Conversion to Semesters Project

1. Conversion to Semesters Project Individual Advising Plan (IAP) November 1, 2010

2. Individual Advising Plan (IAP)System Goals • Provide a standard method for advising students as they transition from quarters to semesters. • Through this standard method, give all colleges a mechanism to uniformly adhere to the Pledge to Students … • No loss of academic progress • No delay to degree completion • No increased costs for degree completion.

3. IAP Preparation Tasks • Provide Web exceptions process (complete; Dec 2009) • Train Advisors on Web exceptions process (started Apr 2010) • Associations feature in UniverSIS enhanced to allow for advisors to be assigned to students (complete; Aug/Sep 2010) • Some departments in A&S, RWC, DAAP, CCM, and Business are taking advantage of the new Associations feature and making advisor to student assignments. (on-going) • This information is being used now for students to schedule advising sessions with advisors using Starfish scheduling system in Blackboard.

4. IAP Preparation Tasks • Departments specify requirements for new semester programs in e-Curriculum (P-1). (in process) • Encode semester programs for semester degree audits. (in process) • Enhance the Interactive Web Audit (in process) • Planned courses (Course Cart functionality) • NCAA requirements • add number of credit hours required and earned-to-date to the degree audit. • Students review and verify all their recorded programs, not just their primary program. (planning underway) • Display Programs and Advisor Name on student Onestop under My Information: • all student acad programs (15BA, 15MIN, etc.) with acad areas (ENGL) and – if available, associated advisor (name and phone) • ask students to verify their information online

5. IAP Basic RequirementsOverview • Expect an IAP to be created for any student who has declared an academic program. • Provide control of IAP process for advisors. • Advisor produces the IAP document and approves. • Mail a notice to the student electronically when IAP is available. Copy IAP advisor. • Provide approvals through an electronic signature process. • Provide views of IAP document and IAP progress information.

6. IAP Basic Requirements • Expect an IAP to be created for any student who has declared an academic program. • Declared minors and certificates will be included in the IAP if they are embedded in the degree audit for the major program. • Dual majors and dual degrees will be managed by the designated advisor using this process: • runs audits for both degree programs • uses the default audit that Darwin gets from UniverSIS (there is a routine that provides the program to Darwin) or overrides the default with the program audit that the advisor chooses • coordinates with any other advisor, if necessary • makes notations (in notes sections) about the second degree and subsequent audit results • calculates the agreed completion term considering both audits • records the calculated term in the system (system will convert to expected completion date), and, • arranges for the second degree audit to be manually scanned into the imaging system (optional, advisor/college discretion).   

7. IAP Basic Requirements • Provide control of IAP process for advisors • Access to a list of students (My Advisees) assigned to each advisor will be provided when the college or department is using UniverSIS Associations feature to make assignments. • If the college is not using UniverSIS for advisor/student assignments, then an advisor will simply request a student (by UCID) and will be given authority for that student’s IAP for the remainder of the processing. • Advisor can indicate if student is required to meet with advisor before student can approve IAP.

8. IAP Basic Requirements • Produce the IAP document --- a basic degree audit with: • advising notes • an indication of which academic programs are covered by the IAP • expected completion date • recalculated considering student’s current academic status and semester program • opportunity for advisor to override calculated completion date based on student-specific circumstances • electronic signatures and approval dates

9. IAP Basic Requirements • Mail a notice to the student electronically when IAP is available. Copy IAP advisor. • Provide approvals through an electronic signature process • the electronic approval flow – one advisor, an optional administrative or faculty approver, and the student (in that order). • Colleges whose students have more than 1 academic program or needs for more than 2 people to “touch” the IAP will have to determine some internal way to manage the workflow of any additional “approval”. • to assure the electronic signature is appropriate, an e-mail will be sent to the student with verification link, “Yes, I approved my IAP” before approval of IAP is noted. Send e-mail to IAP Advisor when student has approved their IAP. • record approval date for each approver.

10. IAP Basic Requirements • Provide views of IAP and progress information • For students via OneStop “View My IAP” • For advisors from Advisor Toolbox and/or the Document Imaging System

11. Advisor: Advisor Toolbox Degree Audit System

12. Student: OneStop Blackboard

13. IAP Development Timeline • Spring 2010- Fall 2010: Requirements planning • Oct 2010: IAP Requirements Signoff complete • Fall 2010 - Spring 2011:  Build a system to include the basic IAP requirements using Advisor Toolbox • Dec 2010: Analysis and Design (in process) • Mar 2011: Expose Advisor Toolbox prototype of screens and workflow to Advisor Sub-committee • May 2011: IAP system complete (ready for advisor training) • Fall 2010 - Spring 2011:  Provide e-Curriculum A-1 modifications • Nov 2010: Requirements being discussed • Summer 2011: Advisor Training on IAP process and associated Advisor Tools conducted • Aug 2011: Training Complete • Fall 2011: Semester Conversion IAP’s begin • Sep 2011: Provide OneStop ‘View My IAP’and ‘Approve My IAP’ (for students) • Winter 2012:Fall 2012 Registration begins • Jan 2012: Implement warnings during Registration process   

14. Issues • Training Schedule • Are you committed to the time required for IAP training next summer, Jun-Aug 2011? • What are some of the conflicts? • Defining the advising tools in eCurriculum (A-1) • We will need a subgroup to help define the requirements for the information needed by advisors to support the IAP process. • Any volunteers?