most of the info is
regarding BANNER and we intend to create a BANNER handbook to address the plethora of issues.

V-b      Banner semester calculation message.  (Item tabled until April meeting.)

V-c      DARS updates. (Item deleted.)

V-d      Transfer orientation information. (Item deleted.)

VI        Open Discussion— Other issues/information.  Mary Herrington-Perry reported
            that a proposal is on the table at CAA to increase the Foreign Language
Requirement from 2 high-school equivalency years to 3 high-school equivalency
years.  Also the student government’s proposal to increase the Cultural Diversity
Requirement seems to still be on the books.  Discussion ensued.

VII       Seats Update.  Monica Zeigler reported that the process seems to be working well;
we still have some follow-up to do.  Mary Herrington-Perry reported that if
current acceptances yield a 40% rate, we will have 1900 freshmen.

VIII      Spring 2008 meetings-Thursday, 11:30am to 1:00pm, University Food Court.  The committee is requested to e-mail teaching schedules for Fall 08 to Monica ASAP.

CAN Committee Meeting- Thursday, April 17, 2008, 11:30am-1:00pm
Minutes

PRESENT: Christine Chambers, Chad Cross, Don Dawson, Donna Dawson, Mary Herrington-Perry, Chris Mitchell, Monica Zeigler
ABSENT: Julie Dietz, Bonnie Wilson

I           The minutes from the meeting of March 20, 2008 were accepted as received.

II          BANNER and Registration Updates and Issues were discussed.  Monica Zeigler made a proposal to ask Sue Harvey to push back the first date of registration to October 20.  All agreed to this proposal.

III        DARS Updates, Transfer Orientation Updates, Transcript/Transfer Evaluation Issues, and Advisor Handbook Issues were discussed.  DARS: Monica Zeigler reported that Sue Harvey and Mary Herrington-Perry spoke prior to the meeting on the need for more DARS training sessions.  All agreed that training sessions should be available for next year, especially for new faculty and new advisors.  Monica Zeigler asked that if the committee had any ideas for improving training as per their experience with their home departments to let her know.  Transfer Orientation: Monica Zeigler reported that she has had a few issues to deal with; the main concern was that a student’s IP was included in their credit count for the purposes of registration.  There was a particular concern that this would not be good for our transfer students.  Transcript/Transfer Evaluation Issues:  Monica Zeigler reported that issues remain regarding the codes appearing in the transfer evaluation.   Discussion ensued on this topic.  Mary Herrington-Perry made a
            clarification: the transfer evaluation is not meant to do matching to curricular-requirement groupings; that is the function of the degree audit.  She also reported that she found a way to “trick” BANNER to order a transfer evaluation in BANNER Self-Serve, using a “what-if” audit.  She will email Monica Zeigler as to the steps on how to do this.  Advisor Handbook Updates: Mary Herrington-Perry reported that Chad Cross collected a bunch of stuff and she organized the information on a handout, which was circulated at the meeting.  It contains common questions such as “How do I access BANNER Self-Service?”, “How do I identify my advisees?”, etc.  Monica Zeigler said she will hand this out to the advisors.  Mary Herrington-Perry also distributed a handout of a web page that
gives instructions on how to use different parts of BANNER, as well as a
directory of all of the aspects of rePORTAL and a sample grade report.  She also noted that he handbook is taking a bit longer than originally anticipated,
but it is moving forward.  Monica Zeigler asserted that September is our goal for the handbook to be completed.

IV        2008-2009 Catalog Updates were discussed.  Mary Herrington-Perry reported that it should be here very soon.

V         Goals for 2008-2009.  (Item deleted due to time constraints.)

VI        An open discussion was held regarding miscellaneous issues and information.
Monica Zeigler reported that she contacted Cole Rogers, current president of Student Government, about getting a representative appointed.  He’s going to get back to her on this.  Position elections for CAN Chair and Vice-Chair were held.  Monica Zeigler will continue as chair and Chris Mitchell as vice-chair.

VII       The Seats Committee’s progress was discussed.  Monica Zeigler reported that that committee is telling students to wait until the end of May to check again about
            seats being added in courses.  (We’ll find out May 28 how many more will
            be added across the board.)  Webinars were discussed.  Monica Zeigler asked the
            committee if we find webinars aimed at advisors that are less expensive
than ones in the past, should we pursue them?  Discussion ensued — opinion was divided.  Monica Zeigler said that she will explore some options and will let the committee know.

VIII      Meeting days and times for Fall 2008 were discussed.  It was agreed that they
            would be as follows: September 18, October 16, November 13; all from 12 pm to
1:30 pm in the University Food Court.  The meeting time was a problem for some people, but the time was generally agreed upon.

IX        Meeting was adjourned at 1:30 pm.