CEHSP Student Affairs, 120 Bohannon Hall, 1207 Ordean Court, Duluth, MN 55812
Phone: (218) 726-7156; Fax: (218) 726-7073; Email: cehspsa@d.umn.edu
An active, collaborative process, based on conditions of personal and professional trust, in which advisors counsel, recommend, ask questions, and inform students as necessary in order for students to achieve academic goals, career goals, and personal growth.
This page is maintained by CEHSP Student Affairs to bring together the information required by faculty in their advising role described above. Coordination of advising activity adheres to an advising policy as approved by the CEHSP Advising Committee, Spring, 2001. This policy includes stated responsibilities for all parties involved in the advising process. Faculty should:
Advisees will be assigned in Student Affairs using procedures outlined in the CEHSP Advisor Assignment policy. You can find a list of your advisees in your ePortfolio account. You also have access to your Advisee UM Report ( a link in portfolio).
E-mail should be used to maintain regular contact with advisees at critical points in each term, as well as when you feel it appropriate to update your advisees on departmental or collegiate issues. E-mail aliases are created during the third week of each semester, and they are usually updated prior to the advising period each semester. As advisee changes are processed during the term, both the old and new advisors will be copied on the confirmation sent to the student from Student Affairs. If you are the "old" advisor, this will be your notice to forward the student folder to the new advisor.
The student folder is created for the student's first registration experience at UMD and goes to the student's first assigned advisor. If a student changes advisors, the folder is forwarded to the new advisor and should accumulate documentation of advising sessions throughout the student's academic career. When an advisor is assigned in Student Affairs, the e-mail confirmation of the change will request that the student folder be forwarded to the new advisor. If the student is transferring to another collegiate unit, a paper request from the new unit will ask that the folder be forwarded. In addition to documentation of advising sessions, the student folder may contain the following items:
Students who have 20 or more completed credits (including transfer and credit by exam) must have a 2.00 minimum GPA to be in good acdemic standing in CEHSP. Student who have attempted fewer than 20 credits must have a 1.80 minimum overall GPA to be in good academic standing. Students with a GPA below the minimum are placed on academic probation. Students on academic probation have one semester of attendance to attain the overall GPA required to avoid dismissal. Students should consider a lighter load or repeating "D" or "F" courses to improve the GPA.
Students on probation have a registration hold placed and are required to report mid-term grades to the Assistant Director of Student Affairs (Probation Coordination) to get the hold raised to register.
Students who fail to raise their GPA after the semester of initial probation are subject to dismissal. Consideration is given to significant improvement or circumstances outside the academic realm which effect performance. No student is dismissed before attempting 30 credits.
Students may process a transfer from one collegiate unit to another by filing a Change of Program (College) or Status form. There is a published deadline for change of college each semester. Forms are available at the Information Desk in Campus Center, or in any student affairs office.
At UMD, 15 percent of the graduating class can graduate with college honors. In CEHSP, the breakdown is as follows: the top three percent graduate summa cum laude; the next five percent magna cum laude; and the next seven percent cum laude. Implementation of this policy lags by one year. Minimum GPA levels for each of the honors is determined by the GPAs of graduates in the previous academic year.
Students who complete 12 graded (A-F) semester credits with a term GPA of 3.5 or higher are placed on the CEHSP Dean's List. A notation is written to the student's transcript following grades for the term. Except for students who have requested suppression of directory information, names are released to local newspapers (based on home address in the system) for publication. The Dean of CEHSP extends congratulations via e-mail.
There are three grade points averages of concern to students: the UMD GPA, the overall GPA, and the major GPA.
Service indicators are placed on student records for a number of reasons, and with a variety of consequences. Students can get information about any holds on their records by logging into the Registration system. As advisors, you have control over two holds:
Advisors should complete and sign a hold release form if you approve temporary release of a PR hold, or you are using the AMR and have seen the student. Forms are submitted to Student Affairs for processing.
An incomplete grade ("I") may be assigned by a faculty member when circumstances have prevented a student from completing specific requirements for the class. The faculty member may set a deadline for completion of the work If the "I" grade has not been changed to a regular grade within a year, it will automatically lapse to an "F" grade.
Students may file petition for exception to any university policy. The petition includes a precise statement of the action being requested, and documentation of the reason why the petition should be granted. Signatures appropriate to the petition must be secured before the form is submitted to Student Affairs. Petitions are scrutinized closely in Student Affairs before action is taken to verify that the circumstances provided by the student warrant an exception to policy. The final decision on petitions is made in the Office of the Registrar. Forms are available at the Campus Center Information Desk, or in the Student Affairs Office.
The most common policies that are petitioned deal with late registration. An alternate form (from Student Affairs) is used to petition to add a class after the end of the second week of the term.
A Change of Major / Minor form is used by students to make changes to academic plan data within CEHSP. It is important that students file this form to ensure accuracy in system output (e.g., advisee lists, counts of majors and other enrollment management activity). You can help by handing this form to your advisees as you discuss with them change of majors, additions of minors, etc. Contact Student Affairs for a supply of forms to have in your office.
With the exception of the Psychology major, simple program declaration in Student Affairs will only allow students to declare the pre-major. A change to a major is done only with department approval and an indication of acceptance comes to Student Affairs from the department. Coding as a major in PeopleSoft implies acceptance to upper division courses and/or admission to the teacher education program.
The APAS (Academic Progress Audit System) tracks the student's progress in completing all requirements for the degree program. The APAS is used to clear degrees for posting; thus it is critical that any substitutions and/or waivers that are approved for the student be entered to the APAS system. Use the Changes/Exceptions to the APAS form request modification to a student's individual APAS.
Students must complete the form and attach relevant documentation such as course descriptions and/or syllabi. Forms with completed signatures are submitted to CEHSP Student Affairs for any student housed in this unit. In addition to the advisor signature, the following department approval signatures are required:
Requests for exceptions in liberal education will be sent to the Associate Registrar for review and recommendation, and then to Academic Affairs for approval and processing. Requests for exceptions in majors and minors will be processed in CEHSP Student Affairs.
Students may repeat courses in which they have a grade below C-. Department approval is required for a student to complete a course with a grade of C- or higher. Forms (available at Campus Center Information Desk) should be filed as soon as the student registers to repeat the class. At the end of the term of the repeat, the attempted credits and grade points for the first attempt are removed from the GPA calculation and replaced with the credits and grade points from the second attempt.
Repeating a course at UMD that was originally taken at another institution, or repeating a course at another institution that was originally taken at UMD will effect the overall and major GPAs on the APAS, but not the UMD GPA.
University policy prevents student withdrawal from class after the end of the eighth week of the semester. Students who wish to withdraw after the eighth week must do so by petition, and must be doing satisfactory work in the class. Petitions is granted for extenuating circumstances only.
Program worksheets are designed to assist the student with program planning, and to provide a manual checklist of course requirements for each program. They are particularly helpful in the student's first registrations. The worksheets will be updated each summer, after curricular revisions and prior to the beginning of the fall semester.
There are 170+ student group codes. Codes will carry a description on the Profile and should be self–explanatory. Below are a few of particular interest to academic advisors.
| ACHC | Supportive Services Program. The first 30 CEHSP students admitted each term in this group are assigned to SSP staff for advising in the first year. Any additional over 30 are assigned to CEHSP faculty. |
|---|---|
| PSEO | Post Secondary Education Option. Indicates the student has been enrolled in post–secondary coursework as a high school student. There should be an Evaluation of Transfer document in the student's folder. |
| PRAA | Associate of Arts completed. Students with an AA degree from a MNSCU campus have automatically fulfilled Lib Ed requirements. |
| MNTC | Minnesota Transfer Curriculum. Lib Ed completed. |
| ATHL | Athlete. Athletes must be enrolled full–time (12 credits or more) to be eligible to participate. |
The remaining codes refer to missing high school course preparation requirements. If the student has not completed the requirement through UMD coursework before the completion of 60 semester hours, a registration hold will be placed on the student's record. The advisor can recommend a temporary release of the hold, but only when the student agrees to enroll in the appropriate work that will complete the requirements.
| BIOL | Missing up to 1 year biological science (course prep req) |
|---|---|
| ENG1 | Missing up to 1 year English (course prep req) |
| ENG2 | Missing up to 2 years English (course prep req) |
| ENG3 | Missing up to 3 years English (course prep req) |
| 3NG4 | Missing up to 4 years English (course prep req) |
| GEOM | Missing geometry (course prep req) |
| ELAL | Missing beginning algebra (course prep req) |
| IMAL | Missing intermediate algebra (course prep req) |
| LAN1 | Missing 1 year 2nd language (course prep req) – must take 2nd semester of language ex: span 1102 |
| LAN2 | Missing 2 years 2nd language (course prep req) – must take 1 full year of a language |
| PHYS | Missing up to 1 year physical science (course prep req) |
| SCI1 | Missing up to 1 year science (course prep req) |
| SOS1 | Missing up to 1 year social studies (course prep req) |
| SOS2 | Missing up to 2 years social studies (course prep req) |
| USHS | Missing U. S. History |
Staff in the CEHSP Student Affairs Office are well versed in College and University policy, and know who other campus "experts" are; pick up the phone and call if that's easiest for you. Keep your campus directory close at hand, and bookmark the department directory for quick access to on-line contacts, phone numbers, etc. The majority of academic program and registration information can be found at the Registrar's Office web page.
Advisors also need to be aware of resources on campus that can provide needed assistance to students with special problems and or circumstances. The advisor needs to recognize when he/she lacks the competence to assist, and be ready to refer students to other resources. Referral to another person on campus is not always easy; explain to the student why you feel it is desirable or necessary to refer, and help the student understand the benefit of your proposed contact. Get the student ready for the appontment by helping to formulate questions to ask or approaches to take, and assist in making the appontment.
Below are links to contact information for a number of resources available to our students.