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Faculty Advisor FAQ

Faculty Advisor FAQ

  1. When should I meet with my advisees?
  2. How will I know how many advisees I have and who they are?
  3. How can I access RAC numbers for my assigned advisees?
  4. What if my advisee chooses to change their major?
  5. How can I get information about a student's academic progress?
  6. How can I access DegreeWorks?
  7. What is the recommended number of credit hours a student should register for by semester?
  8. How can I submit a request for an exception or override?
  9. What if a student wishes to change his or her major or minor?
  10. How do I find out when a student can register?
  11. How can I store notes of my advising session on a student?
  12. What academic/tutoring resources are available to students?
  13. What can I do if I am concerned about a student?
  14. What is the process for Probation Recovery and the Student Success Agreement?

When should I meet with my advisees?

Advisors are expected to meet with students prior to registration so that students are able to sign up for classes in a timely manner. 

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How will I know how many advisees I have and who they are?

Advisors can access a list of their assigned advisees by logging in to EKU Direct. Click on Faculty and Advisor, select Advisor menu and then Advisor Roster Page. From this page you can now see your list of advisees, student ID picture, and retention information (term registered).

An additional important feature of this list is the ability to email the student directly or email the student's supplemental Advisors and Instructors. This is very critical for intervention or advising about academic progress.
Click on this image for email options

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How can I access RAC numbers for my assigned advisees?

Advisors can access a list of their assigned advisees by logging in to EKU Direct. Access Faculty Services, click on Advisor menu and select Advisor Roster and RAC.  Once you have advised the student, check the box and the system will display the RAC number.

REMINDER: Faculty Advisors may not have access to a student RAC if the student is not specifically assigned to you. You may gain access to the RAC number by contacting your Department Chair.

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What if my advisee chooses to change their major?

If one of your advisees has indicated to you that they would like to change their major, it can be difficult for students to know who to contact in order to complete the process. Students wishing to change their major must complete a Major Change Form.

In order to complete the form, the student must meet with either the Program Coordinator, Department Chair or an Academic Advisor. Please refer to the College contact using the Change of Major Directory

Once the student has completed the form and it has been processed, the advisor change will be processed. In times that students are changing their major close to registration opening, the person they are meeting with to change their major can provide a RAC number. Each Department Chair has access to RAC numbers or contact University Advising at (859) 622-2276 for assistance.

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How can I get information about a student's academic progress?

Advisors may access information on a student's academic progress from viewing the 4th week progress reports and midterm grades. Advisors may also contact all instructors for a student by email by utilizing a new feature in EKU Direct-Class Roster. Click on the mail icon and the option to email the student or all of the students instructors becomes available.

To access 4th week progress reports. Login to EKU Direct. Access Faculty Services, Click on Advisor Menu, Select Advisee Progress Reports. You have the option of pulling only progress reports for your advisees or students in your courses.

To access midterm grades, Login to EKU Direct. Access Faculty Services, Click on Advisor Menu, Select Advisee Courseload and Grades.

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How can I access DegreeWorks?

Advisors can access a list of their assigned advisees by logging in to EKU Direct. Click on Faculty and Advisor, select Advisor menu and then EKU DegreeWorks. Utilize the drop down box to pull the audit by student name/ID number.

If you are a new advisor and have not yet completed training for Degree Works, please contact the Registrar's Office 859-622-2320. Additional support for DegreeWorks is listed below.

DegreeWorks Tutorials

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What is the recommended number of credit hours a student should register for by semester?

It is recommended that a student register for 15 credit hours in the Fall and Spring semesters in order to stay on track for graduation. A student must be enrolled in at least 12 credit hours to be considered a full time student. Students my request permission to take more than 15 credit hours (21 hours is the maximum request) by exception. Contact the office of your Departmental Chair or College Dean for override processes.

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How can I submit a request for an exception or override?

Exceptions are currently initiated by the advisor and entered through DegreeWorks.

For capacity overrides, prerequisite overrides, overload (more than 18 credit hours) requests, and second or subsequent repeat overrides, visit the webpage of the department that offers the course directly. Most academic departments have an Override Request Form on their website. If not, contact the Chair of the department. You can find each Chair’s name and contact information in the staff directory on that department’s website.

For capacity overrides, prerequisite overrides, overload (more than 18 credit hours) requests, and second or subsequent repeat overrides, visit the webpage of the department that offers the course directly. Most academic departments have an Override Request Form on their website. If not, contact the Chair of the department. You can find each Chair’s name and contact information in the staff directory on that department’s website.

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What if a student wishes to change or add a major or minor?

In order to change a major or minor, students must meet with an advisor representing the new program of study. Students are only permitted to change their major one time per academic year.

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How do I find out when a student can register?

Advising and registration dates can be found on the Colonel’s Compass.

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How can I store notes of my advising session on a student?

Notes, classes discussed, and RAC numbers can be stored in DegreeWorks in the “Planner” section.

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What academic/tutoring resources are available to students?

There are several academic/tutoring resources available to students, including the Student Success Center , Math and Statistics Tutoring Center, and the Noel Studio for Academic Creativity.

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What can I do if I am concerned about a student?

If you have concerns about a student regarding academic success, attendance, financial aid, and other academic matters, complete a Student Support Referral Form.  This information will go to the Senior Director of Student Success and the Director of the Student Success Center for follow up.

In cases where the student is a danger to her/himself or others, please contact the EKU Police Department immediately (phone: 859-622-1111).  Please note that the SAIT form should be used to report students who appear to be troubled or troubling to elicit a response from University officials before the student's behavior reaches a crisis level.

 

Probation Recovery and Success Agreements

Students are required to complete a Success Agreement with their Advisor under two conditions

1. Readmitted with less than a 2.0 GPA OR

2. On probation after their FIRST semester at EKU

The processes for helping students in this situation can be found on this guide: https://universityadvising.eku.edu/eku-probation-recovery-guide

Required forms can be found here.

Success Agreement

LATE Success Agreement (to be completed if student meets with you at midterm and beyond).

 

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