UAC General Membership Meeting February 1, :00-11:30AM Rudder 302

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1 UAC General Membership Meeting February 1, :00-11:30AM Rudder 302 Attending: Allison Maderia (Secretary), Amanda Mather (Qatar), Analicia Leiva (Parliamentarian), Ann Pool (President), Bonnie Bustos-Rios (Past President), Bridette Ingram (Financial Aid), Brittany Hensley (Treasurer), Chris Cantrell (Engineering), Christina Escamilla (Historian), Clint Crampton (Science), David Tofel (Admissions), Erika Wise (Disability Services), John Robert (Registrar), Laura Oliverez (VP Communications, Jennifer Rhinesmith-Carranza (VP Programs), Kristina Beevers (Agriculture), Paul Stolzfus (Athletics), Roxanna Russell (Geosciences), Russ Graves (TAP), Shedrick Johnson (Liberal Arts), Tracey Rueschhoff (Study Abroad), Vince Hernandez (President Elect), Suzanne Rosser, Patricia Fike, Khara Spears, Vanetta Geiger, Allison Harms, Tracey Forman, Morgan Jones. Meeting called to order at 10:02 a.m. by Ann Pool I. Minutes Approval Motion approved by Brittany Hensley, seconded by Analicia Leiva II. Officer and Committee Reports President Ann Pool i. AOC Deans Update - Attached President Elect Vince Hernandez i. New Student Conference Committee, January meeting overview. Discussed international student holds for summer and January NSCs regarding language exam. Students are notified of hold in advance, but holds do not seem to be resolved in time. NSC committee trying to make this more efficient and will update us in March. ISS move to Pavilion. Admissions will make all decisions by end of February, with 98% decisions by Aggieland Saturday. VP Programs Jennifer Rhinesmith-Carranza i. UAC Symposium 168 Registered, committee is midst of planning. See regarding social at Ozona night before Symposium. Please RSVP if you want to attend. 1. Registration Deadlines January 16 February 23, $ VP Communications Laura Olivarez i. Listserv membership request Who can be a member of the UAC-Bull listserv? Do we need to have a defined rule regarding who can be added? Discussion marked that it should be opened to any staff/faculty member with a TAMU address who serves students. Should we open it to the system? Ann will be meeting with system staff in February and would like to discuss this with them. Move to table this discussion until March. Troops to College Chris Cantrell Covered January meeting and Troops to College committee overview. Joe Pettibon spoke at January meeting and Tim Scott discussed his new role and the further exploration of what military service can be used toward degree completion. Discussed aspects of legislative session that will affect student veterans, include HB864, which will require each college to have a HR veterans relations person, if passed. There is no legislation in session regarding Hazelwood at this time, expect to remain the same for the foreseeable future. Morgan Jones from ASC reported that the ASC s new coach, Mike, is a veteran and splits his time between ASC location and VRSC student veterans can ask for him or select him to make an appointment online. Secretary Allison Maderia i. Membership Committee

2 III. IV. 1. Working on Mentor Program and have discovered that there used to be a UAC memberbased mentor program and am seeking more information. If anyone is familiar with this, please contact Allison. 2. UAC Networking Brown Bag, February 9 th 11:45-1:00, Koldus 110 Treasurer Brittany Hensley i. New Budget Approval See attachment. Changes: Took out projected income and added actual expense column, which makes it easier to see available funds. Instead of projecting, we are spending based off our income received last year from Symposium. Move to approve the budget, Jennifer Rhinesmith-Carranza and seconded by Brittany Hensley. Historian Christina Escamilla no updates Parliamentarian Analicia Leiva clarification on when is a General Meeting and majority vote. Can this be considered a general meeting if not at ABD? Bonnie Bustos-Rios moved to postpone voting on bylaws, Brittany Hensley seconded. Discussion commenced, reading the Bylaws that stated, A General Membership meeting shall be held annually at Advisor Briefing Day(s). Additional meetings shall be held as needed. And These bylaws may be amended by a majority vote of the members present and voting at the General Membership Meeting provided that members are notified of the proposed amendments at least one week prior to the date of the meeting. Board discussed that the bylaws allow a General Meeting to be called as needed and that advance notice of the meeting and bylaws was adhered to. Ann Poll amended motion and Brittany Hensley seconded. Immediate Past President Bonnie Bustos-Rios no updates Advisor Training and Development Committee Ann Pool i. New Advisor Orientations: (Equine Center, 8:15am-5:00pm) 1. March 22nd Equine Center, Andras A Classroom LAST ONE FOR SEMESTER ii. Advisor Brown Bag Lunches (arrive at 11:45; speaker begin at 12:00 and end at 1:00) 1. February 10 th Center for Student-Athlete Services Jeff Guin, Rudder March 8 th Undergraduate Degree Planner Registrar s Office (John Robert), Rudder 407 Please have those interested in attending these brown bags to RSVP to annpool@tamu.edu Old Business Jennifer Rhinesmith-Carranza asked Bridgette Ingram Has there been any discussion on changing MLSC courses to zero credit due to Courses Counting Toward Financial Aid Meredith Simpson was not present but should be consulted, Bridgette mentioned that they are looking at individual cases as needed. New Business Proposed changes to UAC Bylaws See attached i. Changes to President, President-Elect and Past President duties. ii. Changes to Advisor Briefing Days Two ABDs with lunch on your own due to rising costs and limited selection nearby. Board discussed that the fall ABD would focus on relevant campus updates and the spring ABD can be called, if needed, to focus on professional development or if more campus updates are necessary. iii. Changes to Symposium Move to fall semester to offset current challenges regarding time conflicts and planning. Board discussed having more options for speakers if Symposium is not conflicting with major NACADA and TEXAAN conferences. Timing was discussed, as different offices have different busy times (degree planner, during pre-reg, before pre-reg, Q-Drop deadline). Vince mentioned that NACADA plans 2-3 years ahead of time so that will be helpful. Amanda Mather mentioned that it could conflict with UTSA, Ann said that the board discussed this and would rather have Symposium conflict with another smaller conference than the larger. Analicia asked who would plan Symposium, the former VP of Programs, or new elected in the spring. Jennifer said that for this year, the current will help but in the future the new VP of Programs will have to start the planning in May. It was discussed that it is a lot of planning for a new VP and they must have proper help on their committee. iv. Advising Technologies Committee moved to be a standing committee, lea by Past-President.

3 UAC General Membership Meeting February 1, :00-11:30AM Rudder 302 For future meeting: Morgan Jones mentioned that the bylaws did not state that Awards Breakfast is a General Membership Meeting. If we want it to be considered one, we will need to list on Article 7, Section 1. Since we need to notify General Membership of bylaw changes in advance, noted that we couldn t vote on today. Jennifer moved to table to next meeting, Brittany seconded. Ann asked if we would like to vote on each amendment individually, or as a group. Jennifer moved to approval all, Brittany seconded, no opposed. V. Announcements NACADA Webinars for Spring 2017: (1:00-2:30) i. February 1 st Mindset, Right to Fail, and Persistence: Academic Advising in Sport of Student Success, MSC 2500 ii. March 9 th It s On Us Too: Understanding & Navigating Title IX as an Academic Advisor, Location TBD iii. April 6 th Nudging Students to Success: The Integration of Academic Advising and Motivational Psychology, Location TBD Next Executive Board March 1 st, Rudder 701 Bridgette Financial Aid: Pat Tillman Scholarship for an outstanding veteran student is open in February. The continuing student scholarship is closing, incoming fall freshman awarded already 13,000 freshman were awarded aid. Course Program of Study trainings are open, RSVP via sent. Today is last day for adjustment, Bonnie asked about late add/drops, Allison mentioned that students only have today to change to GEST. Bridgette mentioned that any individual cases like this need to be brought to her attention and/or Trent Smith. David Admissions: Freshman/Transfer application opening July 1, earlier by one month. Deadline remains the same, October 15 th. Recommended that we attend Admissions Transfer Sessions if have not already this Friday in Rudder. Reminded that it is almost time for Transfer Course Sheet updates. They will be sending to AOC Deans, please be as open, honest and specific as possible in the information provided. Warning about Trigonometry pre-req for PHYS 201 at many community colleges, reports of students who are frustrated when the course does not count anywhere in TAMU degree plan. It was asked if colleges will accept a higher level course as the pre-req? David believes that this will range from institution to institution. Paul Athletics: Reminder of Brown Bag with Student Athletic Services and requests for any special topics that need addressed. Morgan Academic Success Center: Tutoring schedules are available on their website and Study Hub is being updated. There are two more Fresh Start Orientations in early February, register via ERS. There may be a chance for more seats in first Commit to Success (CTS), contact Morgan with requests. There is availability for personal academic coaching. Shedrick asked when it is too late for a student to contact ASC to complete their Success Plan. Morgan reports typically April, toward then end of CTS Round Three. Kristina asked if there were any updates about the new advising system. Roxanna and Brittany mentioned that the group has been meeting and to expect a March/April rollout. VI. Adjourn Executive Board Meeting - Brittany Hensley moved and Analicia Leiva seconded. Ended at 11:22 a.m.

8 UAC GENERAL BUSINESS MEETING February 1, 2017

9 UAC BYLAWS Current Bylaws 1:1 President It is the duty of the President to: preside over all Executive Board and General Membership meetings plan Transitional Board Meeting in coordination with the Immediate Past President to be held no later than July 1 st. serve as Co-chair of the Strategic Planning and Assessment Committee serve as UAC representative to the Academic Operations Committee (AOC) and to ad hoc committees, as assigned prepare the agenda for Executive Board meetings serve as an ex officio member of all UAC committees (except the Nominating Committee) appoint members of the Nominating Committee call special meetings Proposed Changes 1:1 President It is the duty of the President to: preside over all Executive Board and General Membership meetings plan Transitional Board Meeting in coordination with the Immediate Past President to be held no later than July 1 st. serve as chair and appoint members of the UAC Awards Committee serve as Co-chair of the Strategic Planning and Assessment Committee serve as UAC representative to the Academic Operations Committee (AOC) and to ad hoc committees, as assigned prepare the agenda for Executive Board meetings serve as an ex officio member of all UAC committees (except the Nominating Committee) appoint members of the Nominating Committee call special meetings

10 UAC BYLAWS Current Bylaws 1:2 President Elect It is the duty of the President Elect to: assume the responsibilities of the President in his or her absence serve as an ex officio member of all UAC committees (except the Nominating Committee) serve as chair and appoint members of the UAC Awards Committee serve as chair and appoint members of the UAC Awards Breakfast Committee serve as chair of New Advisor Training Committee Proposed Changes 1:2 President Elect It is the duty of the President Elect to: assume the responsibilities of the President in his or her absence serve as an ex officio member of all UAC committees (except the Nominating Committee) serve as chair and appoint members of the UAC Awards Breakfast Committee serve as chair of New Advisor Training Committee

11 UAC BYLAWS Current Bylaws 1:7 Immediate Past President It is the duty of the Immediate Past President to: certify membership of the Executive Board. serve as ex officio member of the Executive Board for the year following term as President. serve as Co-chair of the Strategic Planning and Assessment Committee. serve as chair of the Nominating Committee and conduct the election including distributing the nomination slate and the officer election ballots, and presenting the results to the Executive Board. Proposed Changes 1:7 Immediate Past President It is the duty of the Immediate Past President to: certify membership of the Executive Board. serve as ex officio member of the Executive Board for the year following term as President. serve as Co-chair of the Strategic Planning and Assessment Committee. serve as chair of the Nominating Committee and conduct the election including distributing the nomination slate and the officer election ballots, and presenting the results to the Executive Board. Serve as UAC Rep on the President s Awards Committee

12 UAC BYLAWS Current Bylaws Proposed Changes 1:7 Advisor Briefing Day(s) Committee The Advisor Briefing Day(s) Committee shall be responsible for planning the Advisor Briefing Day(s). The Advisor Briefing Day(s) Committee shall: consist of the Vice President for Programs, the Committee Chair(s), and a minimum of three additional members appointed by the Vice President for Programs. the Vice President for Programs will select the Chair(s) who will then convene the first meeting. be responsible for planning and implementing the Advisor Briefing Day(s) early in the fall semester. 1:7 Advisor Briefing Day(s) Committee The Advisor Briefing Day(s) Committee shall be responsible for planning the Advisor Briefing Day(s). The Advisor Briefing Day(s) Committee shall: consist of the Vice President for Programs, the Committee Chair(s), and a minimum of three additional members appointed by the Vice President for Programs. the Vice President for Programs will select the Chair(s) who will then convene the first meeting. be responsible for planning and implementing the Advisor Briefing Day(s) early in the fall and spring semesters.

13 UAC BYLAWS Current Bylaws Proposed Changes 1:8 Symposium Committee The Symposium Committee shall be responsible for planning the annual UAC Symposium. The Symposium Committee shall: consist of the Vice President for Programs, the Committee Chair(s), and a minimum of three additional members appointed by the Vice President for Programs. the Vice President for Programs will select the Chair(s) who will then convene the first meeting. be responsible for planning and implementing the Symposium during the spring semester. 1:8 Symposium Committee The Symposium Committee shall be responsible for planning the annual UAC Symposium. The Symposium Committee shall: consist of the Vice President for Programs, the Committee Chair(s), and a minimum of three additional members appointed by the Vice President for Programs. the Vice President for Programs will select the Chair(s) who will then convene the first meeting. be responsible for planning and implementing the Symposium during the fall semester.

14 UAC BYLAWS Current Bylaws ARTICLE VI: COMMITTEES Section 1: Standing Committee Proposed Changes 1:12 Advising Technology Committee The Advising Technology Committee is responsible for providing critical feedback and insight to departments and offices across campus regarding the use of technology in the academic advising process. The Advising Technology Committee shall: be chaired by the Immediate Past President consist of at least five members appointed by the Immediate Past President serve as a point of contact group to university entities looking for feedback serve as a sounding board and best practices discussion group regarding the use of technology in the academic advising process.

1st/2nd/3rd Round course deletions, additions and faculty changes due to

1st/2nd/3rd Round course deletions, additions and faculty changes due to WSU 2015-2016 ACADEMIC DEADLINE CALENDAR (alpha order) Note: All Dates Are Subject to Change. Any dates falling on Saturday or Sunday are extended to the following working/duty day. SUBJECT DESCRIPTION