AAM 600 Appendices
601 Definitions/Terms related
to Academic Advising.
ACADEMIC ADVISOR: An
individual who assists students in developing programs of study,
assessing educational goals, and understanding rules, procedures,
and curriculum requirements. Refer to 103.
ACADEMIC RENEWAL: A
means by which any student who has had a break in attendance of
5 years or more, may, upon petition, have the former ASU record
treated as transfer credits. Refer to 311.
ACT: American
College Test, required of all entering freshmen, or its counterpart,
SAT, for admission to ASU.
CREDENTIALS EVALUATOR:
An individual who evaluates academic credentials of students for
a specific curriculum. Refer to 103.
CUM LAUDE: Term
used to describe graduating with honors.
DEGREE AUDIT REPORTING SYSTEM
(DARS): An Online reporting
system that outlines degree requirements for students. Refer to
315.
DEGREE WAIVER: A
petition filed by the student for a variance in the degree requirements
of the College in which the student is enrolled.
DROP/ADD: Term
used to describe the registration period when students can drop
and add classes. Refer to 315.
FACULTY ADVISOR: Faculty
who provide academic advising to students in a specific department
or college. Refer to 103.3.
GENERAL STUDIES: Course
requirements, which all students must complete prior to graduation,
designed to provide a general education.
GOOD STANDING:
Term used to describe degree-seeking students who meet the minimum
cumulative grade point average standard in their academic program.
Refer to 308.
LOWER DIVISION: Courses
numbered 100 to 299 are designed primarily for freshmen and sophomores.
MAGNA CUM LAUDE: Term
used to describe graduating with great praise, the second highest
honors.
MAJOR: Students
select a primary area of study in which they will complete more
courses.
MEDICAL WITHDRAWAL:
MINOR: Students
select a secondary area of study in which they will complete approximately
15 to 18 hours of credit.
OMNIBUS COURSE: Course
taught under a general omnibus course number.
PEER ADVISOR: A
student advisor.
PREREQUISITE: A
course that must be completed prior to enrolling in the next level
of course(s).
PROBATION: Term
used to describe students who do not maintain the minimum grade
point average standard. Refer to 308.1.
PROGRAM OF STUDY: A
form used by any student prior to reaching 87 hours to indicate
to Undergraduate Graduation Office the remaining required courses
necessary to complete a degree. The hour requirement is 81 hours
at ASU West. DARS is replacing this form. Refer to 308.4.
READMISSION:
Process by which a student who has been away from ASU can be
readmitted to the University.
REINSTATEMENT: Process
by which a student who is disqualified appeals for reinstatement
to the University. Refer to 309 and 315.
SAT: Scholastic
Aptitude Test, required of all entering freshmen, or its counterpart,
ACT, for admission purposes.
STANDARDS AND APPEALS PETITION:
Term used to describe
process by which student asks a college's Standards Board to review
requests for an exception to a policy.
SUMMA CUM LAUDE: Term
used to describe graduating with the highest honors.
TOEFL: Test
of English as a Foreign Language, required of all International
students from non-english speaking countries.
UPPER DIVISION: Courses
numbered 300 to 499, designed for juniors and seniors.
602 SIS Screen Instructions
This section, formerly a part of
The Practical Advising Guide created by Paula Hansen for
the University Academic Advising Center (now the CAS), has been
included with permission from (and thanks to) Paula.
In order to familiarize you with
the many advising screens, the best thing to do may be to go through
a series of three practical successions of advising screens.
These successions of screens have been chosen to reflect as closely
as possible actual advising sessions. The first in the series,
and the most frequently used, will cover the succession between
the RG54c and the MACS system (and back again). The second in
the series will demonstrate how to access the MACS system directly.
The third in the series will cover the accessing of the Admissions
system screens (AD01), and cover a practical succession of these
screens, including, the AD04, AD45 (or 40), and AD20.
You may also want to refer to 204.2,
an Advisors List of Helpful SIS Screens.
602.1 SERIES #1 - (RG54c to
MACS to RG54c)
This is perhaps the most commonly
used succession of screens. The most useful application for this
series will be when you are advising continuing students. The
RG54c will give you the unofficial transcript reflecting the student's
ASU coursework. The MACS system will give you admissions information
and will allow you to clear the student for registration. (Note:
it may be helpful to look at the Example Screens section that
follows this section on Screen Names and Numbers.)
1) To access the RG54c screen
- This screen will list
courses taken at ASU and will list the student's current schedule.
In addition to courses taken, this screen will give you the student's
current GPA and it will indicate whether the student is currently
on probation.
In order to access the MACS
system from the RG54c, you must scroll to the end of the
student's unofficial transcript until you reach an options menu.
You scroll by hitting "enter." So, just hit "enter"
until you reach the options menu. The options menu will have
three options: GS, MACS, & V30. We will want to go into the
MACS system.
2) To access the MACS (Mandatory
Advising Computer System) system - these
screens will give you admissions information on the student and
will allow you to update the student's record. From the RG54c
screen, after you have scrolled to the end and found the options
menu:
You will now be in the MACS system
and the "Mandatory Advising Main Menu" will be on the
screen. From here it will be necessary to select which set of
screens in the MACS system you want to access from this Mandatory
Advising Main Menu. We will want to select the "Advisor
Menu."
The "Advisor Menu" screen
will give us a variety of options of advising screens. In this
example, we will select the "Student Admissions Profile."
(RGMA012) which is the screen that will give us admissions information
on the student.
From this Student Admissions Profile
screen (RGMA012) we can move to any of the other screens by selecting
from the menu at the bottom of that screen and by hitting the
appropriate command. In this example, we will select the "Sign-off"
screen (RGMA014).
The "Sign-off" screen (RGMA014)
is the screen that you access to update the student's record.
It is necessary on this screen to indicate the semester you want
to update. The cursor will be blinking near the bottom of the
screen, next to the work "SEM:" You will type in the
year and term (e.g. 951 = Spring semester of 1995).
From the "Sign-off" screen
(RGMA014) you will be able to determine if the student has been
advised for the semester you have chosen. The cursor, at this
time will be blinking at the bottom of the screen, beside the
word "ACTION:" and the letters "INQ." In
order to update the student record you will want to change the
letters "INQ" to "MOD" (inquiry to modify).
The cursor will go up toward the
top of the screen, next to the word "ADVISED:" You will
need to enter the letter "y" or the word "yes"
to reflect that the student has been advised.
The cursor will then go back down
toward the bottom of the screen beside the word "ACTION:"
and the letters "MOD," which must now be changed to
"UPD." (modify to update)
The cursor will go toward the middle
of the screen, to the area where you will enter in the student's
schedule. You will enter in a prefix, followed by a space, and
followed by the number of the course. Hit the "TAB"
key, three times and then enter the next course, etc. (For Example:
REL + (space) + 100 + TAB + TAB + TAB + HUM + (space) + 110 +
TAB + TAB + TAB, etc.). When you have listed all of the student's
courses, hit enter.
The cursor will go back toward the
bottom of the page, next to the letters "MOD," which
you will change again to "UPD."
From here you can access the "Notes"
screen (RGMA016) if you want to write anything. Usually, we will
put information about the student's possible major or majors;
whether a student has a deficiency which you have advised him
or her about, and when and how the student intends to take care
of the deficiency; or if a student is taking a course which has
not been recommended and may not fit the major or majors for which
they have expressed interest, etc.
On this "Notes" screen
(RGMA016) it will be necessary, once again, to change the letters
"INQ" to "MOD" in order to type in the notes.
The cursor will go up toward the
middle of the screen where the notes can be typed in. As you
reach the end of the line you can use the "TAB" key
to tab down to the next line so you can continue typing. When
you have completed the note, hit enter.
The cursor will go again to the letters
"MOD," which you will change to "UPD."
3) Back to the RG54c screen -
if you need to go back
to the RG54c screen for any reason, it can be accessed very quickly.
(If you do not need to go back to this screen in your current
advising session, then you still have the option, at any time,
to go back to the RG54c screen to draw forth unofficial transcripts
for any of the students in subsequent advising sessions. Note:
If you are now working with another student, it will be necessary
to type in the new ASU identification number on the MACS system
before returning to the RG54c screen. From here you just go through
the same procedure as before. You go from the RG54c into the
MACS system and back again.)
In order to switch back to the RG54c
screen, you will need to move the cursor next to the word "ACTION:"
located at the bottom of the screen. The letters "INQ,"
"MOD," or "UPD" will be next to the word "ACTION."
You will need to replace either the "INQ," "MOD,"
or "UPD" with "RG54c."
602.2 SERIES #2 - (MACS SYSTEM)
A situation may arise where you need
to access the MACS system directly. For instance, if you have
student who has just been admitted to the University and has not
yet enrolled in or completed any coursework at ASU. Obviously,
in a situation like this you will not need the RG54c (ASU Unofficial
Transcript) screen at all. (You may, however, need the AD45 [Transfer
Transcript] screen. We will go through the succession of screens
necessary to access the AD45 in the next series, "Series
#3.")
You will now be in the MACS system
and the "Mandatory Advising Main Menu" will be on the
screen. From here it will be the same procedure that was used
in "Series #1," that is, it will be necessary to select
which set of screens in the MACS system you want to access from
this Mandatory Advising Main Menu. As in the previous series
we will want to select the "Advisor Menu."
The "Advisor Menu" screen
will give us a variety of options of advising screens. In this
example, as with the previous "Series #1" example, we
will select the "Student Admissions Profile," which
is the screen that will give us admissions information on the
student. (Note: If you do not need admissions information on
the student, but rather, need only to clear the student to register
for classes, then you can access the "Sign-off" screen
[RGMA014] by pressing ALT 3 [or the F3 command key] followed by
ALT 2 [or the F2 command key]. A rather empty "Sign-off"
screen will appear. You will need to enter the student I.D. and
the year and term code [e.g. 957 = Fall semester of 1995], and
then hit "enter.")
The Student Admissions Profile screen
(RGMA012) will appear without any information filled in. You
will need to enter the student I.D. and then hit "enter."
From this Student Admissions Profile screen we can move to any
of the other screens by selecting from the menu at the bottom
of that screen and by hitting the appropriate command. In this
example, as in the Series #1 example, we will select the "Sign-off"
screen (RGMA014). From this point forward the procedure is exactly
the same as the procedure used in the "Series #1" example.
The "Sign-off" screen (RGMA014)
is the screen that you access to update the student's record.
It is necessary on this screen to indicate the semester you want
to update. The cursor will be blinking near the bottom of the
screen, next to the word "SEM:" You will type in the
year and term (e.g. 951 = Spring semester of 1995).
From the "Sign-off" screen
(RGMA014) you will be able to determine if the student has been
advised for the semester you have chosen. The cursor, at this
time will be blinking at the bottom of the screen, beside the
word "ACTION:" and the letters "INQ." In
order to update the student record we will want to change the
letters "INQ" to "MOD" (inquiry to modify).
The cursor will go up toward the
top of the screen, next to the word "ADVISED." You
will need to enter the letter "y" or the word "yes"
to reflect that the student has been advised.
The cursor will then go back down
toward the bottom of the screen beside the word "ACTION:"
and the letters "MOD," which must now be changed to
"UPD" (modify to update).
The cursor will go toward the middle
of the screen, to the area where you will enter in the student's
schedule. You will enter in a prefix, followed by a space, and
followed by the number of the course. Hit the "TAB"
key, three times and then enter the next course, etc. (For Example:
REL + (space) + 100 + TAB + TAB + TAB + HUM + (space) + 110 +
TAB + TAB + TAB, etc.). When you have listed all of the student's
courses, hit enter.
The cursor will go back toward the
bottom of the page, next to the letters "MOD," which
you will change again to "UPD."
From here you can access the "Notes"
screen (RGMA016) if you want to write anything. Usually, we will
put information about the student's possible major or majors;
whether a student has a deficiency which you have advised him
or her about - and when and how the student intends to take care
of the deficiency; or whether a student is taking a course which
has not been recommended and may not fit the major or majors for
which they have expressed interest, etc.
On this "Notes" screen
(RGMA016) it will be necessary, once again, to change the letters,
"INQ" to "MOD" in order to type in the notes.
The cursor will go up toward the
middle of the screen where the notes can be typed in. As you
reach the end of the line you can use the "TAB" key
to tab down to the next line so you can continue typing. When
you have completed the note, hit enter.
The cursor will go again to the letters
"MOD," which you will change to "UPD."
If you wish to switch screens and
go to the RG54c screen, you can do so by typing in RG54c next
to the word "ACTION:" which is located toward the bottom
of the screen. If you wish to leave the MACS system altogether
you can do so by pressing ALT 12. This ALT 12 option is listed
among the options on the menu at the bottom of all of the MACS
screens. The ALT 12 option in the MACS system functions like
a "clear" key.
602.3 Series #3 - (AD04 to AD45
to AD04 to AD20)
In the normal gamut of your advising
duties you will encounter students who have transfer work for
which they will have received college credit. In order that we
advise in an informed manner, we must have access to the transfer
transcripts of the students. We can access the students' transfer
work through the SIS Admissions screens (AD01 series screens).
In addition to providing transfer information, these AD01 series
screens also have other admissions information (i.e. admission
status, competencies/deficiencies, high school information, and
ACT & SAT test scores), though it is not arranged as well
as the information the MACS series screens.
1) To access the Undergraduate
Admissions screen (AD04) type in:
The Undergraduate Admissions screen
(AD04) will appear. This screen has admission status information,
limited deficiency information, and immunization information.
(Note: We normally use the MACS system for admissions information.
The MACS system was actually created for advisors, not for admissions
personnel, and hence, it is much easier to read.) (FYI: the "MVAC"
located toward the center of the screen should have an "I"
next to it in order for the student to have met the immunization
requirement. If it is blank, the student has not met the requirement.)
2) To access the Transfer Transcript
screen (AD45):
To access transfer transcript information,
check the top right-hand corner of the Undergraduate Admissions
screen (AD04) for the phrase "INSTS EXIST" (institutions
exist). This phrase verifies that the student has some transfer
transcript information. In order to access that information,
we must first access a list of the institutions from the Undergraduate
Admissions Institutions (AD05) screen. The first step, then,
is to access this Undergraduate Admissions Institutions screen
(AD05) by entering the letter "b" next to the word "ACTION,"
which is located at the top right-hand corner of the screen.
After typing the letter "b," hit the tab key one time
to move the cursor next to the word "SCREEN." Type
the letters "in" next to the word "SCREEN"
and then hit enter.
The Undergraduate Admissions Institutions
screen (AD05) will appear. From here it will be necessary to
determine from which institution you want the transcript information.
In our example, we will assume that there is one community college
from which we want the transcript record. In order to access
this record we will want to enter the letter "b" next
to the word "ACTION" which is located at the top right-hand
corner of the screen. After typing the letter "b,"
hit the tab key one time to move the cursor next to the word "SCREEN."
Type the number "45" next to the word "SCREEN."
From here you must use the arrow keys to move the cursor next
to the number which is located next to the institution from which
you want the information. With the cursor in place next to the
number of the institution, hit ALT 9.
This will give you the transcript
for the institution you selected. If the transcript extends beyond
one page, you will need to press ALT 1 to scroll to the next page.
When you have finished you can either press your "clear"
button and start another project or you can go to another screen
in the Ad01 system. In this example, we will go back to the Undergraduate
Admissions screen (AD04).
3) To re-access the Undergraduate
Admissions screen (AD04):
To access the Undergraduate Admissions
screen (AD04), you will have to type the letter "b"
next to the word "ACTION" which will be located at the
top left corner of the screen. Hit the tab key one time and the
cursor will go to a point next to the phrase "NEXT: TASK."
Type in the number of the screen you want to access (04 = Undergraduate
Admissions, 20 = Deficiencies, 05 or IN = Undergraduate Admissions
Institution, etc.). In our example we will select the Undergraduate
Admissions screen (AD04). Next to the phrase "NEXT: TASK,"
then, we will type in the number "04."
4) To access the Deficiency/Competency
screen (AD20):
To access the Deficiency/Competency
screen (AD20), type in the letter "b" next to the word
"ACTION" which will be located at the top right corner
of the screen. Hit the tab key once time to move the cursor next
to the word "SCREEN." Type in the number "20"
next to the word "SCREEN," and hit enter.
The Deficiency/Competency screen
(AD20) will appear. This screen has very detailed deficiency/competency
information.
If you wish to re-access any of the
aforementioned screens in the SIS Admissions, just type in the
letter "b," hit the tab once, and type in the number
of the screen you want to access. If you wish to leave the SIS
Admissions system, hit the "clear" key. The "clear"
key is usually located on the "+" key at the far right-hand
side of the keyboard. The location of the "clear" key
varies, it will be necessary, then, for you to determine where
the "clear" key is located on your computer.
603 Academic Advisor Resources
603.1 Current list of academic
advisors
For a current list of academic advisors
please see the Academic Advising Directory at the end of section
800, Current Semister, or access it on the Web at (http://www.asu.edu/duas/cas/direct.htm).
603.2 ASU Catalogs
General and graduate catalogs for
Main and the catalog for West are available for purchase in the
ASU Main and West bookstores for $4.00. Students receive
catalogs or a coupon for a catalog in the mail upon admission
to the University. The ASU Main General Catalog,
Graduate Catalog and the ASU West Catalog are annually. Catalogs
which are one of the best resources available for academic advisors
and for students should be readily accessible for daily usage.
An undergraduate student's graduation
requirements are determined by their "catalog year."
Students who maintain continuous enrollment at any public Arizona
community college or university may graduate according to the
requirements of the catalog in effect at the time of their initial
enrollment or according to the requirements of any single catalog
in effect during subsequent terms of continuous enrollment.
603.3 Academic Forms
=> Academic Record Change for
Prior Semester
=> Application for Academic
Renewal
=> Application for Admission
- Summer Only
=> Application for Correspondence
Study
=> Application for Equivalency
of First-Year Composition Requirements
=> Application for Undergraduate
Admission Non-Degree
=> Application for Reinstatement
=> Application for Undergraduate
Admission, Main
=> Application for Undergraduate
Admission, West
=> Authorization for Change
of Grade
=> Degree/Major Campus Change
Request
=> Domicile Affidavit
=> International Admission
Application Graduate
=> International Admission
Application Undergraduate
=> Minor Verification
* Architecture - Urban Planning
* Architecture - Environmental
Resources
* Arts and Sciences - Anthropology
- West
* Arts and Sciences - English
- West
* Arts and Sciences - History
- West
* Arts and Sciences - Interd.
Arts & Perf. - West
* Arts and Sciences - Life Sciences
- West
* Arts and Sciences - Political
Science - West
* Arts and Sciences - Psychology
- West
* Arts and Sciences - Sociology
- West
* Arts and Sciences - Spanish
- West
* Business
* Collaborative Programs - Women's
Studies - West
* Communication - Main
* Human Services - Communication
Studies - West
* Fine Arts - Dance
* Fine Arts - Music
* Fine Arts - Theatre
* Geronotology
* Liberal Arts - Anthropology
- Main
* Liberal Arts - Astronomy
* Liberal Arts - Chemistry and
Biochemistry
* Liberal Arts - Chinese
* Liberal Arts - Economics (General)
* Liberal Arts - Economics (Law
Career)
* Liberal Arts - English - Main
* Liberal Arts - Exercise Science
and Physical Ed.
* Liberal Arts - Family Resources
and Human Dev.
* Liberal Arts - French
* Liberal Arts - Geology
* Liberal Arts - German
* Liberal Arts - History - West
* Liberal Arts - Humanities
* Liberal Arts - Italian
* Liberal Arts - Japanese
* Liberal Arts - Mathematics
* Liberal Arts - Microbiology
* Liberal Arts - Philosophy
* Liberal Arts - Physics
* Liberal Arts - Political Science
- Main
* Liberal Arts - Psychology -
Main
* Liberal Arts - Religious Studies
* Liberal Arts - Russian
* Liberal Arts - Sociology -
Main
* Liberal Arts - Spanish - Main
* Liberal Arts - Women's Studies
- Main
* Liberal Arts - Zoology
* Mass Communication
* Human Services - Pre-Law -
West
=> Non-Degree Graduate Application
=> Non-Degree Undergraduate
Application
=> Online Course Drop/Add
=> Petition for Adjustment of Program, College/School
or University Standards - West
=> Petition for Changes to
Student Athlete Plan of Study
=> Petition for Changes to
Undergraduate Program of Study
=> Petition for Overload
=> Registration Request
=> Request for Documented Medical
Withdrawal
=> Restricted Withdrawal Request
=> Student Athlete Plan of
Study
=> Undergraduate Application
for Readmission
=> Undergraduate Program of
Study
=> University Standards Petition
- Main
=> Unrestricted Withdrawal
Request
Other Important Forms
=> Application for Graduation
- Main and West
=> Change of Address
=> Change of Name
=> Free Application for Federal
Student Aid
=> Immunization Requirement
=> Request for Official Transcript
=> Schedule Billing Statement
603.4 Schedule of Classes
The ASU Main and ASU West Schedule of Classes are
published for fall, spring and summer enrollment. These schedules
contain important information about registration, fee payment,
course offerings, etc.
603.5 Arizona Higher Education
Course Equivalency Guide
The Course Equivalency Guide (CEG)
is published annually in July and contains information about the
transferability and equivalencies of courses from Arizona Western
College, Central Arizona College, Chandler/Gilbert Community College,
Cochise College, Coconino County Community College, Eastern Arizona
College, Estrella Mountain Community College Center, Gateway Community
College, Glendale Community College, Mesa Community College,
Mohave Community College, Navajo Community College, Northland
Pioneer College, Paradise Valley Community College, Phoenix College,
Pima Community College, Rio Salado Community College, Scottsdale
Community College, South Mountain Community College, and Yavapai
College to ASU Main, East and West. The CEG is
another critical tool for academic advisors and transfer students
to have readily available.
603.6 ASU Policy Manuals (see
tables of contents for each)
Note that ASU Policy Manuals are
on the Web. Updates will only be on the Web version.
=> Academic Affairs Policies
and Procedures Manual
=> Comptroller's Office Policies
and Procedures Manual => Purchasing and Business Services
Policies and Procedures Manual
=> Staff Personnel Policies
and Procedures Manual
=> Student Affairs Policies
and Procedures Manual
=> Student Information System
(SIS) Manual
STUDENT CODE OF CONDUCT: List of behavioral expectations required
by all students and administered by the office of Student Life.
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