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Admissions Office

Professional Staff Manual 2015-2016

SCTCC Main Building Room 1-404

1540 Northway Drive

St. Cloud, MN 56303

P: 320-308-5089 | 1-800-222-1009

Email: [email protected]


Table of Contents

Admissions Office Manual

Section 1: St. Cloud Technical and Community College

Section 2: Admissions Office

Section 3: Information Desk

Section 4: Recruitment & Retention

Section 5: Application Process

Section 6: Admissions Procedures

Section 7: College Assessment

Section 8: Advising & Registration


Section 1

St. Cloud Technical & Community College

St. Cloud Technical & Community College Mission 1

St. Cloud Technical & Community College Vision 1

St. Cloud Technical & Community College Core Values 1

Priorities & Key Measures 1

St. Cloud Technical & Community College Leadership 2

Division of Student Affairs Leadership 2

Student Affairs Division Organizational Chart 3

Driving Directions 4

Star Alert 4

Minnesota State Colleges and Universities System 5

Charting the Future for a Prosperous Minnesota 5

S e c t i o n 1 : S t . C l o u d T e c h n i c a l & C o m m u n i t y C o l l e g e P a g e | 1


St. Cloud Technical & Community College

Address: 1540 Northway Drive St. Cloud, MN 56303

Website: http://www.sctcc.edu

St. Cloud Technical and Community College is a member of the Minnesota State Colleges and Universities

(MnSCU) system. The institution is accredited by The Higher Learning Commission, a commission of the North

Central Associations of Colleges and Schools.

St. Cloud Technical & Community College Mission St. Cloud Technical & Community College prepares students for life-long learning by providing career, technical

and transferable education.

St. Cloud Technical & Community College Vision St. Cloud Technical & Community College is the college of choice for quality career, technical and transferable

education, focused on highly-skilled employment and life-long learning opportunities.

St. Cloud Technical & Community College Core Values

Student success through collaboration and cooperation

A friendly, respectful, enthusiastic, safe, and diverse atmosphere

Student-centered from prospect through alumni

Staff development and success

A team oriented environment

Relationships with industry and community

Quality and continuous improvement

Innovation, creativity, and flexibility

Contextual and technologically driven learning experiences

Priorities & Key Measures SCTCC’s Priorities are presented as pillars that support our overall mission and are built on the foundation of

our core values. Key Measures help define performance excellence by focusing on accountability, data driven

decision making, and assessment.

Pillar 1: STUDENT SUCCESS - Key Measures: Completion Rates, Placement Rates, Persistence/Retention, College

Transitions/Transfer, Readiness for College, Student Learning.

Pillar 2: COMMUNITY BUILDING - Key Measures: Funding/Investments, Partners/Collaborations,

Reputation/Image.

http://www.sctcc.edu/



Pillar 3: DEVELOPING A SKILLED WORKFORCE - Key Measures: Satisfaction of Graduates, Advisory Board

Membership, Advisory Board Engagement, Identify & Meet Market Demands for Program Alignment, Gainful

Employment.

Pillar 4: SUSTAINABILITY - Key Measures: CFI Measures, Efficiency & Effectiveness, Enrollment Pillar.

Pillar 5: EMPLOYEE ENGAGEMENT - Key Measures: Service, Retention/Transfer, Diversity, Professional

Development, Reward and Recognition.

St. Cloud Technical & Community College Leadership http://sctcc.edu/administration

PRESIDENT: Joyce Helens

Vice President for Student Affairs/Non-Discrimination Coordinator: Students Jonathan (Jon) Eichten

Vice President for Administration Lori Kloos

Vice President for Academic Affairs Peg Schroyer

Associate Vice President for Academic Affairs Kristina Keller

Executive Dean of Academic Initiatives Bruce Peterson

Interim Dean of Sciences, Technology, & Math Tarryl Clark

Acting Dean of Trade and Industry John Hart

Director of Academic Accountability Norma Konschak

Dean of Nursing & Health Carolyn Olson

Chief Information Officer Vi Bergquist

Human Resources Director/Non-Discrimination Coordinator: Employees Deb Holstad

Division of Student Affairs Leadership

VICE PRESIDENT FOR STUDENT AFFAIRS: Jonathan (Jon) Eichten

Director of Enrollment Management Jodi Elness

Records and Registration (Registrar) Lana Feddema

Director of Campus Life Missy Majerus

Trio Coordinator Nhia Yang

http://sctcc.edu/administration

http://www.stcloudstate.edu/sld

http://www.stcloudstate.edu/provost



STUDENT AFFAIRS DIVISION

President

Joyce Helens

Vice President of Student Affairs

Jon Eichten

Director of Enrollment Mgt

Jodi Elness

Director of Campus Life

Missy Majerus

TRIO Coordinator

Nhia Yang

Registrar

Lana Feddema

Sign Language Interpreter

TBD

Administrative Assistant

Kim Mackereth



Driving Directions From the southeast on I-94, take the St. Augusta exit #171, travel County Road 75 north approximately 1 mile to

Clearwater Road. Turn right and follow Clearwater Road until it becomes Ninth Avenue, which will take you through

the city to our campus.

From the west on I-94, take the Highway 15 exit, then follow Highway 15 north to 12th Street. Turn right and follow

12th Street east until you reach Northway Drive. Follow Northway Drive to our campus.

From the north on Highway 10, take the Highway 15 exit. Take the Benton Drive exit, turn left on Benton Drive

through Sauk Rapids. Turn right at 2nd Street North, go across the Mississippi River bridge, continue straight ahead

on Ninth Avenue to our campus.

From the south on Highway 10 or the east on Highway 23, at the cloverleaf follow Highway 23 West/Division Street

to the Ninth Avenue North exit. Turn right and follow Ninth Avenue north to our campus.

From the south on Highway 15 or southwest Highway 23, follow Highway 15 north to 12th Street. Turn right and

follow 12th Street east until you reach Northway Drive. Follow Northway Drive to our campus.

Star Alert Star Alert, is a free St. Cloud Technical and Community College emergency notification system that makes it

possible for students and employees to receive notices of campus-related emergencies via text, email, and voice

alerts. Standard text messaging rates apply. Students may opt-out of the service at anytime.

All students and employees will automatically receive notifications to their SCTCC email account.

Go to: http://www.sctcc.edu/star-alert to register for this service.



Minnesota State Colleges and Universities System The Minnesota State Colleges and Universities (MnSCU) system is the largest single provider of higher education

in the state of Minnesota and the fifth largest system of colleges and universities in the United States. The

system includes 31 institutions (24 technical and community colleges and seven state universities) spanning 54

campuses across 47 Minnesota communities serving more than 435,000 students annually.

MnSCU is Minnesota’s most affordable higher education option, with tuition costs that are substantially lower

than for-profit options, the University of Minnesota and private colleges. MnSCU serves anyone with a high

school diploma or GED. Compared with the state’s other higher education options, more MnSCU students

graduate with no debt or significantly lower debt. Currently 66 percent of all Minnesota residents pursuing an

undergraduate credential are enrolled at a MnSCU college or university. The system also serves more than

59,900 students of color (more than any other provider of higher education in Minnesota), 26,636 PSEO

students and 10,644 Veterans. MnSCU serves more low income students than all of the other higher education

providers in the state combined.

MnSCU colleges and universities offer 522 programs and more than 15,000 courses partially or fully online.

MnSCU colleges and universities also deliver 16,000 customized training, occupational and professional classes

to businesses and other employers, serving 120,000 workers each year.

The law creating the system was passed by Minnesota Legislature in 1991 and went into effect July 1, 1995. The

law merged the state’s community colleges, technical colleges and state universities into one system. The

system is governed by a 15-member Board of Trustees. Trustees are appointed by the governor and confirmed

by the Senate. The board appoints a chancellor for the system, who is responsible for providing academic

leadership to the system's 31 colleges and universities, ensuring effective and efficient management and

operation of the system, carrying out board policies, recommending operating and capital budgets to the board,

and planning for the current and long-term educational needs of Minnesota. The present chancellor of the

system is Steven J. Rosenstone, who began his term with Minnesota State Colleges and Universities on Aug. 1,

2011. Each college and university is headed by a president who serves as the chief executive officer. The

presidents report to the chancellor.

Charting the Future for a Prosperous Minnesota Charting the Future is an initiative spanning all 31 colleges and universities in Minnesota State Colleges and

Universities intended to enable fundamental change so that the system can meet the significant challenges

facing all of higher education and continue to fulfill our three fundamental commitments:

Ensuring access to an extraordinary education for all Minnesotans;

Being the partner of choice to meet Minnesota’s workforce and community needs;

Delivering to students, employers, communities and taxpayers the highest value, most affordable higher

education option.

Visit http://www.chartingthefuturemnscu.com/ for more information about this project.


Section 2:

Admissions Office

Student Affairs Mission 1

Student Affairs Vision 1

Student Affairs Core Values 1

Admissions Office Organizational Chart 1

Admissions Office Overview 3

Description of the Admissions Office Positions 3

The 2015-2016 Admissions Team 5

Calling Tree 6

Out of the Office or Vacation Notice 6

Appendix: Job Descriptions 7

S e c t i o n 2 : A d m i s s i o n s O f f i c e P a g e | 1


Admissions Office

Student Affairs Mission The Division of Student Affairs exists to support both the mission of the college and its community of learners

by integrating an array of quality services, programs and opportunities which attract, retain and support learners

- leading to academic achievement, personal growth and career success.

Student Affairs Vision To foster an environment of accessibility, helpfulness and support which helps learners make the best possible

choices in pursuing their educational, career and personal goals.

Student Affairs Core Values In our work with learners, faculty, staff and other external and internal customers, we value:

a supportive environment and experience for all learners, including those underrepresented in

higher education

active listening, informed questioning, and timely responses

flexibility and respect

communication and teamwork – among all our colleagues

creativity

recognizing and celebrating success

continuous improvement in processes and services

highly trained, knowledgeable and customer-focused staff

access to information, education and customer service via technology

Admissions Office Organizational Chart The Admissions Office professional staff consists of the Director of Enrollment Management, an Assistant

Director of Enrollment Management; 2 Enrollment Management Assistants, one for processing and one for front

line; Admissions Customer Service Specialist, Recruitment Specialist, Connections Recruiter/Advisor, Academic

Advising/Retention Specialist, Director of Career Services/Recruiter, Assessment Coordinator, and Information

Center Customer Service Specialist.

The Director of Enrollment Management is supervised by the Vice-President for Student Affairs.



ADMISSIONS OFFICE ORGANIZATIONAL CHART

Director of Enrollment Management

Jodi Elness

Assistant Director of Enrollment Mgmt.

Roxanne Schaff

RECRUITERS

Connections recruiter/advisor

Nathan JAcobson

Multicultural Specialist

Hudda

Recruitment Specialist

Rocky Horn

Academic Advising/Retention

Specialist

Bev Schmidtbauer

ADMISSIONS STAFF

Enrollment Management

Assistant/Admissions

Jayme Stang

Student Staff

Justine

Student Staff

Monica

Admissions, Customer Service Specialist, Int.

Juanita Sundet

Enrollment Management

Assistant/Processing

Mary Tholl

Director of Career Services/Recruiter

Jackie Bauer

Assessment Coordinator

Jeri Fiereck

Info Center, Customer Service Specialist, Int.

Michelle Fischer



Admissions Office Overview The Admissions Office is composed of the Information Center, Admissions Front Line, Admissions Processing,

Recruitment, Retention, and Assessment.

Admissions Processing

The admissions application process is managed by the Enrollment Management Assistant/Processing.

This person holds all the applicants files. Every single application runs through this professional.

Description of the Admissions Office Positions

Director of Enrollment Management. This position exists to direct the development and implementation of a

comprehensive process to achieve and maintain optimum recruitment, enrollment, retention and graduation

rates of all students, including International Students.

Assistant Director of Enrollment Management. This position exists to establish, implement and assess the

enrollment management process for all health care majors. This person operates as the technical/professional

resource between the health care division, health advisory boards and the Enrollment Management division. In

collaboration with the afore mentioned groups, this person will set and communicate the policies for individuals

seeking admissions to SCTCC health majors. Additionally, this person will review all applications, make referrals

to counselors, evaluate transfer credit, coordinate the college’s comprehensive recruitment plan, direct the new

student orientation program, supervise post-Accuplacer assessment, and provide lead work to Admissions staff.

Enrollment Management Assistant/Processing. This position is primarily responsible for all inquiries/applicants,

record keeping, and compiling of statistical data. This position must coordinate college communication to

potential students; provide training, technical support and information regarding the IRIS software to staff and

faculty; and direct daily work activities of Admissions support staff.

Enrollment Management Assistant/Front Line. This position exists to lead the operations of the Admissions

Office customer service functions by relying on existing policy and procedure. Must also rely on research

beyond existing procedures for solutions and answers to questions. Based on thousands of contacts with

students, will make recommendations and changes to office policy and procedures to ensure maximum

effectiveness and efficiency in serving students.

Admissions Specialist. This position exists to serve as the main point of contact in the Admissions Office. This

individual provides customer service and ensures the proper operation of the Admissions Office. Additionally,

they must provide customer service and clerical support to the Student Services Division which includes

admissions, recruitment, assessment and counseling. Often being the first point of contact in admissions, this

person is responsible for addressing student’s questions, referring and directing to appropriate services and to

generally promote all college programs and services. The overall objective of this position is to educate the

public about programs, policies and services on campus. This position involves significant verbal and written

communication to internal and external customers.



Recruitment Specialist. This position exists to facilitate the enrollment management process (funnel) through

implementation, monitoring, and evaluation of all recruitment activities, marketing, outreach, and academic

advising. This person will have a strong understanding of enrollment management practices and be able to

develop recruitment goals, plan activities and execute strategies.

Connections Recruiter/Advisor. In cooperation with SCTCC Enrollment Management and Student Affairs

objectives, this position’s purpose is to recruit and assist in retaining target students identified in the

Connections Recruitment/Retention Project. This position will work to assist potential and existing students

increase their academic and graduation success and implement programs that enhance the academic life of

students traditionally underrepresented at St. Cloud Technical and Community College.

Academic Advising/Retention Specialist. This position also exists to coordinate and/or manage the academic

advising, retention, telemarketing and orientation efforts of the college. This person works to ensure that all

new students are properly advised prior to enrollment at the college. They enforce the requirement that

students have tested, completed an academic advising appointment and attended their assigned

Orientation/Registration session. These initiatives are accomplished through a variety of efforts. This person

will also work with faculty and administration to develop enrollment initiatives to increase retention of

prospective and current students. Pre and post enrollment telemarketing will be coordinated to collect data that

will help the college improve or adjust processes and procedures leading to increased retention.

Director of Career Services/Recruiter. Acts as a liaison and develop relationships between business and industry

in the creation and formulation of partnerships to enhance job opportunities for students. Creates and

implements programs to support student success. Support students in development of job skills and successful

job placement, impacting graduate placement rates. Serves prospective students and the community with

employment information and advises them in regards to career goals. Conducts and maintains graduate follow-

up research and statistics. This position is an integral component of a comprehensive student services

department of a two-year technical and community college. Direct all activities of Career Services as follows:

employment information, job leads, job fairs, resume and cover letter creation, job search tools and employment

statistics. This person is responsible for implementing on campus special events and other related recruiting

and marketing activities. They will coordinate all on-campus recruitment activities and special events for the

college. Additionally serves as an Academic Advisor during college tours, presentations and orientation and

registration sessions. This position provides public speaking service to the business and education community

for technical and liberal arts education. In addition, this position exists to provide on campus recruitment for

college programs and services and assist with off campus recruitment during peak periods.

Assessment Coordinator. This position exists to manage the college’s academic college readiness process as

they administer the required assessment test for potential students. They will provide customer service that will

ensure a positive experience during all stages of the assessment process. They will originate and maintain

assessment records and test scores in ISRS system. This person is also responsible for coordination of

admissions services to international students and serves as a floater in the Admissions Office to provide services

as needed.



Information Center. This position exists to serve as the college’s Information Specialist, providing customer

service and ensuring the proper operation of the Information Center. Additionally, they must provide customer

service and clerical support to the Student Services Division in the areas of general admissions and enrollment

management. Often being the first point of contact, this person is responsible for addressing visitor and

student questions, referring and directing to appropriate services and to generally promote all college programs

and services. The overall objective of this position is to educate the public about programs, policies and services

on campus. This position involves significant verbal and written communication to internal and external

customers as the main point of campus communication. This position becomes the key information source of

visitors to the building during early evening hours providing information regarding admissions, financial aid,

registration, business office, continuing education and facility arrangements.

The 2015-2016 Admissions Team Staff Member Title Extention Main Responsabilities

Bev Schmidtbauer Academic

Advising/Retention

Specialist

8-5406 Advising & Registration, Cyclone Tours, Group Tours,

Assist with Graduation, and Liasion for Science,

Technology and Manufacting programs.

Jackie Bauer Director of Career

Services/Recruiter

8-5486 Employer relations, Placement Data, Job postings, Assist

with Saturday Tours and Cyclone Tours.

Jayme Stang Enrollment

Management

Assistant/Admissions

8-1541 Front Line, Admissions requirements, ISRS, Image Now,

Supervises work-study and student workers

Jeri Fiereck Assessment

Coordinator

8-6007 Accuplacer

Jodi Elness Director of

Enrollment Mgmt

8-5087 Oversee the Admissions Office and its staff, Liasion for

Trade and Industry, International Admissions

Juanita Sundet Admissions,

Customer Service

Specialist, Int.

8-5091 Front Line, Admissions requirements, ISRS, Online

applications

Mary Tholl Enrollment

Management

Assistant/Processing

8-5067 Processing applications, ISRS, Image Now

Michelle Fischer Info Center,

Customer Service

Specialist, Int.

8-5477 Information Center, Scanning Documents

Nathan Jacobson Connections

recruiter/advisor

8-5998 Multicultural recruitment, Mosaic, Mosaic Book Loan,

Diversity Fair, Accuplacer Advising

Rocky Horn Recruitment

Specialist

8-5927 2+2 Program, Hobsons, College Fairs, Accuplacer

Advising

Roxy Schaaf Asst. Director of

Enrollment Mgt.

8-5090 Post Secondary Enrollment Option, Liasion for Health

Programs, Accuplacer Advising



Calling Tree In case of emergency, weather-related incidents, or school closures, staff will be notified by other members of

the team. This is the 2015-2016 Calling Tree. Contact your supervisor if the information needs to be updated.

Staff Member Cellphone Home Work Responsible to call…

Bev Schmidtbauer (320)291-3056 (320)253-2851 (320)308-5406 Nathan

Jackie Bauer (320)248-1841 (320)308-5486

Jayme Stang (320)250-1059 (320)308-1541 Mary and Michelle

Jeri Fiereck (320)248-3678 (320)253-3055* (320)308-6007 Jayme and Rocky

Jodi Elness (320)761-5810 (320)252-0525 (320)308-5087 Roxy and Jeri

Juanita Sundet (320)597-3344 (320)308-5091

Mary Tholl (320)761-6036 (320)761-6035* (320)308-5067

Michelle Fischer (612)644-8107 (320)308-5477

Nathan Jacobson (320)223-1941 (320)310-9657* (320)308-5998

Rocky Horn (320)267-4071 (320)308-5927

Roxy Schaaf (320)493-1254 (320)308-5090 Bev, Jackie and Juanita *Spouse’s phone number

Out of the Office or Vacation Notice In order to help with clear communication, please add your “out of the office” and “vacation” notes to the

Admissions Office Vacations calendar. This is helpful for the front line and admissions staff when scheduling

appointments and that need to be rescheduled or cancelled.

Section 3

Information Center

Customer Service Expectations 1

Key Tasks & Information 1

Professional Standards 1

Appearance of the Information Center 1

Dress Code 1

Confidentiality Reminder 2

Important Information 3

Location/Addresses 3

Office Hours 3

Building Hours 3

Phone Numbers 3

Parking Permit and Information 3

Websites 3

External Contact Information 4

Internal Contact Information 4

Intercom 5

Administrative Responsibilities 5

Daily Checklist and Phone Procedures 5

Master Key 6

Transferring Calls 6

Scheduling Counseling Appointments 6

Mail Procedures 7

Lockers 8

Assisting with ImageNow Workflow (Scanning Documents) 8

S e c t i o n 3 : I n f o r m a t i o n C e n t e r P a g e | 1


Information Center

The Information Center at SCTCC is located in the Admissions office and it provides high quality service and

helpful information for students, faculty, staff, community members, their guests and visitors.

Customer Service Expectations This section of the manual will serve as a guide to help you in your job as a customer service specialist for the

information center. However, your supervisor may have individual expectations according to what the

department is in need at the moment. The primary supervisor of the Information Center Customer Service

Specialist is the Director of Enrollment Management. If you have any questions about the expectations or

policies in this manual, please consult with your supervisor.

The Information Center Customer Service Specialist serves as an information source for prospective and current

students, faculty, staff, community members and guests. The reception desk should serve as a friendly resource

where anyone can ask questions and receive accurate information. The Customer Service Specialist should be

able to answer questions about processes and activities within the admissions office and/or redirect calls and

individuals to the appropriate offices on campus. Everyone working at the information center is expected to

provide outstanding and exceptional customer service at all times.

Key Tasks & Information Answer & Direct calls to staff and faculty

Assist with coverage

Call security for students when jump-start is needed – Public Safety Ext.: 8-3333

Check fax machine

Give Directions to the College and to specific rooms

Hand out daily parking permits to visitors

Handle Emergency Calls

Load paper to printers, copiers, and fax machine

Maintain Scanning Station and ImageNow

Maintain Voice Mail Updates

Order copies of Accuplacer paperwork and other front desk information materials

Schedule Appointments

Schedule Tours & Information Sessions

Professional Standards

Appearance of the Information Center It is important to ensure the information center area is clean and orderly each and every day. This may be the

first stop for our guests and it is important to show professionalism and cleanliness.

Dress Code Your image is you. As an employee of the State of Minnesota and St. Cloud Technical and Community College,

you serve our college community and the citizens of Minnesota. Your work will probably bring you into frequent

contact with the public. Courtesy, tact and helpfulness on your part will do much to create the positive image

that college employees deserve.



There are no rules about personal appearance. Please be guided by your supervisor in regard to any special

clothes or equipment needed for your job. The college asks that you dress in a manner suitable for your work

and consistent with good taste, personal grooming and safety.

Confidentiality Reminder According to MnSCU Policy 5.23, “confidentiality means assuring that information is accessible only as

authorized”. The information and all documentation at the Information Center should be treated as confidential

information. Documents and student information should be out of reach and eyesight of our students and

guests.



Important Information

Location/Addresses St. Cloud Technical & Community College Health Sciences Building

1540 Northway Drive 1245 15th Street North

St. Cloud, MN 56303 St. Cloud, MN 56303-1240

President's Office Library/Student Center/Veteran’s Center (New)

1215 15th Street North 1520 Whitney Ct

St. Cloud, MN 56303-1240 St Cloud, MN 56303

Office Hours Information Center M-Th 7:30 AM – 5:30 PM Fri: 7:30 AM – 5:00 PM

Admissions Office M-F 7:30 AM – 5:00 PM

Financial Services (Business Office and Financial Aid) M-F 7:30 AM – 5:00 PM

Records and Registration: M-F 7:30 AM – 5:00 PM

The BookStop @ SCTCC M-F 8:00 AM – 5:00 PM

The bookstore has extended hours during the first two weeks of school.

Building Hours

Main Campus M-F 7:00AM – 10:00 PM Sat 7:00 AM - 3:00 PM

Health Sciences M-F 7:00AM – 10:00 PM Sat/Sun 8 AM – 3:00 PM

Phone Numbers

SCTCC Main Line: (320)308-5000 +1(800)222.1009

Admissions Office Main Line: (320)308-5089

Admissions Fax Number: (320)308-5981

Public Safety (320)308-3333

Parking Permit and Information Parking permits are available for purchase with on the front line in the Financial Services Office. Individuals

must first read and agree to the rules and regulations at www.sctcc.edu/parkingpermit. Applicants agree to the

terms by typing the word “Agree” in the white box on the main page after they log in.

They must make sure that their vehicle information is up to date. Everyone can have up to 5 cars registered in

the system. There is more information on the website.

SCTCC will not ticket cards without a permit on Advising & Registration days and special events.

Websites Accuplacer Testing: www.sctcc.edu/accuplacer

Online Orientation: www.sctcc.edu/orientation (Login = Student ID, Password = Student’s last name)

PSEO Information www.sctcc.edu/pseo

Success Plan www.sctcc.edu/success-plan

Suspension Appeal: Under Admissions tab, go to forms and applications

http://www.sctcc.edu/parkingpermit

http://www.sctcc.edu/accuplacer

http://www.sctcc.edu/orientation

http://www.sctcc.edu/pseo

http://www.sctcc.edu/success-plan



External Contact Information

Office/Staff Contact Information Notes

Alvaro Plachejo (320)308-1047 Community College Connections Program

Bridge World Lang. Services (320)259-9239 Translation of documents

GED (651)582-8445 Give this number to students who need a copy

Lori Wynia [email protected] Southwest State University

SCSU Health Services (320)308-3191

SCSU Receptionist (320)308-0121

Tax Services 211

Work Force Center (320)308-5320

Internal Contact Information

Business Office

Staff Member Office Extension Area

Christine Blommer 8-5479 Academic Appeals

Duane Dahlstrom 8-5572 Business Manager

Laura Gapinski 8-5512 Student Billings

Nina Dold 8-3709 Accounts Payable, Payroll (secondary)

Rose Fritz 8-6470 Third Party Authorizations/Billings, Payroll (primary)

Stephanie Brix 8-5923 Cashier

Sue Meyer 8-5973 Purchasing

Sports

Staff Member Office Extension Sport

Andy Cone 1-155 8-5992 Men’s Basketball

Greg Thorstad 1-155 8-5992 Women’s Softball

Heidi Smith 1-155 8-5992 Women’s Volleyball

Jason Fischer 1-155 8-2199 Men’s Baseball

Jon Noreen 1-155 8-5992 Women’s Basketball

IT Staff - Help Desk. Main line: (320)308-6445

Staff Member Office Extension Main Responsibilities

1-215 8-6011 Classroom setups, administrative functions of D2L

Brightspace, desktop computing help, manage student

workers, network login accounts for faculty, staff and

administrators.

1-215 8-5365 SCTCC Web pages- student emphasis

1-260 8-5366 D2L and Online learning- Faculty Assistance and Online

learning- Student Assistance

1-329 8-5168 2nd student open lab, college assistant

1-341B 8-5171 Online learning technology and the use of D2L for

teaching



Bob Pfeffer 1-405 8-5989 Student Open lab, laptop assistance, manage student

workers. The open lab is reserved for student technology

issues.

David McClintock 1-215 8-5032 Laptop set-ups and assistance, laptop carts, classroom

setups, Macs

Gary Rehnke 1-140A 8-5995 Help with server issues, such as e-mail and network

accounts

Jason Rausch 1-215 8-5669 Network issues

Prabesh Shrestha 1-131 8-5501 Campus Card Office manager, assistance with campus id

cards

Sarah Possail 1-215 8-5074 Telephones, A/V (Elmo, video projectors, speakers, etc.),

ITV rooms

Vi Bergquist 1-208 8-5177 Contact with any questions, concerns, or suggestions

relating to IT

Intercom P.A. announcements are only made when authorized by a College Official. Announcements are only made for

Emergency purposes- Tornado, fire etc.

1. Lift receiver

2. Press shift button (on bottom right corner)

3. Press make page button twice (top right)

4. After announcement, press shift button

Administrative Responsibilities

Daily Checklist and Phone Procedures Open the gate at 7:30AM - Key is located on back wall near the sink.

Log into the phone:

Lift the receiver

Press the green button, then the Not Ready (black button located on the right hand side)

Hang up

Make Set Busy/Log-Off

Press the middle black button on the right side of the screen twice. Phone should show you the following

message: "Logout".

Sometimes the phone will automatically go to "Set busy" check often to make sure calls are coming in.

Not Ready

Push the button on the top right corner if you need to walk away for a quick minute.

Checking Messages

If the red light located on the phone is on, press the MSGbDN black button and it will redirect you to the voice

mail. The password is located on the phone under the receiver.



Make sure to close the gate at 5:30PM.

Out of the Office Greeting

The Information Center Assistant is responsible for putting a greeting on the front desk and admissions phone if

the offices are going to be closed.

When working at the Information Center, you will need to check the following three tasks.

1. Check Parking permit schedule- Do you need to hand out permits today?

2. Check phone messages (password/codes are located under receiver) - has someone called in sick?

Master Key Authorized individuals may sign-out a master key. The key is located behind the desk, inside a binder in the file

cabinet. You are responsible for signing out the key. Please log the information in the spreadsheet.

Transferring Calls The main phone line for SCTCC is connected to the Information Desk. It is your responsibility to redirect the

calls to the appropriate department or office on campus. When answering calls, please be respectful at all time.

Always identify that an individual have called St. Cloud Technical and Community College and ask them how you

may redirect their call.

Scheduling Counseling Appointments Click on date and time on the persons calendar

Enter name, phone number, tech id, date scheduled and your initial

Enter what it is regarding in the body of the appointment

o Academic Probation or Warning- ½ hour and Academic Suspension- ½ hour

o Career confusion, personal- 1 hour

Types of Counseling Appointment

1 hour appointment

1. Career & Education Confused. When the student is not sure what to do in college or what profession to

lean to.

2. Change of Profession. When students are back in school to change careers (lay off or by choice).

3. Suspension. Students on suspension (who fall below the 2.0 GPA and/or completed less than 67% of the

credits) must meet with a counselor before re-enrolling to the college.

Personal Matters. When students have personal things they would like to discuss with a counselor -

anxious, fears, ...

4. Disabilities. When students have learning or other disabilities and would like to discuss arrangements for

classes, tests, and accommodations.

5. Academic Concerns. Students are concerned about their progress in classes or maybe total withdrawal.

½ Hour Appointment

1. Warning Status -Students are not required to see a counselor if they are on warning.

2. Advising- Student with disabilities may meet with Judy each semester or more often.



When scheduling an appointment…

Open the counselor's calendar and add the following information on the desired date/time:

Student's Name

Student ID or Social Security (add numbers to text box, not in the subject line)

Telephone Number

Reason for appointment

Initials of the Admissions Staff making the appointment

Mail Procedures

Mail is on top of the mailboxes in Admissions

For outgoing mail

1. Mail in the gray box

2. You need to rubber band the different types together

a. 1 for sealed envelopes

b. 1 for unsealed envelopes

c. 1 for envelopes that already have postage on it

3. Then put them in the correct slots (labeled outgoing) down in reprographics

For inter-school mail

1. It will be in the wire basket

2. Make sure none of it is for the Admissions Office

3. Then put them in the correct slots (labeled inter-school) down in reprographics

Picking up the Mail

1. The Admissions box is #156. Enter the combination (19-28-2) and put the envelopes in the wire

basket.

2. Bring back to office and sort through it, distributing it to the correct people (ex. Jackie, Mary, Kim &

so on) go through the rest. Returned mail goes to Michelle at the Welcome desk.

Returned Mail

1. Open all mail to determine Department

2. Label envelope with Department and/or Senders Name

3. End-date address in ISRS under address tab (always choose previous day)

4. *If* yellow postal service sticker has updated address then update address in ISRS

a. Scan envelope to students file and link as Doc Type: Address Change Form

5. Deliver Registration and Financial Services Returned and End-dated mail to their department

6. Staff or Faculty Returned Mail goes into the wire basket on back counter to be delivered back to

Reprographics.

7. Admissions Returned Mail:

- Double check the address with the one on their Application in scanning to verify we didn’t

miss anything.



- Call student to verify address & discuss letter.

- If the student does not answer leave the following voice message:

Hello __________ this is __________ calling from the St Cloud Technical & Community

College Admissions office. I am calling in regards to a letter we sent that was returned

to us by the post office. Please call me back at 320-308-5477 so that we can assure you

receive the letter. Thanks and have a great day.

- Scan letter under capture and select: ADM – Misc. Documents -Scan

Lockers

Please encourage students to go and look for lockers close to their program areas. No exchanges or fee return.

Have to be a registered student to rent a locker.

$20 for the year, no exceptions even if purchasing for spring semester.

Lockers are not available during summer semester (mid May to August).

How to request a locker

Stop at Admissions to check for availability

Pay $20 fee at the Financial Services Front Line.

Bring the receipt to Admissions and a locker will be assigned.

How to assign a locker for a student

The log book and combination cards are on the top basket near Kim's desk.

Pull combination card based on where the student wants the locker.

Look for the locker number in the Log Book and enter the students first and last name and their student

ID number found on their receipt.

Initial and date the receipt before returning it and combination card to student.

The Information Center Assistant is responsible for entering the information into the access database.

Assisting with ImageNow Workflow (Scanning Documents)

Scanning Applications

1. Put Applications in Scanner face down

2. Click Capture and Select: ADM – Incoming Applications - SCAN

3. Once batch is complete open it to Link under the batches tab by clicking on the arrow and selecting “All

Batches”.

4. Double Click on batch you are wanting to link to open it.

5. In ISRS make sure students file is open and on the demographics screen to match the student name on

the Document you are linking.

6. Click back into ImageNow making sure to keep ISRS open.

7. Click Link (Yellow Key bottom left of screen)

8. Click Save (Disk next to yellow key bottom left of screen)

9. Stamp with “Scanned” Stamp and put in tray on Mary’s desk.



Scanning Transcripts

1. Put Transcripts in Scanner face down

2. Click Capture and Select: ADM – Misc. Documents – SCAN.

3. Once batch is complete open it to Link under the batches tab by clicking on the arrow and select “All

Batches”.


a. In ISRS make sure students file is open and on the demographics screen to match the student

name on the Document you are linking.


6. Click Link (Yellow Key bottom left of screen).

7. Select Doc Type (College or High School Transcript).

8. Click Save (Disk next to yellow key bottom left of screen).

9. Stamp with “Scanned” Stamp and put in tray on Mary’s desk.

Scanning Admissions Misc. Docs

1. Put Documents in Scanner face down.

2. Click Capture and Select: ADM – Misc. Documents – SCAN.


Batches”.


5. In ISRS make sure students file is open and on the demographics screen to match the student name on

the Document you are linking.



8. Select Doc Type (Varies Depending on Document).


10. Put in Shred bin.

Scanning Registration Documents

1. Put Documents in Scanner face down.

2. Click Capture and Select: REG – Registration Documents – SCAN.


Batches”.


5. Change Application Plan on top right of ImageNow screen to SCTCC Registration.

6. In ISRS change to Registration screen to ST1100UG in the upper right corner box.

7. Also in ISRS make the correct students file is open and on the demographics screen to match the student

name on the Document you are linking.

8. Click back onto the ImageNow screen.


10. Make sure that Student names appears in the name box on right of screen.

11. Select Doc Type (Varies Depending on Document).




13. Put all Graduation Applications in Jackie’s mailbox on back counter.

14. Put all other Documents in Shred bin.

Section 4

Recruitment & Retention

Students 1

Regular (Domestic) 1

Transfer Students 1

Ability to Benefit 1

Post-Secondary Enrollment Option (PSEO) 2

International Students 2

Visiting Students 3

Undocumented Students 3

Community College Connections Program (CCCP) 3

On-Campus Events 4

Cyclone Tours 4

Group Tours 5

Information Sessions 5

Off-Campus Events 5

Scheduled High School Visits 6

High School Presentations 6

College Fairs 7

Rules for MN Educational Fairs (MEF’S) and National College Fair 7

I-90s 8

College Fairs offered through local High Schools 8

Entering Prospective Students 8

Wait Lists 9

Mosaic 9

S e c t i o n 4 : R e c r u i t m e n t & R e t e n t i o n P a g e | 1


Recruitment & Retention

SCTCC has an aggressive recruitment process, ranging from on-campus events, college fairs, high school visits,

mailing materials and other programs. This section of the manual includes information about annual activities as

well as daily tasks related to recruitment.

Students Regular (Domestic)

These are first-year students who meet all minimum requirements to start at SCTCC. They are United

States citizens, or immigrants. Anyone is considered a regular student, unless they identify under one of

the following categories.

Non-traditional students

Students who have graduated from high school for more than a year since starting college are

considered non-traditional students.

Veterans

Veterans are welcomed at SCTCC. If a student has served in the armed forces, they might be eligible for

help with paying for college. Encourage them to stop by the SCTCC veteran center for more information,

support and assistance. Also, they can check with the financial aid office about benefits from the new

Minnesota GI Bill. Or go to www.mymilitaryeducation.org.

Transfer Students Students who transfer to SCTCC from other colleges and universities. They need to have a minimum of

12 college-level credits to be considered a transfer student. The application process is the same as

regular students.

Ability to Benefit These are students who cannot prove that they graduate from high school (therefore, they do not have a

diploma) can still apply to school, if they pass the ACCUPLACER ATB test. If the student passes the ability

to benefit test, he or she can now apply to the college.

The Ability to Benefit (ATB) test is for a prospective student who does not have a high school diploma or

its recognized equivalent (General Education Diploma-G.E.D.).

A prospective student must meet or exceed the minimum score on each of the three tests in a single

testing. If these scores are not reached, the person may retest. The prospective student who does

choose to retest must retake the complete set of three tests and pass all three tests in one sitting.

Prospective students who do not meet or exceed the minimum score are not eligible to use the college's

academic appeal process.

If the prospective student can provide evidence of some instructional intervention that improvement of

the scores would be possible on the three tests, only then can the prospective student petition the

college for a third attempt. (Documentation of such evidence would be at the discretion of the

institution.)



The College Board, testing company, recommends that within any three-month period, ATB candidates

be permitted an initial test and one retest within a two week period.

Post-Secondary Enrollment Option (PSEO) Post-Secondary Enrollment Options (PSEO) is an opportunity for high school/home school students in

their junior or senior year to earn college credits. Students may be eligible to attend classes full time or

part time. (MnSCU Policy 3.5 and 3.5.1).

Admissions

PSEO students do NOT pay an application fee.

PSEO student needs to submit a college application with high school transcript, NOSR form and a

graduation plan that must be received by the deadline (June 1 for fall and November 1 for spring).

PSEO Enrolled Students

Students do not pay for classes or required books and supplies/materials.

Students pay for books and supplies that are not required.

Students have to pay for parking per semester. ($3.00 dollars per credit).

Accepted PSEO students can participate in any clubs or activities.

Summer Classes

Students have to pay for summer classes if they choose to take any.

International Students These are Minnesota's state admissions policy says "International students shall be considered for

admission if their scholastic preparation is judged to be equivalent to the admissions requirements of

the institution to which they are applying.

"International students who are not native speakers of English shall be required to demonstrate

proficiency in English on a standardized test selected by the admitting institution."

"An international student is defined as an individual who is enrolled for credit at an accredited higher

education institution in the U.S. on a temporary visa, and who is not an immigrant (permanent resident

with an I-51 or Green Card), or an undocumented immigrant, or a refugee." (UNESCO) MnSCU defines

International Student as a student who is required to be registered under the federal Student and

Exchange Visitor Information System (SEVIS).

The decision to admit students is made by each college or university. These requirements are based on

the admission requirements for domestic students.

To be considered for enrollment at St. Cloud Technical and Community College, international students

must submit the following information to SCTCC:

A completed application for admissions

$20 application fee

Certified high school and post-secondary transcripts translated into English

A certified financial statement verifying resources adequate to complete your chosen course of study

Proof of English proficiency, such as TOEFL examination scores (Test Of English as a Foreign

Language)

Proof of Financial Support

http://www.mnscu.edu/admissions/application.html



Visiting Students Visiting students are formerly known as Non-degree seeking. Persons interested in registering for

selected courses and who are not interested in pursuing a diploma or degree, are designated as Visiting

Students. These students are not required to complete the usual application. Most Visiting students

register for part-time study, although full-time study is not prohibited. Credits earned as a Visiting

student may later, upon admission to a degree program, be applied toward graduation. Visiting students

who have completed 16 credits are strongly urged to apply for admission to the college. Technical

credits completed as a Visiting student beyond the initial 16 may not be applied toward a diploma or

degree.

Undocumented Students State legislation passed in 2013 makes students who are undocumented immigrants eligible for state

resident tuition at St. Cloud Technical and Community College or any other MnSCU institution. To

qualify, undocumented students must:

Have attended a Minnesota high school for three years and have graduated from high school or

attained the equivalent of high school graduation in Minnesota;

Provide documentation of having complied with selective service requirements; and

Provide documentation of having applied to obtain lawful immigration status, if a process for

obtaining such status has been established by the federal government. (Note: At the present time

this federal process has not been established, therefore such documentation is not currently

required)

In addition to resident tuition, undocumented students who meet the conditions above may also be

eligible to receive a Minnesota State Grant and/ or private scholarships from MnSCU foundations.

Encourage students to contact the financial aid office for more information.

Community College Connections Program (CCCP) Students apply to SCSU; when they do not meet the admissions criteria at the University, they can

apply to SCTCC.

Students interested in the program will apply to SCTCC (they will receive an application different

than the regular one). They are required to pay the $20 dollars app fee and submit high school

transcripts.

When they take the Accuplacer test, they must receive scores that will allow them to register for

0300 classes.

Financial Aid is through SCTCC.

All courses are taught at SCSU

Connections program may last 1-3 semesters.

Students must complete both colleges orientation, but registration for classes will happen at SCSU.

HOUSING

CCCP Students can live at St. Cloud State University.

Students cannot sign up for housing until after they take the Accuplacer and receive their acceptance

letter.



On-Campus Events There are several events that happen throughout the year.

Cyclone Tours Attendees can get a feel for campus life and the educational experience at SCTCC in the midst of all the

action – the school day! Cyclone Tours are open for anyone who is interested in learning about SCTCC.

This is our general tour. The Academic Advising/Retention Specialist (Bev) coordinates and is the primary

person for this event.

Prospective students (and their family members) will…

Understand how to apply to St. Cloud Technical and Community College.

Know that SCTCC is a member of Minnesota State Colleges and Universities (MnSCU), and general

education credits are easily transferrable.

Quality education at a price you can afford.

Small size classes.

Fill out the inquiry card

Frequency

Summer: 2 times a month

Fall and Spring: 3-4 times a month

Preparation

Bev, Rocky, Nathan and Jackie meet three times a year to pick up dates for the events. They meet in the

Summer to plan for Fall, Spring to plan for Summer, and Fall to plan for Spring.

To Do List: Before the event (in advance)

1) Pick dates for that session

2) Reserve rooms (1-433)

3) Email IT staff (Bob Pfeffer) to add the event to the web

4) Email the dates to Enrollment Management Assistant/Admissions (Jayme), then she will contact

Jason Theisen to avoid ticketing

5) Purchase candy for the event at Coborn’s grocery store

6) Prepare folders: add inquiry cards and cost sheets

7) Have giveaways ready

8) Review PowerPoint presentation. Academic Advising/Retention Specialist updates it once a year

To Do List: Day before the event

1) Enrollment Management Assistant/Admissions (Jayme) will email everyone who has signed up for

the event

To Do List: 1-hour before the event

1) Gather all materials: laptop, candy, and giveaways

2) Print list of attendees and give it to the Info Center, Customer Service Specialist, Int. (Michelle).

Attendees check-in with her.



The event

1) Bev or Jackie will present before the tour

2) Bev, Rocky, Nathan and Jackie give tours.

3) At the end, make sure to clean-up the room and give prospective cards to student staff. They

will enter them into ISRS as prospects.

Group Tours

Group tours are designed for outside groups who reach out to the Academic Advising/Retention

Specialist. Most group tours are requested by high schools and organizations that work with at-risk and

underrepresented students.

To Do List: Before the event (in advance)

1) Once the date is confirmed with the organization/school

2) Reserve appropriate rooms

3) Log the information on the tour book

To Do List: Few days prior to the event

1) Call or email the organization/school representative to confirm their scheduled tour

Explain to them where to park and where to enter the building

To Do List: Day of the event

1) Prepare folders: add inquiry cards, cost sheets, Accuplacer information

2) Pack safety glasses, candy, pen, pencils, set up room

3) Be ready to greet them

Information Sessions

All prospective and accepted students should sign up for a Program Info Session. These sessions offer

prospective students a chance to learn about the application process, program requirements, testing,

and registration. They also get an opportunity to talk with faculty, tour the labs, and get their questions

answered.

Some programs only offer the Information Meeting during Fall and Spring semesters. If an Information

Meeting is not available for your program please ask them to sign up for a college tour.

Off-Campus Events MEF Fairs Spring & Fall

High school Presentations- Classroom

High school Visits- Guidance Office

Goals/Outcomes

o Prepare students for the college application process

o Help students to understand the difference between high school and college

o Provide information about SCTCC Offerings, including Housing, Financial Aid, and Scholarships

Things to bring in a suitcase

Applications



Inquiry Cards

View Books

Giveaways

Catalogs

SCTCC Pens/Pencils

Business Cards

iPad Laptop/ Flashdrive- For videos

Scheduled High School Visits

The Admissions Representative will call to schedule high school visits. This is an opportunity to establish

relationships with Advisors/Counselors and prospective students.

Use Excel Spreadsheet (Shared/Admissions/Admissions Rep Info folder)

1. Call high schools to schedule appointments

2. Send poster(s) to schools

3. Reserve van (email Joni Ackerson with vehicle request)

4. Print maps and note time, door to enter (any notations that were given when scheduling visit).

5. Complete “Travel Request” form

6. Allow enough time in the AM to scrape vehicle, load van, etc.

7. Have case packed with:

a. Inquiry Cards

b. Packets / Catalogs

c. SCTCC Video and PowerPoint

d. iPad

e. Phi Theta Kappa, Sports, PSEO brochures

f. Pens or Pencils

g. Rubber bands or Paperclips (to keep track of inquiry cards at each school visited).

h. Give-Always (optional) students and/or counselor

8. When returning, fill vehicle with gas and return keys to Joni Ackerson, Business Office.

9. Have Inquiry Cards processed by Admissions staff, request post cards sent to students.

The rep is responsible for:

School van reservation with the Safety Officer

Send each high school a poster with time and date of arrival

Complete Travel Request form

Print directions to high schools

Return inquiry cards to Admissions staff to enter data into ISRS system. Labels are printed to send Thank

you postcards.

High School Presentations When a HS calls or emails with a request to present; make sure to gather the following information:

1. Number of sessions



2. Length of session

3. Student Grade level (usually, the youngest grade we present to is 9th grade).

4. Make sure they will have a smart room with a laptop to show video and PowerPoint.

5. Enter Information on your Outlook Calendar (have contact name & number for school)

6. Reserve Vehicle (email Joni Ackerson with vehicle request) include date, time & event.

7. Print map (note Faculty name and Room #).

8. Complete “Travel Request Form”



a. Inquiry Cards

b. Video AND PowerPoint

c. Packets / Catalogs (not all students get packets, distribute program sheets to all).

d. Phi Theta Kappa, Sports, PSEO brochures

e. Pens or Pencils

f. Rubber bands or Paperclips (to keep track of inquiry cards at each school visited).

g. Give-Always (optional) students and/or teacher



College Fairs

Rules for MN Educational Fairs (MEF’S) and National College Fair 1. Admissions Director, Jodi Elness completes registration and Purchase Order.

2. Schedule time out in Outlook Calendar.

3. Reserve van (email the Safety Officer with vehicle request)


5. Make hotel reservations is applicable– work with Kim Mackereth.

6. Print map and note time, door to enter (any notations that were given to you).



a. Inquiry Cards

b. Packets / Catalogs

c. Table Cloth and College Name Stands

d. Phi Theta Kappa, Sports, PSEO brochures

e. Pens or Pencils

f. Rubber bands or Paperclips

g. Name Tag

h. iPad

i. Scanner for Barcodes

9. When returning, fill vehicle with gas and return keys to the Safety Officer, Business Office.


MN Educational Fairs – NO Candy or giveaways! Present college material. Recruiters must dress professional -

NO jeans or t-shirts. College logo shirts and/or name tag should be worn.



National College Fair – College Pull-Up Banners will placed behind booth. NO Candy or giveaways! Present

college material. Recruiters must dress professional - NO jeans or t-shirts. College logo shirts and/or name tag

should be worn.

I-90s

College Fairs offered through local High Schools 1. Gather information; time of fair, what door to enter, and location.

2. Reserve van (email Joni Ackerson with vehicle request)


4. Print map and note time, door to enter (any notations that were given to you).



a. Inquiry Cards

b. iPad

c. Packets / Catalogs

d. Table Cloth and College Name Stands

e. Phi Theta Kappa, Sports, PSEO brochures

f. Pens or Pencils

g. Rubber bands or Paperclips



Important note: College pull-ups can be displayed at these fairs. We usually do not hand out giveaways or candy

at these events. Counselors may ask for a back-pack or t-Shirt for drawings.

Entering Prospective Students 1. Login on to ISRS

2. Click on prospective menu then double click prospective student information

3. Click on search (G Kp0 in upper right corner). Type in the entire last name and the entire first name and

click Accept. Search through all of the names looking for a match with the name or address:

a. If a match, right click and accept

b. If no match click new (upper right corner)

4. If entering a new prospective click the address tab and enter the address, making sure to enter the

county, phone number, and e-mail address if one is given. Then Store.

5. Click the Demographics tab; enter the gender if known, original state, and county again. Then Store.

6. Click Major/interests tab; enter Year term (20053), Influences (MN or TEL), Market Plan (GF or SF, hit tab,

hit yes, then accept), enter in the Major interest, and then Store.

7. If the High School and Graduation date is known enter it in the Education tab.

8. Click the Contact Source tab, enter the group (GF or SF, this is the same as entered before) and Contact

code (900 or Web) then Store.

9. Click the Market Plan tab making sure the letters were loaded then click Store.



Wait Lists The program wait lists are managed by the Academic Advising/Retention Specialist and Enrollment Management

Assistant/Processing.

Mosaic Mosaic is a state-funded program that offers certain support services to underrepresented students. (The funds

come from the MnSCU Access and Opportunity grant. The VP for Student Affairs has to report to MnSCU

annually. The grant is renewed every two years.) Underrepresented students include—but aren’t limited to—

students of color, first generation students, and low-income students. Our goal is to encourage diversity and

provide these students with an opportunity to receive a quality education and give them the support they need

to be successful.

Nathan spends 50% doing recruitment in the fall and 50% doing retention in the spring. On a weekly basis,

Nathan spends 2-3 hours on Mosaic-related work. These are the main events/services offered through the

Mosaic program:

The Mosaic FAST TRACK Summer Program— consists of two separate courses to serve different skill

levels. Each course is a free, hour-based class. No credits are awarded for this class, but it allows

students to increase their skills in English reading and writing.

Book Loan Program— students may be able to borrow textbooks for one course per semester in

developmental and general education level classes.

o Fall Semester Budget: $2,000

o Spring Semester Budget: $2,000

o Summer Semester Budget: $1,000

o Students can borrow books for one class. Nathan has a supply for developmental classes, and 8-

10 specific general education courses. The grant money does not cover access codes and

binders. Students needs to return the books by the end of the semester. If they do not, they will

be charged for them and put on a “bad list”.

Other Services— Career planning, ESL services, Advising, Scholarships, and Financial aid assistance.

Fall Semester: Nathan, along with a diversity representative from St. Cloud State University, coordinates the

Central MN Diversity Fair. It happens every year in the 1st Friday of December. During odd years, SCSU hosts the

event. During even years, the fair takes place at SCTCC. The Central MN Diversity Fair provides food and bus

services, so students/schools can attend the event. Nathan sends emails out to seven specific high schools with

a large diversity population. Nathan contacts someone who works with diversity in that school. The event usually

has 100-120 attendees. There is always a presentation and tour of the school. This event is targeted to local

underrepresented 9-12th grade students.

Spring Semester: Multicultural Night happens every year in the last Friday of April. This is a retention event. It

usually takes place in the commons area from 6-8:30 p.m. and the event has ethnic food from a specific place.

Nathan knows a few restaurants in town where he orders food from. In the beginning of the spring semester, he

identifies presenters and performers. Depending on the year, there are between 100-250 people in attendance.

There is no charge to attend this event, however, non-perishable items is collected for the city food shelf.

Summer: Nathan recruits between 20-25 students to attend the Mosaic FAST TRACK Summer Program. This

program helps students be better prepared for fall. The class is for new incoming ESL students and it is taught



by Patrick Dunham. Books are provided to students who are admitted to the program. Students do not receive

college credits. The Summer Program is held from Monday – Friday from 9 a.m. – 12 p.m. and it is an

ESL/College Orientation/Computer Skills class. The students also go on a field trip to Taylors Falls.

Students interested in participating in the program need to contact Nathan or Patrick.


Section 5

Application Process

Application 1

Transcripts 1

Application Review Process 2

Application Process Flowchart 4

S e c t i o n 5 : A p l i c a t i o n P r o c e s s P a g e | 1


Aplication Process

This section of the manual includes information about the application process and important information

regarding acceptance to St. Cloud Technical & Community College.

Application Applicants need to turn the following documents in:

1. Application completed with a 20-dollar fee paid at the Business Office

2. Transcripts

a. High School or

b. At least 12 credits with a “C” or better at another college. or

Remember to verify if the program is still open and it is something that SCTCC offers.

c. GED

Transcripts Transcripts are are official if unopened. Admissions staff needs to open and stamp “Official” and stamp

“Received mm/dd/yyyy Admissions”. Put in the bottom of Mary’s receiving box (at the end of Jayme’s desk).

Applicants can fax their transcripts for admissions purposes. The Admissions Office can accept a copy of the

student’s transcripts or the school can fax to the office. If the student wants credits to be evaluated, he or she

will have to request an official transcript to be sent to the college.

High School seniors can apply at any time. However, they still need to send us a current high school transcript

and have a final one sent showing graduation date.

Transcripts older than 5 years

The Admissions Office will still be asking for the high school transcripts, but it will not hold up the application if

the student has been out of high school for more than five years. If the Enrollment Management

Assistant/Processing can see that the student has been out of high school for more than five years, they will

automatically forward the application to the waiting to review queue.

For reviewers, you will still want to make note on the checklist that the student needs the transcript for Financial

Aid but you will then either forward the students who “need testing” or “okay to accept” queue. Reminder: we

do not ever want to enter that we received “final” transcripts on these students or else their aid will automatically

process.



Application Review Process When reviewing applications, follow these instructions:

Log into “Image Now”

1. Click on “Workflow”

2. Click on “SCTCC ADM-Waiting for Review” (bottom left column)

3. Click on student name

4. Complete “ Accuplacer Advising/Exemption Form”

o Reviewed by:(write initials) Date: (write date)

o Student Name – Student ID#

Log into “ISRS”

5. Enter Student ID#

6. Click on “Education” - this will let you know if student is currently in high school.

7. Click on “ Area/Sty”(this will let you know student’s major, degree option, and start date to add to form)

8. Program Choice – Degree option (AAS, AS, or Diploma)

9. Student will begin courses: Code entered in Ant YRTR space will determine the semester

o (ie 20141 = Summer 2013 20143 = Fall 2013)

10. Click on “Test Scores” If there are test score, write them on form and include date.

11. Click “Test Score Overrides” (bottom left corner) This will let you know if student is exempt from all or

12. part of the Accuplacer test.

13. Click on “Adm/Enr” This will list the Student Advisor – Add to form.

Return to “Image Now”

14. Open High School transcripts and/or College transcripts to determine if student is exempt from

Accuplacer testing. Check HS transcripts for ACT scores.

Complete “Student Checklist”

o Student name – Student ID# - Program

Check the pertinent areas

Attend Program Information Sessions (All students should have this box checked)

Official College Transcripts from a non-MnSCU institution (only if a non-MnSCU college is listed on

application

High School Transcript Required (choose option that pertains to student if not already on file)

Immunization data (choose only if student falls into one of the catagories listed)

Accuplacer Testing (choose only is student needs to test)

Exempt (choose only is student is exempt from all testing)

Please schedule testing in the following area: (choose the areas student needs to test)

o If student has to test, write a date in the space (usually 30 days from the current date)

Reviewed by: add your initials Date: add date



Go Back to Image Now, under Notes add “Reviewed by (your initials) and date”

15. Click on blue arrow, (bottom of page) “Route Forward”

16. If student is exempt from part OR all of testing – Choose “Exemption” option

17. If student has to test “ALL” - Choose “Send Test Letter”

18. Paper clip “Student Checklist and “Advising Form” together

19. Students who need to take ALL of the Accuplacer test – Forward paperwork to Mary Tholl

20. Students who are exempt from part OR All of the Accuplacer test – Forward paperwork to Jeri Fiereck

Tools to determine if student is Exempt from Testing: Use “Accuplacer Exemption” Guide Sheet

ACT Scores

Previous College Credits

Accuplacer Scores



Application Process Flowchart

Section 6

Admissions Procedures

Main Tasks and Responsibilities 1

Change of Address 1

Returning Students (Re-enrollment Form) 2

Reactivating Student’s File: 2

Change of Major Form 2

Checking for Holds 2

Health Insurance for Students 2

Voicemail Maintenance 3

Requesting Information 3

Change of Major or Advisor: 3

Inquiry Cards 3

Total Withdrawal from the College 3

Add, Drop and Withdrawal Information 4

Wait Lists 5

S e c t i o n 6 : A d m i s s i o n s P r o c e d u r e s P a g e | 1


Admissions Procedures

This section of the manual includes information about the admissions front line daily procedures and processes.

Main Tasks and Responsibilities Assign tasks to workstudy

Change of Address

Change of Major Form

o Change of Major, degree

o Change of Advisor

Checking for holds

College Application, Re-enrollment

Health Insurance Information/app

Housing Information

o General Info

o SCSU

Inquiry Cards

Lockers

Name Change

Order supplies from Innovative or Office Max, and paper from Reprographics

Voice Mail Maintenance

Selective Program Admissions Information

Health Majors

Requesting Information about the College

Total Withdrawal from the College

Share waiting lists info (Mary and Bev maintain waitlist.)

Change of Address Students can change their address online (going to e-services) or requesting at the front desk.

E-services

Go to sctcc.edu, scroll down and click e-services located on Get Started.

Login using your StarID and password.

Click on Account Management, then Address Info, and Edit.

Front Desk

1. Ask the student to fill out the Change of Address Form (located on the counter)

2. Check a photo ID

3. Put the paper in the iron paper clip. One of the permanent front line staff will enter the requested new

address in the system (ISRS).



Students cannot change their address over the phone.

Returning Students (Re-enrollment Form) Returning students whom are away for…

Remember to check for holds before accepting the form.

Reactivating Student’s File: Change of Major Forms (less than 1 year being out)

o Check Reactivating Student’s File in ISRS- make sure they don’t have any holds.

Re-Enrollment Forms (If the student has been out of the college for over a 1-5 years)

o Make sure student does not have any holds

New Application (If the student has been out of the college for 5+ years)

Change of Major Form Students can change their major with Admissions either at the front desk or over the phone.

Remember to ask for current address and phone number. It can be added on the form.

Checking for Holds Add more information

Drop Down box: Other screens

o Drop down to Person Hold Maintenance and Hit tab (check for Academic probation, financial

services holds etc…)

Health Insurance for Students Students interested in purchasing Helath Insurance must go through MNsure Health Exchange. International

Students must purchase the MnSCU-endorsed health insurance.

one or two semesters Use" Change of Major" Form

more than one year, but not more than five

Use Re-enrollment Form

more than five years needs to fill out the application



Voicemail Maintenance Login calling 8-7755.

There is a password and because it is changed frequently, the number is posted on the phone at the information

center. The Admissions and info desk always have the same password.

When the office is to be closed due to a holiday or staff in-service, the information center will leave temporary

messages on both info desk and admissions lines informing students that we are out of office and when we will

return.

Requesting Information If someone calls and requests information, we direct them to the website for the most current, in-depth

information. If the person requests a paper copy, whoever takes the call fills out the telephone request form.

The staff member will check/write down what the person is wanting to receive along with their contact

information.

The staff member will then take the request form and leave it in the tray by the window to be entered into the

system (normally by a work study). A letter is then generated and a packet of the requested materials is put

together to be sent out.

Change of Major or Advisor: Fill out the change of major form

o Make sure Accuplacer test scores are good to accept student into new major

When student wants a new advisor

o Check change of Advisor

o They need the signature of the new advisor if they are staying in the same program

Inquiry Cards Student’s complete inquiry cards when they come on campus for a tour or for an information session. Once they

are filled out, the staff member running the event, will put a note on the first card that notes the date and type

of event. They are placed in the tray by Admissions to be entered into the system (normally a work study will

enter these).

Contact the Director of Enrollment Management if you need to order more inquiry cards.

Total Withdrawal from the College Students must officially and totally withdraw from the college in order to be eligible for any refund after the free

drop period. Withdrawal forms are available in the Admissions Office.

A student may not withdraw simply by non-attendance.

When students do not officially withdraw, they will receive the earned grade in each course for which they are

registered, and will be liable for tuition and fees for all courses.



Refunds for complete withdrawal from the college will be:

A 100% refund of tuition and fees:

o through the 5th business day of the term, OR

o before 6% of the scheduled class sessions have elapsed (whichever is shorter).


o the 6th business day through the 10th business day, OR



o the 11th business day through the 15th business day, OR



o 16th business day and through the 20th business day, OR


No refund of tuition or fees shall be provided to a student:

o after the 20th business day of the term, OR

o after 24% of the scheduled class sessions have elapsed (whichever is shorter).

Withdrawals are allowed through 80% of the instructional days of a semester.

Complete withdrawals from all the students classes (Admissions)

Withdrawal from one class or a few classes (Records and Registration)

Add, Drop and Withdrawal Information This is for informational purposes. Please redirect the student to Records and Registration.

Complete Withdrawal means the student is withdrawing from all of their current/next semester classes.

Partial Withdrawal- Dropping one or two classes, but still currently enrolled in other classes that same semester.

Student may withdraw in person or by phone

In person, the student fills out the top portion of the form.

Admissions staff fills out the second part of the form.

o Sign and date the form

Inform them that their refund is either 75%, 50%, 25%, no refund, or "W", depending on the date that they

withdraw from the college.

Student should check with the Registration and Finacial Aid Office if this is not their first time withdrawing

from the college.

Check to see that all of the dates are the same.

Check to see that all the information is correct.

Give or mail student the yellow copy.

Give original form to Records and Registration.

Adding a class after the add/drop week: Student wants to add a class after the add period.



Student must get a pink add form from Registration and have the instructor of the class sign it.

Return form to Registration and you will be added to the class roster.

Wait Lists Keep alternate list up to date with the number of students that are on the list. Pull the number from

Excel and then the document is in Word. Try to send out every 1 to 2 weeks. Located in Word under

Front desk procedures and then Closed or Wait List.

Organize the chart used to show dates for Orientation. Located in Word under the Orientation folder.

Section 7

College Assessment

Testing Areas 1

Scheduling for a Test 2

Regular Students 2

Post Secondary Option (PSEO) Students 3

Discovery Academy Students 3

Community College Connection Program (CCCP) Students 3

Testing for a Different College 3

Testing at Another College/Institution 3

Testing at Another College/Institution Out of State 3

Visiting Students 4

Ability to Benefit Students (ATB) 4

Rescheduling for a Test 4

Retesting 5

Accuplacer Practice Resources 5

Math 5

Taking the Test 5

After the Test 6

Understanding the Scores 6

Math 6

Overwriting Test Scores 6

Exemptions from Testing 6

Process to Exempt Students (ISRS and Image Now Scanning) 7

Testing Coordinator’s Preparation for Testing 8

Accuplacer Testing Procedure 8


Miscellaneous Information/Problems That May Occur 9

Advising /Meeting with Students after Testing 10

SCTCC Regular Students - Advising 10

Post Secondary Option (PSEO) Students 11

Discovery Academy 11

Community College Connection Program (CCCP) 11

SCTCC Students testing at Another College 11

Students Testing for Other Institution/Different than SCTCC 12

Visiting Students 12

Ability to Benefit Students (ATB) 12

Procedures - Students done Testing for the Day 13

Setting up Accuplacer Testing Dates and Times for future testing 14

Ordering Testing Units from Accuplacer 14

Ordering Advising Forms 14

S e c t i o n 7 : C o l l e g e A s s e s s m e n t P a g e | 1


College Assessment

The ACCUPLACER is not a pass or fail test but rather an assessment to help colleges to place students in the

correct couses. Students are tested on reading and math (arithmetic, elementary algebra, college math level).

See MnSCU Policy 3.3. for more details.

SCTCC has a Assessment Coordinator who prepares the computer lab and advises the students who take the

test, and advisors from Admissions who advise students after completing the assessment. ACCUPLACER is the

MnSCU-endorsed assessment that helps placing students into college level courses who does not have or not

meet the minimum ACT scores.

Students are sent information about scheduling the Accuplacer after an Admissions Represenative has

reviewed their file.

Testing is offered Tuesdays and Thursdays at either 8:00 am or 1:00 pm. Testing is also available on

Wednesdays on a Walk in basis for retest only.

Check Accuplacer schedule for dates. www.sctcc.edu/testsched

Testing must be done 30 days from the date of application and prior to Advising and Registration.

Students who have completed prior college course work may be exempt from part or all of testing.

If English is not their first language, they may need to take a different set of tests. Test takers will need

to (320)308-5014 and make an appointment.

If you need accommodations to take the test due to a disability, students need to call (320) 308-5096.

(Documentation from an appropriate licensed professional will be required before accommodations are

provided).

Testing Coordinators meet 2 – 3 times per year with Accuplacer representatives (Kathie Montognese) for recent

updates, changes, programming, etc. There is also a National Accuplacer Conference annually.

St. Cloud Technical and Community College’s Cut scores are located on the Testing Coordinators Desk on the

right side of the computer. Every major has different score requirements that are developed by faculty. Below

listed are the policy and procedures followed by the Testing Coordinator.

a. Students are sent information regarding scheduling the Accuplacer after an Admissions Representative

has reviewed their file. (Please see “How to Schedule an Accuplacer test”)

b. Typically testing is offered Tuesday and Thursdays at either 8 a.m. or 1:00 p.m. (More options are

available closer to the beginning of a semester.)

c. Also retesting is offered on a walk in basis and listed on SCTCC’s website on designated Wednesdays.

Theses dates are listed as “Walk In Wednesdays.” Students retesting may also schedule a retest on a

specified date.

d. Check Accuplacer schedule for dates: www.sctcc.edu/testsched

Testing Areas Required tests may vary by program of choice.

Reading Comprehension: Twenty questions will measure your understanding of what you read by

interpreting information, drawing conclusions about a passage and showing how two sentences are

related.

http://www.sctcc.edu/testsched

http://www.sctcc.edu/testsched



Arithmetic: The test will measure understanding of arithmetic through problem solving. You will need to

solve problems using whole numbers, fractions, decimals, percents, ratios, measurement and/or

geometry.

Elementary Algebra: Measures operations with integers, rational numbers, algebraic expressions,

equations solving, inequalities and word problems.

College Level Math: Assess from intermediate algebra through pre-calculus.

Scheduling for a Test St. Cloud Technical and Community College students are to wait to schedule testing until they get their “Student

Check List” from SCTCC which indicates which portions they need to test in as well as their ID number. Students

can fall into one of the following categories. Make sure to check with them which category they belong to when

helping to scheduling the assessment

If you are assisting a student in scheduling an appointment, make sure you find out what category they fall into

to. Also, inform students to arrive 15 minutes early and must have a photo ID. They will not be allowed to test

if they are late or do not have a picture ID (and know either your social security number or student ID).

If the student does not have a computer, they may call Admissions or the Testing Coordinator and they will

assist them in making an appointment. They may also come in and Admissions staff will assist them.

Admissions staff may schedule a test for a student the same way the student registers. Staff may also schedule

by going on (you will be assigned a password for this website):

https://webapps.sctcc.edu/placement/cgi-bin/accuplacer/sessions.pl?id=06e124c80a252bb8a58eee587b4d40ef

If a student calls stating that their Student Check List has a check on Reading and Math (Elementary

Algebra/College Math, Elementary Algebra only, or College Math only) but they do not have the option to choose

two separate subjects, advise them to register for ALL (reading and arithmetic) but explain to them they might

be bumped to elementary algebra and/or college math if their program requires a higher level of math. If the

checklist has a check on any of those, it means the students need to be prepared for that level of math.

Regular Students 1. Go to sctcc.edu/testsched. If the message “Do you want to see only the webpage content that

was delivered securely?” appears, click No.

2. Scroll down the page and click on: Register for an Accuplacer Test. The student will then have to

type their first and last name, their SCTCC Student (Tech) ID, phone, and e-mail address.

3. They should then push the submit button.

4. Under select session, they will need to pick a date and time.

5. Below that portion, they will need to pick which test(s) they need to complete and then put

submit again.

6. They will then get a message of the date and time they signed up for and informing them they

will receive a confirmation via email with a parking pass.

If a student has cancelled or did not show up for testing three times, they will have to call to

make an appointment as the computer will not allow them to schedule a test. An Admissions

Representative will talk to the student to see why they are not showing up for the test. A new

student has thirty days to test or they will be canceled.

https://webapps.sctcc.edu/placement/cgi-bin/accuplacer/sessions.pl?id=06e124c80a252bb8a58eee587b4d40ef



Post Secondary Option (PSEO) Students Student may go to: sctcc.edu/testsched and schedule as regular students or may call Admissions or the

testing coordinator for assistance.

Discovery Academy Students Discovery Academy students are testing in Reading and Arithmetic only as do not need the Elementary

Algebra and College Level math portions of the Accuplacer. They may schedule the test on SCTCC’s

website if they have an ID number or may call Admissions or the testing coordinator for assistance.

Community College Connection Program (CCCP) Students CCCP students will go to: sctcc.edu/testsched and schedule as regular students or may call Admissions

or the testing coordinator for assistance.

Testing for a Different College

Student must to call and schedule over the phone. Test can only be done at 8:00 a.m.

Please get the following information from the student:

1. Name of student

2. Date student is testing

3. Name of college

4. Inform them to bring picture ID, ID number from the college.

5. Email and/or telephone number

If they are retesting for this college, inform them of $10 retesting fee.

Testing at Another College/Institution SCTCC is not notified if its student tested at another college, unless the student or college contacts us.

If a SCTCC student took the Accuplacer at another institution and they informed this institution they

were testing for SCTCC, put their correct ID number from SCTCC we assigned them, and did everything

correctly, we should be able to see their scores in ISRS. If they do not appear, an email should be sent to

the Assessment Coordinator with the following information so Jeri can do a search:

Subject: Accuplacer taken on a different institution.

Message: Include the following:

1. Where the student took the test. Example: Mankato State University

2. When the student took the test or approximate time frame. Example: 25 March 2013

3. Student ID used that day (or social security).

4. Student’s phone number. (In case a follow up must be done).

There is a MnSCU Accuplacer website that the Assessment Coordinator has access to that she can do a

search but must need the above information to do the search. It only goes back one year. If scores are

found and they have not been loaded in ISRS, the testing coordinator would need to put them in by

hand. Please see “Student testing at another College – Advising” on how to insert scores in ISRS.

Testing at Another College/Institution Out of State

Students currently living out of state and will not be coming to Minnesota before there 30 day testing

window, contact the Testing Coordinator requesting to test via a proctor where they currently live. The

Coordinator informs the student that they must find a professional person to proctor the test for them



preferably someone at a college, high school, library, etc. It is the students’ responsibility to find

someone willing to proctor. Once they have found someone, the person is to contact the Testing

Coordinator. It takes approximately a week to get the proctor set up with Accuplacer as Accuplacer will

send them information to set up a temporary password. The Site Manager (Testing Coordinator) will

need to set up this person as the Testing Coordinator (Site Manager) has the necessary rights to give

proctor rights to someone testing one of our students. Below is the procedure to set up a proctor with

Accuplacer.

a. Log in to Accuplacer with username and password.

b. Close “What’s New” page.

c. On the left hand side of the next page, click on “Users.”

d. Click on User Profiles.

e. To the right where it says “User Type,” click on “select one” and chose “Proctor.”

f. Fill in first and last name of proctor and then make up a “username” for the proctor. (i.e. my

username is my first name in small caps with first letter of my last name) Once that is inserted, pus

the (+) add button.

g. A new window will appear where you will need to fill in all the blanks. Make sure only proctor rights

are given as other rights they may have the ability to change SCTCC’s programming, etc.

h. You will need contact information from the proctor (address, telephone number, email address).

i. Pick the dates – time frame the student can test. I usually give them a week so they have the

opportunity to review the process prior to testing and set up a time with the student.

j. Click “Save” once this page is complete.

k. If done correctly, there will be a highlighted message “The user was created successfully and a

confirmation email will be sent to the new users email address. The confirmation email will contain

instructions for the user to set up the password.”

l. Next step would be to send directions to the proctor you just set up. Examples are in top left drawer

in the back.

Visiting Students

Visiting students (non-degree seeking) receive a student ID from Records and Registration just like any

other student. They should follow the same procedures as a regular student.

Ability to Benefit Students (ATB) Student must to call and schedule over the phone. Test can only be done at 8:00 a.m. Also, financial aid

will no longer cover students doing Ability to Benefit therefore this test is very rarely used.

Rescheduling for a Test Students need to go online. Tell them to go to sctcc.edu/testsched. If the message “Do you want to see only the

webpage content that was delivered securely?” appears, click No. Scroll down the page and click on: Cancel an

existing Accuplacer testing appointment. The student will then have to type their first and last name and their

SCTCC Student ID. After they confirm their request, they can go back to the main page and start the process

over, clicking on Register for an Accuplacer Test.



Retesting If students are not satisfied with their scores and they want to do better, they are encouraged to retest. Students

can schedule to retest on the following day. However, they cannot take the test for two weeks. They have to wait

10 business days before retesting. Students need to pay a $10 retesting fee. The payment can be done at the

Financial Services desk before retaking the test. A copy of the receipt must be given to the Testing Coordinator

prior to testing.

Students may test a total of two times. If a student shows some sort of remediation, they may retest a third

time in the area they received remediation. They would need to pay the $10 for the third attempt.

Accuplacer Practice Resources It is important for students to do their best at the Accuplacer Assessment Test. Scores are extremely important because it can determine if the student is ready (or not) to start their program of choice. There are no specific materials we hand out to students on reading. However, SCTCC encourage test takers to go to: www.studyguidezone.com/accuplacertest.htm to familiarize themselves on what the test may include. There is also a website from Accuplacer that charges $2.99 to help them prepare: http://accuplacer.collegeboard.org/students/prepare-for-accuplacer. The more a student reads, the better they will do on the assessment. Also SCTCC encourages students to take their time when testing. If after the student tests a second time and still does not meet the requirements, staff gives the student information on a Reading “Bootcamp.” The “Bootcamp” is run by a group of teachers to help students refresh their skills in English and Reading. Students will work independently, with support, on skills needed to raise their Accuplacer score. The student is charged a small fee. There has been a success rate of 60% where students have raised their Reading score.

Math SCTC does have a list of websites for Math. If requested, we send students the list prior to testing or

hand them out after their first test. Below are just a few we have found to be very helpful:

www.mathtv.com

www.Khanacademy.org

www.accuplacermath.project.mnscu.edu

Taking the Test Students must arrive at least 15 minutes early! Keep your appointment to ensure acceptance to the

college. (Late arrivals will not be allowed in the testing center).

Test takers must show a picture ID to the test administrator prior to testing.

The ACCUPLACER is given on a computer.

Test takes must listen carefully to the test administrator’s instructions.

The test is untimed. Test takers may take all the time you need.

No calculators, dictionaries or other materials are allowed in the testing room.

Test questions will appear one at a time on the computer screen, most questions are multiple choice.

Test takers cannot skip a question or come back to it later to change an answer.

http://www.studyguidezone.com/accuplacertest.htm

http://accuplacer.collegeboard.org/students/prepare-for-accuplacer

http://www.mathtv.com/

http://www.khanacademy.org/

http://www.accuplacermath.project.mnscu.edu/



After the Test Students will meet with an admissions staff member to discuss their scores, degree options and other pertinent

information to be prepared for college at SCTCC.

Understanding the Scores Students who are taking the Accuplacer for the first time will have to test in Reading and Math (starting a

Arithmetic) if not otherwise exempt.

Math

Overwriting Test Scores Applicants who have earned college-level credits or taken the test at a different institution may be exempt from

testing. Exempts are determined by Admissions Representatives. However, it must be entered into ISRS by the

testing coordinator. Students may be exempt from the assessment if they took:

College credits while in High School. (A.P. classes, PSEO, …)

ACT. Students need to meet the minimum scores required by the college to be exempt from Accuplacer.

Accuplacer at a different institution. Students need to inform the Admissions Office and send us a copy.

Exemptions from Testing Students may be exempted from testing in three different ways. Admissions Representatives will review all

students’ files when transcripts have been received. They will fill out a “check list” for each student, fill out an

advising form, and forward the exemptions to the Testing coordinator. The three ways of exemptions, are listed

below:

1. If a student has taken the ACT test and received a “21” in Reading plus an “18” in English, they would

exempt them from the Reading Comprehension portion of the Accuplacer. Reading scores are good for

3(three) years. (ACT scores have to be within three years from the date of testing.) To be exempted

from all Math, a student would be required to have a score of “24.” Math scores are good for 2(two)

years. (ACT scores have to be within two years from the date of testing). The student could be

exempted from one or all the areas.

2. Another way of being exempt would be if the student has successfully completed college credits. If the

student has completed reading intensive courses – 8 or more semester credits with a “C” or better, they

would be exempted from taking the Reading portion of the Accuplacer. Math courses will be determined

If students get 32 or

higher they move on to...

Arithmatic

If students get 76 or higher

they move on to...

Elem. Algebra

Students need a 50 or higher to get into College

Algebra

College Level Math



by the reviewer what level of math the student would be exempted from. Again, the student could be

exempted from one or all the areas.

3. Accuplacer scores from SCTCC or another college would be another way of exemption. Reading scores

are good for 3(three) years. (Accuplacer scores have to be within three years from the date of testing).

Math scores are good for 2(two) years. (Accuplacer scores would have to be within two years from the

date of testing). If a program/major does not have a minimum Math scores, the reviewer will determine

if the student must still test in Math. If they have tested in Math within five years, they may not have to

take that portion of the assessment. If a student has tested at another MnSCU college, they may be in

ISRS. If not, the testing coordinator has access to a “MnSCU Accuplacer website” and may be able to

secure the students’ scores. This website will go back a year but anything prior to a year, the student

would need to get a copy from the college they tested.

If a student has a BA Degree, they would be exempt from the Reading portion of the Accuplacer. Depending on

the major/program, the student may need to test in Math. If credits are more than 5(five) years old, though not

mandatory, we can suggest they test in areas. Other resources to determine exemptions: Transfer.org Math and

Score Conversion Sheet.

Process to Exempt Students (ISRS and Image Now Scanning) After the Admission Representatives/Reviewers have completed their paperwork (Check list for students on what

portions they are exempted in and Advising Forms with documentation of why exempted), these forms will be

forwarded to the Testing Coordinator to do the exemptions in ISRS and Image Now. The testing coordinator will

need access to ISRS and Image Now while processing these exemptions. Below is the process.

1. Sign in to ISRS. The Testing Coordinator will work with the Registrar to make sure they have the

necessary “rights” in ISRS to complete these exemptions.

2. Click on “Student Application Menu.”

3. Next click on “Applicant Information” (ST1001UG)

4. Type in Students’ ID number

5. On the bar on top of page, click on “Test Scores”

6. On the bottom of the page click on “Test score Override(GKP1)

7. This is where you type in the overrides:

Reading – 0163

Arithmetic – 0165

ElemAlg – 0166

Do not do anything with beginning date or end date as it will automatically put the current date in the

first box. When you are finished, do a right click and save.

8. Once the exemptions are saved, you may exit this page on upper right. It will bring you to the “test

scores” page again. On the upper right, go to “Other Screens.”Highlight “PS0050UG – Person Hold

Maintenance” and Press Enter. Go to blank “Hold Code and type in “0006 which is the Assessment Hold.

This is where you enter the information on what you exempted the student from and why (ACT scores,

college credits, etc. as per the reviewer that forwarded the information to you) If the student is

exempted in only one portion, DO NOT end date the hold. If the student is exempted in all portions,

end date it with the current date.

9. Next step the coordinator much sign in to Image Now (scanning). Click on “Workflow.” On the left hand

side, there is a list of different “ques.” Click on SCTCC ADM – Exemption (App). A list of students that

have been exempted in one or more areas that the reviewer has forwarded in order for the testing



coordinator to process. The coordinator will click (must click two times) on the student that she just

completed in ISRS. Once the coordinator does this, the students’ information will come up. On the

lower right hand side, a notation will be there from the reviewer. Below their information, the

coordinator will indicate what the student is exempted in. When this is done, two messages will come

up: 1) forward to accept and 2) send testing letter. If completely exempt, click on “forward to accept.” If

only partially exempted, click on “send testing letter.” This information is forwarded to our Enrollment

staff person which will generate a letter to the student indicating if they need to test or their assessment

requirement is complete and what their next step may be.

If the student has additional testing to complete, the coordinator will keep the Advising form in “Waiting to

Test” file and send check list to Enrollment staff person.

Testing Coordinator’s Preparation for Testing Print copy of list of students scheduled for testing for individual dates and times from

https://webapps.sctcc.edu/placement/cgibin/accuplacer/sessions.pl?id=06e124c80a252bb8a58eee587b4d40ef (you

will be given a username and password to have access to the website. Each session will be listed separately.

1. Pull students’ advising form from the black “waiting to test” file. These are students that are not

exempted from testing. If the student’s form is not in this file, they may be re-testers, CCCP

students(as we do not review their transcripts as the advisor at SCSU does this), or Discovery Academy

students. A new form will need to be made for all CCCP students. Discovery Academy students have a

different form to fill out. You may also check out the students’ status in ISRS. If you cannot find a form

and feel there should be one, make out a new one so the student will have his ID number when testing.

2. If they are re-testers, go to ISRS and Image now to obtain a copy “Accuplacer Advising/Exemption Form”

in scanning (Image Now). Please see “How to use Image Now/Scanning.”

3. There must be a form for every student that is testing as they need their ID number when testing and

most of the time do not have the number with them. Some may only have one portion of the test to

complete. Students testing for “other colleges” will not have a form but should have an ID number from

that college. If not, they are to use their social security number without dashes or spaces.

Accuplacer Testing Procedure 1. Turn on and sign in computer behind divider as cannot do this on the Testing Coordinators’ computer as

that computer has Windows 8. In using the computer behind the divider, it will allow you to turn on all

computers at one time. You may turn on all computers manually also if you do not have sign in

information from coordinator. If using computer behind divider, sign in as coordinator.

2. On lower right side, click on arrow pointing up. An “owl” symbol will appear therefore click on owl.

3. Insight Teacher Console will appear.

4. Pull down menu and click on “Administer” and click on “Power on Student” and next menu click on

“Power on.”

5. Close this window and this should turn on all computers in testing room.

6. Gold screen will appear on all computers.

7. Approximately 20 minutes before testing time, click on “Accuplacer login on each computer. Don’t

turn on the computers too early, as Accuplacer will timeout. You will need a “username and Password.

https://webapps.sctcc.edu/placement/cgibin/accuplacer/sessions.pl?id=06e124c80a252bb8a58eee587b4d40ef



8. “Welcome to Accuplacer” will come up and Admin Login will appear. As previously stated, ou will need

username and password. (Backup person should use their login information and password or the

coordinators login information and password.)

9. “What’s New” will pop up and you can close that window.

10. On the left side a list of different options should appear.

11. Click on “Administer Test.” Below this part, click on “Administer New Test Session.” To the right you will

see a small magnifying glass symbol. Below this is “Select Branching Profile” with a pull down menu.

Select the test(s) the student needs to take.

12. Most new students will need to take “All SCTC Tests.” They may be exempt from one or more for

different reasons (previous completed college courses, ACT scores, etc.) See Exemptions.

13. First time students will need to read and sign “two sided sheet “Data Privacy Information and

Instructions.

14. Usually wait approximately 3-5 minutes before opening door and welcoming students.

15. Student MUST have a picture I.D. or will not be allowed to test. This is a rule with all MnSCU colleges. If

we do not adhere to this rule, other colleges may refuse to accept our scores.

16. Verify picture ID and check off names on the list of students scheduled. (See “How do students schedule

testing and how to set up dates and times for testing.)

17. Welcome students.

a. Identify yourself and assistant.

b. Inform them of adding “mn067” after I.D. number. (i.e. 55555555mn067) This is the code so scores

will automatically upload to ISRS. Each MnSCU college has a different “mn” number.

c. Inform them that they must print scores after they completed the test (go to bottom of form and

push print) and wait for advisor to call students’ name. If they don’t print, advisor will need to go

into Accuplacer and print the scores individually. This takes more time therefore requesting the

student prints when they have finished.

d. Tell students they must turn off cell phones. If texting or using their cell phone during testing, they

will be stopped and given a “zero” for the day.

e. They cannot use a calculator unless a specific question shows a calculator. Otherwise scratch paper

only. No use of dictionaries, notes or any other forms of assistance during the test.

f. Test is untimed. – take as much time as they need.

g. May get up during test and use restroom or stretch. Do not need to ask permission.

h. “Accuplacer is to determine the level of basic academic skill readiness to successfully manage your

program’s courses

i. Accommodations needed due to disability or temporary disabling condition, refer to disability

counselor. When advising the student, this information is usually shared with the advisor.

Miscellaneous Information/Problems That May Occur 1. If a student loses internet connection, go back to “Administer Test.” Click on Manage Test Sessions.

Put in dates (today’s date), student I.D., First Name, & Last Name(you can also search by only I.D. or Last

name). Click on Search. Click on their name and “resume” and should be the number of test the student

was on prior to the problem.



2. If a student forgets to print, sign in to Accuplacer. Select “reports” on left side and click on “individual

score report.”

a. Click on “Find Student by Search Filter.”

b. Fill in dates – “From” and “To.”

c. Fill in Student ID, First Name, Last Name if you have all this information. If not, fill in as much

information you may have. If you use ID number, make sure you add the “mn067” right after ID

number. Push “submit” and name should come up.

3. If Accuplacer crashes (not a problem on SCTCC’s site) call the Accuplacer Customer Support at 1-866-

607-5223. Hopefully, they can give you a time frame of when the problem will be corrected. If they

have no idea, I may wait 15- 30 minutes and if not back up and running, apologize to students and

inform them they can reschedule but must be within five working days. See number “1” to resume their

tests.

Advising /Meeting with Students after Testing SCTCC Regular Students - Advising

When the student has completed their testing, they will meet with either the Testing Coordinator or

Admissions Advisor. The advisors meet with every student to explain or go over:

a. Scores

b. Retest Procedure (study guides, resources to study, etc.)

c. Program Information Sessions

d. Students’ next step (set up email, registration dates, apply for financial aid, etc.)

e. Necessary contacts (veteran’s benefits, housing, athletics, dorms, etc.)

f. Answer any questions the student may have. Refer to appropriate department/person (disability

counselor, veterans, PSEO advisor, etc.)

The “Accuplacer Advising/Exemption form is filled out appropriately while meeting with the student.

When finished advising, the form is signed by advisor and student. Copies of the form, scores, and

SCTCC Accuplacer Course Placement Guide is given to the student and one copy remains with testing

coordinator to check over, make sure scores upload, and then score sheet and Advising form are sent for

scanning.

If a student has tested two times, has not met the required scores, and is close the score requirements,

advisors normally suggest the student do an Accuplacer Appeal. The process to do an appeal is:

a. Give student “Accuplacer Appeal” form and inform the student what needs to be done. The form

lists what must be completed by the student prior to submitting the appeal. If anything is missing,

the process will be delayed. Again, the student must take the test two times in order to do an

appeal.

b. Once the appeal is completed, it is to be sent to the testing coordinator.

c. The coordinator will review the information prior to submitting it to the committee to make sure it is

complete. The coordinator will mark the date it was received.

d. The coordinator will make a copy of the first sheet for and keep in a file, document when sent to the

committee, and send it to the Director of Enrollment. The director will set up a meeting with the

other members of the committee when a few appeals have been accumulated. Once the committee

has met, the appeal results are returned to the Testing Coordinator. If the appeal has been granted,



the Testing Coordinator may need to do an override of the math or reading score in ISRS. The same

procedure would have to be completed by the coordinator as an “Exemption.” (Please see “Process

for Exemptions” and would only need to do the process in ISRS override portion with a note in the

“Person Hold Maintenance Assessment explaining the override). The coordinator calls the student to

inform them of the results and also sends them a letter indicating their decision. The letters and

information go to Admissions for scanning.

Post Secondary Option (PSEO) Students PSEO students enrolled as juniors or seniors in Minnesota public or private high schools and home

schools are offered the opportunity to enroll in college courses. Students must meet the admission

requirements of the post-secondary institution.

PSEO students have the same testing requirements as regular SCTCC students. If the PSEO advisor is

available, the student will be referred to her for advising. If not, testing advisors will explain their scores

and inform them to make an appointment with the PSEO advisor. Their process is different than our

regular students therefore they are referred to the PSEO advisor for most of the information they need.

The “Accuplacer Advising/Exemption” form: is filled out appropriately while meeting with the student.

When finished advising, the form is signed by advisor and student. Copies of the form, scores, and

SCTCC Accuplacer Course Placement Guide is given to the student and one copy remains with testing

coordinator to check over, make sure scores upload, and then score sheet and Advising form are sent for

scanning and another copy is sent to the PSEO Advisor.

Discovery Academy Discover Academy is an initiative of St. Cloud Technical & Community College that encourages high

school students to take college courses in a high school setting. Discovery Academy students are

required to test in Reading and Mathematics although their scores do not affect admission to Discovery

Academy. Therefore SCTC tests them only in Reading and Arithmetic (not Elementary Algebra or College

Level Math). When they have completed their tests, the testing coordinator or Admissions advisor will

meet with them briefly explaining the scores. Copies of the scores and Advising Form are sent to the

Discovery Academy advisor. A different advising form is used for these students (Accuplacer Advising

Form-Discovery Academy – two sided form).

Community College Connection Program (CCCP) The “Connections Program” is a collaboration SCTCC has with St. Cloud State University. SCTCC students

take SCTCC classes on the campus of SCSU. Students must successfully complete 18 college level

credits to transfer to SCSU. CCCP students take the same tests as our regular students. They must have

a reading score of at least a “51” or higher to attend SCSU and there is no cut score for mathematics. If

students do not meet the minimum Reading requirements, they have the option to take READ/ENGL

0300 at SCTCC and can transition to the Connections Program the following semester. After testing, the

testing coordinator sends their scores to the CCCP advisor at SCSU. The CCCP advisor will correspond

with the student regarding acceptance, registration, etc.

SCTCC Students testing at Another College If a SCTCC student calls and indicated they took the Accuplacer at another college/institution, it is their

responsibility to get a copy of their scores to SCTCC. If they informed the college personnel at the

college they tested they were testing for SCTCC, used the correct ID number we assigned them, and



used their formal names, the scores should upload to ISRS. If not, the following information should be

gathered and forwarded to the Testing Coordinator in order to search for their scores:

a. College name where they took the test.

b. Date or approximate date of the test.

c. ID or social security number they used on their test.

d. Any other pertinent information that they may be used regarding the student.

Once the scores are received, the Testing Coordinator will do the same process as when they test at

SCTCC. If scores are not in ISRS, they would need add them in ISRS. The Assessment hold would need

to be end dated, Advising form filled out and forwarded to the Enrollment staff person in Admissions,

and the student forwarded in Image Now (Waiting for testing) to the Enrollment staff person also. To

add scores in ISRS the Testing coordinator would do the following to put scores in by hand:

a. Go to ISRS and type Student ID number

b. Click on test scores.

c. First column “Output Source” and insert an “O” (must be O not zero)

Second column which is test code, you would insert 0163 for Reading, 0165 for Arithmetic, 0166 for

Elementary Algebra, and 0167 for College Level math. Next column is the date so must insert the date

that the test was taken, and the last one would be the score.

Students Testing for Other Institution/Different than SCTCC

If a student is testing for another MnSCU college, they are tested on the colleges’ Accupalcer website.

They will be informed to bring their student ID number on the day they test. They will be given specific

directions by the testing coordinator as it will be somewhat different than our regular students. They

will not be advised when finished and will be given extra copies of their results. They are told it is their

responsibility to make sure their college receives their scores and we make two copies for them. A hard

copy of their scores is also kept by the Testing Coordinator in case they lose their copies. All MnSCU

college Assessment Coordinators are sent a list of all colleges with user names, passwords, testing

directors’ names, email addresses, and telephone numbers. MnSCU colleges provide this service for

students so they don’t have to travel a long distance and can take the assessment closer to home. Some

students prefer to do it this way and others prefer to go to the college they will be attending. Accuplacer

is used throughout the United States at numerous colleges. If a student is testing for a college outside

of Minnesota, they can try to find a college that gives the Accuplacer and if they cannot, the testing

coordinator will work with them to set up a proctor at an educational institution, library, or a high

school. This process takes more time as you have to set up the proctor with Accuplacer, send specific

instructions, and specific testing times.

Visiting Students Visiting students are most likely students that are wanting to register for a specific class at SCTCC.

When done testing, the advisor will explain their scores and send them to Records and Registration to

register for the special course.

Ability to Benefit Students (ATB) The Ability to Benefit test is for a prospective student who does not have a high school diploma or its

recognized equivalent (General Education Development – G.E.D.).



The test is administered in three different areas: Reading Comprehension, Sentence Skills and

Arithmetic. A prospective student must meet or exceed the minimum score on all three tests, in a single

testing, to pass the exam.

If the scores are not reached, the person is allowed one retest. The student must again take and pass all

three sections to meet the Ability Benefit requirements. There is a $10 charge for a retest.

A student who does not pass the test on their second attempt, will be required to have some formal

instruction prior to requesting a third test. The student must provide written evidence that they have

taken classes, attended adult basic education or received tutoring.

Prospective students who do not meet or exceed the minimum score are not eligible to use the college’s

academic appeal process. The required scores are:

Reading 55

Sentence Skills 60

Arithmetic 34

Since financial aid is no longer an option for ATB students, this process is rarely used.

Procedures - Students done Testing for the Day For this process ISRS program and Image Now(scanning) will be needed. This is when we verify scores have

been uploaded, holds have been removed, and students be forwarded to the Enrollment staff person.

a. Go to ISRS, sign in with Star I.D. and password.

b. Main Menu will come up.

c. Click on “Student Application Information.”

d. Secondly click on “Applicant Information.”

e. Insert students’ ID number in blank area.

f. Click on “test scores” to see if todays’ scores uploaded.

g. If scores did not upload, you will need to enter scores by hand.(at Input source you will need to insert an

“O,” next is “testcode which has a drop down menu – as an example Reading is 0163, etc. next is date,

and finally the score. When finished, make sure you right click and push “store.”

h. Next go to Other Screens(upper right) and click on “PS0050UG” Person hold maintenance and press

enter.

i. There should be a “hold” number for Assessment(0006). If all is o.k. the blank date area should be

dated the current date thus end-dating the hold if o.k. to accept the student.

j. If the student’s major is a “must have scores” major, still end-date the assessment hold but you must

add an “Admissions Hold(0032)” so student in not allowed to register for courses in this major. (i.e.

Welding, Automotives, CACE, Culinary Arts, Carpentry, Electrical, etc.)

k. The next process is to go to Image Now. Click on “Workflow, click on Waiting to test” and forward

students name for acceptance.



Setting up Accuplacer Testing Dates and Times for future testing As stated previously, typically testing is offered Tuesday and Thursdays at either 8:00 a.m. or 1:00 p.m. More

options are available closer to the beginning of a new semester especially Fall Semester. Setting up dates and

times using the Outlook Calendar in order to have the testing coordinator’s schedule, Admissions Advisors’

schedules, Accuplacer Schedule, and the “Accuplacer” website where students are scheduled(will need to login in

with user name and password). When scheduling a testing date, it must be inserted on the Testing

Coordinator’s schedule, one advisor’s schedule, and the Accuplacer calendar. Every session must have the

Testing Coordinator and one Admissions Advisor available for advising. The testing room has 22 seats available

therefore more manageable with two advisors at every session. The advisors try to spend as much time as

possible with every student so they are understanding all issues when they leave the testing area. When finding

a date that will work for all involved, the date is then set up on the Accuplacer scheduler website.

a. Click on “Add Session” which is on the upper right side.

b. A new page will come up. Click on “Session Date” which will be blank and three months will appear.

c. Click on the date that is to be added which will fill in on the blank area.

d. Next you click on “Start Time” and a pull down screen will appear and you may select a time.

e. Next line is “Seats” which defaults to “22” as that is the number of computers in the testing room. If you

want a smaller group, you may pick a different number as it is also a pull down screen.

f. When all this is completed, click on “Add New Session” which is on the upper left side.

g. Typically there are dates out there at least six weeks in advance.

These dates need to be added to the Testing Coordinators’ schedule, one advisor, and Accuplacer schedule so

the sessions are covered. If an advisor has a conflict for a scheduled session, they will either notify the Testing

Coordinator or ask one of the other advisors to cover for them.

Ordering Testing Units from Accuplacer Every test a student takes requires one testing unit (Reading, Arithmetic, Elementary Algebra, and College Level

Math). MnSCU has a contract with Accuplacer/College Board therefore the units are $1.50 each. To order

additional testing units a purchase order must be generated. You can find this form on SCTCC’s Employee

“Intranet.” Go to SCTCC’s website and on the bottom of the page, click on “Employee Intranet.” A Star ID and

password will be needed to get into this website. Look under “College Use Forms” and select “Purchase

Requisition Form.” Fill out the form completely. At this time the Cost Center is 014001. If you need additional

information for the purchase order, you may contact the Director of Enrollment Management or the

Administrative Assistant for the Vice President of Student Affairs. You will also need to fill out a form for

Accuplacer that will be sent/faxed with the purchase order. Sign in to Accuplacer and on the left side click on

“Order Tests.” This form will also need to be filled out. Give both forms to the Director of Enrollment

Management for a signature. After receiving a signature, it will be forward to the Administrative Assistant and

she will process the order. If the purchase order is faxed, the units are normally loaded the same day.

Ordering Advising Forms The Accuplacer Advising/Exemption Forms are ordered through St. Cloud State University’s Printing Department.

There is a file in the Testing Coordinators’ desk drawer that will assist in ordering items for Accuplacer. If any

questions on this procedure, the Director of Enrollment or the Assistant to the Vice President of Student Affairs

will be able to assist.

Section 8

Advising & Registration

Preparation for Advising and Registration Day 1

Advising and Registration Day 2

Academic Warning and Probation Holds 2

Academic Warning Holds 2

Academic Probation Holds 2

Advisors Meeting Information 2

S e c t i o n 8 : A d v i s i n g & R e g i s t r a t i o n P a g e | 1


Advising & Registration

The Advising and Registration session is a 3 hour on-campus event. Advising and Registration (A&R) sessions

are designed to provide important information about SCTCC to accepted students and the opportunity to have

their questions answered. Students will meet with academic advisors and/or faculty for group academic

advisement to plan their education program and register for classes. The Academic Advising/Retention

Specialist coordinates the Advising and Registration days at SCTCC. Bev does a piece of it, however, the

Academic Advising Center coordinates more than the Admissions Office.

The students are sent an Advising/Registration letter that gives them a website to go to and the information

they need to log in, to reserve a seat for their assigned Registration date and to set up their campus email

account. If they’re not able to make that date they’re given an alternte date and advised to call us so that we

don’t give their seat away.

Preparation for Advising and Registration Day 1) In December, the Director of Enrollment Management will schedule a meeting for January or February

with the Vice President for Student Affairs, other Department Directors (Registrar, Advising Center) and

Admissions Staff (including the Academic Advising/Retention Specialist) to choose dates for all the

“Enrollment Management Events” for the upcoming academic year. At this meeting, dates for Cyclone

Alley, Cyclone Experience, High School Counselor Luncheon, Saturday Tours, Diversity Fair, and other

events are chosen.

2) Once dates are chosen, the North Commons should be reserved for Spring and Summer Adivising and

Registration Days; and suite 1-240 for Fall Advising and Registration Days.

a. Maintnance needs to be notified about the dates. They need to close the walls in the Commons

Area and open for suite 1-240.

3) The Academic Advising Center Director is responsible for designing and ordering the A&R Guides.

Meanwhile, the Academic Advising/Retention Specialist orders/prints the following forms:

a. St. Cloud Technical and Community College Confidential Information Form

b. Non-Disclosure of Directory Information

c. St. Cloud Technical and Community College Tuition Payment Policy

d. Authorization for the Collection and Release of Data

e. US Bank/SCTCC Partnership Brochure (Campus Card)

4) Between the end of April and beginning of May, 50 cases of water and candy/snacks must be ordered

from a local grocery store (Coborns). The Academic Advising/Retention Specialist will notify maintanence

about the water order, so they can clean the walk-in cooler in the kitchen. Coborns will deliver the water

to SCTCC.

5) In May, the Academic Advising/Retention Specialist will request updated program planners from the

Dean’s assistants.

6) Weeks in advance, the Academic Advising/Retention Specialist will assign job duties to staff for the day

of the event, including check-in, troubleshooting tables & room help. The Academic Advising Center

Director assigns staff to help with advising in the labs.

7) In a week in advance, Academic Advising/Retention Specialist will notify Sara (Information Technology

“IT”) about the event, so she can check the sound and projector.

8) Registrar prints “Welcome to A&R Form” with students names, holds, & Accuplacer scores.

9) Admissions puts together each students “Welcome to A&R Form” in a three-ring binder.



10) Bev or Kim runs check-in list to be used at check-in table (list shows all accepted not registered

students)

11) Advising & Registration packets are put together to give to students

Advising and Registration Day Gather 2 tables from a classroom for troubleshooting table

Connect internet for problem table - need to have ISRS access

Hang up A-L & M-Z signs for check-in tables

Make sure the binder and check-in lists are ready to go

Load cart with water, candy, pencils, folders, and forms

Notify Prabesh how many students showed up for the event

Save check-in lists! Student may call Admissions stating that they attended orientation, so it is important

to have a record.

If student can not attend a registration session- Must see Dean of Division to get late registration approval. If

approved, student and Dean will need to sign apporiate forms and hand in to Admissions Office to get students

check-in card.

Academic Warning and Probation Holds Academic Warning Holds Please send students to room 1-432 to meet with Bretta/Advising Staff

These students can fall into two different categories:

Students who have been suspended from another college and have completed an admissions appeal

to begin their academics at SCTCC on academic warning.

Students who are returning to SCTCC after more than a year away and are on academic warning due

to a GPA below 2.0 or completion rate below 67%.

Academic Probation Holds Please send students to room 1-401 to meet with Judy Jacobson-Berg. These students are returning to

SCTCC after more than a year away and were previously suspended from SCTCC, but have appealed their

suspension and are now on academic probation.

The respective areas you send the student to will handle by-passing the registration holds as

appropriate.

Please continue to send students into the main computer lab, 1-405, for students to set up their StarID

and password, that has been a huge help for getting them going quickly in the computer labs for

registration.

Advisors Meeting Information Important information regarding advisor meetings with warning students.

Students need to schedule an appointment for their warning review meeting. The Academic Advisors will

not be taking these type of meetings during their walk-in times. Advisors review a lot of information

with the student that takes much longer than the 10-15 minutes allotted for walk-ins. If the Admissions



staff wants to forward students down to the Advising Center to schedule an appointment, they will be

happy to help students with scheduling. Otherwise they are also able to schedule an appointment

through Starfish.

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