Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

1

Advising 101 Advising Undergraduate Students

Student academic and advising information is available thru GoldLink and BANNER 9 Banner

9. This tutorial focuses on the use of the Advising Summary in GoldLink with

corresponding (BANNER 9) form references. The Advising Summary is a one-stop

scrollable web page for most advising information you will need to advise an undergraduate

student.

This tutorial and workshop is designed to give new advisors the tools to begin advising or as a

refresher course. Each department should provide additional advisor training regarding your

departmental programs, policies and procedures.

Advisors should also attend additional advising workshops, webinars and the monthly

Academic Advisement Council meetings (http://www.etsu.edu/advisement) stay involved and

up-to-date in the ETSU undergraduate advising process.

Advising Expectations:

Students are ultimately responsible for their academic decisions, including course

selection, meeting prerequisites, adhering to policies, procedures and deadlines at

ETSU.

Advisors are a personal link between the student and the University and must help

students by answering questions, guiding them thru academic programs, making

referrals and helping students navigate ETSU policies and procedures.

Advisors will contact their students to promote academic success. ETSU utilizes

academic alerts, mid-term grade reports, registration error reports, probation lists and

other intrusive mechanisms to help students stay on track towards degree completion.

Please feel free to contact the Office of Undergraduate Student Advisement if you have any

questions or need help referring a student to the appropriate campus resources.

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

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

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

2

Would you like to receive informational advisement emails?

Email Suzy Hooven (hooven@etsu.edu) and ask to be added to the

Advisor Email Distribution List.

Getting Started as an Undergraduate Advisor

Getting Started as an Undergraduate Advisor

(Access to Student Records in GoldLink, Available Workshops 4

Family Education Rights and Privacy Act (FERPA) 5

Firstmate 5

Advisor Responsibilities and Retention Strategies 6-8

General Advisement Policies 8

Should I be Advising This Student? 9

Learning Support

Issuing Permits 10

Advisement Notes 10

Advising Summary (Sample) 11-14

Additional Information about Advising Summary 15-17

How to Read Academic Transcript 18

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

3

ETSU Policies and Procedures

Related to Advisement

Table of Contents

For Current and Complete List of Policies and Procedures

See Current Year Online Catalog

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

Academic Standing …………………………………………………………………. 19

Probation …………………………………………………………………….

Suspension …………………………………………………………………..

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

Advanced Placement (AP) ………………………………………………………….. 19

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

Foreign Language Placement Policy ……………………………………………… 20

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

Graduation Preparation ……………………………………………………………. 21

Has Student Filed Intent? ………………………………………………….

Graduation Review ………………………………………………………..

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

Exit Exam ………………………………………………………………….

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

Orientation………………………………………………………………………….. 21

Secondary Education and Education Minor Students ……………………………… 22

Advisement Meeting Recommendations and General Student Information ……… 23 - 24

General Information for Students …………………………………………………. 24

Resources…………………………………………………………………………… 25

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

4

Getting Started as an Undergraduate Advisor

1. Request access to academic records using GoldLink and Internet Native Banner accounts.

Banner Student Account Request Form link below: www.etsu.edu/its/forms.php

NOTE: Please discuss required access needed to advise students with your departmental

chairperson and/or executive aide. Will you be issuing course permits? If you are advising,

you should have an BANNER 9 account

2. Attend Banner and Advising Workshops sponsored by Office of Undergraduate Student

Advisement: http://www.etsu.edu/advisement/advisors/training.php

Attend Degree Works Workshops – Degree Works is an academic advising and degree audit

tool that helps Advisors and students track their degree progress in real-time! See website for

information, tutorials and workshops. http://www.etsu.edu/reg/degreeworks/default.aspx

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

4. Attend Academic Advisement Council each month (a must for advisors and anyone interested

in student success or retention): http://www.etsu.edu/advisement/advisors/aacm.php

5. Ask to be added to advisor email distribution list for Advisor Newsletters and informational

emails. Office of Undergraduate Student Advisement (email Suzy Hooven for details:

hooven@etsu.edu)

6. Get to know your resources. Good advising includes using your resources and is a continuous

learning experience.

o Office of Undergraduate Student Advisement: http://www.etsu.edu/advisement

Teresa Williams, Director of University Advisement and

Suzy Hooven, Information Research Technician I

o Your departmental website

o ETSU Online Catalog: http://www.etsu.edu/reg/catalog/undergraduate.aspx

o Graduation Office and Analysts: http://www.etsu.edu/reg/graduation/analyst.aspx

o ARC – one-stop-shop for Academic Support and Service needs…Due to the Culp

renovations offices are now located on 1st and 3rd floor of Sherrod Library.

http://www.etsu.edu/arc

7. NACADA: https://www.nacada.ksu.edu/

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

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Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law

that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

Note: Advisors and other university officials have a right to access educational records if performing a

task or function which constitutes a legitimate educational interest. However, this information may not

be released to third parties without the written consent of the student. All third party requests are to be

addressed to the Office of the Registrar. (423-439-4230 or registr@etsu.edu)

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

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

First Mate process allows students to grant parent, spouse or another person view only access to

specific GoldLink pages. Setting them up in First Mates allows designee to use a special login and

password to view financial and academic information. The student can add and remove access at any

time.

This process also allows advisors and others to discuss academic concerns with parents or other

designees if the student has authorized this in GoldLink thru First Mate Process. The student creates a

Passphrase for their “first mate” during the setup process. You can view and verify passphrases on

GPAPRXY in BANNER 9 or on the Advising Summary in GoldLink.

First Mate Tutorial – how to determine if a student has a first mate authorized:

https://www.etsu.edu/firstmate/firstmate-students/setup.php

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

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

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Undergraduate Academic Advisement at ETSU

Advisor Responsibilities

Advisement at ETSU is a continuous interactive process between an advisor and student which

facilitates the development and achievement of the student's overall goals. Advisement is a distinct

part of a student's educational experience, provided by ETSU as a service... Advising is more than

class scheduling. A successful relationship between and advisor and student depends upon shared

responsibility. Advisors and others at ETSU provide mentoring, advice, referrals and information to

help students make wise, informed decision.

For complete list of Student and Advisor Responsibilities:

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

Advisor Responsibilities

Maintain adequate posted office hours and appointment times for advisement.

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

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

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

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

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

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

Assist in the advisor reassignment process when applicable.

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

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

7

Other Advisor Responsibilities and Retention Strategies

(Opportunities to contact students and intervene with referrals and strategies)

1. Be prepared for high volume

advisement times. Be prepared to

advise and release advisement holds

for your students.

Registration for summer and fall begins in early April

Registration for winter session and spring begins in early

November

2. Academic Alerts EAB Campus Program used to identify students at risk early in the

semester (3 weeks in) based on grades and attendance

Program can also be used to identify groups of students

“at risk” using various parameters.

3. Contact students at mid-term that

have failing grades and refer to

appropriate resources (tutoring,

consider dropping, extra credit, etc.)

Utilize Advisor Grade Tool in GoldLink to pull reports of

your students

4. Advise and refer students as needed

throughout semester Be familiar with drop dates on academic calendar and

related forms

http://www.etsu.edu/etsu/academicdates.aspx )

(http://www.etsu.edu/reg/forms.aspx)

Use your resources if unsure how to help student

5. End-of-term Use Advisor Grade Tool in GoldLink to pull reports of

your students

Review registration

Did student fail a pre-requisite course?

Are they taking the appropriate courses for the next term?

Call, email or write and help student revise schedule

6. Registration Error Reports Undergraduate Student Advisement Office will email lists

at end of each term that identifies students who may have

failed pre-requisites BUT are registered for incorrect

courses next term.

GoldLink allows students to register for next level courses

assuming student will pass currently enrolled in courses.

7. Contact students on probation You may receive a list of your students who are on

probation.

Contact students and adjust schedules as needed to be

successful and prevent suspension.

8. Assist students with graduation

paperwork Encourage students to file Graduation Application when

they have completed 90 hours or at least 2 semesters

before they plan to graduate. This gives students 2

semesters to prevent delays in graduation by completing

required courses.

Be familiar with forms and deadlines

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

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

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General Advisement Policies

ETSU utilizes a shared advisement delivery system where professional advisors meet with students in

a centralized area while other students are advised by faculty advisors in their academic departments of

their major.

Quick Reference Advisor Contact List: http://www.etsu.edu/advisement

Advisement required: Advisors are a personal link between the students and the University. All

students have an advisor and should confer with their advisor each semester. In fact, ETSU requires

most students consult with an advisor before registering each semester. The following students must

be advised before they are able to register each semester:

All students who have less than 60 earned credits are required

First-term-at-ETSU transfer students are required to meet with an advisor prior to registration

for their first and second term of enrollment.

Students who have been readmitted are required to meet with an advisor prior to registration

their first term back at ETSU.

Students who have not declared a major or who are required to complete Learning Support in

Reading or Writing are required to see an advisor in the University Advisement Center located

in the Advisement Resources Career Center (ARC) located on the 2nd level of the D.P. Culp

Center (423-439-5244). *Note: students who are only required to take Learning Support in

Math will be advised by their major advisor.

These guidelines are the minimum advisement requirements. MOST colleges and departments may

have additional advisement requirements. Students should consult with their academic department or

advisor to determine their advisement requirements. Students should also confer with their minor

advisors.

Some students will have multiple advisors. Is the student involved in … Athletics, Medical

Professions Advisement, or ETSU Honors. These students may also be required to see an advisor in

these specific areas.

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

Adult, Commuter & Transfer Services 439-5641

Athletics 439-6435

College of Education (seeking licensure) 439-7626

Note: Minors in Education should contact College of Education their 1st semester at ETSU

ETSU Honors 439-6076

International Students 439-7737

Medical Professions Advisement 439-5602

Student Support Services 439-5396

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

9

Step-by-Step Advisement Guide Using the Advising Summary

(Sample Advising Summary on Pages 10-13)

Should I be advising this student? Learning Support Reading or Writing

Students who have Learning Support requirements in Reading or Writing must be advised by the University

Advisement Center in the ARC to ensure students are taking the correct Learning Support (LS) section(s) of

general education courses. Missing ACT/SAT scores, late college transcripts or completion of special high

school programs (i.e. SAILS) may cause a student to be incorrectly placed in Learning Support requirements. If

in doubt, please call the University Advisement Center (439-5244).

LEARNING SUPPORT: Math Only

Major advisors will advise students who only have LS Math requirements

LS requirements are listed on the Advising Summary under Learning Support Requirements section or

in BANNER 9 on SZAADEF. SOATEST scores for Developmental Reading, Writing and Math which

= 4 indicate student is college level.

Advisors or students should call University Advisement Center and request permit for Math 1530

(Learning Support L Section). Please have CRN or course section number selected that fits student’s

schedule. Note: at new student orientations, the University Advisement Center issues the permits prior

to orientation and student will have a GoldLink Worksheet which indicates LS Math requirement and

CRN. LS sections can be changed if needed.

General Information about Learning Support Program

http://www.etsu.edu/uac/learningsupport/default.php

First time freshmen have required learning competencies for Reading, Composition and Math if their ACT/SAT

subscores fall below the minimum requirements as mandated by Tennessee Board of Regents (TBR) and ETSU

policy.

Transfer students will be required to take a placement test if they 1.) do not have ACT/SAT test scores less than 5

years old, 2.) have not transferred in college level English or Math courses. Some students may also be required to

take an assessment in Reading depending upon their transfer work.

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

Issuing Permits and Learning Support Requirements Please check a student’s record for Learning Support requirements before issuing permits for the student. Permits

override Learning Support pre-requisites and allow the student to register for courses they are not academically

prepared for.

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

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

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

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

4.) or a combination of these

If you need assistance, please contact the University Advisement Center in the ARC at 423-439-

5244. They will be glad to assist you in looking up the student’s requirements.

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

10

Advisement Notes:

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

notes in Degree Works. Advisement notes include:

Course recommendations for each semester

Substitutions, exceptions, etc.

Approved overloads by the Dean

Graduation notes

Academic concerns

Etc.

2. EAB Campus

This platform allows users to:

pull lists of students using various criteria

manage campaigns where groups of students are identified and contacted

coordinate academic alerts

utilize notes system*

*Notes in campus will primarily be notes related to academic success such as academic alerts, non-

returning student lists, campaigns and other outreach.

3. Campus notes may also be entered in Banner 9 SPACMNT/GoldLink student contact notes by

some administrative offices (Registrar, etc.). These notes usually reference manual changes in

registration or late appeal processes related to grades.

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

11

Advising Summary Example:

Advising Summary

Information for "Mickey Mouse" and E00333443

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

Term Admit Type Student Type

App No.

Level App Status App Status Date

App Dec Seq No

App Decision App Dec Date

Fall 2016

FR (First-time Freshman)

N (New First Time)

1 UG D (Decision Made)

09-OCT-15 1 X (Conditional Acceptance)

09-OCT-15

2 AA (Changed to Unconditional)

02-JUL-16

Student Account Payment Status Will this student be purged?

Term Code Status Description

Fall 2016 F Financial Aid Deferment

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

Financial Aid Status

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

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

The student documents/requirements are complete as of this time

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

Catalog Year

Catalog Year

2016-2017 Academic Year

ETSU Degrees Earned

Seq Degree Code

Degree Level Grad Term

Catalog College Major Minor Conc Major 2

Previous Degrees

Seq No

College Degree Code Degree Date

Degree Attend From

Attend To TTP TTP-Desc

1 Walters State Cmty College

AS 10-MAY-15 Associate of Science

Y Math

Attribute Description Activity Date

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

12

RT73 Reverse Transfer Recvd - NeSC 02-JUL-14

High School Information

GPA School School City School State Class Rank

Class Size

Graduation Date

3.33 Avery County High School

Newland NC 80 144 13-JUN-14

Immunization Summary Please refer students to the ETSU Student Health Services website to view the State of Tennessee Immunization Requirements

and to determine how they will meet the missing requirements listed below in red. 439-4225 Advisor Information: 1. Hepatitis B and Meningitis History Form: Students < 18, parent/guardian must sign history form for Hep B and Meningitis before registration.

Students ≥ 18, will complete history form during registration process in GoldLink. 2. Chickenpox and MMR: One semester waiver forms for chickenpox and MMR (for those eligible) does not change required items on this page. One semester waiver only allows student to register for full-time one semester before completing immunization requirements. 3. Housing Meningitis: requirement is only applicable to new students (under 22) living in residence halls.

Action Required Immunization Date Administered Form Received

NONE Chicken Pox Dose 1 31-AUG-07

NONE Chicken Pox Dose 2 30-MAY-14

NONE Hepatitis B History Form

NONE Meningitis History Form

NONE Measles, Mumps and Rubella 1 18-DEC-96

NONE Measles, Mumps and Rubella 2 07-SEP-01

NONE Housing Meningitis 30-MAY-14

Learning Support Requirements If student is required (R in status column) for LS Read or LS Write competency, please contact the University Advisement

Center 423-439-5244 for information. These students must be advised by the University Advisement Center due to the

complexities of Learning Support Program. For students with only a LS Math Competency requirement, they are advised by their major advisor. For LS Math advisement guidelines, please visit The University Advisement Center Website. If student needs a permit, please call the

University Advisement Center 423-439-5244 and have the selected CRN ready.

Code Deficiency Description Status Status Date

Term CRN Subject Number Transfer

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

Classification

Classification Term Code Effective Level

FR 201680 UG

Major/Minor Encourage students to declare minors and concentrations early.

College Major Major Concentration

Minor Minor Concentration

AS - Arts & Sciences Biology, Biological Sci.

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

13

TELS GPA Advisors: this TELS information is provided to you as an informational item and all students should be referred to Financial Aid or the Scholarship Office for questions or concerns about their TELS “Lottery” Scholarship. Note: TELS hours and GPA are captured in Banner for every student and are reflected regardless of students overall eligibility. Before dropping or withdrawing TELS students should review Don’t Lose Hope website.

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

GPA Interval Attempted Hours

Earned Hours GPA

Current 17 0 00000

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

Email Address Email Code Preferred Indicator

TENGEJ@ETSU.EDU CAMP Y

JONAHTENGE@GMAIL.COM PERS N

Addresses

Type From To Street 1 Street 2 City State Zip County Nation

Campus Box

19-AUG-16 Box 11046 Johnson City

TN 37614 47179

Mailing Address

27-SEP-16 PO Box 346

Roan Mountain

TN 37687-0346

47019

Phone Numbers

Type Area Number Ext

Permanent 423 7720073

Permits/Overrides

Permit/Override Subject Crse Numb Seq Numb CRN Activity Date

User

Alternate Pins

Term Process Name Pin Activity Date

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

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

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

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Hold From To Amount Reason Originator User Processes Affected

Undergrad Advisement Hold

18-SEP-16

31-DEC-99

WILLIATA Registration Submit

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

Current Schedule, Midterm and Final Grades

CRN Subject Course Section Course Title Campus Midterm Grade Final Grade Credits Level

Future Schedule

CRN Subject Course Section Course Title Campus Term Credits Level

First Mates

Name Passphrase Start Date

End Date Auth Adv Summary

Auth All Create Date

barbara mouse mother 14-OCT-14 13-OCT-16 Y Y 14-OCT-14

tom mouse father 14-OCT-14 13-OCT-16 Y Y 14-OCT-14

Additional Advising Information

Additional Advising Information (these are links to more information)

Academic Transcript

Degree Evaluation

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

Test Scores

Transfer Evaluation

Academic Transcript

Student Contact Notes (BANNER 9 Spacmnt)

Student Registration Status

Transfer Evaluation

Test Scores

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

15

Additional Information about the Advising Summary and corresponding

BANNER 9 forms:

1. Admissions Status (BANNER 9: SAAADMS, SAADCRV, SGASTDN)

Identifies the following:

Admit Term

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

Student Type - New First Time, Continuing, etc.

Application Number - student may have more than one application

Level - undergraduate or graduate

Application Status - Decision Made, Cancelled Application, etc.

Application Status Date

Application Decision – student may be conditionally accepted pending high school transcripts,

etc.

2. Catalog Year (BANNER 9: SGASTDN, SPACMNT)

3. ETSU Degrees Earned (BANNER 9: SOAPCOL)

4. Previous Degrees (BANNER 9: SHADEGR, SHADGMQ) - degrees earned at other

Universities (if final transcript noting degree is not sent to ETSU previous degrees may not be

posted in Banner, ask student about previous degrees)

5. High School Information (BANNER 9: SOAHSCH)

Identifies:

High school gpa

Name and location of high school

Class Rank and Class Size

6. Immunization Summary (BANNER 9: SZAITRK) – beginning 7/1/2011 the State of Tennessee

requires students to meet specific immunization requirements . This same option is available for

students under Registration in the student’s GoldLink. For complete details see:

http://www.etsu.edu/nursing/shserv/immunization-require.php

One semester waiver forms available for 2nd Varicella and 2nd MMR.

See: http://www.etsu.edu/reg/forms.aspx

Students under 18, must have parents sign Acknowledgement Form for hepatitis and meningitis.

Students over 18, will complete this process during registration in GoldLink.

Beginning July 1, 2013: ALL NEW STUDENTS PLANNING TO LIVE IN ON-CAMPUS

RESIDENCE HOUSING: Will have to provide medical documentation of having received the

meningitis vaccine within the past five (5) years. This documentation must be provided to the Student

Health Clinic before move-in day or the student will not be allowed to check into their assigned room.

For more information contact the Student Health Clinic at 423-439-4225.

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

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7. Learning Support Requirements - (BANNER 9: SZAADEF)

See website for information: http://www.etsu.edu/uac/learningsupport/ccompletion.php

8. Classification (BANNER 9: SGASTDN) – Freshman, Junior, Sophomore, Senior

9. Major, Minor or Concentration (BANNER 9: SGASTDN) – please encourage students to

keep their records current. Students may not be notified of minor or concentration requirements

or opportunties if they have not declared. Undergraduate Change of Major forms are available

online at: https://www.etsu.edu/reg/documents/pdf/undergradmajorchange.pdf

Electronic Process for Advisors: Change of Major option available in GoldLink. Tutorial

available online at: https://www.etsu.edu/reg/documents/pdf/change-of-major.pdf

10. Email (BANNER 9: SPAIDEN) – when new students apply and pay application fee, they are

given an ETSU email address. Directions for activation and accessing GoldMail are sent to

students when they apply. This email is ETSU’s primary source of communication.

Setting up email or changing password: http://www.etsu.edu/activate

11. Addresses, Phone Numbers (BANNER 9: SPAIDEN) – encourage students to keep these

current especially close to graduation.

12. Permits / Overrides (BANNER 9: SFASRPO) – quick reference to view permits or overrides

student may have for current term.

13. Alternate Pins (BANNER 9: SPAAPIN) – priority registration students will have a PIN code

listed here about a week before registration begins each semester. Priority registration students

include: students with disabilities, honors students, athletes, etc.

14. Test Scores (BANNER 9: SOAHOLD) – see page 3 for more information about Learning

Support. Developmental Reading, Math and Writing scores that = 4 indicate student is college-

level and you can advise and does not need Learning Support.

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

page.

Developmental Studies Reading 4

Developmental Studies Math 4

Developmental Studies Writing 4

15. Administrative Holds (BANNER 9 SOAHOLD)

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

17

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

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

http://www.etsu.edu/reg/registration/studentholds.php

Orientation Holds: for new students who live within 250 mile radius, orientation and

advisement is required. Orientation and advisement holds will be released during the

orientation process about 30 minutes before registration starts the day of orientation.

All new students are required to complete the Online Orientation Program (LAUNCH)

before they can register for an on ground orientation. At orientation students will be

advised and register for classes.

If the student does not have an orientation hold (they have been waived or live outside

250 mile radius), you can advise them and assist them with the registration process.

Orientation questions – refer student to the Office of New Student & Family Programs

423-439-8452 or orientation@etsu.edu or family@etsu.edu

Undergraduate Advisement Holds – all undergraduate students with less than 60 hours

are required to see an advisor each semester before they can register. These advisement

holds should be in place by early October (registration begins around first week of

November) and March (registration begins around first of April) each year. Some

departments require advisement throughout a student’s college career.

(http://www.etsu.edu/advisement)

TWO methods available for advisors to release advisement holds

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

2. using BANNER 9 SOAHOLD to end the hold by changing the “to” date.

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

holds.

Graduation Holds - after student files an intent to graduate with major and minor

sheets, entries are made to notify student and advisor of missing graduation

requirements on SOAHOLD and displayed for student and advisor in GoldLink

(holds). These holds prevent graduation but do not block registration.

16. Current Schedule, Midterm and Final Grades

(BANNER 9: SFAREGQ for schedule, SFARHST for mid terms grades, SHACRSE for final grades)

17. Future Schedule (BANNER 9: SFAREGQ) - schedule for next term

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

18

18. Additional Advising Information

Academic Transcript

Registration Status (show student’s first available registration time)

Degree Evaluation (CAPP)

Student’s Completed Intensives

Transfer Evaluation

How to Read Academic Transcript

Transcript term-by-term

# symbol indicates course meets a high school deficiency

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

hours

R column indicates repeated courses.

o I = included in hours and gpa

o E = excluded in hours and gpa

o F = frozen

Banner Pre-Summary Hours – student has ETSU coursework prior to SIS (1991). See

Registrar’s Office or student for copy of transcript.

GPA and Summary Lines

Summary lines (see sample next page)

Total institution only includes ETSU coursework

Total transfer only includes transfer coursework

Overall includes all college level coursework

Combined indicates DSP coursework is included in numbers.

Institution combined ETSU work (including Developmental Studies)

Transfer combined transfer work (including Developmental Studies)

Overall combined all coursework (including Developmental Studies)

Developmental Studies courses do not count toward graduate hours.

Example of GPA and Summary Lines in SSB

ALWAYS USE THE OVERALL SUMMARY LINE TO DETERMINE EARNED HOURS.

TRANSCRIPT TOTALS (UNDERGRADUATE) -Top-

Attempt Hours Passed Hours Earned Hours GPA Hours Quality Points GPA

Total Institution: 9.000 9.000 9.000 9.000 19.200 2.133

Total Transfer: 3.000 0.000 0.000 3.000 0.000 0.000

Overall: 12.000 9.000 9.000 12.000 19.200 1.600

Attempt Hours Passed Hours Earned Hours GPA Hours Quality Points GPA

Institution Combined: 27.000 15.000 15.000 15.000 35.100 2.340

Transfer Combined: 36.000 15.000 15.000 24.000 51.000 2.125

Overall Combined: 63.000 30.000 30.000 39.000 86.100 2.207

New transfer GPA policy. See student GPA option in GoldLink. Description of GPA available at:

https://www.etsu.edu/reg/records/gpadefinitions.php

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

19

ETSU Policies and Procedures Related to Advisement

Academic Standing

Is the student on probation?

Check student’s academic transcript in GoldLink or BANNER 9 form (SHATERM or

SGASTDN, select Academic and Graduation Status Tab)

Academic probation standards (see current undergraduate online catalog). Standards vary

according to attempted hours. Suggestions for students on probation: SSB will not let the

student register for more than 13 hours and they should repeat “F” courses to improve GPA.

Exceptions to 13hr. – request thru Director of University Advisement, Teresa Williams.

Exceptions maybe granted based on scholarship or athletic requirements, etc.

Is the student suspended one major term or 2 terms? Check student’s academic transcript on SSB or BANNER 9 form (SHATERM).

Refer to Student Affairs, 439-4210 for appeal with extenuating circumstances. **If credits

earned at other regionally accredited institutions during a

period of academic suspension from ETSU are found to be acceptable for transfer and if

such credits are sufficient to remove a student from academic probation, the student may be

readmitted as a transfer student by the Director of Admission.

http://www.etsu.edu/students/currentstudents/academicappeals.php

ACT/SAT Credit for Freshmen English (ENGL1010) - A new process was developed to award

Engl 1010 ACT/SAT credit during the admissions process. Undergraduate Admissions will award

credit and Engl 1010 credit will be posted on students’ transcripts (Engl 1010 P grade) during

admissions process. Admissions will notify students of the award.

Advanced Placement (AP) – student must have courses sent to ETSU Undergraduate Admissions.

Accepted AP scores will be posted on student’s academic transcript. Students request AP thru

College Board website (http://www.collegeboard.org/) Also, Students can decline AP credit thru

admissions office.

Dual Enrollment

Student that have taken courses during high school as dual enrollment must request the transcripts be

sent to ETSU by the community college sponsoring the course. Caution in placing students in courses

when their transferrable or dual enrollment courses are not yet loaded into GoldLink.

Early Semester Progress Reports (mid-term grades) – may be viewed by students on SSB.

Advisors may see ESPR on SSB under active registrations.

Advisor Grade Tool in GoldLink Banner – allows undergraduate advisors to pull ESPR

reports for their major or by individual student or group of students using Student ID

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

20

option. For more information or tutorial on how to use Advisor Grade Tool in SSB, please

contact Undergraduate Student Advisement at 439-8557 or visit:

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

Foreign Language Placement Policy – fall 2016 - Students entering ETSU and wishing to enroll

in Spanish, French or German courses above 1010 will be required to take an assessment thru

ETSU Testing Center. Once student tests, they will be given directions on whom to contact for a

permit for specific language course student tested into.

General Education History Requirement: Rules for Transfer Students

Transfer students who use HIST 1110 or HIST 1120 to meet the general education History

requirement cannot also use it to meet the general education humanities requirement.

General Education Requirements – Transfer Students

(See ETSU Online catalog for all current policies: http://catalog.etsu.edu )

1. Students who have completed an associate degree designed for transfer at a regionally

accredited college or university have satisfied ETSU’s general education requirements. (AAS

are NOT designed for transfer)

2. ETSU’s general education requirements do not apply to students who have completed a

baccalaureate degree at ETSU or another regionally accredited college or university and are

pursuing a second bachelor’s degree.

3. ETSU will conduct a course-by-course evaluation and apply transfer courses toward its general

education requirements as appropriate for transfer students from TBR community colleges who

did not complete general education blocks and transfer students from other institutions.

General Education Transfer Review Committee:

Advisors or students may request additional review by completing online form at

https://www.etsu.edu/reg/graduation/genedreview.php. The General Education Transfer

Review Committee meets once a week and reviews requests, updates Degree works if

applicable and notifies student/advisor of exceptions or updates when review is completed.

4. When ETSU requires students to complete a particular general education course with a

minimum grade (e.g., C), this requirement also applies to that course in transfer.

5. Some majors at ETSU require students to complete courses that also satisfy general education

requirements. Transfer students who took other courses at previous institutions to meet those

general education requirements must still take the courses required for the major at ETSU.

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

21

Graduation Preparation

Is the student close to graduation? Students should file a Graduation Application with the Graduation Office when they have

completed 90 hours or are within two semesters of graduation. For more graduateion information

and how to submit the Intent online: https://www.etsu.edu/etsu/academicdates.aspx.

Has student filed Graduation Application?

Check out SHADEGR under graduation information and review information under Holds

(SOAHOLD in BANNER 9).

Graduation review? Graduation Office is now putting graduation notes/holds on student’s record

that identifies any areas of concern. For example: if the student lacks their minor sheet the hold

comment will indicate minor sheet missing. These comments may be viewed by students and

advisors on GoldLink under HOLDS. Graduation holds do not prevent registration.

What all potential graduates (and advisors) should know:

http://www.etsu.edu/reg/graduation/obligations.aspx

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

See the Graduation Office website for additional information:

http://www.etsu.edu/reg/graduation/exitexams.aspx

International Students Engl 1006/1007 and 1008/1009 International students whose first language is not English, must enroll in ENGL1010-L90

And then in ENGL1020-L91.

Orientation

http://www.etsu.edu/students/nsfp/orientation/freshman.php ETSU requires new students who live within a 250 mile radius to attend a new student orientation.

All new students are also required to complete LAUNCH – ETSU’s Online Orientation Program

before they can register for orientation.

At orientation, students will attend a choice of topic sessions; attend a College Session presented

by Dean or Designee of each college, see and advisor and register for classes. All new students

MUST go to Check-Out after registering for classes.

Departmental Chairs will inform faculty advisors what days they will be advising during the

summer. Advisors will receive weekly email updates of the students who have registered for the

next orientation. Please review the academic records of your students and prepare for orientation.

Many departments pre-advise local students until they can spend additional time with each student.

Pre-advised students should have a Registration Worksheet which they must bring to orientation.

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

22

The day before each orientation, Suzy Hooven will email an Orientation Advisor Packet with all

the details to each advisor who is working. It is very important that you do not change locations.

We must be able to locate students in cases of emergency or if we need to deliver a lost student to

you. Note: please try to make orientation a positive experience for your new students. Some

colleges/departments use pre-advisement, group advisement, peer advisors, and have several

advisors available each orientation to improve the advisement and registration experience. If you

need help brainstorming solutions to orientation advisement problems, please contact Teresa

Williams, Director of University Advisement.

Secondary Education and Education Minor --- Is the student planning on teaching secondary

education? These students must see an advisor in their major and also an advisor in the College

of Education for Tennessee Licensure Requirements (Joel Tramel, Mary Andrews or Wendy

Sutherland 439-7626, 320 Warf Pickel). Students who have chosen an education MINOR

should contact College of Education advisor (first semester at ETSU) to create an education

file and learn the licensure and Praxis requirements.

Advisement Meeting Recommendations

o Don’t forget to release Advisement Hold

o Keep good advisement records.

Enter advisement notes in Degree Works

Enter outreach, campaigns and retention notes in EAB Campus

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

o Collect student’s current cell phone and email address for future contacts. Students should update

contact information on GoldLink Banner under personal tab.

o Review Degree Works audit with student

Discuss and create plans

Have student declare concentrations or minors asap

Enter substitutions when course is complete

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

23

Talk with students about selective admissions majors

o Give student your contact information on business card

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

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

Things advisor should discuss with students during advisement session:

1. On-line catalog - https://www.etsu.edu/reg/catalog/undergraduate.php

2. Reference Degree Works

General education requirements

General education requirements specific to your department

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

Major Requirements

Minor Requirements (if applicable)

Concentration Requirements (if applicable)

Degree Requirements (if applicable, BA, BS)

ETSU Degree & Graduation Requirements

Admissions procedure for programs such as Nursing, Radiologic Sciences, Teachers

Education, etc.

Licensure Requirements (if applicable)

o Students seeking licensure in secondary education (education minor) should see

advisor in Clemmer College their first semester at ETSU

o Praxis requirements

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

24

General Information Student May Need to Know

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

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

o Student MUST pay fees or have financial aid in place by 6:00 pm the day on the fee payment

deadline. See academic calendar for dates (times) --- link on page titled: Fee Payment Deadlines

o Confirmation a MUST for students with financial aid (including scholarships). Students confirm

and accept financial aid in GoldLink Banner. Students who do not confirm may be purged.

o Advising Summary in GoldLink will indicate whether student is in danger of purge.

Students, who have decided not to attend ETSU, MUST drop all courses on GoldLink Banner

before the first day of class. Scholarships, financial aid, promissory notes, etc. often keep students

from being purged. Warn students to NEVER assume they will be purged.

o Repeating a course:

the last attempted grade counts (better or worse)

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

gpa and hours on transcript

Third and subsequent attempts are averaged in gpa.

o Students may withdraw from ALL classes anytime during the semester up until two days

before the end of the semester (excludes exam week) by contacting the Office of the Registrar. Withdrawing will adversely affect financial aid and the Lottery Scholarship. Students should

confer with Financial Aid before withdrawing.

o International Students – have special limitations and requirements regarding online courses in

regards to Visa status. Students should check with International Programs for specifics.

International Students may only take ONE online course each semester.

o Overloads: The academic advisor and the dean of the student’s college/school must approve

registration for an overload. Following completion of 45 semester hours, students with a

cumulative 3.0 GPA may be approved for a load up to 21 semester hours by Academic Advisor and

Dean or Designee of their major.

Over 21 hours, approval thru Academic Affairs Designee: Teresa Williams 439-6940 or

williata@etsu.edu.

Undergraduate Student Advisement

http://www.etsu.edu/advisement

Revised Aug. 2018

25

Resources

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

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

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

Academic Advisement Council – meets the 4th Tuesday of most months from 2:30 – 4:00 p.m. in the

Culp Center. Provides a forum for distributing and receiving information relative to undergraduate

advisement. Meeting open to faculty, staff, and graduate assistants. If you would like to be added to

the email distribution list for advisement information, please email Suzy Hooven at Hooven@etsu.edu.

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

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

Learning Support and Undeclared

University Advisement Center – 355 Sherrod Library or 439-5244 for questions.

Online resources you should bookmark:

Online Catalogs http://www.etsu.edu/reg/catalog/

Academic Calendar : http://www.etsu.edu/etsu/academicdates.asp

CSCI 1100 / Proficiency Exam http://www.etsu.edu/uit

Registration Guide http://www.etsu.edu/reg/registration/resources.aspx

How to access your ETSU email from any computer: http://mail.etsu.edu/

Banner online tutorials for course building, entering grades, attendance etc.:

http://www.etsu.edu/reg/bannertutorials.aspx

Banner Advisor Tutorials: http://www.etsu.edu/advisement/advisors/bannerhandouts.php

IT Helpdesk “How To” ---- http://www.etsu.edu/oit/helpdesk/

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

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

Registrar’s Webpage:

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

Banner Tutorials: how to enter grades, how to enter attendance, how to change grades using GoldLink, how to

change major using GoldLink, etc.

Graduation

Veterans Office

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