COLLEGE OF ARTS AND SCIENCES

STUDENT SERVICES STAFF MEETING

Wednesday, August 8, 201210:30 AM – 12:00 PM

Toy Lounge

AGENDA

1. Welcome

2. Honors Carolina Jason Clemmons, Administrative Manager

3. Textbook Ordering Kelly Hanner, Course Materials Manager

3. Scheduling and Registration ProceduresHeather Duncan, Assistant Registrar for Registration ServicesKarla Townley-Tilson, Assistant Registrar for Scheduling

4. Updates from the Office of Undergraduate CurriculaNick Siedentop, Curriculum Director

Spring 2013 Scheduling Timeline Aug. 10th - Course Schedule Maintenance

ends Aug. 13th - Sept. 13th - Scheduling team

performs Room Assignments Sept. 13th - Class listing available on

Registrar’s website Sept. 18th - Extended Course Schedule

Maintenance opens

Class Scheduling Reminders Please monitor your class sizes and

classroom capacities◦ Depts can add students through the 10th day of

classes Please contact us to add meeting pattern

information to all classes Process for adding Instructors to the

Instructor table in ConnectCarolina Feel the Power!!!!

◦ Add and Drop Consent◦ Free Format Topics, (i.e. Second Titles)◦ Auto Calc button for instructor workloads

New Student Orientation

Refer to Renee’s email on 7/31 with details of upcoming changes to classes for last NSO session on 8/17

7/31 - First Year restrictions were removed 8/16 – First Year restrictions will be added

back to classes 8/17 – First Year restrictions will be removed

after last registration session After 6pm on 8/17 the classes are all yours!

Waitlist Update Per Educational Policy, starting Fall 2013, waitlists will no

longer be purged prior to classes starting and will be active until the last day to add (5th day of term)◦ This updated policy will also limit the # waitlisted seats per

class to 5 spots or 10% of total seats in class, whichever is higher

◦ Classes with restrictions (by major, class level, etc.) should not have waitlists. At a minimum, any restrictions should be removed from once the cancellation date has passed

◦ Students will only be allowed to waitlist through the cancellation date so that no new students can sign up for a waitlist

For Fall 2012 term, students may waitlist for a class through 11:59pm on August 9th.◦ Waitlists will be run one final time on August 10th

◦ Waitlists will be purged and waitlist rosters distributed to departments

Help! I can’t enroll…

Top 10 Items to Check:Items 1-5 (Scheduling Related)

1. Department Consent2. Reserve Capacities3. Time conflict on REC sections4. Discrepancies in LEC and REC capacities5. Pre-reqs

…cont.

Help! I can’t enroll…Top 10 Items to Check:Items 6-10 (Student/Registration

Related)6. Active on program/plan stack7. Term activation & eligible to enroll8. Enrollment appointment9. Service Indicators10. Enrollment Request Search

Time conflict Unit limit exceeded Enrolling outside of appointment/dates Restrictions on classes

Enrollment Request Search…yes, again! Navigation:

Records and Enrollment > Enroll Students > Enrollment Request Search

Follow steps on Enrollment Request Search document (and “cheat sheet” handout!) to customize your fields

Enter at least two search criteria:◦ Option 1 when looking at student: Term & Empl ID◦ Option 2 when looking at class: Term & Class Nbr

Demo time!

Auditing Policy From Registrar’s Website :

Academic Services > Policies and Procedures > University Policy Memorandums >

UPM 09: Auditing of Courses

Process for non-UNC Chapel Hill students:◦ Auditor obtains permission from instructor & department

chair ◦ Consent indicated on Registration Add form (or dept.’s

method)◦ Auditor brings form to Student Accounts to pay $20/class◦ Auditor brings permission and receipt to Registrar’s Office◦ Auditor fills out Non-UNC Auditor Form at Registrar’s Office◦ Registrar’s Office collects these three items and processes

audit registration

Undergraduate Curriculum Proposal Deadline

OCTOBER 15, 2012 (Monday)

Majors, concentrations/tracks, minors

• Submit department memo (signed by chair)

• Include Undergraduate Bulletin text showing changes

• Effective fall 2013

• Additional instructions: www.unc.edu/depts/uc/Faculty/Proposals_Instructions.html

Courses

• Submit in CRAS. If approved, will appear in 2013/14 UGB

Undergraduate Bulletin 2013-2014

1. Late-August: Units receive curriculum memo from Office of Undergraduate Curricula with attached course list. Review course inventory and submit any changes in CRAS.

2. Mid-October: Receive UGB file. Files will not include course list.

3. Mid-November: Return UGB file.

4. Mid-January: Last Curriculum Committee meeting for reviewing courses and last

Administrative Boards meeting for reviewing curriculum changes for 2013/2014 UGB.

5. Early-February: UGB goes to press

Implementing Recommendations from Independent Study Task Force

Communication

Independent study report: memo sent to chairs, DUSes, and department managers on 5/3/2012.

Implementation memo sent to chairs and DUSes on 7/11/2012.

Implementation steps must be completed by 11/6/12 (in time for spring registration)

Full report

Available online at: http://www.unc.edu/depts/uc/AB/4-17-12/IndepStudyReport_Final.pdf

Implementing Recommendations from Independent Study Task ForceRenumbering courses

The Office of Undergraduate Curricula has already contacted departments/curricula that must renumber courses to align with the Standard Course Numbering System.

• Special topics courses =*90 (i.e., 190, 290, 390, 490)

• Internship courses =*93 (i.e., 193, 293, 593)

• Undergraduate research courses =*95 (i.e., 195, 295, 695)

• Independent study/readings courses =*96 (i.e., 296, 496)

• Project will be completed by end of this summer, effective fall 2013

Actions required no later than November 6, 2012:

1. Require the use of a learning contract for independent study/research, directed readings, and other such courses that stipulates:

The number of hours per week of work expected from the student

The number of required meetings between instructor and student (include day/time of meetings)

Reading and writing assignment (and due dates)

Assessment information

A brief work plan

A formal approval process for the learning contract.

Actions required no later than November 6, 2012:

Independent Study Learning Contract – Word Form(for Spring 2013 Registration)

OASIS is designing a template form (using Microsoft Word) with fillable fields

Form will be posted on CAS intranet or distributed electronically by late September

Departments/curricula can add additional information, requirements, etc., if necessary (but do not remove any items/questions)

Distribute (or make available) form to students when needed

Actions required no later than November 6, 2012:

Independent Study Learning Contract – Online Form(For Spring 2014 registration)

OASIS will design an online form with workflow

Housed on the CAS website; departments/curricula can link to form from their website

Timeline and implementation TBD

A department-specific supplemental form is possible, but there will be one standard form for all departments/curricula

Some departments/curricula will be asked to help design and test the online form.

Actions required no later than November 6, 2012:

2. Determine a procedure for reviewing and approving learning contracts prior to registration for spring 2013.

Questions to think about:

How will students access/receive the form? (i.e., from the instructor, department website, department office, student services manager, etc.)

Who is the departmental approver (i.e. Independent Study Coordinator, DUS, or another faculty designee of the chair)?

(This will be important for the workflow of online form)

Is the student responsible for obtaining signatures from the departmental approver? Or does the faculty member submit form to departmental approver?

How/when will the student be registered in ConnectCarolina?

How/when will students be notified of approval?

Departments must maintain copies of this contract for a minimum of two years.

Actions required no later than November 6, 2012:

3. Sections numbers should correspond to an individual faculty member.

Prof. Jones = section #051Prof. Smith = section #017

Ensure that students register for these courses no later than the last day of “late registration” (the end of the first week of classes)

Each faculty member may supervise up to two students in such courses per term. (For exceptions to this policy, see p.7 of report.)

Actions required no later than November 6, 2012:The limitation on the number of students supervised does not apply

to:

Formal research methods courses, which are taught according to the standard class time format. (A syllabus serves as the learning contract.)

Capstone courses, where students working on an individual or group project register for a specific course taught by a faculty member in the normal course of his/her teaching responsibilities. (A syllabus serves as the learning contract.)

Faculty research laboratories, research programs, or established research groups in departments where students are part of a research team. (The learning contract still applies.)

Directed readings courses for a small number of UGRD students pursuing the same reading list. (The learning contract still applies.)

Actions required no later than November 6, 2012:

4. Limit the number of times the same special topics course can be offered to no more than two occurrences.

In ConnectCarolina:

Include secondary title in the "Free format topic" area-Check box for "Print topic on transcript"

Include course descriptions in “Notes” section, and/or

A tentative syllabus should be made available in the main office

Courses offered twice should be submitted in CRAS for permanent number, preferably by October 15, 2012.

Upcoming Meetings

Student Services Staff MeetingWednesday, December 12, 2012 at 10:30amLocation TBD

Directors of Undergraduate Studies Tuesday, September 25, 2012 at 8:00amToy Lounge