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Manual for First Year Advisors

Table of Contents Page

I. Introduction 1

II. Advisor Responsibilities 1

III. The Philosophy of Referrals 2

IV. Common Concerns: what you need to know; when and where to refer

A. Placement in Fundamentals Courses 2

B. Difficulty Adjusting to College 2

C. Dropping or Withdrawing from a Course 3

D. Issues Related to Changing Majors 3

E. Questions About Honors 4

F. Enquiries Concerning a Disability 5

G. Athletics 5

H. Financial Aid

I. First Year Advisors By Area of Expertise 6

V. Referral Guide 7

VI. Math requirement by major 9

VII. Special Situations

A. Grade appeal 10

B. Course Substitution 10

C. Pre-Requisite Waiver 10

Scenarios 11

VIII. Title IX and Clery Act Mandatory Reporting Responsibilities 12

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I. Introduction

Academic Advising at Philadelphia University instructs students in how to understand, appreciate, and

integrate the resources of the university to meet their individual and educational needs. Advisors teach

by providing information, example, and assistance to students who are charged with making sound

decisions consistent with their abilities and interests. Deliberate and intentional academic advising

guides students in setting goals, making responsible academic and career choices, collaborating with

others, and valuing the purpose of higher education in realizing their goals. Advising in the Academic

Success Center is for first-year students only. In their second year, students will be advised by faculty in

their major and college.

II. Advisor Responsibilities:

Know a little bit about everything in order to give a student relevant information before making

an appropriate referral

Effectively communicate the curriculum and graduations requirements

Regularly consult with the Director and Associate Director of the Academic Success Center

Effectively communicate college academic policies and procedures

Teach advisees the skills necessary to take responsibility for their academic progress

o Refer to appropriate resources for tutoring, Career Services, international and domestic

study away, internships, major changes, honors, transfer credit, etc., and confirm that the

student himself understands how to access these services

o Encourage and guide students to define and develop realistic goals. Verify that students

understand and appreciate the benefits of developing short and long-term goals

o Model and instruct advisees in the problem solving techniques necessary for assuming the

responsibility for planning their educational and career path

Monitor and accurately document advisees’ progress towards meeting academic goals

o Keep check-sheet up to date with courses: take action if roster does not match check-sheet

o Enter grades in check-sheet during first week of semester

o Keep comprehensive notes of interactions on blue sheets including Starfish flags and

outcomes

o Include all email in folder

o Assist advisees to select classes for spring, summer and Fall 2017

Verify that students know how to access non-academic resources: safety and security, athletics,

computer help desk, personal counseling, health issues, etc

Maintain confidentiality

Proactively reach out to students

Notify the advising coordinator within 48 hours when you are unable to make it for you

scheduled advising hours

Be available extra for hours during pre-registration

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Guide students as they make decisions about withdrawal from courses, leave of absence or

withdrawal from the university

III. The Philosophy of Referrals

It is extremely important for every advisor to be familiar with basic information about majors, academic

requirements, and administrative procedures. However, you are not expected to know everything, and

frequently it will be necessary to refer a student to another person or resource. As an advisor, you must

be familiar with these resources, and when to refer a student.

IV. Some common concerns, what you need to know, when and where to refer

A. Placement in Fundamentals Courses

ITXA-100: Placement will be reevaluated the first day. It will count as an elective. A

student placed in ITXA cannot take DBTU-114: Debating U.S. Issues. If students still has

questions, refer them to Kerry Boyles.

WRTG-100. Placement will be reevaluated the first day. Students get elective credit for

the class. If the student still has questions, refer to Katie Gindelsparger.

MATH-099: Placement will be reevaluated the first day. Students do not get graduation

credit for MATH-099. However, the grade does count in their GPA, and the credits do

count towards full time status and financial aid. If the student still has questions, refer

to Ellen Knapp.

Student must earn a C or higher in each fundamentals course in order to move to the

next class in the sequence

B. Difficulty adjusting to college

Acknowledge the magnitude of the transition from home/high school to away/college

If a student is overwhelmed by volume of work, having difficulty completing

assignments, doing poorly despite studying, or in any other way struggling academically

with adjusting to college, refer to Melissa Mullins (215-951- 6834) for time

management/study skills tutoring

If a student wants to withdraw during first 6 weeks, refer the student to the Director or

the Associate Director. If neither is there, send them an email about situation.

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Listen to student’s concerns, and try to go deeper. If appropriate, refer for personal

counseling: Counseling Services, 215-951-2868, (Suite 323 Kanbar, drop in hours 4-5 on

weekdays.)

If a student is having roommate problems, listen carefully and sympathetically. If the

situation is beyond your expertise, refer him/her to Dillon Epstein or Christina Moran, co-

directors of Residential Life & Judicial Affairs, 215-951-2542

Whether or not the situation calls for a referral, make a plan together with the student

about coping with the situation.

Identify a time frame for student to follow up with you, and contact the student if

he/she does not.

C. Dropping or withdrawing from a course

Students may add a course until Tuesday, August 30th.

Students may drop a class until Friday, September 9 with no mention of it on their

transcript.

A student can withdraw from a course until Friday, October 28th. A “W” will appear on

their transcript, but it will have no effect on their GPA.

If a student falls below 12 credits, they are no longer considered full time. This will

have consequences involving housing, financial aid, health insurance, eligibility to

participate in athletics, besides requiring extra time and money that will be necessary

to complete a degree. Students should be strongly urged to keep at least 12 credits.

Refer to appropriate departments if a student still has questions. (Financial Aid,

Residence Life (for housing concerns) or the Athletics Department depending on the

particular concern.) See the referral guide starting on page 6.

D. Issues related to changing major

Student is uncertain:

o Discuss the student’s reasons for considering a change.

o Explore student’s understanding of major vs. career.

o Would visit to Career Services or another first year advisor or the Director of

The Academic Success Center be fruitful?

o Is student aware of all the undergraduate programs here?

o Would he/she like to browse through check sheets?

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Student knows what he/she wants. If it is one of the majors listed below, the student

must make an appointment with the given contact to discuss the procedure. Make sure

students realize that anyone attempting to change to a design major will require a

portfolio review. To switch to an engineering major, students must have either a 550 on

their math SAT or have already passed Calculus I, Calculus II and Physics I.

o Animation and Interactive Design and Media: Neal Harner (2913)

o Architecture: Jim Doerfler

o Architectural Studies: Jim Doerfler (0436)

o Construction Management: Ed Keeter

o Engineering: Jonathan Spindel

o Fashion Design: Anne Hand

o Graphic Design: Frank Baseman (2108)

o Health Sciences/Occupational Therapy: Wendy Krupnick, (2530)

o Health Sciences/Athletic Training: Ali El-Kerdi (6332)

o Industrial Design: Tod Corlett (2551)

o Interior Design: Lauren Baumbach (2806)

o Landscape Architecture: Kim Douglas (First Year Advisor, Tuesday, 9-11, 0115)

o Psychology/Occupational Therapy: Wendy Krupnick (2530)

o Textile Design: Marcia Weiss (First Year Advisor: Tues 9-11, Thurs 9-10, 2762 )

Student knows what he/she wants, and it is not one of the majors listed above.

o Discuss rationale of the change.

o Get out checksheet – discuss program requirements as you fill it out, and make

copies for registrar and student

o Help student understand the steps necessary in completing the change of major

form. (The Director or Assistant Director can sign for “Program Director of the

New Program”)

o Keep copies of change of major form, checksheet, and notes in file.

E. Questions about the honors program

Entering freshmen are invited into the honors program if their high school GPA is

at or above 3.5, and their SAT score is 1100 or above.

Students who demonstrate academic excellence in the first few semesters may

also receive an invitation to join the honors program. If a student still has

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questions, they should contact Marcella Deh, director of the honors program.

(215-951-5367).

See the catalogue entry about the honors program for more information.

F. Disability Accommodation

Students must supply documentation to Disability Services.

If students do not have documentation, they need to schedule a private

evaluation. We do not do testing here.

Catalogue entry for Disability Services.

For more information, contact Zoe Gingold, Coordinator of Disability Services ,

(215-951-6830).

G. Athlete Concerns

Athletes must maintain at least 12 credits per semester.

They must maintain a GPA of 2.0 to continue to be eligible to play.

Athletes are given priority registration for their championship season. It is up to

the individual to take advantage of this opportunity.

For more information contact Rose Kelly, Assistant Director, 215-951-5638.

H. Concerns about financial aid

A student must maintain 12 credits each semester to be eligible for financial aid.

Students must complete 75% of coursework begun. Withdrawing from a class

does count against a student, but dropping a class during the first 3 weeks does

not.

A GPA of 2.0 is required to maintain financial aid. Of course, scholarships may

have other higher requirements.

For more information, see the catalog entry , (information about eligibility is

located about ¾ of the way through the entry) or contact the Financial Aid

Office 215-951-2940.

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First Year Advisors by college and area of expertise

College of Architecture and the Built Environment

Kim Douglas Landscape Monday 10 - 12

Jake Tucci Interior Design Monday & Wednesday 11 to 1

Craig Griffen Architecture Tuesday 2 - 5

Matthew Gindlesparger Architecture Wednesday & Friday, 12:30 to 2:30

Steve Grout Interior Design Thursday 1 – 4:30; Friday, 11:30 -3:00

Carol Hermann* Architecture-C-ABE advising advocate Thursday 9-12

College of Design, Engineering and Commerce: Business Administration

Chae Mi Lim Business/Marketing Monday & Wednesday 1-3

Sue Christoffersen Business/Economics Tuesday, 10 – 12:30 & 1:30 - 3

Jaideep Naidu Business/Operations Management Friday, 1-5

Pielah Kim FMM Tuesday 9 - 11

Ed Keidat Business/ Undeclared Tuesday/Thursday, 9:30 - 2

David Loranger FMM Monday/Wednesday 2 – 3:30

College of Design, Engineering and Commerce: Design and Engineering

Todd Kramer Industrial Design Friday 10 - 12

Mark Havens Industrial Design Monday & Wednesday 3 - 5

Marcia Weiss Textile Design Tuesday, 9-12

Anne Hand Fashion Design Tuesday & Thursday 3-5

Herb Barndt Textile Materials Technology Friday 9 - 1

Brian George Engineering Monday 1-2 ; Wednesday 2 - 4

Elizabeth Shirrell Graphic Design Tuesday 2 – 3; Friday 1 - 3

College of Science Health and Liberal Arts

Megan Fuller Assorted Science Wednesday 10 - 1

Mary Ann Wagner Health Sciences Tuesday 11 – 12 & 2 - 4

Evan Laine Law and Society Monday & Wednesday 9 – 11

Ryan Long Assorted Science Monday 9 - 12

Amy Baker Physician Assistant Program Monday, 2-5

Jeff Klemens Biology Thursday 9 - 12

Dale Michaels Psychology/Undeclared Tuesday 1 – 2; Thursday 12:30 – 2:30

Ellen Knapp Math placement Monday 12:30 – 3; Wednesday 9:30 - 12

John Pierce PsychologyBio-Psych/Psych OT Monday/Wednesday, 12 - 2

Raju Parrakal Assorted Science; Pre-Med Monday 3-5, Wednesday 3:30 - 5

Transfer Advisor

Debbie Kaminski Transfer credits Monday & Friday 9 – 1; Thursday, 11-2

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V. Referral Guide

Advisor Resources and Referral Guide – Fall 2016

Topic of Concern Resource/Referral (215)-951- Advising-Related Questions Megan M. Mills, Director (Academic Success Center) 2731

ABE Executive Dean Barbara Klinkhammer 2899

ABE MAO Linda Irwin 0260

ABE Advising Advocate Carol Hermann

Athletics Related Questions Rose Kelly, Asst Director (Gallagher Center) Tom Shirley, Athletic Director

5638 2720

Career Services: Major , Career Exploration, Enter-the-Center

TBA www.philau.edu/career/students/CareerInventoriesandAssessments.htm

2930

Career Services: Internships Traci DePedro, Director, Career Services (Kanbar 313) Samantha Camoni, Associate Director (313 Kanbar)

2930 2931

Career Services: Events Traci DePedro, Director, Career Services www.philau.edu/career/students/index.htm

2930

Check Sheets: other than current catalog year

Individual major/program Directors Nancy Howard, Advising Advocate

2888

Computer Problems & (WebAdvisor) “Report” Problems

HELPDESK, OIT (2nd floor Search Hall) www.philau.edu/oit/helpdesk/index.htm

4648

Continuing & Professional Studies Majors (accelerated, evening)

Sharon Harris, Dir. Cont. & Prof. Studies (102 Tuttleman) www.philau.edu/continuinged/majors.html

6853

Credit/No Credit (Pass/Fail)

(1) Catalog, (2) Advising ….then (3) Registrar’s Office (1st floor Archer Hall) www.philau.edu/registrar/documents/CREDITNO-CREDIT.pdf

2990

Counseling - Personal Cathy Barlow, Director (323 Kanbar) 2736

Dean of Students Henry Humphreys, Dean of Students Tim Butler, Associate Dean of Student Lyn Copestick, Exec. Adm. Asst.

2740 2740

DEC- Academic Dean Dean Siuwa (Monica) Lam (1st Floor, Gibbs Hall) 2814

DEC - Executive Dean Ron Kander, Exec. Dean Kanbar College Teri Loftus, Admin

2106 2751

DEC - Manager of Academic Operations (MAO)

Justin Opella 2951

DEC - Advising Advocate Nancy Howard 2888

Disability Services Zoe Gingold, Coordinator (102 Kanbar) www.philau.edu/disabilityservices

6830

International Students: Q/A Hannah Bar-Giora (102 Kanbar) 2660

FERPA www.philau.edu/studentaccounts/ferpa.html

Financial Aid Lisa Cooper, Director (1st floor White Corners) Ron Dawson, Assoc Director

2940

Forms - all forms now available on-line

Academic Success Center Forms

Registrar Forms

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Graduate Degrees/Programs Philip Russel, Dean of Graduate Studies D.K.Malhotra, Director MBA (104 Tuttleman) Carol Spangenburg, Admin (104 Tuttleman)

2814 2950 2950

Health Services / Wellness Center

Megan Grugan Director, Health Services (lower level Scholler Hall)

2986

HelpDesk/Atomic Learning www.philau.edu/oit/helpdesk/index.htm 4648

Honors Program Marcella Deh (102 Kanbar) 5367

Library Assistance Stan Gorski, Director (Gutman Library) 2840

Majors: (general) Questions Megan Mills 2731

Math Related Questions Ellen Knapp, Professional Math Tutor (L+A Ctr) Niny Rao, Assistant Professor

2554 2779

Medical Leave-of-Absence Henry Humphreys, Dean of Students (321 Kanbar) 2740

National Student Exchange (NSE)

Hannah Bar-Giora (102 Kanbar) 2660

PE questions Kasey Oczowski, Dir. of Fitness & Wellness (Gallagher ) 2906

Photo ID/Swipe Card Kanbar Welcome / Information Desk www.philau.edu/studentactivities/PhotoID2.html

2744

Re-entry to the University Nancy Howard (C-DEC) Carol Hermann (C-ABE) Ryan Long (C-SHLA)

2888 2604 2863

Registrar Gina Marano, First line (1st floor Archer Hall) Vicki Lally, Second line Juanita Womack, University Registrar

2992 2991 2990

Residence Life …..including roommate problems

Dillon Eppenstein, Director Christina Moran, Director

2542

Safety and Security Jeff Baird, Director 2999 (emergency) 2620

SHLA Executive Dean Michael Dryer 2862

SHLA Academic Dean Barbara Kimmelman

SHLA MAO Patricia Brennan (Search Hall, Second floor) 0273

SHLA Advising Advocate Ryan Long 2606

Snow Emergency? Check main Web site: www.Philau.edu 2700

Spiritual Development Rabbi Susan Schein, Coordinator (320 Kanbar) www.philau.edu/studentdev/spiritual

6804

Starfish questions Melissa Mullin 6834

Student Accounts TBA www.philau.edu/studentaccounts 5643, 2960

Student Activities, Clubs & Organizations

Heather Weaver, Director of Student Engagement 0844

Student Engagement Office Heather Weaver, Director of Student Engagement 0844

Study Abroad Madeleine Wilcox, Director 2815

Study Strategy/Test Taking Melissa Mullen, Academic Success Center 6834

Transfer credit – permission to take out-of-residence

Academic Advisor & Program Director Advising Forms

Transfer Credit: Q/A (upper-level students)

Megan Mills, Director, Academic Success Center Debbie Kaminski

2731 2730

Tutoring Questions Melissa Mullen, Academic Success Center 6834

University-wide Operator 2700

Withdrawal/Leave of Absence http://www.philau.edu/registrar/forms.html

Writing-Across-the-Curriculum Katie Gindelsparger WAC Director (202 Ravenhill Mansion) 2613

Writing Q/A & Tutoring Erin Lucas, Coordinator of Writing Tutoring 2844

Last updated 8/12/16

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VI. Math Requirement by major:

Math Requirement by major FOR FIRST TIME FRESHMEN 2016

MAJOR MATH REQUIREMENT

Engineering, Mechanical Engineering, MATH 111, 112, 213, 225

Biochemistry, Chemistry 111, 112, 213

Biology, Pre-Med, Chemistry/Environmental 111,112

Animation and Digital Media, Architecture, Architectural Studies, Construction Management, Biopsychology, Psychology, B.S. Psychology/M.S. Community Trauma Counseling

Must get to at least MATH-103 102 and 103 or 103 and elective

Health Sciences, B.S. Health Sciences/M.S. PA Studies, B.S. Health Sciences/M.S. Community Trauma Counseling, B.S. Health Sciences/M.S. Occupational Therapy, , B.S. Psychology/M.S. Occupational Therapy Landscape Architecture, Interior Design, Textile Material Technology, Undeclared

1 math: 102, 103, or 111

Accounting, Business Undeclared, Communication, Environmental Sustainability, Fashion Design, Fashion Merchandising and Management, Finance, Graphic Design Communication, Law and Society, Management, Marketing, Textile Design

1 math: 100, 101, 102, 103, or 111

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VII. Special situations

A. Student dissatisfied with final grade.

The following chart indicates the appropriate contact for beginning the appeal process.

Grade Appeal

College Course Who to go to

Science, Health and Liberal Arts All but Liberal Arts Michael Dryer

Liberal Arts Tom Schrand

C-ABE Architecture Jim Doerfler

Construction Management Ed Keeter

Interior Design Lauren Baumbach

Landscape Architecture Kim Douglas

C-DEC

Business (except for FM&M) Monica Lim

Engineering Jonathan Spindel

Fashion Design Anne Hand

FM&M TBA

Graphic Design Frank Baseman

Industrial Design Tod Corlett

Interactive Design and Media Neil Harner

Textile Design Marcia Weiss

Textile Materials Technology Janet Brady

B. Course Substitution

If it seems that a student’s request to substitute a required course for a similar one already taken might

have merit, either because of a change of major, or other extenuating circumstances, if have them fill

out the Course Substitution Form . Make sure you go through the form with the student, helping them

to understand how to navigate the necessary signatures.

C. Pre-Requisite Waiver

If a student has some reason to believe that they should not have to take a prerequisite for a particular

course, and it seems as if this belief has some merit, fill out one of the Pre-Requisite Waiver forms – a

different one for each college.

C-SHLA pre-requisite waiver form

C-ABE pre-requisite waiver form

Kanbar College pre-requisite waiver form

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X. First Year Advising Scenarios: A student walks into the Academic Success Center . . .

1. . . .it is the first week of school. She wants to drop her Interior design studio and her drawing

course because she decided she does not want that major.

2. . . . and says, “ I don’t know why I am in these courses. I took them all in high school. Why am I

in them now?

3. . . . and says she has tons of AP/dual enrollment credit and needs her schedule changed.

4. . . . and insists that a course is too easy and he/she wants another course in its place.

5. . . . and says, “ I just need to talk with someone. I’m not feeling comfortable on this campus.”

6. . . . bright and cheery and wants to get to know you.

7. . . .and wants to withdraw from a course-they don’t see the point of it, or thinks it is too

difficult, or doesn’t care for the teacher.

8. . . . to change courses AFTER the last day to add.

9. . . .to change courses after the last day to drop.

10. . . . to change courses after the last day to withdraw?

11. . . . and wants to know how pass-fail or Credit-no-credit courses work?

12. . . . it is the first week. She wants to change her major.

13. . . . it is the second week. She wants to change her major.

14. . . . .it is the 12th week. She wants to change her major.

15. . . .and says that their math course is too easy or too hard.

16. . . and says, “This is not the right school for me. I want to leave. What do I have to do?”

. . . . .what do you say?

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TITLE IX and CLERY ACT MANDATORY REPORTING RESPONSIBILTIES

There are two federal laws that establish responsibilities for employees of universities to report certain

types of crimes and incidents, especially sexual misconduct -- Title IX and the Clery Act. Each of these

areas of federal law has a different purpose, but generally the laws are intended to protect members of the

campus community, visitors, and guests from criminal and discriminatory behavior. The responsibilities

established by these laws give rise to the term “responsible employees.”

Title IX focuses on the adverse consequences faced by victims of gender discrimination and sexual

harassment and creates obligations for the University to investigate and to provide a “prompt and

effective remedy.” If the victim is a student, Title IX means among other things that the University must

provide an environment that does not interfere with the victim’s right to pursue an education. The

University incurs this obligation when a victim has given notice to a “responsible employee,” or when the

University, in the exercise of reasonable care, should have known, about the assault or harassment.

The Clery Act creates a duty for institutions to report crimes in different categories and has the broadest

scope. Guided by the language of the Clery Act and subsequent amendments, the University is required to

define which employees must report crime information they receive.

Responsible Employees Title IX and Clery Act responsible employees include any employees who have the authority to take

action to redress the harassment, who have the duty to report to appropriate school officials sexual

harassment or any other misconduct by students or employees, or an individual whom a student could

reasonably believe has this authority or responsibility which include, but are not limited to:

• Vice Presidents, Deans, Department Chairs, Directors and Coaches

• Assistant or Associate Vice Presidents, Deans, and Provosts

• Any employee in a supervisory or management role

• Any faculty member responsible for supervising any activities or programs that include direct contact

with students outside of classroom (including faculty advisors to recognized student organizations)

Before a student reveals information, University employees will try to ensure that the student understands

the employee’s reporting obligations—and, if the student wishes to maintain confidentiality, direct the

student to confidential resources. A student may choose to make a full report or request confidentiality as

he or she determines.

1. For Clery Act: please contact the Director of Safety and security, Jeff Baird, 215-951-2620

2. As to Title IX, when you become aware of an alleged act of sexual harassment, sexual

assault, or gender discrimination you must: Immediately contact PhilaU Title IX Officer: Mark

Govoni, Dean of Students, 215-951-2748