UAC General Membership Meeting March 1, 2017 8:30 – 10:00AM Rudder 701

Attending: Allison Maderia (Secretary), Amanda Mather (Qatar), Analicia Leiva (Parliamentarian), Ann Pool (President), Bonnie Bustos-Rios (Past President), Bridette Ingram (Financial Aid), Brittany Hensley (Treasurer), Brynn Ruiz (EHRD), Christina Escamilla (Historian), Clint Crampton (Science), Derick King (Galveston), John Robert (Registrar), Laura Oliverez (VP Communications, Jennifer Rhinesmith-Carranza (VP Programs), Kristina Beevers (Agriculture), Meredith Simpson (Corps of Cadets), Kaitlyn McCanna (Athletics), Rachelle McDonald (SBS), Roxanna Russell (Geosciences), Shedrick Johnson (Liberal Arts), Bianca (Study Abroad), Vince Hernandez (President Elect), Morgan Jones (ASC), Michelle Ruiz (ARCH) Meeting called to order at 8:33 a.m.

I. Officer and Committee Reports

President – Ann Pool – Agenda will be emailed along with AOC Dean update

i. AOC Deans Update - Attached

President Elect – Vince Hernandez – Awards nominations sent out via UAC Bulletin.

i. New Student Conference Committee

ii. Awards Committee

VP Programs – Jennifer Rhinesmith-Carranza

i. UAC Symposium – Went well. Fifteen different colleges were represented at Symposium.

ii. UAC Symposium Committee - Will start planning the fall Symposium after Spring Break and will

call for volunteers. Please help to get the word out. In the future, the new VP Programs will start

this but due to the recent change in schedule Jennifer will be helping this year.

VP Communications – Laura Olivarez – Awards nominations posted on UAC website

i. Listserv membership request – Will be running report to see who is on membership list but not

on UAC-Bull listserv.

Secretary – Allison Maderia

i. Membership Committee – will be meeting again in March to finalize Mentorship Program

proposal. Will propose at April meeting.

ii. Networking Brown Bag – had 30 RSVPs, 21 attended, lower than last year but was held on a

different day of the week, Fridays may have been easier to attend. The survey is out now, please

encourage people to complete it. Seven responses so far, all which were favorable. Future

planning possibly this could be part of the fall ABD programming instead, when members have

already set aside the time.

Treasurer – Brittany Hensley – Wrapping up Symposium payments, reports we will likely be under

budget for Symposium.

Historian – Christina Escamilla – Thank you to everyone who uploaded pictures from Symposium,

encourage people to send pictures to her for archiving.

Parliamentarian – Analicia Leiva – Bylaws have been updated.

Immediate Past President – Bonnie Bustos-Rios – EIS Steering Committee will be meeting again.

Troops to College Committee – Chris Cantrell – Not present

Advisor Training and Development Committee – Ann Pool – RSVP to Ann

i. New Advisor Orientations: (Equine Center, 8:15am-5:00pm)

1. March 22nd– Equine Center, Andras A Classroom – LAST ONE FOR SEMESTER

ii. Advisor Brown Bag Lunches (arrive at 11:45; speaker begin at 12:00 and end at 1:00)

1. March 8th – Undergraduate Degree Planner – Registrar’s Office (John Robert), Rudder 407

Please have those interested in attending these brown bags to RSVP to annpool@tamu.edu

II. Old Business Bylaws do not state that Awards Breakfast is a General Membership Meeting. If we want it to be considered one, we will need to list on Article 7, Section 1. Since we need to notify General Membership of bylaw changes in advance of the April meeting.

III. New Business Congratulations to our recent award winners: NACADA Region 7 – Trina Gregory and Chris Cantrell and

TEXAAN - Rafael Almanzar

IV. Announcements NACADA Webinars for Spring 2017: (1:00-2:30)

i. March 9th – It’s On Us Too: Understanding & Navigating Title IX as an Academic Advisor,

Location TBD

ii. April 6th—Nudging Students to Success: The Integration of Academic Advising and

Motivational Psychology, Location TBD

Next Executive Board April 5th, Rudder 302

Reminder about Department of Multicultural Services Tutoring – email sent to UAC Bull Brittany Hensley – TAP Application opening on March 7th, please refer students to see a TAP advisor

before applying Morgan Jones – Round 3 of Commit to Success still has openings, as does academic coaching. John Robert – Degree Planner holds effective October 1st were posted today on student’s records. They

can start submitting them now and report will be available tomorrow.

V. Adjourn Executive Board Meeting - Brittany Hensley moved and Analicia Leiva seconded. Ended at 9:00 a.m.

Academic Operations Committee Deans

1:30 – 3:00 pm

1403 MSC

HIGHLIGHTS

I. Information Items

1. 2017-2018 Transfer sheets (attachment) – Ann Kenimer

Each year AOC Deans update the transfer course sheets to ensure that the information provided to

transfer students prior to matriculation is accurate.

o Each college is asked to designate a TCS liaison and notify Sandra Chavarria by 2/28

o 2017-2017 TCS will be emailed to all TCS liaisons by Sandra Chavarria by March 10th

o David Tofel will review all TCS updates and contact liaisons for clarifications in April

o Goal is to have all updates TCS posted online around May graduation

2. Pre-orientation online modules update – Kristin Harper

A few months ago, Meredith Malnar presented to the AOC Deans plans for pre-orientation online

modules

One of the modules will be on academics and registration - advisors are working on content for this

module. It will consist of three sections:

o Attitude: encourages students to be flexible

will have a student talking to them

o Preparation for New Student Conference: what to bring, such as AP scores, placement

exams, TSI, etc.

Will have an advisor talking to them

Will have two versions: freshmen/transfer students

o Registration process: will have a practice registration and will allow students to check their

own portal to see if they are missing anything important

As modules progress, Kristin will share with the group

II. Discussion Items

1. Students with high number of hours needing to change majors – Ann Kenimer

Some students come in with a high number of hours, do not perform well in their first major, and

would like to change to another college, but are not permitted due to high number of hours

These student often try to switch to TAP, but TAP is wary of accepting them as they are unlikely to

be able to switch to a degree-granting major if they acquire even more hours

This issue is becoming more and more common with the growth of dual credit programs, early

college high schools, etc.

Looking for suggestions for a workable solution for this problem:

o Would like to use total number of hours completed toward the intended degree

o Concern of hitting 150 hour mark if they switch into a prescriptive program

It is hard for the registrar’s office to know

o Suggestion to move students into University Studies

o Arthur Watson will look into each college’s policy for maximum numbers and the

reasoning behind it

Will reach out to groups to see who would be open to revising their policies for

students who graduated from high school in the last two years

2. Student Rule 14 - withholding diplomas and possibly graduation for students suspended for conduct cases

- Kristin Harrell and Dana Ford

Often there have been blocks on their degree until the conduct process can be carried out, which

requires a great deal of communication between Student Conduct Office and Registrar’s Office

Proposing student rule that would prohibit someone from graduating if they have an outstanding

case that may result in a separation from the institution

o Reports are classified either as “non-separation” for lower level offenses, such as minor in

possession, public intoxication, etc. or “separation”, such as drug distribution, sexual

assault, etc.

o Graduation defined as degree conferral, participation in graduation ceremony, and receipt

of a paper diploma

o This is essentially an interim suspension until the conduct conference occurs

Investigations are expedited, with a 10 day window

Sandra will send proposed language to the group when it is finalized, feedback or questions can be

sent to Laura Heard and Kristin Harrell

3. Registration closing/opening dates and pre-registration of late summer NSC attendees (attachment) –

Kristin Harper

Proposal would be to close current student registration on Wednesday, May 24th and re-open on

August 7th. Advisors will register freshmen August 21-22 NSC attendees and transfer August 17-

18 NSC attendees between July 21st and August 4th

Proposal was approved by the group

4. TAMUS hiring freeze and the impact on advising – Leslie Feigenbaum/David Wentling

Colleges anticipate some academic advisors leaving before the termination of the freeze, which

would be particularly troublesome for New Student Conferences and degree progress checks

TAMU worked with the System office to propose a list of titles that would be exempt from the

hiring freeze. More to come.

2017-2018 Transfer Course Sheets

Assigning TCS liaison o Each College is asked to please notify Sandra Chavarria of their 2017-2018 TCS liaison by 2/28 o Preferably someone in the transfer decision making progress for their College/Campus (Deans Office,

Director of Advising, etc.)

Updating TCS o The new 2017-2018 TCS will be emailed to all TCS liaisons by March 10th from Sandra Chavarria o Templets will be sent in Microsoft Word format for editing by liaisons or appropriate personnel o The 2016-2017 TCS may also be viewed on http://admissions.tamu.edu/transfer/majors

Please note that some Colleges/Departments made corrections to their 2016-2017 TCS and these corrections may not have been made on the original copy

Liaison Deadline o Liaisons are asked to email all updated TCS specific to their College/Campus to Sandra Chavarria any

time before April 7th in Microsoft Word format o Please have all updated TCS sent in one email, not individually per College

Admissions Review o David Tofel, Associate Director in the Office of Admissions will receive all updated TCS from Sandra

Chavarria when made available o David Tofel will review all TCS updates and will contact liaisons for clarifications or for additional

questions in the month of April

Posting TCS o The updated TCS have been posted in the past on http://admissions.tamu.edu/transfer/majors by

David Tofel and the Office of Admissions o The overall goal is to have all updated TCS posted online around May graduation and/or the release

of the updated Undergraduate Catalog o A final copy of all TCS will be sent to Sandra Chavarria after all TCS are posted online o If edits or collections need to be made to a TCS after posted online, liaisons should contact David

Tofel