Advising 101
Advising Undergraduate Students

 

Student academic and advising information is available thru GoldLink and Internet Native Banner (INB).� This tutorial focuses on the use of the Advising Summary in GoldLink with corresponding Internet Native Banner (INB) form references.� The Advising Summary is a one-stop scrollable web page for most advising information you will need to advise an undergraduate student.

This tutorial and workshop is designed to give new advisors the tools to begin advising or as a refresher course.� Each department should provide additional advisor training regarding your departmental programs, policies and procedures.�

 

Advisors should also attend additional advising workshops, webinars and the monthly Academic Advisement Council meetings (https://www.etsu.edu/advisement) when offered to stay involved and up-to-date in the ETSU undergraduate advising process.

 

Advising Expectations:

 

  Students are ultimately responsible for their academic decisions, including course selection, meeting prerequisites, adhering to policies, procedures and deadlines at ETSU.

 

  Advisors are a personal link between the student and the University and must help students by answering questions, guiding them thru academic programs, making referrals and helping students navigate ETSU policies and procedures.

 

  Advisors will contact their students to promote academic success.� ETSU utilizes academic alerts, mid-term grade reports, registration error reports, probation lists and other intrusive mechanisms to help students stay on track towards degree completion.

 

Please feel free to contact the Office of Undergraduate Student Advisement if you have any questions or need help referring a student to the appropriate campus resources.

 

Teresa Williams, Director of University Advisement�� ��������� williata@etsu.edu��� 439-6940

Suzy Hooven, Information Research Tech I���������������� ��������� hooven@etsu.edu��� 439-8557

 

 

 

Would you like to receive informational advisement emails?
Email Suzy Hooven (hooven@etsu.edu) and ask to be added to the
Advisor Email Distribution List.

 

 


Getting Started as an Undergraduate Advisor

 

 

Getting Started as an Undergraduate Advisor ��������������������������������� �����������������������
(Access to Student Records in GoldLink & INB, Available Workshops ����������������������� 4���������

 

 

Family Education Rights and Privacy Act (FERPA)���� ������� ����������� ����������������������� 5

 

Firstmate ������������������������������� ����������������������������������������������������������� ����������������������� 5

 

 

Advisor Responsibilities and Retention Strategies��������������������������� ����������������������� 6-8

 

 

General Advisement Policies ����������������������������������������������������������� ����������������������� 8

 

Should I be Advising This Student?� ������������������������������������������������ ����������������������� 9���������

 

Learning Support ��������������� ����������������������� ����������������������� ����������� ������������

 

Issuing Permits���������� ����������������������������������������������������������������������� ����������������������� 10

 

Advisement Notes ���������������������������������������������������������������� ����������� ����������������������� 10

 

 

Advising Summary (Sample) ����������������������������������������������������������� ����������������������������������� 11-14�� �����������

 

Additional Information about Advising Summary �������������������������� ����������������������� 15-17

 

How to Read Academic Transcript��������������������������������������������������� ����������������������� 18�������

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ETSU Policies and Procedures
Related to Advisement

Table of Contents

For Current and Complete List of Policies and Procedures

See Current Year Online Catalog

https://www.etsu.edu/reg/catalog



Academic Standing �������������������������.������ 19

Probation ��������������������������.��

Suspension �������������������������..�����������

 

ACT/SAT Credit for Freshman English (ENGL 1010)�������������� 19�������

 

Advanced Placement (AP) ����������������������..����� 19

 

Early Semester Progress Reports (mid-term grades) �����������...������������ 19

 

Foreign Language Placement Policy ����������������������������������������� 20

General Education History Requirement: Rules for Transfer Students �������� ����������� 20

Graduation Preparation �����������������������.�������������� 20-21

����������� Has Student Filed Intent? �������������������.������������������
����������� Graduation Review ���������������������..���������������������

����������� What all Potential Graduates and Advisors Should Know ������.����������������������

����������� Exit Exam �������������������������.������ �����������

 

Honors Composition Courses ���������������������.���������� 21

 

International Students (Engl 1006/1007 and 1008/1009 Options) ����������� 21

 

Orientation����������������������������..����������� 21


Secondary Education and Education Minor Students ����������������������� 22

 

��� Transfer Student Exceptions and Course Substitutions �����������.�� 22�������

 

�� �Advisement Meeting Recommendations and General Student Information ������������������ 23

 

��� Resources���������������������������������������������������� 25

 

 

 

 

Getting Started as an Undergraduate Advisor

  1. Request access to academic records using GoldLink and Internet Native Banner accounts.� Have executive aide assist you in completing Banner Student Account Request Form:� https://etsupws.etsu.edu/ITSRequest/Login?ReturnUrl=~%2FBannerStudentAccess%2FNew

 

Note:� Section 2�� Please discuss required access needed to advise students with your departmental chairperson and/or executive aide.� Will you be issuing course permits?� If you are advising, you should have an INB account.� For GoldLink Advisor access please check the 3rd box in section 2 requesting access to the Advisor Tab in GoldLink.

 

  1. Attend Banner and Advising Workshops sponsored by Office of Undergraduate Student Advisement:�� https://www.etsu.edu/advisement/advisors/training.php

 

Attend Degree Works Workshops � Degree Works is an academic advising and degree audit tool that helps Advisors and students track their degree progress in real-time! See website for information, tutorials and workshops. https://www.etsu.edu/reg/degreeworks/default.aspx

 

  1. Complete additional advising training thru your college or departmental office.

 

  1. Attend Academic Advisement Council each month (a must for advisors and anyone interested in student success or retention):� https://www.etsu.edu/advisement/advisors/aacm.php

 

  1. Ask to be added to advisor email distribution list for Advisor Newsletters and informational emails.� Office of Undergraduate Student Advisement (email Suzy Hooven for details:� hooven@etsu.edu)

 

  1. Get to know your resources.� Good advising includes using your resources and is a continuous learning experience.

������������������������ Suzy Hooven, Information Research Technician I

 

  1. NACADA:� https://www.nacada.ksu.edu/

 


 

 

 

Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. � 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

Note:� Advisors and other university officials have a right to access educational records if performing a task or function which constitutes a legitimate educational interest.� However, this information may not be released to third parties without the written consent of the student.� All third party requests are to be addressed to the Office of the Registrar. (423-439-4230 or registr@etsu.edu)

 

For more information:� https://www.etsu.edu/reg/records/ferpa.aspx

 

First Mate Access (FERPA waiver process)�� https://www.etsu.edu/firstmate/

First Mate process allows students to grant parent, spouse or another person view only access to specific GoldLink pages.� Setting them up in First Mates allows designee to use a special login and password to view financial and academic information.  The student can add and remove access at any time.

This process also allows advisors and others to discuss academic concerns with parents or other designees if the student has authorized this in GoldLink thru First Mate Process.� The student creates a Passphrase for their �first mate� during the setup process.� You can view and verify passphrases on GPAPRXY in INB or on the Advising Summary in GoldLink.

First Mate Tutorial � how to determine if a student has a first mate authorized: https://www.etsu.edu/firstmate/staffTutorial.aspx

Having problem with First Mate Access?  Send an email to firstmate@etsu.edu 

 

 

 

 

 

 

 

 

 

 

 

 

Undergraduate Academic Advisement at ETSU

 

Advisor Responsibilities

 

Advisement at ETSU is a continuous interactive process between an advisor and student which facilitates the development and achievement of the student's overall goals.  Advisement is a distinct part of a student's educational experience, provided by ETSU as a service...� Advising is more than class scheduling.� A successful relationship between and advisor and student depends upon shared responsibility.� Advisors and others at ETSU provide mentoring, advice, referrals and information to help students make wise, informed decision.�

For complete list of Student and Advisor Responsibilities:

https://www.etsu.edu/advisement/advisors/advisor-and-student-responsibilities.pdf

 

Advisor Responsibilities

Maintain adequate posted office hours and appointment times for advisement.

Keep all scheduled appointments and to notify the student in advance if it is not possible to keep the scheduled appointment.

Gain the necessary training to effectively advise, guide and refer students to ETSU resources applicable to the student's program of study.
Essential training:� GoldLink, Advising 101 and Degree Works

Use ETSU resources including online Undergraduate Catalog, departmental websites, general education, graduation, program requirements and licensure requirements to guide and refer students.

Maintain a complete accurate advisement record for each student in order to monitor progress towards goals and graduation requirements.� Advisement notes should be entered in Degree Works.

Regularly check and respond to student emails in a timely manner.

Refer students to the academic deadlines as posted on the ETSU online calendar and in GoldLink.

Assist in the advisor reassignment process when applicable.

Understand and comply with the mandates of the Family Education Rights and Privacy Act of 1974 as Amended (FERPA).

 

Other Advisor Responsibilities and Retention Strategies
(Opportunities to contact students and intervene with referrals and strategies)

 

  1. Be prepared for high volume advisement times.� Be prepared to advise and release advisement holds for your students.
  • Registration for summer and fall begins in early April
  • Registration for winter session and spring begins in early November

 

  1. Academic Alerts thru EAB Student Success Collaborative Campus
    (EAB SSC Campus)
  • Program used to identify students at risk early in the semester (3 weeks in) based on grades and attendance
  • Program can also be used to identify groups of students �at risk� using various parameters.
  • Fall 2016 � EAB SSC Campus
    updates to follow
  1. Contact students at mid-term that have failing grades and refer to appropriate resources (tutoring, consider dropping, extra credit, etc.)
  • Utilize Advisor Grade Tool in GoldLink to pull reports of your students

  1. Advise and refer students as needed throughout semester
  • Be familiar with drop dates on academic calendar and related forms
  • https://www.etsu.edu/etsu/academicdates.aspx ) (https://www.etsu.edu/reg/forms.aspx)
  • Use your resources if unsure how to help student
  1. End-of-term
  • Use Advisor Grade Tool in GoldLink to pull reports of your students
  • Review registration
  • Did student fail a pre-requisite course?
  • Are they taking the appropriate courses for the next term?
  • Call, email or write and help student revise schedule
  1. Registration Error Reports
  • Undergraduate Student Advisement Office will email lists at end of each term that identifies students who may have failed pre-requisites BUT are registered for incorrect courses next term.�
  • GoldLink allows students to register for next level courses assuming student will pass currently enrolled in courses.
  1. Contact students on probation
  • You may receive a list of your students who are on probation. �
  • Contact students and adjust schedules as needed to be successful and prevent suspension.
  1. Assist students with graduation paperwork
  • Encourage students to file Graduation Application when they have completed 90 hours or at least 2 semesters before they plan to graduate.� This gives students 2 semesters to prevent delays in graduation by completing required courses.
  • Be familiar with forms and deadlines

https://www.etsu.edu/reg/graduation/default.aspx

 

 

General Advisement Policies

ETSU utilizes a shared advisement delivery system where professional advisors meet with students in a centralized area while other students are advised by faculty advisors in their academic departments of their major.�

 

Quick Reference Advisor Contact List:

https://www.etsu.edu/advisement

Advisement required:  Advisors are a personal link between the students and the University.  All students have an advisor and should confer with their advisor each semester.  In fact, ETSU requires most students consult with an advisor before registering each semester.  The following students must be advised before they are able to register each semester:

These guidelines are the minimum advisement requirements.  MOST colleges and departments may have additional advisement requirements.  Students should consult with their academic department or advisor to determine their advisement requirements.� Students should also confer with their minor advisors.

Some students will have multiple advisors.� Is the student involved in � Athletics, Medical Professions Advisement, or ETSU Honors.�� These students may also be required to see an advisor in these specific areas.

 

Academic Support for students in under represented populations Carshona Harris����������� ����������� 439-4595

Adult, Commuter & Transfer Services �������������������������������������������� ����������������������� 439-5641

Athletics����������������� �� ����������������������������������������������������������������������� ����������������������� 439-6435
College of Education (seeking licensure)����������������������������������������� ����������������������� 439-7626
�� Note:� Minors in Education should contact College of Education their 1st semester at ETSU

ETSU Honors ����������������������������������������������������������������������������������� ����������������������� 439-6076

International Students ���������������������������������������������������������������������� ����������������������� 439-7737

Medical Professions Advisement������������������������������������������������������ ����������������������� 439-5602

Student Support Services������������������������������������������������������������������ ����������������������� 439-5396


Step-by-Step Advisement Guide Using the Advising Summary
(Sample Advising Summary on Pages�� 10-13)


Should I be advising this student? ��Learning Support Reading or Writing
Students who have Learning Support requirements in Reading or Writing must be advised by the University Advisement Center in the ARC to ensure students are taking the correct Learning Support (LS) section(s) of general education courses.� Missing ACT/SAT scores, late college transcripts or completion of special high school programs (i.e. SAILS) may cause a student to be incorrectly placed in Learning Support requirements.� If in doubt, please call the University Advisement Center (439-5244).��

 

LEARNING SUPPORT:� Math Only

 

General Information about Learning Support Program
https://www.etsu.edu/uac/learningsupport/default.php

 

First time freshmen have required learning competencies for Reading, Composition and Math if their ACT/SAT subscores fall below the minimum requirements as mandated by Tennessee Board of Regents (TBR) and ETSU policy.

 

Transfer students will be required to take a placement test if they 1.) do not have ACT/SAT test scores less than 5 years old, 2.) have not transferred in college level English or Math courses. �Some students may also be required to take an assessment in Reading depending upon their transfer work.�

 

Adult students (without ACT/SAT scores) are required to take an assessment in Reading, Writing and Math.

 

Issuing Permits and Learning Support Requirements

Please check a student�s record for Learning Support requirements before issuing permits for the student.  Permits override Learning Support pre-requisites and allow the student to register for courses they are not academically prepared for.

 

A registration error in GoldLink Banner of PreReq or Test Score can indicate the following:

1.)    the student does not have the required prerequisite for this course

2.)    the student has Learning Support requirements that are prerequisites before registering for this course

3.)    transfer student may be required to take COMPASS assessment in one or more areas

4.)    or a combination of these

 

If you need assistance, please contact the University Advisement Center in the ARC at 423-439-5244.  They will be glad to assist you in looking up the student�s requirements.

 

 

 

Advisement Notes:

 

1.     Beginning fall 2016, ETSU advisors (both faculty and staff) will be directed to enter advisement

�notes in Degree Works.� Advisement notes include:

       Course recommendations

       Substitutions, exceptions, etc.

       Approved overloads

       Graduation notes

       Academic concerns

       Etc.



2.     �The redesigned EAB Student Success Collaborative Campus platform will be implemented fall �

�2016.� This platform allows users to:

       pull lists of students using various criteria

       manage campaigns where groups of students are identified and contacted

       coordinate academic alerts

       utilize notes system*

 

*Notes in campus will primarily be notes related to academic success such as academic alerts, non-returning student lists, campaigns and other outreach.

 

3.     Before fall 2016, many advisors kept notes in Banner using GoldLink (Student Contact Notes) or Internet Native Banner (Spacmnt).� Both of these feed into Banner Spacmnt.� Until we fully transition to all advisement notes being in Degree Works and retention and outreach notes being in EAB SSC Campus, advisors will need to look at notes in INB Spacmnt or GoldLink Student Contact Notes (your choice,� same notes in each)

 

 



 




Advising Summary Example:

Advising Summary

 

Transparent Image

Information for "Mickey Mouse" and E00333443

Admission Status

Students prior to fall 2008 were admitted in SIS and will not have data listed here.

 

Term

Admit Type

Student Type

App No.

Level

App Status

App Status Date

App Dec Seq No

App Decision

App Dec Date

Fall 2016

FR (First-time Freshman)

N (New First Time)

1

UG

D (Decision Made)

09-OCT-15

1

X (Conditional Acceptance)

09-OCT-15

 

 

 

 

 

 

 

2

AA (Changed to Unconditional)

02-JUL-16

 

 

 

 

 

 

 

 

 

 

 

Student Account Payment Status

Will this student be purged?

 

Term

Code

Status

Description

Fall 2016

F

Financial Aid Deferment

Because you have signed an FRS and have agreed to pay your student account balance of charges even if your Financial Aid awards are not received, your class schedule will not be dropped at this time. Please check your Financial Aid and Student Account regularly for any changes where a balance due must be paid.

 

Financial Aid Status

Status of Academic Progress is based on your academic performance for each term that you are enrolled. For more information or to view/print the appeal form, see ETSU Satisfactory Academic Progress (SAP) Policy.

 

Effective spring 2016 the student Financial Aid Satisfactory Academic Progress Status is Unsatisfactory

 

The student documents/requirements are complete as of this time

 

Note: Unsatisfactory Status = No aid eligibility beginning with the Last Term Reviewed even if awards are still listed on your account.

 

Catalog Year

 

Catalog Year

2016-2017 Academic Year

 

ETSU Degrees Earned

 

Seq

Degree Code

Degree

Level

Grad Term

Catalog

College

Major

Minor

Conc

Major 2

Previous Degrees

 

 

 

Seq No

College

Degree Code

Degree Date

Degree

Attend From

Attend To

TTP

TTP-Desc

1

Walters State Cmty College

AS

10-MAY-15

Associate of Science

 

 

Y

Math

 

Attribute

Description

Activity Date

RT73

Reverse Transfer Recvd - NeSC

02-JUL-14

 

High School Information

 

GPA

School

School City

School State

Class Rank

Class Size

Graduation Date

3.33

Avery County High School

Newland

NC

80

144

13-JUN-14

 

Immunization Summary

Please refer students to the ETSU Student Health Services website to view the State of Tennessee Immunization Requirements and to determine how they will meet the missing requirements listed below in red. 439-4225


Advisor Information:
1. Hepatitis B and Meningitis History Form:
Students < 18, parent/guardian must sign
history form for Hep B and Meningitis before registration.
Students ≥ 18, will complete history form during registration process in GoldLink.

2. Chickenpox and MMR: One semester waiver forms for chickenpox and MMR (for those eligible) does not change required items on this page. One semester waiver only allows student to register for full-time one semester before completing immunization requirements.

3. Housing Meningitis: requirement is only applicable to new students (under 22) living in residence halls.

 

Action Required

Immunization

Date Administered

Form Received

NONE

Chicken Pox Dose 1

31-AUG-07

 

NONE

Chicken Pox Dose 2

30-MAY-14

 

NONE

Hepatitis B History Form

 

 

NONE

Meningitis History Form

 

 

NONE

Measles, Mumps and Rubella 1

18-DEC-96

 

NONE

Measles, Mumps and Rubella 2

07-SEP-01

 

NONE

Housing Meningitis

30-MAY-14

 

 

Learning Support Requirements

If student is required (R in status column) for LS Read or LS Write competency, please contact the University Advisement Center 423-439-5244 for information. These students must be advised by the University Advisement Center due to the complexities of Learning Support Program.

For students with only a LS Math Competency requirement, they are advised by their major advisor. For LS Math advisement guidelines, please visit
The University Advisement Center Website. If student needs a permit, please call the University Advisement Center 423-439-5244 and have the selected CRN ready.

 

Code

Deficiency Description

Status

Status Date

Term

CRN

Subject

Number

Transfer

If blank --- look at test scores and look for DSPR, DSPW and DSPM = 4 (4 indicates college level).� If test score screen is blank, contact University Advisement Center 95244 for review of record.�

Classification

 

Classification

Term Code Effective

Level

FR

201680

UG

Major/Minor

Encourage students to declare minors and concentrations early.

 

College

Major

Major Concentration

Minor

Minor Concentration

AS - Arts & Sciences

Biology, Biological Sci.

 

 

 

 

TELS GPA

Advisors: this TELS information is provided to you as an informational item and all students should be referred to Financial Aid or the Scholarship Office for questions or concerns about their TELS �Lottery� Scholarship.

Note: TELS hours and GPA are captured in Banner for every student and are reflected regardless of students overall eligibility. Before dropping or withdrawing TELS students should review
Don�t Lose Hope website.

Students should view their Lottery Scholarship Eligibility in GoldLink under �Student Records�.

GPA Interval

Attempted Hours

Earned Hours

GPA

Current

17

0

00000

 

Email

Personal emails are not usually updated. May only be valid for new students.

 

Email Address

Email Code

Preferred Indicator

TENGEJ@ETSU.EDU

CAMP

Y

JONAHTENGE@GMAIL.COM

PERS

N

 

Addresses

 

Type

From

To

Street 1

Street 2

City

State

Zip

County

Nation

Campus Box

19-AUG-16

 

Box 11046

 

Johnson City

TN

37614

47179

 

Mailing Address

27-SEP-16

 

PO Box 346

 

Roan Mountain

TN

37687-0346

47019

 

 

Phone Numbers

 

Type

Area

Number

Ext

Permanent

423

7720073

 

 

Permits/Overrides

 

Permit/Override

Subject

Crse Numb

Seq Numb

CRN

Activity Date

User

 

Alternate Pins

 

Term

Process Name

Pin

Activity Date

 

Test Scores

- see option at the bottom of page to view test scores.

 

 

 

 

 

 

 

 

Administrative Holds

Please check processes affected column. Some holds do not prevent registration.

 

Hold

From

To

Amount

Reason

Originator

User

Processes Affected

Undergrad Advisement Hold

18-SEP-16

31-DEC-99

 

 

 

WILLIATA

Registration

Top of Form

 

RELEASE BUTTON WILL APPEAR HERE IF YOU HAVE ACCESS TO CLEAR ADVISEMENT HOLDS

ottom of Form

 

Current Schedule, Midterm and Final Grades

CRN

Subject

Course

Section

Course Title

Campus

Midterm Grade

Final Grade

Credits

Level

 

Future Schedule

CRN

Subject

Course

Section

Course Title

Campus

Term

Credits

Level

 

First Mates

 

Name

Passphrase

Start Date

End Date

Auth Adv Summary

Auth All

Create Date

barbara mouse

mother

14-OCT-14

13-OCT-16

Y

Y

14-OCT-14

tom mouse

father

14-OCT-14

13-OCT-16

Y

Y

14-OCT-14

 

Additional Advising Information

 

 

Academic Transcript

 

Student Contact Notes (INB Spacmnt)

 

Student Registration Status

 

Transfer Evaluation

 

Test Scores


 

Additional Advising Information (these are links to more information)

���� ������ Academic Transcript

����������� Degree Evaluation
����������� Student�s Registration Status (shows registration date/time for student, academic standing, etc.)

����������� Test Scores

����������� Transfer Evaluation

����

 

 

 

 

 

 

 

 

 

 

Additional Information about the Advising Summary and corresponding INB forms:

 

  1. Admissions Status (INB:� SAAADMS, SAADCRV, SGASTDN)

Identifies the following:
Admit Term

Admit Type - 1st time FR, Transfer with less than 60 hrs, Transfer with more than 60 hrs., etc.

Student Type - New First Time, Continuing, etc.

Application Number - student may have more than one application

Level - undergraduate or graduate

Application Status - Decision Made, Cancelled Application, etc.

Application Status Date

Application Decision � student may be conditionally accepted pending high school transcripts, etc.

 

  1. Catalog Year (INB: SGASTDN, SPACMNT)

  2. ETSU Degrees Earned (INB: SOAPCOL)

  3. Previous Degrees (INB:� SHADEGR, SHADGMQ) - degrees earned at other Universities (if final transcript noting degree is not sent to ETSU previous degrees may not be posted in Banner, ask student about previous degrees)

  4. High School Information (INB:� SOAHSCH)

Identifies:

High school gpa

Name and location of high school

Class Rank and Class Size

  1. Immunization Summary (INB: SZAITRK) � beginning 7/1/2011 the State of Tennessee requires students to meet specific immunization requirements .� This same option is available for students under Registration in the student�s GoldLink.� For complete details see:� https://www.etsu.edu/nursing/universityhealth/immunization-require.php

 

One semester waiver forms available for 2nd Varicella and 2nd MMR.�
See:� https://www.etsu.edu/reg/forms.aspx

 

Students under 18, must have parents sign Acknowledgement Form for hepatitis and meningitis.� Students over 18, will complete this process during registration in GoldLink.

 

Beginning July 1, 2013:�� ALL NEW STUDENTS PLANNING TO LIVE IN ON-CAMPUS RESIDENCE HOUSING: Will have to provide medical documentation of having received the meningitis vaccine within the past five (5) years. This documentation must be provided to the Student Health Clinic before move-in day or the student will not be allowed to check into their assigned room. For more information contact the Student Health Clinic at 423-439-4225.

 

 

 

  1. Learning Support Requirements - ��(INB:� SZAADEF)
    See website for information:� https://www.etsu.edu/uac/learningsupport/ccompletion.php

 

  1. Classification (INB:� SGASTDN) � Freshman, Junior, Sophomore, Senior

 

  1. Major, Minor or Concentration (INB:� SGASTDN) � please encourage students to keep their records current. Students may not be notified of minor or concentration requirements or opportunties if they have not declared. Undergraduate Change of Major forms are available online at: https://www.etsu.edu/reg/documents/pdf/undergradmajorchange.pdf

 

Electronic Process for Advisors:� Change of Major option available in GoldLink.� Tutorial available online at: https://www.etsu.edu/reg/documents/pdf/change-of-major.pdf

  1. Email (INB:� SPAIDEN) � when new students apply and pay application fee, they are given an ETSU email address.� Directions for activation and accessing GoldMail are sent to students when they apply. This email is ETSU�s primary source of communication.
    Setting up email or changing password:� https://www.etsu.edu/activate

  2. Addresses, Phone Numbers (INB:� SPAIDEN) � encourage students to keep these current especially close to graduation.

  3. Permits / Overrides (INB:� SFASRPO) � quick reference to view permits or overrides student may have for current term.

  4. Alternate Pins (INB:� SPAAPIN) � priority registration students will have a PIN code listed here about a week before registration begins each semester.� Priority registration students include:� students with disabilities, honors students, athletes, etc.

  5. Test Scores (INB:� SOAHOLD) � see page 3 for more information about Learning Support. Developmental Reading, Math and Writing scores that = 4 indicate student is college-level and you can advise and does not need Learning Support.

 

If Test Scores page is blank, contact University Advisement Center for review and update of page.

Developmental Studies Reading

4

Developmental Studies Math

4

Developmental Studies Writing

4

 

 

 

 

 

 

 

 

 

  1. Administrative Holds (INB SOAHOLD)

       Some holds prevent registration but not all.� Please see processes affected column.

       List of hold types and where to send students available online at:�

       https://www.etsu.edu/reg/documents/pdf/holds_2014.pdf

 

 

       Orientation Holds:� for new students who live within 250 mile radius, orientation and advisement is required.� Orientation and advisement holds will be released during the orientation process about 30 minutes before registration starts the day of orientation.� All new students are required to complete the Online Orientation Program (LAUNCH) before they can register for an on ground orientation.� At orientation students will be advised and register for classes.

 

If the student does not have an orientation hold (they have been waived or live outside 250 mile radius), you can advise them and assist them with the registration process.

 

Orientation questions � refer student to the Office of New Student & Family Programs 423-439-8452 or orientation@etsu.edu or family@etsu.edu

 

       Undergraduate Advisement Holds � all undergraduate students with less than 60 hours are required to see an advisor each semester before they can register.� These advisement holds should be in place by early October (registration begins around first week of November) and March (registration begins around first of April) each year.� Some departments require advisement throughout a student�s college career.� (https://www.etsu.edu/advisement)

 

       TWO methods available for advisors to release advisement holds

1.     using the Release option in the Advising Summary and/or

2.     using INB SOAHOLD to end the hold by changing the �to� date.

 

Note:� Advisors do not have access to create or delete holds.� Access only allows ending holds.

       Graduation Holds - after student files an intent to graduate with major and minor sheets, entries are made to notify student and advisor of missing graduation requirements on SOAHOLD and displayed for student and advisor in GoldLink (holds).� These holds prevent graduation but do not block registration.

 

  1. Current Schedule, Midterm and Final Grades
    (INB:� SFAREGQ for schedule, SFARHST for mid terms grades, SHACRSE for final grades)

  2. Future Schedule (INB:� SFAREGQ) - schedule for next term

 

 

 

  1. Additional Advising Information

Academic Transcript�
Registration Status (show student�s first available registration time)

Degree Evaluation (CAPP)

Student�s Completed Intensives

Transfer Evaluation

 

How to Read Academic Transcript

       Transcript term-by-term

       # symbol indicates course meets a high school deficiency

       * symbol indicates course is a Developmental Studies course and does NOT count in graduation hours

       R column indicates repeated courses.�

o   I = included in hours and gpa

o   E = excluded in hours and gpa

o   F = frozen

       Banner Pre-Summary Hours � student has ETSU coursework prior to SIS (1991). See Registrar�s Office or student for copy of transcript.

 

GPA and Summary Lines

��

Summary lines (see sample next page)

Total institution ����������� �only includes ETSU coursework

Total transfer��� �only includes transfer coursework

Overall������������������������ includes all college level coursework

 

Combined indicates DSP coursework is included in numbers.

Institution combined����� ETSU work (including Developmental Studies)

Transfer combined������� transfer work (including Developmental Studies)

Overall combined��������� all coursework (including Developmental Studies)

 

Developmental Studies courses do not count toward graduate hours.

Example of GPA and Summary Lines in SSB
ALWAYS USE THE OVERALL SUMMARY LINE TO DETERMINE EARNED HOURS.

 

TRANSCRIPT TOTALS (UNDERGRADUATE)      -Top-

 

Attempt Hours

Passed Hours

Earned Hours

GPA Hours

Quality Points

GPA

Total Institution:

9.000

9.000

9.000

9.000

19.200

2.133

Total Transfer:

3.000

0.000

0.000

3.000

0.000

0.000

Overall:

12.000

9.000

9.000

12.000

19.200

1.600

 

Attempt Hours

Passed Hours

Earned Hours

GPA Hours

Quality Points

GPA

Institution Combined:

27.000

15.000

15.000

15.000

35.100

2.340

Transfer Combined:

36.000

15.000

15.000

24.000

51.000

2.125

Overall Combined:

63.000

30.000

30.000

39.000

86.100

2.207

 

 

 

 

 

ETSU Policies and Procedures Related to Advisement

       Academic Standing
Is the student on probation?

Check student�s academic transcript in GoldLink or INB form (SHATERM or SGASTDN, select Academic and Graduation Status Tab)

 

Academic probation standards (see current undergraduate online catalog).� Standards vary according to attempted hours.� Suggestions for students on probation: SSB will not let the student register for more than 13 hours and they should repeat �F� courses to improve GPA.

 

Is the student suspended one major term or indefinitely suspended?

Check student�s academic transcript on SSB or INB form (SHATERM).

Refer to Student Affairs, 3rd level of Culp Center, 439-4210 for appeal with extenuating circumstances.� **If credits earned at other regionally accredited institutions during a

period of academic suspension from ETSU are found to be acceptable for transfer and if such credits are sufficient to remove a student from academic probation, the student may be readmitted as a transfer student by the Director of Admission.� https://www.etsu.edu/students/currentstudents/academicappeals.php

 

       ACT/SAT Credit for Freshmen English (ENGL1010) - A new process is being developed to award Engl 1010 ACT/SAT credit during the admissions process.� Undergraduate Admissions will award credit and Engl 1010 credit will be posted on students� transcripts (Engl 1010 P grade) during admissions process.� Admissions will notify students of the award.

       Until new process is finalized, students or advisors may contact Teresa Williams to have Engl 1010 credit processed.

o   Policy:� ACT/SAT Credit for Freshman English
Entering freshmen whose standard score on the English section of the ACT is 28 or better or Verbal section of the SAT is 630 or better will receive Engl 1010 credit with a grade of P (Pass).

 

       Advanced Placement (AP) � student must have courses sent to ETSU Undergraduate Admissions.� Accepted AP scores will be posted on student�s academic transcript.� Students request AP thru College Board website (http://www.collegeboard.org/)

 

Dual Enrollment

Student that have taken courses during high school as dual enrollment must request the transcripts be sent to ETSU.� Caution in placing students in courses when their transferrable or dual enrollment courses are not yet loaded into GoldLink.�

 

       Early Semester Progress Reports (mid-term grades) � may be viewed by students on SSB.� Advisors may see ESPR on SSB under active registrations.�

 

Advisor Grade Tool in GoldLink Banner � allows undergraduate advisors to pull ESPR reports for their major or by individual student or group of students using Student ID option.� For more information or tutorial on how to use Advisor Grade Tool in SSB, please contact Undergraduate Student Advisement at 439-8557 or visit:�

https://www.etsu.edu/advisement/documents/advisor_grade_tool_tutorial.pdf

 

 

 

 

       Foreign Language Placement Policy � fall 2016 - Students entering ETSU and wishing to enroll in Spanish, French or German courses above 1010 will be required to take an assessment thru ETSU Testing Center.� Once student tests, they will be given directions on whom to contact for a permit for specific language course student tested into.

 

       General Education History Requirement: Rules for Transfer Students
https://www.etsu.edu/uged/gened/StudentsandParents/about.aspx

 ���� Transfer students may meet the general education History requirement as follows:

Transfer students from University of Tennessee (UT) System institutions who met the general education History requirement while attending those schools will also have met ETSU�s History requirement, as will transfer students who met UT History requirements while attending TBR community colleges.

Transfer students who earned credit for two of the following courses at any TBR institution will also have met ETSU�s History requirement: HIST 1110, World History & Civilization to 1500; HIST 1120, World History & Civilization Since 1500; HIST 2010, U.S. to 1877; HIST 2020, U.S. Since 1877; HIST 2030, Tennessee History.

Transfer students from institutions outside the TBR and UT systems who completed courses equivalent to those listed above may apply those courses to ETSU�s History requirement.

Students who completed only one of the courses listed above prior to transferring to ETSU can complete the History requirement by taking HIST 2010, HIST 2020 or HIST 2030.

All students must present evidence of completing one year of American History in high school.  Students lacking such documentation must satisfy a high school deficiency by completing HIST 2010, HIST 2020, or HIST 2030.  Completing one of these courses to remove the deficiency will also count toward completion of the general education History requirement.

Transfer students who use HIST 1110 or HIST 1120 to meet the general education History requirement cannot also use it to meet the general education humanities requirement.

       Graduation Preparation

Is the student close to graduation
?

Students should file a Graduation Application with the Graduation Office when they have completed 90 hours or are within two semesters of graduation.� Intent may be submitted online at: https://www.etsu.edu/reg/graduation//default.aspx.� For more graduation information and forms see:� https://www.etsu.edu/reg/graduation/default.php

Has student filed Graduation Application?
Check out SHADEGR under graduation information and review information under Holds (SOAHOLD in INB).

 

 

Graduation review?� Graduation Office is now putting graduation notes/holds on student�s record that identifies any areas of concern.� For example:� if the student lacks their minor sheet the hold comment will indicate minor sheet missing.� These comments may be viewed by students and advisors on GoldLink under HOLDS.� Graduation holds do not prevent registration.

 

What all potential graduates (and advisors) should know:� https://www.etsu.edu/reg/graduation/obligations.aspx

 

����� Has the student taken the required exit exam (California Critical Thinking Skills Test)?

See the Graduation Office website for additional information:� https://www.etsu.edu/reg/graduation/exitexams.aspx

 

       International Students Engl 1006/1007 and 1008/1009

International students whose first language is not English, must enroll in Engl 1006/1007 or 1008/1009.� These courses are equivalent to Engl 1010 or 1020.

ENGL 1006 and ENGL 1007 Lab ���������� Equivalent Engl 1010

����� ENGL 1008 and ENGL 1009 Lab����������� Equivalent Engl 1020

       Orientation

       https://www.etsu.edu/students/nsfp/orientation/freshman.php

ETSU requires new students who live within a 250 mile radius to attend a new student orientation.� All new students are also required to complete LAUNCH � ETSU�s Online Orientation Program before they can register for orientation.�

At orientation, students will attend a choice of topic sessions; attend a College Session presented by Dean or Designee of each college, see and advisor and register for classes.� All new students MUST go to Check-Out after registering for classes.�

 

Departmental Chairs will inform faculty advisors what days they will be advising during the summer.� Advisors will receive weekly email updates of the students who have registered for the next orientation.� Please review the academic records of your students and prepare for orientation.� Many departments pre-advise local students until they can spend additional time with each student.� Pre-advised students should have a Registration Worksheet which they must bring to orientation.�

 

The day before each orientation, Suzy Hooven will email an Orientation Advisor Packet with all the details to each advisor who is working.� It is very important that you do not change locations.� We must be able to locate students in cases of emergency or if we need to deliver a lost student to you.���� Note:please try to make orientation a positive experience for your new students.� Some colleges/departments use pre-advisement, group advisement, peer advisors, and have several advisors available each orientation to improve the advisement and registration experience.� If you need help brainstorming solutions to orientation advisement problems, please contact Teresa Williams, Director of University Advisement.

 

       Secondary Education and Education Minor --- Is the student planning on teaching secondary education?� These students must see an advisor in their major and also an advisor in the College of Education for Tennessee Licensure Requirements (Joel Tramel or Mary Andrews 439-7626, 320 Warf Pickel).� Students who have chosen an education MINOR should contact College of Education advisor (first semester at ETSU) to create an education file and learn the licensure and Praxis requirements.

 

       Transfer Student Exceptions and Course Substitutions

Exceptions and/or course substitutions are noted on SPACMNT in INB.� Advisors can see transfer information on transfer evaluation option in SSB.� Identifies course names at previous schools.� Students also have access to transfer evaluation in SSB.

Transfer course equivalencies website:� see option on SSB login page at:� https://www.etsu.edu/goldlink

 

o   Does the student have transfer credit they think should have transferred in as General Education Core course?

Please contact Teresa Williams at williata@etsu.edu or genedreview@etsu.edu


Advisement Meeting Recommendations

 

o   Don�t forget to release Advisement Hold

 

o   Keep good advisement records.

 

 

o   POLICIES AND PROCEDURES SEE ONLINE CATALOG:� http://catalog.etsu.edu/

 

o   Collect student�s current cell phone and email address for future contacts.� Students should update contact information on GoldLink Banner under personal tab.

 

o   Review Degree Works audit with student

o   Give student your contact information on business card

o   If time allows, have student register for classes at your computer.�

 

o   Have student print out copy of student�s schedule (print student schedule or concise schedule).

 

 

Things advisor should discuss with students during advisement session:

 

  1. On-line catalog - http://catalog.etsu.edu/preview_program.php?catoid=7&poid=1812
  2. Reference Degree Works

       General education requirements

       General education requirements specific to your department

       CSCI 1100 or proficiency requirement:� https://www.etsu.edu/uit

       Major Requirements

       Minor Requirements (if applicable)

       Concentration Requirements (if applicable)

       Degree Requirements (if applicable, BA, BS)

       ETSU Degree & Graduation Requirements

       Admissions procedure for programs such as Nursing, Radiologic Sciences, Teachers Education, etc.

       Licensure Requirements (if applicable)

o   Students seeking licensure in secondary education (education minor) should see advisor in COE their first semester at ETSU

o   Praxis requirements


General Information Student May Need to Know

 

o   Academic calendar deadline you and your students for dates available in online catalog:

https://www.etsu.edu/etsu/academicdates.asp

 

o   Student MUST pay fees or have financial aid in place by 6:00 pm the day on the fee payment deadline.� See academic calendar for dates (times) --- link on page titled:� Fee Payment Deadlines

o   Confirmation a MUST for students with financial aid (including scholarships). Students confirm and accept financial aid in GoldLink Banner.� Students who do not confirm may be purged.

 

       Students, who have decided not to attend ETSU, MUST drop all courses on GoldLink Banner before the first day of class.� Scholarships, financial aid, promissory notes, etc. often keep students from being purged.� Warn students to NEVER assume they will be purged.

o   Repeating a course:

  the last attempted grade counts (better or worse)

  All grades remain on transcript, repeat grades are included and/or excluded as applicable in gpa and hours on transcript

  Third and subsequent attempts are averaged in gpa.

 

o   Students may withdraw from ALL classes anytime during the semester up until two days before the end of the semester (excludes exam week) by contacting the Office of the Registrar.� Withdrawing will adversely affect financial aid and the Lottery Scholarship. Students should confer with Financial Aid before withdrawing.

 

o   International Students � have special limitations and requirements regarding online courses in regards to Visa status.� Students should check with International Programs for specifics. International Students may only take ONE online course each semester.�

 

o   Overloads:� The academic advisor and the dean of the student�s college/school must approve registration for an overload. Following completion of 45 semester hours, students with a cumulative 3.0 GPA may be approved for a load up to 21 semester hours by Academic Advisor and Dean or Designee of their major.

 

Over 21 hours, approval thru Academic Affairs Designee:� Teresa Williams 439-6940 or williata@etsu.edu.

 

 


 

Resources



Undergraduate Student Advisement - https://www.etsu.edu/advisement

Teresa Williams, Director of University Advisement, williata@etsu.edu or 439-6940

Suzy Hooven, Information Research Tech I, hooven@etsu.edu or 439-8557

 

Academic Advisement Council � meets the 4th Tuesday of most months from 2:30 � 4:00 p.m. in the Culp Center.� Provides a forum for distributing and receiving information relative to undergraduate advisement.� Meeting open to faculty, staff, and graduate assistants.� If you would like to be added to the email distribution list for advisement information, please email Suzy Hooven at Hooven@etsu.edu.

 

ARC � one-stop-shop for Academic Support, Services and Referrals�� https://www.etsu.edu/arc/

Registration Help Line � registration help for students 439-5584 (M-F, 8:00 � 4:30 pm EST).

 

Learning Support and Undeclared

University Advisement Center � 2nd Level of Culp Center in the ARC or 439-5244 for questions.

 

Online resources you should bookmark:

 

 

Need Help:� https://www.etsu.edu/etsu/help.asp ��(quick reference for many topics)

 

OIT Faculty/Staff Helpdesk, https://www.etsu.edu/helpdesk , 439-4648 or itshelp@etsu.edu

 

Registrar�s Webpage:

Forms:� late add, late drop, change of major, change of catalog year, etc.

Banner Tutorials:� how to enter grades, how to enter attendance, how to change grades using GoldLink, how to change major using GoldLink, etc.

Graduation

Veterans Office

Registration Resources:� Registration worksheet, Schedule worksheet, How to Use GoldLink tutorial

 

 

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