Faculty Advisor Workshop: Changes Impacting Student Advisement

Part 1: 21 Hour Repeat Cap WV State Code a student who earns a D or F in any course taken fall 2018 or later may repeat the course once for the purpose of academic forgiveness prior to receiving a baccalaureate degree. However, only a total of 21 credit hours can be forgiven

When was the class taken? PRIOR TO FALL OF 2018 (e.g., continuing students)? 60 HOUR RULE FALL OF 2018 OR AFTER (e.g., new students and continuing students)? 21 HOUR REPEAT CAP

Impact This Fall? For the most part, you will be examining past grades within first 60- hours which means you may be advising under the 60-hour rule… (the only exception may be half semester courses taken this semester with posted grades) But students should be advised that only 21 credits of courses taken from this point on can receive repeat forgiveness.

21 Credit Repeat Cap Courses must be repeated at Shepherd Only forgiven credits are included in the 21 credit count. GPA will be based on the subsequent grade (or grades), not the original D/F Original grade will remain on the transcript (i.e., F/R) Students can repeat up to 8 credits of Cs with approval of advisor, chair and dean Once a grade is removed via forgiveness, it cannot be altered further—thus, please help struggling students to strategically select which courses to repeat.

60-HOUR RULE Or 21-HOUR REPEAT CAP? FORGIVE THE F?

60-HOUR RULE Or 21-HOUR REPEAT CAP? Forgiveness? 14 Credits! Be Selective!

Power Point on SAKAI

Part 2: Petitioning The process for students to appeal for an exception to academic policy has changed! Pre-petitioning counseling is now required to help students build their case for an appeal.

Why Would a Student Petition for an Exception to Academic Policy? Too late to add a class Too late to drop a class Too late to withdraw from a class Too late to apply for graduation Does not have the GPA to take more than 19 credits Cannot take a course elsewhere during last 12 credit hours Extend an incomplete Partial reinstatement after dropped for non-payment Return early after suspension; return after academic dismissal Increase/Decrease credits in classes with variable credit Late switch from Credit/Grade to Audit/Pass-Fail

Previous Process 1. Download petition from Shepherd website 2. Fill it out 3. Return it to the Advising Assistance Center Why didn’t this work? Missing evidence Missing signatures Unclear, incomplete and/or illegible letter of explanation Often dropped off when advisors were unavailable for counsel Not a strong rationale Unknowingly impacted financial aid and/or full-time status A nightmare for the professional advisors in the Advising Assistance Center to resolve!

Pre-Petitioning Counseling Is there rational justification for the petition? “I failed Dr. Smith’s midterm, so I want to drop her class” “I know I have a 1.5 GPA, but I want to take 21 credits this semester.” “I have been very busy for the past seven months and couldn’t turn in the paperwork. I know it’s April, but I can graduate next month.” “I know I’ve been suspended and have to sit out a semester. But I have a positive attitude and want to return now.” “I thought I was sitting in the English class I signed up for, but they changed rooms the first day without my knowing it and I’ve been sitting in History 101 all semester. Can I drop English and add history?” […already has credit for History 101]

Pre-Petitioning Counseling 2. Request Proper Signatures “I got my math instructor to sign my petition to apply late for graduation.” Student is told exactly which signatures are needed for each type of petition (saves on confusion and “Shepherd Shuffle”) New form allows for multiple instructor signatures if multiple classes are impacted Can be informed from whom a signature can be obtained if the intended signee is unavailable (e.g., summer absence of faculty/administrators, adjunct with limited office hours)

Pre-Petitioning Counseling 3. Discuss submission of necessary and/or optional documentation Credit Overload Form (take >19 credits) Co-op Learning Agreement (late add or change credits) Graduation Application with proof of paid late fee Transfer Approval Form (take course elsewhere in last 12 credit hours) Signed semester schedule (reinstatement after drop for non-payment) Other (e.g., medical documentation, death certificates, legal documents, etc.) After the pre-petitioning counseling, it is the student’s responsibility to gather the necessary components and submit complete applications. Incomplete applications will not be accepted.

STEP-BY-STEP INSTRUCTIONS FOR PETITIONING CHECKLIST OF NECESSARY SIGNATURES & DOCUMENTATION

Multiple Instructors, if necessary Financial Aid Signature Athletic Director Multiple Instructors, if necessary Financial Aid Signature

What to do if a student/advisee wants to petition SEND THEM TO THE ADVISING ASSISTANCE CENTER IN THE LOWER LEVEL OF THE LIBRARY! The online appeal form has been removed and modified, and no petition will be provided or accepted without first meeting with AAC staff.

What to do if a student/advisee asks you to sign a petition Discuss the content and merit of the petition Check whether you “support” or “do not support” the petition If you do not support the petition, that does not prevent the student from moving forward It is okay to tell the student that s/he lacks a strong rationale that prevents you from supporting Provide a brief statement of your support Prevents the AAC staff from having to follow up with questions Provides complete information to the A&C Committee Faculty comments are seriously considered and appreciated!

Part 3: Road to Success WHO? First-time freshmen who have a “salvageable” 1.5-1.99 GPA at midterm WHAT? A pre-probation intervention and recovery program WHEN? Piloted for the First Time This Fall! WHY? The goal is to intervene before they are on probation! HOW? Probation Preventers! Christina Reich and Emily Gross

Academic Intervention Strategy Prevent registering for Spring 2019 via an “Advising Hold” Probation Preventers will contact student and student’s academic advisor Appointments will be made with the student in-person or via video-conferencing Establish plan, goals, strategies to improve GPA “Advising Hold” will then be removed It is difficult to discuss Spring classes when we need to focus on salvaging the current semester.

How Faculty Can Help Legitimate grades at midterms to help identify students in need of intervention Keep doing what you are doing! The ASC/AAC staff are supplementing, not replacing the academic advising you are providing. Continue to help struggling students make choices that will foster success. Successful students are retained students.

The Probation Preventers will provide Academic Counseling Strategies to improve GPA What resources can they access? Withdrawing from a single course? Are they in the correct major? Strong Interest Inventory Arranging Course-Specific Tutoring This is a holistic approach that assesses individual student needs and develops an individualized plan to meet those needs.

Thank you! Thank you so much for your continued commitment to students through effective academic advising. Please share these new changes with your colleagues who could not attend.