1. Faculty Advisor Workshop:
Changes Impacting Student Advisement

2. 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

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

4. 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.

5. 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.

6. 60-HOUR RULE Or
21-HOUR REPEAT CAP?
FORGIVE THE F?

7. 60-HOUR RULE Or
21-HOUR REPEAT CAP?
Forgiveness?
14 Credits! Be Selective!

8. Power Point on SAKAI

9. 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.

10. 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

11. 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!

12. 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]

13. 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)

14. 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.

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

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

17. 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.

18. 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!

19. Part 3: Road to Success
WHO? First-time freshmen who have a “salvageable” 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

20. 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.

21. 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.

22. 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.

23. 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.