Advising Calendar
  Advising Topics Timing
FALL  New Student Orientation (for some advisors)  During orientation (late August or early September) 
Course registration  During the two weeks prior to registration opening, so typically late October
Junior Degree Checks  Submissions begin mid-October and finish late November
Senior Degree Applications  Submit during course registration advising in first semester of senior year (if Spring graduate, submit in Fall)
AUP Study Abroad  One year in advance of departure (contact ACE Center) 
Summer courses  During course registration advising period for Spring
Internships  Internships may begin at any time, so it's good to discuss this during course registration advising 
SPRING  New Student Orientation (for some advisors)  During orientation (early January) 
Course registration  During the two weeks prior to registration opening, so typically early March
Junior Degree Checks  Submissions begin March and finish late April 
Senior Degree Applications  Submit during course registration advising in first semester of senior year (if Fall grad, submit in Spring)
AUP Study Abroad  One year in advance of departure (contact ACE Center) 
Summer courses  During course registration advising period
Internships  Internships may begin at any time, so it's good to discuss this during course registration advising
Course Registration Advising in Three Steps

Before, During and After an Advising Meeting 

Step 1) BEFORE: Prepare your meetings via the Faculty Portal  

(See Advisee Information on the Faculty Portal

  • Contact your advisees to set up advising appointments (for a quick way to reach all of your advisees, see Contacting Advisees
  • Consult the following information on your advisee list:
    • Student transcripts
    • Declared catalog year. If blank, it is imperative to discuss this with your advisee and for them to declare this via their student portal (on the same page as the major declaration). 
    • Students’ holds: Does my advisee have a hold on their account? Holds can prevent them from registering for classes. Holds can be: 
      • Academic (student needs to contact the Office of the Registrar),  
      • Business (student needs to contact Student Accounting Services), 
      • Housing (student needs to get in touch with the Housing Office), 
      • Student Development (student needs to contact the Office of Student Development). 
    • Students’ current semester schedule
    • Students’ grade reports
    • Major/minor declarations 
    • Is my advisee going to be here next semester? A student may wish to take a Leave of Absence from AUP for either one semester or a full academic year and then return to AUP to complete their degree. Students who take a Leave of Absence will be reassigned to a new academic advisor upon their return. 
    • Graduation term that the Office of the Registrar has on file (only appears if degree application has been submitted) 
  • Transcript information to review 
  • FERPA: Faculty and advisors must abide by FERPA policies. To find out more about AUP and the FERPA privacy policy, see FERPA or consult our website.  
  • Online resources: 

 

Step 2) DURING: Essential steps to abide by during the meeting

  • Pull up advisee’s degree worksheet, which should be complete reflecting their degree progression up to the present semester.  
  • Plan for future semesters: 
    • First, talk to your advisee about their plans. 
      • Confirm their declared major(s) and minor(s). Discussing post-graduation plans is useful to help students confirm their major and minor. Students who wish to change their major can be directed to ACE. 
      • Confirm academic catalog year (see Declaring Academic Catalogue Year). Students who declared a catalog year of 2020 but chose not to complete the Experiential Learning and/or Digital Literacy and Communication requirements should submit an online waiver request to the Office of the Registrar before they reach 80 credits (end of junior year). Transfer students who entered AUP in Fall 2020 or Spring 2021 with 50 transferred credits or more are also eligible for this policy (see GLACC Waiver Rules
      • GPS Program? Ask whether your advisee is a GPS student. This information is now part of the student’s record: cf. Faculty Portal/My Students/GPS? Column. If the student is interested, let them know that there are weekly GPS info sessions. The schedule is available via AUP Engage. If they wish to join, all they need to do is request to join via Engage.  
      • Courses? Plot courses all the way through to graduation (for every future semester). This is hypothetical, because we can’t know future course offerings, however it’s important to ensure critical paths are followed (if applicable). 
      • Study Abroad? (See Study Abroad
      • Internship
      • External Language courses? (See External Language Courses
      • Experiential Learning? If following GLACC as of academic year 2020–21 (see Experiential Learning). 
      • Co-curricular? Ask what the student is doing outside of the classroom. Students (and faculty) can find a plethora of information on AUP Engage
    • Second: Plot out all future semesters (including the semester the student is registering for) on the degree worksheet (see Academic Policies). If this has already been done, future semesters should be reviewed again and checked to make sure that the plan is still feasible (i.e., courses may be discontinued, student’s plans may have changed regarding a study abroad experience, internship, etc.).  
      • All outstanding degree requirements should have a planned semester. If a requirement is a select number of courses from a list of courses, the exact course(s) the student is planning on taking from that list should be indicated. 
      • If studying abroad: which degree requirements will be taken abroad? 
      • If doing an internship: is an internship one of the major requirements? If not, would the student want to apply for it to count towards the EL requirement? Or just open elective credits? 
      • EL requirement (if applicable): how is the student planning on fulfilling the requirement? (See Experiential Learning.) 
      • Course substitutions: if your advisee mentions that they wish to substitute one course for another to fulfill a degree requirement and you agree with the substitution, note on the degree worksheet (next to the requirement) that the student is planning on submitting a course substitution petition
    • Third: Based on the updated degree worksheet, consult the course catalog with your advisee to cross-check next semester’s course selection against the course offering and schedule (see Browsing the AUP Course Catalog and Course Registration Worksheet). Update degree worksheet as needed. 
      • Make sure alternate courses are chosen in case any of the selected courses are full when advisee’s registration period opens. 
    • Fourth: Unblock your advisee for registration (see Unblocking Advisees).
    • Finally: Establish a to-do list with your advisee to help them remember any administrative tasks they may need to perform (other than registering for the courses you’ve both selected): 
      • External Course Pre-Approval form for any external courses that are planned (either during a summer term, a Leave of Absence, or during a study abroad experience).
      • Course substitution petitions for any request to substitute one class (either at AUP or an outside institution) for another AUP course in order to fulfill a degree requirement (major, minor, or core curriculum). 
      • Course waivers allow students to request to have a course requirement waived. If approved, the petition has no bearing on the student’s overall credit requirement. 
      • Petition for an Exception to an Academic Policy – only used in truly extraordinary and extenuating circumstances (primarily for documented medical reasons). 
      • Student Status – Students registered in fewer than 12 credits per semester, including courses audited, are considered part-time students. Full-time students (12-18 credits/semester) may audit one course per semester in Spring and Fall. See Student Status policy for more information. 
      • Course Overload – Students with a minimum cumulative GPA of 2.8 earned at the University who wish to add a fifth class (a semester credit load greater than 18 credits) can submit a Credit Overload Petition through the end of Drop/Add week. Requests will be approved or denied on the second day of Drop/Add week for all students except for last-semester degree candidates. The approval process for last-semester degree candidates will take place during Grace Days. 

Step 3) AFTER: Troubleshooting  

  • Course is full: 
    • Advise to enroll in alternate course. Student can check portal again during Drop/Add and Grace Days to see if a seat has opened. 
    • If course is needed for advisee to remain on track in their course sequencing (i.e., course is a prerequisite for upper-level required courses and not taking that course in the given semester will cause your advisee to fall behind), submit Enroll in Full Course Petition. This is only for juniors/seniors at risk of compromising their critical course sequence. This form cannot be submitted or accessed by the students themselves. 
  • Course is canceled: 
    • Using the degree worksheet as a guide and the course offering, work with your advisee to find a replacement course.
  • Does you student have an advising question or need to contact the ACE Center
Advisee Information on the Faculty Portal
  • Student Transcripts  

 

  • Student Schedules  

 

  • Student Grade Reports

How to Read a Student’s Transcript (Placement Results)