The campaigns feature in Navigate has something called Nudges. This “nudge”  is an email reminder that will go to your advisees who have not yet scheduled all appointments. During my time in CCFA, I would set my appointment limit 3 in order to allow for no shows and cancellations. This is not the best practice.

Instead, if a student is marked as No Show or Cancels an appointment, they will be allowed to reschedule using the campaign link. There is no need to allow for 3 appointments to account for no shows/cancellations.

I believe the nudges will continue to go to all students who have not scheduled all appointments. So if you leave the campaign for 3 appointments, those who have only scheduled 1 or 2 appointments would still get the nudges.

Only allow for 1 campaign appointment and just be sure students who don’t show up are marked as No Show or their appointment is marked as Cancelled if they let you know in advance that they won’t be attending.

Center for Academic Retention and Enrichment Services, CARES Recap

History

Students who are on probation or returning from suspension are strongly encouraged to meet with a CARES representative. In the past, this office had a negative stigma as a place where students are sent when they are in trouble.

Rebranding

The CARES office is rebranding itself to be a safety net for students a risk. They want to help students be successful. Please encourage your students who are on probation or returning from suspension to work with them.

Academic Status

There are four academic statuses.

1. Warning
2. Probation
3. Suspension
4. Good Standing

Student on probation or (returning from ) suspension are encourage to meet with a CARES represnt

Mission

CARES has a three-fold mission:

1. Increase retention and graduation rates
2. Maximize ACAD success components by connecting students to resources
3. Help students identify and overcome personal challenges through intrusive advising

Meeting with CARES

Students meet with a CARES representative bi-weekly. The meetings cover a variety of topics such as academic accountability, notetaking, time management and other study skills.

Two GPAs determine a student’s standing, Term and Overall. If either GPA falls below 2.0, it will shift the academic standing. If a student has a low GPA, it may take several semesters to raise it to a 2.0. The academic status each term for this student would be Probation if the GPA is improving but still under 2.0. The term we use in the office is COP, Continuing on Probation.

Suspension

When you see this term on the transcript or UMDegree it means “Returning from” Suspension. The first-time suspension occurs, the student must sit out for one term, the second time, the student is out for one year, the third time, the CARES committee will review the file and make a decision if the student can be readmitted or not. This is a case-by-case basis. Every student has the option to appeal their suspension.

SAP, Satisfactory Progress Appeal

This is a financial aid process. Students violate the terms of SAP if they receive the following grades:

W – Withdrawals

I – Incompletes

F – F grades

Students have three SAP appeals before they are no longer eligible for financial aid.

ACAD 2200, Probation First Time

Student with the academic status of Probation First Time or P1 are required to complete the online, zero credit, self-paced ACAD 2200 course. There are six modules which focus on skills necessary to be successful in college. The P1 academic status is the step between warning and suspension.  All P1s are encouraged to attend coaching sessions.  Students with earned hours 0-59 and on Academic Warning will see Dr. Meghan Pfeiffer in Academic Coaching for Excellence (ACE). Student with 60 or more earned hours will see Ms. Cathy Horton in CARES.

Notes

The CARES office puts notes in Navigate.

Early Alerts

If you as the advisor have address the early alert with your student and it has been resolved, you are welcome to close the case.

All advisors are required to use UMDegree for academic advising. If you are not sure how to read it, this manual is for you. It gives an explanation of each of the fields so that you can better explain them to your students and better determine the course schedule for the next semester.

Remember to always include notes like the list of classes the student will take next semester or any substitutions. The dean’s office will enter any substitutions in UMDegree but a note from the advisor should be listed first.

UMdegree_introduction

Effective and Efficient Advising

This is the video presentation.

Effective and Efficient Advising

This is a wonderful presentation by Assistant Professor Ebony Dawkins-Meeks about effective and efficient advising. She uses a three prong approach to guide students in the decision process of which classes to choose and which are most beneficial to their life plan.

As a new advisor you will need access to various parts of the system. Below are a few forms that you will need.

Banner Access form, https://www.memphis.edu/registrar/pdf-docs/forms/access-17.pdf – You and your chair will sign them form. It then needs to be sent to the office of the Registrar for processing. Currently Holliday Ridge is processing the forms.  You will need the following list of class codes to ensure you have proper access: 1, 2, 3, 6, 7,8, 10,11, 12

Once you get Banner access, you will then get an Advisor tab in your Memphis and you will have access to Navigate and UMDegree.

Video on how to use Banner: https://www.youtube.com/watch?v=IqBJqnqgaUU

How to Clear a Student in Banner –

How to assigned yourself as advisor –

New Post – Which systems to use

UMDegree – advising, which classes to take, notes specific to graduation, substitutions, transfer credit, study abroad

Navigate – Current student academic health, how is the student performing in the current semester? Alerts, progress in classes, see a list of email communication, schedule an appointment with the student

New post – Important Contacts

Mary Ewart – for issues with TN ecampus courses i.e., student cannot get in contact with the professor. mewart@memphis.edu

Dean’s office  – Rika Hudson, Director of Student Services x3374

Below are the pre-appointment emails advisors can send.  There is a sample for phone, Zoom, and in person.  There is also a more in-depth version for new students, like new transfers.

PHONE

U00000000

Hello,

Attached is your (ex. ENGL) major requirements sheet, which I’ll review with you during our phone appointment tomorrow, but please take a look ahead of time.

Also attached is a table showing the tentative English course offerings over the next few semesters.  If a box is gray, then the class is NOT offered in that particular semester. The table is divided by concentration with Literature classes on page one, and courses from the other concentrations on page two. The table also shows which classes will have WEB (online) sections, or Honors sections.

Please be sure to have access to a computer (or other device) so you can view your UofM account during the appointment.

Talk to you soon!

Best,

Advisor

(include email signature with appointment link)

ZOOM

U00000000

Hello,

Attached is your (ex. ENGL) major requirements sheet, which I’ll review with you during our Zoom appointment tomorrow, but please take a look ahead of time.

Also attached is a table showing the tentative English course offerings over the next few semesters.  If a box is gray, then the class is NOT offered in that particular semester. The table is divided by concentration with Literature classes on page one, and courses from the other concentrations on page two. The table also shows which classes will have WEB (online) sections, or Honors sections.

Talk to you soon!

Best,

Advisor

(include email signature with appointment link)

IN PERSON

U00000000

Hello,

Attached is your ENGL major requirements sheet, which I’ll review with you during our in-person appointment tomorrow in Patterson Hall, room 471, but please take a look ahead of time.

Also attached is a table showing the tentative English course offerings over the next few semesters.  If a box is gray, then the class is NOT offered in that particular semester. The table is divided by concentration with Literature classes on page one, and courses from the other concentrations on page two. The table also shows which classes will have WEB (online) sections, or Honors sections.

See you soon!

Best,

Advisor

(include email signature with appointment link)

FIRST APPT (like for incoming transfer)

U00000000

Hello

Since this is our first time meeting, I’m going to cover a few things to be sure you’re aware of all of your remaining requirements.  In order for us to have a productive and informative advising meeting, please do the following BEFORE we speak:

• Familiarize yourself with UMdegree, a degree audit tool that keeps track of your degree requirements.  To access UMdegree, go to your MyMemphis portal at https://myuofm.memphis.edu, then click the “Student Pages” tab at the top. Select “My degree” from the drop down menu. On the next screen, left side, you’ll see the word/icon “UMdegree”, click on that. When UMdegree opens, click on “Worksheets” on the left side to refresh the information.
• Review the attached documents:
  • your requirements sheet for English with a concentration in ______.
  • a table showing the English course offerings in Fall (and the next few semesters).  If a box is gray, then the class is NOT offered in that particular semester. The table is divided by concentration with Literature classes on page one, and courses from the other concentrations on page two. The table also shows which classes will have WEB (online) sections.

Although a minor is not required, I recommend you do one because it will help you fulfill some of the hours needed to reach the 120 total hours required for the BA degree.  The list of minors is here, please take a look at your options.  If there’s a minor that you’re interested in, you could take a class for that in Fall. I only include the minor info if they have the hours to do one.

Please be sure to have access to a computer (or other device) so you can view your UofM account during the appointment.

Thanks, and I look forward to speaking with you!

Best,

Advisor

(include email signature with appointment link)