Utah State University Exploratory Advising Center...

Referral Contract 10/4/15

Utah State University

Exploratory Advising Center

Admissions Contract Program

2015 NACADA Annual Conference

Presentation Handouts

Ryan M. Braeger

10/01/2015


USU Admissions Contract Program Mission Statement

Through the use of provisional admission contracts, the Exploratory Advising Center

will extend the privileges of a liberal education to all students during their renewed

pursuit of professional academic development. A standardized criterion for academic

evaluation will be utilized in order to ascertain student progress and to better allocate

the use of non-normative national advising practices. The collaborative efforts

encouraged between advisors and contract students will exemplify and affirm the

vision and standards espoused by the Division of Student Services and University

Advising Offices at Utah State University.


Criteria for Evaluation

The effectiveness of Exploratory Advising provisional contracts will be measured

through a Triannual process of review. Each delegated advisor, with the support and

supervision of the Exploratory Advising Center, will evaluate contracts subject for

review. Contract Evaluations will be performed using standardized performance

criteria. All contract reviews will observe the status of assigned terms and conditions

agreed by both student and University Advising at the point of contract initiation. The

terms and conditions associated with each contract will be written in consideration of

the individual students’ current academic needs and previous academic

performances. When evaluating an admissions contract, delegated advisors will

observe a list of necessary terms and conditions including:

1. That the student has maintained a specified minimum GPA without any course failures.

2. That the student has successfully collaborated with their advisor throughout the provisional semester(s)

3. That the student has successfully met with the advisor affiliated with a major-of-interest and did create a plan of study for the purpose of gaining entrance to a major program.

4. That the student has registered for and completed either a career/life planning course or strategies for an academic success course during the contract semester(s).

5. That the student has certifiably improved in a course/subject where they had previously experienced failure.

6. That the student has qualified and applied for Academic Renewal. 7. That the student has, upon completion of the stated terms and conditions

in the admissions contract, successfully matriculated into a full program of study at Utah State University.


Standards and Objectives

The use of provisional admissions contracts by the Exploratory Advising Center at

Utah State University should be determined to have been successful if:

1. Students have met the terms of their contract through the review of readily available quantifiable data.

2. Appropriate terms and conditions were utilized to construct the standardized admissions contracts as evidenced by improvement in and/or sustained high retention rates among the at-risk student subpopulations.

3. The level of variability previously recorded between those tasked with determining the status of contract students is substantially reduced and/or negligible.

4. Qualitative surveying indicates positive feedback from students who were previously offered contract admission and who have studied at least one semester while on contract.

5. Students granted provisional admission to Utah State University on admission contract status have had the opportunities to meaningfully participate and benefit from a liberal education.


Program Sustainability and Continual Improvement

The Exploratory Advising Center Admissions Contract Program will be sustained and

continually improved through the following:

1. Review/Evaluation of the program mission statement every 5 years. 2. Yearly analysis of collected contract data for the purposes of identifying areas

of strength and areas of needed growth. 3. Departmental participation in the professional advising community, such as:

attendance at NACADA international/national/regional conferences, the preparation of academic publication, and the pursuit of networking activities with similar departments within Universities at the state and national levels.

4. Engage in ongoing professional development by all Exploratory Advising Center personnel.


Admission Application Processing Tutorial

Phase 1: RECEIVE Step 1: Pick up packets from Admissions Office Step 2: Review Packets (Sort Referral & Academic Action) Step 3: Issue Application Status Recommendation Phase 2: RECORD Type A: Referral Applications (All Application Status Decisions)

Step 1: Scan the first page of the admission packet to the Admissions Office.

Step 2: Scan the entire admission packet and upload to BOX application (usu.app.box.com/files). When scanning the admission packet, name the file (last name, first name, A#) and save it within the file labeled: “Exploratory Advising-Admit Apps (AA, Referral, & 2Y_4Y)-Admit Applications-semester-referral”

Step 3: While in BOX application, open referral spreadsheet and record admission packet information paying close attention to whether the admission referral involves a 2 year-4 year or Second Bachelors Degree application. Step 4: Open CRM and upload admission packet transcripts as an attachment on corresponding student profile. Label the transcript attachment “Transcripts; Insert School Abvr.” [See Appendix A: School Abbreviations]. Step 5: Record the last name, first name, and A# on the side of the paper/hard copy admission packet Step 6: If result of referral admission decision is anything other than the creation of an admission contract, then file the paper admission application for record keeping (If additional feedback is needed from departments/admission, file labeled “Pending [insert consultant name]


Step 7: If the result of referral admission decision is the creation of an admission contract, then do not file for record keeping and save for Phase 3.

Type B: Academic Action Applications (All App. Status Decisions)

Step 1: Scan the entire admission packet to Admissions Office.

Step 2: Upload the entire scanned admission packet to BOX application. When scanning the admission packet, name the file (last name, first name, A#) and save it within the file labeled: “Exploratory Advising-Admit Apps (AA, Referral, & 2Y-4Y)-Admit Applications-semester-AA” Step 3: While in BOX application, Record admission packet information in AA spreadsheet (Separate from previous spreadsheet and located on second page of BOX) Step 4: Open CRM and upload admission packet transcripts as an attachment on corresponding student profile. Label the transcript attachment “Transcripts; Insert School Abvr.” [See Appendix A: School Abbreviations] Step 5: Record the last name, first name, and A# on the side of the paper/hard copy admission packet Step 6: If result of academic action decision is anything other than scheduling an academic action committee hearing, then file the paper admission application for record keeping Step 7: If the result of the academic action decision is to schedule an academic action committee hearing, then do not file for record keeping. Instead, save in a folder titled, “Pending Decisions”

*At the end of each week, Exploratory Advising will update an “active” ledger that will

record both; applications reviewed that week, and the total number of recommendations issued for the upcoming term.


Phase 3: WRITE & ADMINISTER (Exclusively Application Decisions Resulting in Admission Contract) Step 1: Select and review admission packet from appropriate file/tray Step 2: Write Contract

o While writing the contract review attached “Notes for Advisors Regarding Contracts” worksheet [See Appendix B: Notes for Advisors Regarding Contract (form)].

o Discover and record required entry GPA for listed major-of-interest [See Appendix C: USU Majors/Emphases by GPA]

o Make sure and include all necessary contact information for: provisionally admitted student, assigned contract advisor, and corresponding major advising contact information

o Template including additional contract terms and conditions can be found on BOX application

o Shrink to fit entire admissions contract on a single-page Step 3: Open CRM and upload created Admissions Contract as an on corresponding student profile. Label the contract attachment “Contract [insert semester code] (Unsigned)” Step 4: While in CRM, create a Contract Case using System Default Case Owner. Label the case “Admissions Contract – [insert semester code]”

Step 5: Print physical copy of created Admissions Contract and file for record keeping Step 6: After Third Week Report has been issued, open CRM and create a Contract Mid-Semester Check-In case for each applicable student profile Step 7: Notify both contract student and primary advisor of the MSCI and post instructions for necessary advising appointment


Phase 4: EVALUATION & REVISION Step 1: At end of each contract semester send applicable advisors Admissions Contract Status Survey (Standardized) Step 2: Record evaluation results on USU Admissions Contract Advising Program Evaluation Spreadsheet for record keeping Step 3: For those students, who by determination of their primary advisor, did not meet the stipulated contract terms and conditions, close their matriculation and update CRM student profile Step 4: Analyze incoming semester performance numbers to create a performance evaluation report Step 5: Compare evaluated semester performance with past semesters, creating a report showing trend(s) points of discussion. [Collect requested bi-annual reports from (Registrar’s Office)] Step 6: Program Administrator/Evaluator meets with Exploratory Advising Center Director for the purpose of reviewing USU Admission Contract Advising Program Mission Statement, Program Standards, and Evaluation Criteria Step 7: Discuss needed program revision and actualize approved revisions. Present USU Admission Contract Advising Program semester evaluation report to Exploratory Advising Center


Appendix A: School Abbreviations

Name of University/College University/College Abbreviation Utah State University USU

USU – Any Regional Campus USUR Weber State University WSU

University of Utah UU Salt Lake Community College SLCC

Brigham Young University BYU Utah Valley University UVU

Southern Utah University SUU Dixie State University DSU

Snow College SC Westminster College WC

Western Governors University WGU LDS Business College LDSB

George Wythe University (unaccredited) GWU Eagle Gate College EGC

Neumont University NU Rocky Mountain University of Health

Professions RMU

University of Phoenix UP ITT Technical Institute TI

Ameritech College AC Vista College VC

Out of State State Initials (e.g. Oregon = OR)


Appendix B: Notes for Advisors Regarding Contract (form)

Notes for Advisors Regarding Contracts

The terms listed below will always be on a contract unless you cross them off this sheet. AA Terms: Minimum GPA ______ with

______Credits MSCI PSY 1730 OR Academic Resources Academic Renewal

Referral Terms: Minimum GPA ______ with _______

Credits MSCI Plan to declare Academic Renewal Declare a Major Explore an AS Degree

The following are potential contract terms that you may choose to include:

Math Terms: Math Accuplacer Exam Prior to first semester Take a Math Course first semester /first year (please circle preference)

Degree Exploration: Use Degree Finder (3 Majors of interest) Complete Major Exploration Workshop Attend Major Fair and bring list of potential majors to MSCI Work with Career Services and bring list of potential majors to MSCI Create a Plan to Declare Declare a Major w/in 24 credits

Other student resources: Apply for Student Support Services Register with the Disability Resource Center Apply for Record Adjustment Take PSY 1220 and earn a minimum B grade Discuss/Apply for AS Degree

Repeat Course(s): Minimum Grade (circle one): A B C Passing Repeat one course: _________________ Repeat multiple courses: (please list courses below) Repeat one of the following courses (please list courses below)

If you would like to add a term that is not on this sheet please write it below.


You have been admitted to Utah State University as an Undeclared major on a provisional basis for 24

credits, beginning Spring 2016 semester. Our goal is for you to graduate from Utah State University. We intend to

invest in you to help you succeed, but this will be a partnership requiring your investment, too.

As a term of your admissions, you are required to declare your major by the time you complete 24

attempted credits. The following are steps you need to take as you prepare to declare your major and graduate in a

timely fashion. Each of these requirements must be completed by the designated deadlines in order to meet the

terms of this admission contract and continue your studies at Utah State University.

Admission Contract Terms:

Earn a minimum term GPA of 2.5, in 24 credits. The credits may be divided across multiple semesters, but

a minimum 2.5 GPA must be earned during each semester you are on contract.

Undergo a review of your mid-term grades by completing an Academic Progress Report. Meet with your

advisor for your Mid-semester Check-in meeting by March 18, 2016 (Spring Semester 2016) to submit

these grades and discuss your progress. You will be sent another Mid-semester Check-in deadline by email

during Fall 2016.

Meet with the advisor for your intended major to develop a realistic, written Plan to Declare. Submit this

plan to the advisor listed above by the last day of classes of your first semester. Note: Meeting with the

major advisor much earlier than this is recommended as you will be required to declare a major upon

completion of 24 additional credits

Major: Email:

Advisor: Phone:

Discuss with your advisor the option of applying for Academic Renewal

Explore with your advisor the benefits of applying for an Associate Degree

Declare a major using the Change of Matriculation form. This must be done within two weeks of the end

of the semester in which you complete 24 attempted credits. Work with your advisor on this process.

USU cares about you and your academic success. Your admission will not be final until you verify, by your

signature, your understanding of the contract terms.

I understand that failure to comply with any or all of the above requirements may result in my classes being

dropped and will result in my matriculation (admission status) being closed.

Student’s Signature ___________________________________________ Date_________________

Advisor’s Signature ___________________________________________ Date____________

Student Name: Student Number:

Email: Phone:

Campus/Site: Desired Major:

Advisor: GPA Required for Admit to Major:

Admissions Contract

201620

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Admissions Contract Status Survey (Insert Semester 20--)

Name of Primary Advisor - Name of Student - Contract Start Date - Date of Decision - Instructions: The student under evaluation has been admitted to Utah State University on Admissions Contract. Please review the completion of the stipulated contract terms and conditions by the student during the _____semester. Ensure that all electronic notes have been entered for the required Mid-Semester Check-In advising appointment. Upon making your contract status decision, please submit this evaluation form attached to a copy of the student’s Admission Contract for processing. Attaching a contract that includes annotations can be done so at the advisor’s discretion. Question 1: Upon review of the signed admissions contract, did the student meet the terms and conditions of their contract? (Circle the answer which best describes _____ semester student performance)

Answer Choices (Circle One)

A. Yes (met) B. In-Progress (met)

C. Pending (met)

D. No (did not meet)

Description of Answer

Student has met all terms and conditions of contract and has successfully declared the major Student has not yet completed the allotted 24 contract credits (i.e. contract began 201520) One or more conditions have not been met, but matriculation should not be closed One or more conditions were not met and the student’s matriculation should be closed

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Contract Status Evaluation

(Insert Semester 20--) Question 2: If it has been determined that the student has met the terms and conditions of their contract, what conditions did you feel the student MUST have met in order to complete or continue contracted study? Question 3: If it has been determined that the student has not met the terms and conditions of their contract, what failed conditions persuaded you to discontinue the contract? Question 4: Throughout the _____ semester, how many times did the student meet with their primary advisor? Notes: Please include any/all factors that led to your contract status

decision.

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